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UNCLAS

■ Military Sealift Command

NEW HIRE ORIENTATION FOR

CIVILIAN MARINERS Ci

Mission-focused ... Value-driven •

124

UNCLAS

INTRODUCTION

• Authorization/TOY Order

• Travel Vouchers (Claims)

• You will learn knowledge that will be useful to you

concerning an Authorization/TOY Order and Voucher

(i)

■ Military Sealift Command Mission-focused ... Value-driven •

125

e AUTHORIZATION/TOY ORDER

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• Important Information on the Authorization/TOY Order

• Block 11: Itinerary (Please make sure, you are aware of your departing locationFROM and where you are arriving TO). (see handout 8)

• Block 16. Remarks:

- Marine Placement Specialist (MPS): Name and Phone Number

- Processed By: Travel Coordinator and Phone Number

- Baggage Information: MSC Policy-You are only authorized 2 Pieces ofluggage NTE 50Ibs each. Overweight baggage is not allowed, unless you area SRS (Surface Rescue Swimmer), which is authorized on orders.

- ALL Airlines charge for first and second bag, except Southwest. The cost canvary from $25 - $100. This is a reimbursement expense to claim on yourvoucher. Please obtain a receipt from the airline.

- Ship's Information: Name of Ship, Telephone Numbers and Location.

- Rest Stop Information (Authorized by MPS, if travel is more 14 hours).

- Address to mail your voucher/claim or you can give it to the Purser to send foryou.


126

e AUTHORIZATIONS/TOY ORDER FOR

TRAINING

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• Rental Cars: Must have a valid credit card or a Debit card with a Visa logo.

1. All Rental Car companies do not accept Debit cards.

2. The MSC travel office books all Rental Cars using the Commercial Travel Office.

• Do Not Accept any additional Insurance the Rental Car Companies offer. You arecovered under GARS (Government Administrative Rate Supplement.)

• liyou accept additional Insurance, it is NOT a reimbursable expense.

• GPS (Global Positioning System) is NOT a reimbursable expense.

• Prepaid/Postpaid (FSO/FPO) Gas is NOT a reimbursable expense.

3. Damages to Rental Cars:

• Obtain a Police Report.

• Report the accident to the Rental Car Company immediately.

• ADVANCES:

- Rental Cars: 100% advanced

- Lodging: 100% advanced

- Meals and Incidentals: 80% advanced


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HOTEL AND LODGING

• THE JOINT TRAVEL REGULATION (JTR) CLEARLY STATES THAT A

TRAVELER MAY NOT BE REIMBURSED FOR A HOTEL/LODGING EXPENSE

INCURRED FROM USING AN ONLINE BOOKING AGENT UNLESS AN

ITEMIZED RECEIPT FROM THE HOTEL IS PROVIDED. ADDITIONALLY, IT

IS PROHIBITED FOR A TRAVELER TO SUBMIT A "LOST RECEIPT"

STATEMENT TO SUBSTITUTE FOR AN ONLINE BOOKING HOTEL RECEIPT.

• EXAMPLES OF ONLINE BOOKING: These websites should not be used: Travelocity,

Expedia, Hotels.com, and Priceline. If hotel is authorized you should be only booking hotel

through the hotel itself or its web site.

■ Military Sealift Command Mission-focused ... Value-driven • --

128

e RENTAL CAR CTO ENDORSEMENT ®

*SEE HANDOUT*

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■ Military Sealift Command

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129

E-TICKET

FLIGHT ISSUES:

No E-ticket; Missed Flight or Connection; Delayed in Route and etc.

• Call your Marine Placement Specialist (MPS). If they are not there leave a message.

• Call the Travel Coordinator's number on your orders.

(i)

• Call the CIVMA R Support Center 800-793-5784 OR MSC BATTLE WATCH CA PTAIN (BWC) @757-443-5845* See Handout B to review an E-Ticket Receipt

WEATHER ISSUES:

• Your flight can be delayed due to weather. If your flight is delayed due to weather, it is the airline'sresponsibility to rebook your flight. Work with the airline on changing your flight to get to yourdestination.

• If your flight is changed by the airline, please ensure that you will make the ship's in port date.

• Call your MPS on any changes by the airlines. If you don't let them know you will be considered aNO SHOW and they can take action.

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SHIP'S TDY ORDERS

• Entitlements:

Departing from the Ship: You are entitled from ship's location (anywhere in the world) to your

Respective CSU (San Diego, CA or Norfolk, VA.) As an alternative, as long as it is cheaper we

can procure official government airfare rates to home of record.

