U.S. COAST GUARD
Pay & Personnel Center

Did you know FINCEN disburses travel claim payments for PPC?

Note:  If you traveled under Aircraft Repair and Supply Center (ARSC) travel/training orders funded by AFC-41 and/or AC&I funds, please contact the ARSC Personnel Resources Division (PRD) Travel Administrator for assistance in determining the status of your claim.

With the FINCEN toll free number, your travel payment status can be obtained by simply entering your SSN.  You'll receive the payment status of your last five travel claims.

INCONUS CG Travelers
(1-800-564-5504)

OUTCONUS CG Travelers
(757-523-6940)

Visit our Travel AO Training and Designation Procedures page for AO designation procedures and requirements.

Preparedness for the hurricane season requires a review of evacuation entitlement as well as the evacuation manual claim submission process. This overview is intended to summarize the important points but not to replace guidance provided by the references listed. 

There have been multiple members this assignment season who received erroneous counseling in regards to being reimbursed the costs to ship a Privately Owned Vehicle (POV) within the Continental Unitized States (CONUS) incident to a Permanent Change of Station (PCS).  There are normally only two situations when members are authorized to ship a POV within CONUS.

Mail Travel Claims To:

Commanding Officer (TVL)
Pay & Personnel Center 
444 SE QUINCY ST
Topeka, KS 66683-3591

Mail Claims for Personally Procured Moves (PPM) ("DITY Moves") to the Coast Guard Finance Center (FINCEN):

USCG Finance Center
PO Box 4102
Chesapeake, VA 23327-4102

Note:  If you traveled under Aircraft Repair and Supply Center (ARSC) travel/training orders funded by AFC-41 and/or AC&I funds, please contact the ARSC Personnel Resources Division (PRD) Travel Administrator for assistance in determining the status of your claim.

Using WEB TPAX Manage Images to attach required TDY travel documents to claims greatly streamlines the audit process. When a claim is selected for a post-payment audit, PPC sends the traveler a courtesy impending-audit notice email with no action required. Once the audit commences, if the traveler did not attach required documents to the original claim or additional documents are needed, PPC will send the traveler an email notice (a kick back email) of what is required and will give 30 business days to scan and attach (or mail) required documents. If the traveler does not attach/submit required documents, PPC will send a final email notice informing the traveler that a debt is being created to collect all or a portion of the claim based on missing documents. In all cases, PPC will no longer send Second, Third, or Final Audit Requests. Travelers may request an audit suspension if unable to comply with documentation requests due to operational commitments. Submit audit suspension requests to PPC Customer Care, providing the claim number and the estimated end date of suspension. Submit requests via PPC Customer Care.

Guide: Travel Audit Process Overview

The mailing address for sending claims for TPAX audits is:

Commanding Officer (TVL/TPAX Audits)
U. S. Coast Guard
Pay & Personnel Center
444 SE Quincy St.
Topeka, KS 66683-3591

The Audit Travel Claim package will consist of:

• Copy of signed orders (authorization).
• Copy of all signed amendments.
• Copy of travel claim (DD-1351-2 electronically signed).
• Copy of itemized receipt(s) for all hotel/motel lodging (even if less than $75) that reflects all occupants and single daily lodging rate (Express Check-out receipts are not acceptable).
• Copy of signed Long-Term or month to month lease agreement(s)
• Copy of signed monthly rental receipt (proof of payment includes but is not limited to copy of money order or front and back of cancelled check)
• Copy of airfare itinerary(s) (must reflect cost of airfare).
• Copy of transportation receipts (even if less than $75) (including Rental Car receipts; estimated receipts are not acceptable).
• Copy of receipts for all reimbursable expenses of $75 or more.

  Note: (1) Receipts: Credit card statements are not authorized to be used as a receipt.
  (2) Excess Baggage Charges: Please be sure the orders (or amendment) indicate authorization for 2 or more checked bags.

If the traveler is audited on multiple claims, a complete individual audit package is required for each claim requested for audit. Multiple audit packages may be sent in the same envelope to PPC Travel-Audit however each claim package must be separated by placing each audit in their own individual package that distinguishes them apart from each other. Incomplete/improperly prepared packages will be returned to the member to be separated into the individual audit packages. Additionally, Please send only copies of the required documents.

Also see pages 2-B-16 through 2-B-20 of the Personnel & Pay Procedures Manual, PPCINST M1000.2A (PDF), for records maintenance instructions and audit policies and procedures.

Defense Travel Managment Office - Dislocation Allowance Rates

Visit https://www.travel.dod.mil/Travel-Transportation-Rates/Per-Diem/Per-Diem-Rate-Lookup/ or  https://www.gsa.gov/travel/plan-book/per-diem-rates to look up FY 2023 per diem rates.

