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Pay & Personnel News Updates from our Branches

Action Required: Preparing ETS Profiles Prior to Hurricane and Wildfire Season

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ALCOAST 199/22

R 231730Z MAY 22 MID200001741971U
FM COMDT COGARD WASHINGTON DC
TO ALCOAST
BT
UNCLAS
ALCOAST 199/22
SSIC 12570
SUBJ:  PREPARING E-GOV TRAVEL SYSTEM (ETS) PROFILES PRIOR TO 2022
HURRICANE AND WILDFIRE SEASONS
A. COMDT COGARD WASHINGTON DC 222100Z MAR 22/ALCOAST 096/22
B. COMDT COGARD WASHINGTON DC 101530Z FEB 22/ALCOAST 049/22
C. COMDT COGARD WASHINGTON DC 181641Z APR 22/ ALCOAST 141/22
1. BACKGROUND: Consistent with REF (A), in preparation for hurricane
and wildfire season beginning 01-June, the Financial Systems
Modernization Solution (FSMS) Transition Incident Command (IC) and
Personnel Service Center (PSC) provide the following guidance to 
ensure Coast Guard members and their families are prepared for 
potential contingency-related evacuation authorizations, enabling
expedited issuance of authorizations, entitlements, and 
reimbursements.
2. DISCUSSION: The E-Gov Travel System (ETS) is used to create 
authorizations and complete vouchers for all member temporary duty
and dependent evacuation travel during evacuations. Following an 
evacuation, members will file reimbursement claims in ETS for 
themselves and their family members using their individual ETS 
account profiles. Per REF (B), members were advised to update their
ETS profiles to include dependents listed in the Defense Enrollment
Eligibility Reporting System (DEERS). This is vital step to ensure 
personnel readiness, in addition to guidance in REF (C), ahead of 
hurricane and wildfire seasons. Waiting until a voluntary or ordered
evacuation to ensure member ETS profiles are active and updated
risks inaccuracies in authorizations, obligations, and reservations.
This will needlessly slow responsiveness from Unit Administration
Personnel and Personnel Support Teams activated to assist evacuees.
3. ACTION: All members (Active Duty, Reservists, and Civilian 
Employees) shall ensure their ETS accounts are active, and their 
profiles are up to date with all dependent information added, by
01 June. This is critical to enabling processing of dependent claims
in ETS and reimbursement payments via FSMS. 
   a. Members can access the "Adding Dependents to ETS Profile" and
"First Logon and Profile Updates" guides on the Pay and Personnel 
Center site at: 
(Copy and Paste URL below into browser)

https://www.dcms.uscg.mil/ppc/Travel/ETS/Guides/

Members can seek technical assistance with ETS, to include unlocking
accounts due to inactivity, by contacting their servicing ETS
Approving Officials and Arrangers, most often located at their
Personnel and Administration Office.
   b. Unit commanders shall ensure all members receive this 
notification. Unit commanders shall also coordinate with ETS 
Approving Officials and Arrangers to assist members with technical
issues, and validate completion for members in the ETS minor
customer pools they service. Units without ETS Approving Officials
or Arrangers can contact PPC at PPC-DG-CustomerCare@uscg.mil, or
their nearest District/Base ETS Super User to get an ETS Arranger 
designated for the purpose of validating completion.
   c. ETS Approving Officials and Arrangers shall assist members
with technical issues, and shall assist unit commanders with
validating members successfully added dependents to ETS profiles.
ETS Approving Officials and Arrangers can contact the Travel Assist
Team at 1-866-800-8724 for technical assistance with ETS.
   d. District and Base commanders shall designate 1-2 personnel at 
their commands to receive Agency Arranger permissions. These "ETS 
Super Users" can assist with designating ETS Arrangers, Funds 
Certifiers, and Approving Officials at their commands, sub-units, or
tenant commands, as well as ensuring responders requested during
contingencies have the needed ETS roles and access to minor customer
pools. A guide for ETS Super Users to designate ETS roles is also
located on the Pay and Personnel Center site at: 
(Copy and Paste URL below into browser)

https://www.dcms.uscg.mil/ppc/Travel/ETS/Guides/

   e. Personnel Support Team (PST) members shall receive Agency
Arranger permissions, and complete PST training as directed by the
Personnel Service Center, to assist and counsel members and
dependents with evacuation authorizations, benefits, entitlements,
and vouchers.
   f. During contingencies, PSTs and other ETS Super Users shall
validate member profiles when creating authorizations, using 
information provided by Incident Management Teams, which may be 
pulled from Coast Guard Personnel Accountability and Assessment 
System (CGPAAS), Direct Access, and the Family Assessment Support
Tool (FAST) as necessary.
   g. Nothing in this guidance removes the requirement for members
or dependents to designate ETS Arrangers or ETS Super Users with
permission to directly submit vouchers on their behalf. Members can
log into their ETS profile to make a designation. An email from the
member or dependent to an ETS Arranger or ETS Super User is also 
sufficient. Otherwise, ETS Arrangers or ETS Super Users may only
enter claims exactly as presented by the source document DD FORM 
1351-2 uploaded into ETS, notwithstanding minor "entry edits" to
translate the claim into the system correctly.
4. Questions about this ALCOAST can be directed to Personnel Service
Center, Business Operations, Capabilities Branch (PSC-BOPS-C) at
HQS-SG-CGPSC-BOPS-C@uscg.mil.
5. RDML D. C. Barata, Commander, Personnel Service Center (PSC),
and RDML J. P. Hickey, FSMS Incident Commander;
Director of Operational Logistics (DOL), send.
6. Internet release is authorized.

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