Introduction to Upgraded Version of UTS(T-Pax) PSC Travel Branch

Introduction to Upgraded Version of UTS(T-Pax)

PSC Travel Branch

UTS (Tpax) Index Page

•Initial Logon & Profile Information

•Request for Travel Authorization

•Request for Travel Advance

•Request for Travel Settlement

•Request for Travel Voucher Summary (TVS)

•Request for Supplemental

•Retrieve Claim Request

•Questions? To return to Index Page…

Welcome to UTS Version 6.05

• Upgraded Version• More user friendly• Easier to navigate• Additional features

– Print TVS

– Status of UTS & Manual claims

– Retrieve Request

– Est. Cost/Reimbursement

Initial Logon & Profile Information

• First Initial Log on– Required Information

on Address & Information tabs

• Update profile as changes occur

Initial Logon & Profile Information

• First Initial Log on– Required Fields– Authentication

Information used for Forgotten Password feature

– Default AO is not a required field

– Passwords are to be 8 alpha/numeric characters

Request for Travel Authorization

• From the main traveler’s screen – Click the Fill Out

button for options of forms

– Travel Authorization is electronic orders


• Type in the TONO, Type of Order, and complete the Description of orders, dates– Organization fields will prefill

from profile when tabbed passed

– Select appropriate Fund Type

– End date will auto fill if number of days is completed & vice versa

• Click the “What’s Authorized” tab


• Entitlements authorized on orders.– This screen will

change including more specific entitlements

• Check appropriate blocks

• Click OK


• When reaching this screen, click the Add Itinerary button on the Entitlement tab to enter the itinerary

• If modifying an existing order or settlement, highlight the leg to be changed and click the View/Modify button


• What’s Authorized tab is where you indicate what major mode of travel is authorized.

• Verify information and click on Itinerary tab


• When entering in the itinerary and reach the location, a separate screen appears (Location traveler departed from or arrived to)

• Enter two character code for the state or type full name of state/country

• Enter City if Conus – pay close attention to county codes (or type in zip codes if known) make sure county designation is correct

• Enter Locality if Oconus


• This is a completed itinerary

• Note the lodging taxes have been added to the itinerary – this is the nightly rate for taxes same as the nightly lodging rate

• System is now connected to DTOD and mileage will pre-fill when in conus IAW JFTR

• When completed, click reimbursables tab


• Click the Reimbursable tab to enter in expenses

• When completed, click OK


• When you return to this screen, click the Next button or click on the Calculations tab to view Estimated Cost of Orders or Estimated reimbursement


• After verifying the calculations on this screen, click the Next button or click on the Financial tab to enter in the accounting information


• On the Financial tab verify the estimated obligation and then click on the Modify Accounting button


• Enter the assigned accounting string, hit tab button into the amount field and it will pre-fill with the estimated amount when you tab to the field

• Click the OK button


• If remarks are required click the Remarks tab.


• Enter in Remarks necessary (limit 10 lines)

• Note – these remarks will appear on documentation/forms– Orders– Settlements– Advances– Supplementals

• Click OK


• When all tabs are completed, you may click the Daily Calcs button to see what is being obligated to each day or to make daily changes to lodging or meals

• Click OK when finished


• You will return to main traveler view

• Highlight the appropriate document by clicking on the desired line once

• Click the Send to AO button• The Default AO will auto fill

– or you may type in a different AO as needed

• Click enter to complete the name field (drop down menu should disappear)



• Enter in Secondary Password and click the OK button

• Status on that line will change from Entered to Awaiting Authorization

Request for Advance

• Member may request advance of funds on an authorization already in the system

• Click the Fill Out button and click Request for Advance

Request for Advance

• Type in appropriate Tono or click on the order number itself


Request for Advance

• Once the tono is selected, click the calculations tab to see entitlement information that was entered on the authorization– If an authorization was not done

in the UTS system, member will need to complete the entitlement section of the advance to get the information on the calculations tab

• Max. amount of advance is located in the Total row under the Total column (example: $172.50) or at the bottom of the screen

• Enter advance amount requested in the advance authorized field

• Click Financial Tab

Request for Advance

• On the Financial tab, click the Modify Accounting button to enter appropriate advance amount in the accounting string

Request for Advance

• If Amount field is incorrect, tab over and system should enter amount requested.

