ALCOAST 344/19 - NOV 2019 FY20 “C” SCHOOL ORDERS AND TDY TRAVEL GUIDANCE

R 071410 NOV 19
FM COMCOGARD FORCECOM NORFOLK VA//FC-C//
TO ALCOAST
UNCLAS//N01000//
ALCOAST 344/19
COMDTNOTE 1000
SUBJ:  FY20 “C” SCHOOL ORDERS AND TDY TRAVEL GUIDANCE
A. Personnel and Pay Procedures Manual, PPCINST M1000.2 (series)
B. The Federal Travel Regulations (FTR)
C. The Joint Travel Regulations (JTR)
D. Cutter Training and Qualification Manual, COMDTINST M3502.4 (series)
E. Performance, Training, and Education Manual, COMDTINST M1500.10 (series)
1. To remain a Ready workforce, we must use our precious training funds as effectively as
possible. This ALCOAST clarifies “C” School TDY travel guidance and highlights critical
policy contained in REFs (A) through (E). Increased training costs, wasted training quotas,
and adverse impacts to CG-wide training opportunities result when policies are not followed.
2. “C” School Orders Issuance. The Education and Training Quota Management Command (ETQC)
issues travel orders via Direct Access (DA) to all Class “C” Schools. Commands are responsible
for reviewing orders on the Airport Terminal in DA for attached members and servicing Personnel
and Administrative (P&A) Offices are expected to manage temporary duty orders, to include
providing travel and transportation administrative support and counseling to members.
    a. It is the responsibility of the traveler and unit Approving / Authorizing Official (AO)
to read all order notes in their entirety, ensure proper travel and entitlement counseling
occurs before the travel begins, and certify the accurate reimbursement of travel entitlements
is paid upon completion of TDY.
    b. Members are obligated to exercise the same care and regard when incurring Government
reimbursable expenses as would a prudent person traveling at personal expense.
    c. Members are expected to request and receive timely counseling on authorized travel
entitlements from the servicing P&A office, typically within 5-7 business days after the
issuance of orders.
    d. Members should schedule transportation and lodging as early as possible, in an effort
to maintain fiscal responsibility. Unnecessary or unjustified delays in making reservations
precludes a traveler from using the least expensive transportation and / or accommodations
available.
3. Amendments to Orders. IAW REF (A), unit AOs may not amend “C” School orders issued by
ETQC to authorize rental vehicles or change course training dates. If such a modification is
required, ETQC will provide a memo amendment to the orders on ETQC’s letterhead, to be signed
by the unit AO. For all other amendments, unit AOs shall not physically modify “C” School orders
issued by ETQC within DA or through the use of Adobe editing options. Changes to authorized
entitlements as issued by ETQC shall only be amended by the travelers’ unit AO via CG
Memorandum.
4. Changes to Government Lodging. In an effort to travel in the most fiscally responsible
manner, travelers who are issued “C” School orders directing government lodging are obligated
to book their lodging immediately upon issuance and receipt of orders (typically within 7-10
business days).
    a. If Government quarters are not available, the traveler is required to obtain a non-
availability confirmation number from the government lodging registration process as supporting
documentation to justify reimbursement for commercial lodging and per diem. Unit AOs are
required to obtain and reference the non-availability document in any amendment issued to
travelers who were directed to use government lodging.
    b. Purposefully waiting to book government lodging in an attempt to secure commercial
lodging is an abuse of government funds and may lead to administrative action and/or
cancellation of orders.
    c. IAW REF (B), civilians attending training at locations where government lodging is
available will be authorized a Reduced Per Diem rate equal to the cost of the government
lodging rate specific to the training facility. ETQC issued orders will prescribe the
authorized lodging rate. Civilian travelers who choose to utilize alternate lodging facilities
(e.g. commercial lodging facilities) when on base lodging is available will only be authorized
reimbursement up to the on base lodging rate as prescribed on the orders.
5. Meal Entitlements (military travelers).
    a. While TDY to a U.S. installation where adequate government quarters and meals are
available, the standard government meal rate (GMR) or proportional meal rate (PMR) is
authorized per REF (C), table 2-17.
    b. The standard GMR is the authorized meal rate for installations where meals are served at
“à la carte” prices.
    c. Unit AOs shall not amend orders to authorize an increased meal rate [PMR and/or
commercial (locality) meal rate] in lieu of the standard GMR for “à la carte” prices at a
U.S. installation without the required written approval from the DoD Base/schoolhouse commander.
    d. Unit AOs are required to obtain and reference the written approval for any amendment
issued to military travelers whose orders direct the standard GMR.
6. Meal Entitlements (civilian travelers).
    a. While TDY to a location where government meals are available, travelers will be
authorized a Reduced Per Diem rate equal to the cost of the meal rate specific to the training
facility. ETQC issued orders will prescribe the authorized meal rate.
    b. The full locality commercial meal rate is the authorized meal rate for installations
where meals are served at “à la carte” prices.
7. Financial Management. Unit AOs shall not approve requests for travel settlements unless
the obligated amount recorded in FPD (the estimate on the travel orders) is equal to or
greater than the amount of the settlement. Sufficient funds must be obligated prior to unit
AOs approving travel settlements in TPAX for “C” Schools. If the travel settlement exceeds the
amount obligated, requests for funds adjustment must be sent to FORCECOM before final AO
approval of the travel claim in TPAX. The request shall be sent via e-mail to:
HQS-PF-fldr-A-CSCHOOLTRAVELCLAIMADJUSTMENT@uscg.mil and include the member’s travel orders,
all amendments, and the TPAX travel voucher summary as attachments. The requesting AO and
traveler will be contacted once action has been completed and the AO will then be authorized
to approve the claim.
8. Training Cancellations/Substitutions. Commands shall make every effort to use quotas
assigned by ETQC.
    a. Cancellation and/or substitution requests must be sent via Admin OIX message to ETQC
and the appropriate Program Manager within 10 days of receiving orders, giving the Program
Manager ample time to consider the request, and giving ETQC the opportunity to reassign the
quota.
    b. Per Paragraph 3.D.1 of REF (D), ETQC is only authorized to cancel pre-arrival training
quotas due to medical emergency, Red Cross verified family emergency, unplanned contingency
operations (e.g. Deepwater Horizon), or program approved waiver.
    c. Training held at the Maritime Law Enforcement Academy (MLEA) must comply with the
cancellation and substitution policies set by the Federal Law Enforcement Training Centers
(FLETC).
Commands should be aware of these polices to maximize training quota usage. These policies are:
       (1) FLETC requires a minimum of 18 students (or 75% of the maximum class size) to hold a
course. If a course has less than 18 students (or is below 75% of the maximum class size)
30 days prior to the course beginning, FLETC will cancel the course.
       (2) Substitutions cannot occur within 1 week of the course convening.
       (3) Substitutions within 30 days of the course convening must be gender neutral.
       (4) All courses are capped (no additions) 30 days prior to the course commencing.
9. For field level questions regarding authorized travel entitlements, please refer to your
unit AO. Unit AOs should contact ETQC course schedulers for rental vehicle and training date
amendments. ETQC course scheduler contact information can be found at:
https://cg.portal.uscg.mil/units/forcecom/ETQC/SitePages/Home.aspx.
10. ETQC’s Point of Contact: LT Erica L. Linnemann, (757) 756-5339.
11. RDML B. K. Penoyer, Commander, Force Readiness Command, sends.
12. Internet release is authorized.