Data Migration for Temporary Duty (TDY) Travel Orders

ALCGFINANCE 047/20

R 192050Z OCT 20
FM COMDT COGARD WASHINGTON DC//CG-83//
TO ALCGFINANCE
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UNCLAS //N07200//
ALCGFINANCE 047/20
SUBJ: DATA MIGRATION FOR TEMPORARY DUTY (TDY) TRAVEL ORDERS
A. Financial Resource Management Manual (FRMM), COMDTINST M7100.3 (Series)
B. Coast Guard Supplemental to Joint Federal Travel Regulations, Volume 1, (CGS-JFTR), 
COMDTINST M4600.17 (Series)
1. This message provides guidance on Document Type (DT) 11 and DT 13 Travel Orders for Fiscal Year
2021 (FY21). The guidance is necessary to mitigate known issues with travel orders and to prepare 
travel orders with open obligations for migration from the Core Accounting System (CAS) to the new 
Financial Systems Modernization Solution (FSMS), which is scheduled to go live at the outset of 
FY22. As part of the ongoing work to prepare data for FSMS, the CG-86 Data Migration Team 
conducted a Mock data migration event to test transfer obligations, including travel obligations, 
into FSMS. Travel obligations failed to transmit at an extremely high rate due to several factors, 
including:
     A. Units obligating travel in the Miscellaneous Obligation Module in FPD
     B. Units missing attributes when obligating travel in the Requisitions Module in FPD
2. Effective immediately in FY21, users shall comply with the following guidance:
     A. MODULES: Users are PROHIBITED from using the FPD – Simplified Acquisition – 
    Miscellaneous Module to create  DT11 and DT13 travel obligations. Instead, units 
    shall obligate travel utilizing the  FPD - Requisitions - Travel  Orders Module for 
    all DT11 and DT13 travel orders. The only exceptions are  Reserve Orders 
    and A/C school orders, which are done in Direct Access and transmit to FPD via the 
    Miscellaneous Obligation Module.
     B. ATTRIBUTES: Users shall enter data into all mandatory fields in FPD, and the following 
     additional attributes      shall be on the TONO to ensure proper migration from CAS to FSMS:
         (1) Employee ID: EMPLIDs shall be entered in the SSN block
         (2) Travel Dates: FPD allows the travel date fields to be entered only for DT 13. For 
         DT 11,  Users shall enter the travel dates (To and From) in the travel purpose field.
     C. EFFECTIVE DATE: Users are PROHIBITED from changing the Effective Date to match the Travel 
     Date. The Effective Date, which is located in the line of accounting, is the date the orders 
     are approved  and obligated. Changing  this date to a future effective date will cause the 
    TONO to sit in the CAS outbox and will not obligate in CAS until that date. Per 
    reference A, estimated obligations are recorded  when the travel orders are approved. 
3. At the end of FY19, the USCG had approximately 17,000 TONOs with open obligations. 
To successfully migrate data for FSMS go live, the USCG must significantly reduce the number 
of travel orders with open obligations before the end of FY21. To do so, users shall employ these 
strategies:
     A. Ensure proper weekly Program Element Status (PES) reconciliation is performed and errors 
     are corrected in a  timely manner.  
     B. Continuously monitor open obligations, and de-obligate travel orders when they are 
     identified as no longer needed.
     C. Per reference A, enter and approve TDY travel orders no earlier than a month prior 
     to expected travel start  date.
     D. Per reference A, promptly adjust (up or down) recorded TDY travel order estimated 
     obligations to match the total amount to be paid prior to approval in TPAX.
     E. Per reference B, ensure travelers file travel claims within 3 business days after 
    ​travel end date.
4. Auto de-obligation will continue to run monthly during FY21. The auto de-obligation 
process for DT 11 and DT 13 will de-obligate travel documents 90 days after the last transaction. 
This does not relieve the financial community of ensuring de-obligations are done promptly 
when the obligation is deemed no longer needed.
5. A listing of travel obligations validated as “No Longer Needed” in the Open Obligation 
Validation Application (OOVA) will be provided to FINCEN quarterly and de-obligated 
via script.   
6. Internet release is authorized.
7. CAPT J. S. Swanson, Chief, CG-83, sends.
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