FY 2023 Per Diem Highlights

The standard CONUS lodging rate will increase from $96 to $98. All current NSAs will have lodging rates at or above FY 2022 rates. The M&IE per diem tiers for FY 2023 are unchanged at $59-$79, with the standard M&IE rate unchanged at $59.

There are no new NSA locations this year. The following locations that were NSAs (or part of an established NSA) in FY 2022 will move into the standard CONUS rate category:

• Cromwell/Old Saybrook, CT (Middlesex County)
• El Paso, TX (El Paso County)
• Rock Springs, WY (Sweetwater County)

Fiscal Year 2023 (FY23) Standard CONUS Per Diem Rate Announced

The FY23 Standard CONUS per diem rate is  $157 and is applicable for all official travel performed on or after 1 October 2022 to 30 September 2023.

PCS Mileage (MALT) and TDY Mileage Rates

See the DTMO website for past and current rates: Mileage Rates | Defense Travel Management Office (dod.mil)

The current TDY rates are:

Current and previous PCS & TDY mileage rates are posted at https://www.travel.dod.mil/Travel-Transportation-Rates/Mileage-Rates/

Commercial airfare cost plus the TMC fee make up the commercial transportation cost (JTR, par. 020207 & FTR §301-10.109). This cost may refer to the actual cost paid for travel or a constructed cost used as a cap on reimbursement. The policy constructed cost cap is used when the traveler personally procures commercial airfare between official locations on a travel leg, commercial air is authorized and a traveler does not utilize an available TMC (ADTRAV). The cap may also be used when commercial air is authorized but another mode of transportation is used such as POV. The airfare cap is limited to an available YCA City Pair Fare plus TMC fee or if the YCA fare is unavailable the Lowest Economy Fare as determined by the AO (JTR, APP. A & FTR §301-10.106). The YCA fare includes specific taxes, charges and fees depending on whether a domestic or international flight (GSA City Pair Program). The Lowest Economy Fare would include the same costs. Please refer to the optional Airfare Cap Worksheet for assistance. Civilian employees may be authorized exception to use of a contract City Pair Fare on orders under FTR §301-10.7 & FTR §301-10.8.

Airfare Cap Worksheet (Amounts in the form are examples)

In order to determine a cost comparison between airfare and POV use enter the lowest of either the actual cost or the constructed cost of airfare then compare with the POV computed cost. If POV use is considered advantageous then the POV computed cost is reimbursable (JTR, par. 020203 & FTR §301-10.5). If POV use is not advantageous then reimbursement cannot exceed the constructed cost. TDY travel orders may authorize POV not to exceed (NTE) the cost of government procured transportation by stating “POV travel NTE the constructed cost $XXX.XX” (actual dollar amount replacing the “X’s”).

Constructive Cost of worksheet

Note: See the TPAX Constructed Cost Tutorial to learn how to input your claim when travel via POC not to exceed the policy constructed cost is authorized.

Also see Guidance and examples for Constructed Cost Computation worksheet

Available City Pair Fare: https://cpsearch.fas.gsa.gov/cpsearch/search.do?method=enter

TMC Fee: /Our-Organization/Assistant-Commandant-for-Human-Resources-CG-1/Personnel-Service-Center-PSC/BOPS/PSC-BOPS-R/GOVTrvl/ADTRAV/#GetThere%20Fees

Lowest Economy Fare (recommended but not an official site): http://matrix.itasoftware.com/

See Guidance for Lost, Damaged, or Missing Receipts

The following statements must accompany any claim (including audit requests) that does not include required receipts or original orders:

• Statement for Lost or Missing Lodging Receipts
• Property Rental Receipt: When the property owner does not provide the tenant a proper itemized receipt, they may use this one -- Property Rental Receipt.
• Statement for Lost or Missing Receipts (other than lodging)
• Statement for Lost or Missing Original Orders

The statements must be completed by the traveler and signed by both the traveler and the Approving Official (AO).

• Travel General FAQs
   
• TPAX Audit Process (.pdf)
   
• Travel Risk Planning System (TRiPS)
  
   
• Leisure In Conjunction With Official Travel (.pdf)
   
• Personally Procured Move (PPM) (Coast Guard Finance Center)
   
• Government Travel Charge Card Program (PSC-BOPS) - Job Aides, Training, FAQS, and more.
   
• Travel Management Center Information (PSC-BOPS) - CWT/SATO Contacts, Online Tools, FAQS, and more.
   
• Appeal of Travel Claim Determinations
  • Military Member Procedure (.pdf)
  • Civilian Employee Procedure (.pdf)

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