• Non-Entitlement Travel:

A CIVMAR who desires to travel to a location other than their assigned CSU or HOR, you

have two options:

1. MSC procures the official ticket from ship location to assigned CSU through

NAVPTO/CTO. CIVMAR can exchange the official ticket by contacting the CWT/Sato

Travel office provided on the E-lnvoice. CIVMAR must advise SATO that they wish to

procure a "Leave in Conjunction with Orders (LICWO)" ticket. CIVMAR will be responsible

for any additional fees which can be paid with a personal credit card. Submit the new E

lnvoice with the travel claim.

2. CIVMAR may be issued travel orders with the travel entitlement reflected in block 14C,

however, with no air ticket issued. CIVMAR will call the CWT/Sato Travel office from the

telephone number provided. Advise them that you are an MSC CIVMAR traveling under

official orders, however, you are personally procuring your airline ticket from/to locations

other than the official origin (request the ticket of choice).UNCLAS


131

(i) The cost of the personal ticket is at the "general public" rate and not the government rate. CIVMAR may request a restricted fare and is responsible for any associated fees.

***If the member is issued a travel advance then they are still required to utilize SATO (not NAVPTO nor

SATO LeisureNacation or any other agency).

***Any payments will be made by the CIVMAR's personal credit card to the CTO.

***Member is responsible for any change(s) or cancellation fees if they accept a restricted ticket

***Make sure you are using the CTO(CWT/SATO) and NOT NAVPTO or SATO Vacation/Leisure.

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DTS TDY ORDERS (i) • Entitlements:

Traveling to a the Ship: Your entitlement is from CSU (San Diego, CA or Norfolk, VA.) OR

HOR (Home of Record) - Residence if cost effective to the ship's location.

• Non-Entitlement Travel:

A CIVMAR who desires to travel to a location other than their assigned CSU or

HOR, you have two options:

1. MSC procures the official ticket from ship location to assigned CSU through

NAVPTO/CTO. CIVMAR can exchange the official ticket by contacting the CWT/Sato

Travel office provided on the E-lnvoice. CIVMAR must advise SATO that they wish to

procure a "Leave in Conjunction with Orders (LICWO)" ticket. CIVMAR will be responsible

for any additional fees which can be paid with a personal credit card. Submit the new E

lnvoice with the travel claim.

2. CIVMAR may be issued travel orders with the travel entitlement reflected in block 14C,

however, with no air ticket issued. CIVMAR will call the CWT/Sato Travel office from thetelephone number provided. Advise them that you are an MSC CIVMAR traveling under

official orders, however, you are personally procuring your airline ticket from/to locations

other than the official origin (request the ticket of choice).

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■ Military Sealift Command Mission-focused ... Value-driven • --

133

e CONTACT INFORMATION

1. Travel, Order Writing Supervisor: Yvette Jefferson 757-443-2147

2. Lead, Travel Order Writer: James Tolbert 757-443-2161

3. Organization Defense Travel Administrator (ODTA): Jesse Gloria 757-341-3395

4. Travel, Voucher Supervisor: Justin Jenkins 757-443-2284

5. Lead, Defense Travel Administrator (LOTA): Joel Mulder 757-443-227 4

6. OR MSC BATTLE WATCH CAPTAIN (BWC)@ 757-443-5845 if after hours

7. Commercial Travel Office (CTO) and After Hour Phone Numbers.• Norfolk, VA 855-732-8451/ Hours: 7:30 am to 3:30 pm• San Diego (Point Loma) 855-744-4660/ Hours: 7:30 am to 4:00 pm* If calling after hours the CTO numbers above will transfer you to the after hours CTO

representative.

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■ Military Sealift Command Mission-focused ... Value-driven • ---.

134

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TRAVEL CLAIMS (i) How to file a travel claim:

- Every CIVMAR should be given a package which includes the travelauthorization, a blank DD-1351-2 travel voucher and a flight itineraryalong with a copy of instructions on how to fill out the DD-1351-2

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TRAVEL CLAIM (i) • All other receipts $75.00 and more must be submitted. However, all receipts for travel

related transportation must be turned in. Voucher examiner has the right to challengeany claim which may be suspicious. A valid receipt must show the transportationprovider's name, the dates of service, the total cost of service plus taxes and fees,the date, amount, method of payment and a zero balance.

• All gas receipts for rental vehicles.

• Rental car receipts must be itemized and have a zero balance. Do not give anestimated bill.

• We will never pay for pre-paid fuel with rental car company. CIVMAR must alwaysreturn the car filled with gas.

• GPS not authorized as a reimbursable item.

• Compact car is official reimbursable auto size unless traveling with more than twopeople and authorized in advance.

