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USCG Pay & Personnel Center             

Travel (TVL) Branch

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Mailing Address:

Commanding Officer (Staff Symbol)
U.S. Coast Guard 
Pay & Personnel Center
444 S. E. Quincy St.
Topeka, KS 66683-3591

Telephone

(866) 772-8724
0730-1600 (Central time) M-F

E-Mail

PPC-DG-CustomerCare@uscg.mil

Web Content Manager 

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Annual Recertification

“Per DHS security standards an annual elevated privileges account recertification is required in the USCG travel apps. Elevated privileges now have a one-year shelf life before they expire (1 year after permissions have been granted). After 1 year, those privileges will have to be reinstated after completing the newest travel training (ETS and/or mLINQS), certifying the training completion and sending the PPC Customer Care template from our webpage”.

Travel Approving Official (AO) Requirements!

Review appropriate training videos/guides.

mLINQS - Website Demo-20230502_112034-Meeting Recording.mp4 (sharepoint-mil.us)

ETS - ETS Training

yes CLICK HERE FOR EMAIL TEMPLATE INSTRUCTIONS

EMAIL TEMPLATE FOR TRAVEL TRAVEL INQUIRY

Procedural Updates and Known Issues

TRAVEL AO WARNING IMPLEMENTED DURING FSMS DOWNTIME

Please do not approve Vouchers during the FSMS downtime. Restoration will resume on 15 OCT 2024.

Fiscal Year End Key Dates & Details on Processing Travel During This Time

  • Sept 25 at 11:59p.m. EST - Last day to approve vouchers/advances in ETS and receive payment in FY24
  • Sept. 27 at 11:59 p.m. EST - Last day to Approve/Amend FY24 Authorizations and obligate
  • Sept. 27 at 11:59 p.m. EST- Last day DA orders will populate/adjust Open Authorizations in ETS
  • Sept 28 – Oct 15 (end date could shift): FSMS/ETS connection down:
  • Do NOT approve any voucher during the FSMS down time
  • Limit approving Authorizations to immediate travel - FY25 POETS will not be immediately available in ETS, they will be loaded during the down time
  • Nov 15- Amendments to FY24 travel authorizations to increase funds will begin processing in FSMS

For Travel that begins in FY24 and ends in FY25 Key information:  

FY 24/25 CROSSOVER TRAVEL USER GUIDE

For full details see 029-24 ALCGFINANCE

  • Enter full expected travel dates
  • FY25 POETs will not be immediately available, expenses must be allocated to the POET associated to the date the expense occurs
  • Expenses that will be allocated to the FY24 POET- Airfare- full round trip (regardless of return date), rental cars (regardless of return date), Lodging/per diem through Sept. 30, Any other expense (taxi, mileage, baggage, fuel etc) that occurred through Sept. 30
  • Expenses M&IE/Lodging for Oct. 1 and after will need modified to show no expense on those days for the initial approval as they can not be allocated to a FY24 POET
  • Other Expenses that are manually entered that occur starting Oct. 1 will need to be left off the initial approval. (I.e. transportation to return flight, return baggage, rental fuel on these dates, etc.)
  • After FSMS is back live, amendments may be completed to ADD FY25 POETs and Expenses occurred starting Oct. 1.
  • A guide is available on the PPC webpage showing the steps for this process
  • Amendments that need to INCREASE FY24 expenses will not be able to be processed by FSMS until after Nov. 15.

Email ALSPO B/24 - Subj: mLINQS Training Dates

As we approach the full implementation of mLINQS as the Coast Guard’s PCS travel system, PPC’s Travel Division will conduct a series of webinars to reiterate the training that was given last year and include the process for vouchering within the system. Yeomen are required to attend this webinar by signing up using the links included within Email ALSPO B/24.

Accessing the webinars via web browser is advised as some issues have been reported with connectivity.

Duplicate Documents Error on ETS voucher

PPC is aware of a sporadic glitch happening in FSMS that may cause an erroneous rejection error to be received by ETS. After the AO approves a voucher in ETS and a “rejected by agency” error is received for Duplicate Document number, please do the following before submitting a PPC ticket.