• Click OK button

Request for Advance

• At this screen, the member can print the advance request, then click OK to complete the request

Request for Advance• Highlight the Advance request

by clicking on the line once• Click Send to AO button• Default AO will pre-fill or

member can type a different AO into the field

• Click OK• Enter in secondary password

and click OK• Advance is now in

an Awaiting Authorization Status

Request for Settlement

• Click the Fill Out button and Request for Settlement


• Member can select an existing tono by highlighting it or a new tono by typing it into the tono field.


• Most fields are auto filled from the authorization if the authorization was input into system

• Input settlement information just as you would fill these fields out in the authorization section


• If entitlements need to be entered, click on the Entitlement tab (or if changes need to be made from original authorization)

• Click Add Itinerary if it is not there or click View/Modify to make changes to existing Itinerary


• Verify the major mode of transportation on the What’s Authorized tab

• Click the Next button or click on the Actual Itinerary tab


• Enter the Itinerary or make the necessary changes from the authorization form

• Note: Lodging and taxes are based on a per night rate…Do not use total amounts

• Miles are filled based on the DTOD tables


• Click on the Reimbursable tab

• Make the necessary adjustments from the authorization or input any other reimbursable expense on this screen

• Note: IBOP is a field for “Where did you spend US currency for this item” and it defaults to US



• Click the Calculations tab to verify estimated amount of travel reimbursement (Due member)

• Click the Next button or the Financial tab


• Amount due traveler• Click Modify

Accounting even if only making changes to authorization

• Note: split payments are not available at this time


• Enter accounting string if needed

• Tab through to the amount field and verify auto entry



• Click on the Remarks tab to enter any comments or justifications

• Note: these comments will appear on all documents/forms



• Once you have completed your settlement request and clicked on the OK button, you will be returned to the Main Traveler View screen

• Click the Send to AO button, highlight the AO’s name and double click to fill the field

• Click OK and enter password

Request TVS

• Once any settlement is in a COMPLETED status, the member can request a TVS (Travel Voucher Summary) on that tono regardless if it was a UTS(T-Pax) originated claim or a manual claim processed by PSC Tvl Branch

Request TVS

• Scroll using the right arrow key to find the status of the settlement you are wanting a TVS on

• If it is in a completed status, highlight it by clicking the line once

• Click the Print button

Request TVS

• If the claim in fact is in a completed status, two options for printing will appear

• Click the Print Travel Voucher to print the document to local printer

Request TVS

• Member’s printers will be listed, select the appropriate printer and click print

Request for Supplemental Claim

• When it has been determined that there was an error on a previously completed claim, a supplemental claim may be done

• From the main Traveler View screen, click the fill out button and click Request for Settlement.


• Select the appropriate tono from the Travel Order Selection screen by clicking it once to highlight and then click OK.


• The main Settlement Against an Order screen will appear with the type of settlement indicating it is a supplemental

• Click on the appropriate tab/button and only add or delete the missing or incorrect information


• Click on the Entitlement tab to see each leg of the trip, highlight the one to be changed

• Click on View Modify button to go to the itinerary or click on Add Itinerary to add an additional leg


• Click on the tab that needs to be changed

• Enter in the appropriate changes– In this case we are

adding parking to reimbursables



• Click on the Calculations button to verify the changes

• Verify final total amount– Due Member

– Due US

• Click Next or Financial tab


• Verify amount Due Traveler/US

• Click Modify Accounting button even though accounting string is present


• Verify the accounting string is correct

• Scroll to the right using the right arrow to ensure the proper amount (positive or negative) is in the amount field



• Click on the Remarks tab to enter comments or justification for supplemental

• Note: remarks will appear on the documentation/forms


• Continue to process supplemental by sending the claim to the AO

Retrieve Claim Request• Retrieve Request feature is for two

specific cases– Retrieving document from AO prior

to approval– Taking control of document after

PSC Travel returns it to member• Highlight appropriate claim by clicking

once on line• Click File and Retrieve Request• Document is now back in the control of

the member for any necessary actions• It is important to read Remarks for any

additional comments made

If you have any questions:

• Contact PSC Customer Care Branch at: 1-866-PSC-USCG (772-8724)

or

you may email them at: "[email protected]"

Documents

Introduction to Upgraded Version of UTS(T-Pax) PSC Travel Branch