• Never accept Collision Damage Waiver (CDW) in CON US. Government is its owninsurer for official travel.

• Hotel receipts MUST be daily itemized and zero balance. We will never pay off of thecredit card receipt only.

• Retain all Baggage receipts for reimbursement.UNCLAS

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e TRAVEL CLAIMS

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TRAVEL VOUCHER OR SUBVOUCHER Read Pnvacy Act Statement, Penalty Statement, and Instructions on back Detore completing fonn. Use typewriter, ink, or ball point pen. PRESS HARD. DO NOT use pencil. If more space is needed, continue in remarks.

1. PAYMENT SPLIT DISBURSEMENT: The Paying Office will pay directly to the Govemment Travel Charge Card (GTCCI contractor the portion of your reimbursement - Electronic Fund representing travel charges for transportation. lodging, and rental car if you are a civilian employee, unless you e ect a different amount Military personnel are required

Transfer (EFT) lo designate a payment lhal equals the total of their outstanding government travel card balance to the GTCC contractor. -

I Pay the following amount of this reimbursement directly to the Government Travel Charge Card contractor. Payment by Check $2. NAME (Last, First, Middle Initial) (Print or type) 3,GRADE 4.SSN

CIYMAR,JOE GS-05 123-45-67896. ADDRESS. a. NUMBER AND STREET b. CITY c. STATE d.ZIP CODE

123 Main Street Norfolk VA 23508

e. E-MAIL ADDRESS [email protected], DA YTlME TELEPHONE NUMBER & 8. TRAVEL ORDER/AUTHORIZATION 9. PREVIOUS GOVERNMENT PA YMENTSI

AREA CODE NUMBER ADVANCES 757-333-4444 N239141 ITOM8001

11. ORGANIZATION AND STATION

MSFSC CSU EAST/WEST

12. DEPENDENT($) (X and complete as applicable} 13. DEPENDENTS' ADDRESS ON RECEIPT OF ORDERS (Include Zip Code/

ACCOMPANIED I UNACCOMPANIED

a NAME (Last. First. Middle lnihal) I b, RELATIONSHIP I C. X�'6.Hf�?I'f.�t1

Top of the DD1351-2 Fill in as depicted

Only put the last 4 of your SSN on the claim

5. TYPE OF PAYMENT (X as applicable)- -

X TOY Member/Employee

PCS Other >--

Dependent(s) DLA

10, FOR 0,0, USE ONLY

a. D.O. VOUCHER NUMBER

b. SUBVOUCHER NUMBER

c. PAID BY


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e

20.a. CLAIMANT SIGNATURE -

c. REVIEWER'S PRINTED NAME PURSER NAME HERE

21.a. APPROVING OFFICIAL'S PRINTED NAME

22. ACCOUNTING CLASSIFICATION

23. COLLECTION OATA

24. COMPUTEO BY 125. AUDITED BY

DD FORM 1351-2, MAY 2011

TRAVEL CLAIMS

I I 1·-,- � .. --•••---

19. GOVERNMENT/OEOUCTIBLE MEALS

a. DATE b. NO. OF MEALS a. DATE b. NO. OF MEALS

b. DATE

d. SIGNATURE e. TELEPHONE NUMBER I. DATE

b. SIGNATURE - c. TELEPHONE NUMBER d. DATE

AUTHORIZATION POSTED BY 126. TRAVEL OROER/ 127. RECEIVED (Payee Signature and Data or Check No.) 128. AMOUNT PAIO

PREVIOUS EDITION IS OBSOLETE. Exception to SF 1012 approved by GSA/IRMS 12-91. Adobe Professional 8.0

• 1351-2 must be signed and dated in block 20a and 20b.

• Purser must sign in reviewer's signature block and date, ifonly you are going and departing a ship.

• If claims are not signed by YOU, claim will not be processed.

®

Military Sealift Command Mission-focused ... Value-driven •

139

e TRAVEL CLAIMS

If you are located at CSU-East or West, you will submit your claim to the Voucher Examiner in the travel section. If you are aboard ship, you will submit your claim to the Purser or ship's designated POC, if the ship does not have a Purser. You must submit your claim within 5 business days. To expedite claim, scan and email to MSC [email protected] (underscore between MSC_ TRAVEL) travel mailbox. If not, you may mail to

Military Sealift Command

Attn: Travel Claims

471 East C Street, Bldg. SP64

Norfolk, VA 23511-2419

FAX to: 757-443-5829

CIVMAR Assistance toll free: MSC 1-800-793-5784

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Military Sealift Command

QUESTIONS


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