PLEASE SEE PPC TRAVEL NEWS FOR INSTRUCTIONS

 

PCS System mLINQS Update News!

In anticipation of the full “go-live” version of mLINQS, the current PCS workaround process for authorizations in mLINQS serves two purposes

    1. To fulfill the process/procedure of an “official calculation source” for PCS travel.

    2. To provide “source documentation” for PCS travel, fulfilling the needs of the mandated authorization and audit process set forth by DHS.

Who does the authorization input into mLINQS?

The departing unit YNs are responsible for creating the authorizations in mLINQS (The departing units will understand the correct entitlements during the departing PCS counseling session with the member and ensure those entitlements match the order notes and calculations.) However, in some circumstances, e.g., system errors, outages, ext.) the authorization input to mLINQS may have to be completed at the receiving unit. Communication between units on these rare circumstances is the key to ensuring the member’s travel claim is processed in a timely manner with the correct entitlements calculated in mLINQS and loaded into ETS.  

DA (Direct Access):

DA will still be the official source of PCS travel orders and those orders should be added to mLINQS/ETS when doing the authorization. (Once fully integrated, mLINQS will substitute the need for the Order notes in DA).  In addition, upon full integration, the mLINQS PCS system will be the sole system for PCS travel from start to finish. The fleet is encouraged to stay up to date via our mLINQS travel webpage (mLINQS PCS travel application (uscg.mil) for the latest news, updates and training resources on mLINQS.

Upcoming Events:

1. mLINQS training webinars will be provided prior to “go-live”.  “go-live” is expected to be OCT-NOV 2024.

2. After training is provided, PPC TMO (Travel Management Office) will consider in-person training from units that have special circumstances requiring in-person or additional training.

3. For members of other rates who are AOs (XPOs, etc.), training updates, processing guides, video guides, and manuals are posted on the PPC travel website. There are also TEAMS channels dedicated to both ETS and mLINQS. Creating PCS authorizations in mLINQS is a YN function (SPO and Admin).  If special circumstances exist where a YN is not available, units should contact PPC via customer care ticket on how to proceed.

4. FULL INTEGRATION! Testing is currently being conducted with DA, FSMS and mLINQS for full integration and functionality.

5. Updates to our efforts and progress will be posted on the PPC travel web page and CG wide notifications. Dates of webinars, training and “go-live” will be provided via message board in addition to our travel webpages.

NOTICE: ETS ROUTING POOLS

AOs/Admins are not authorized to change the names of existing or add new routing pools in ETS. Each unit with an active routing chain is authorized to have only two total routing pools unless explicitly given permission to have a third, which would only be set up directly by the PPC Systems team. One pool is for Funds Managers and the other is for Approving Officials and they shall follow the naming scheme of “UNIT – FUNDS MANAGERS” or “UNIT – APPROVING OFFICIALS” in all capital letters like the below exampleChanging the names of these pools to deviate from the approved naming scheme negatively affects the reports that are run to keep the system functioning.  If you notice your unit has additional or misnamed pools, or are having issues with routing in general, please submit a PPC Trouble Ticket. Violation of this policy may result in revocation of your AO status in ETS.

 

Pet Transportation Allowance Effective 1 JAN 2024 - JTR 050107 Pet Expenses Due to a PCS (Page 5A-2 of JTR) 

Frequently Asked Questions  - Defense Travel Management Office

A. Eligibility. A Service member on a PCS order is authorized reimbursement for mandatory quarantine fees for household pets. A household pet is a cat or a dog.

B. Allowances. Reimbursement for the actual cost of these fees is authorized, limited to $550 per PCS move.

C. Pet Quarantine Information. See Pet Quarantine Information and the DTMO website for more details.

D. Pet Transportation. Transportation for a household pet is not a reimbursable expense unless the transportation is due to an evacuation from a foreign PDS in accordance with par. 060204. 

E. Changes Effective 2024. On January 1, 2024, the following pet transportation allowances will apply:

1. Eligibility. A Service member on a PCS order with an effective date of January 1, 2024 or later, as defined in Appendix A, may be authorized reimbursement for the costs related to the relocation of one household pet that arises from a permanent change of station. A household pet is a cat or a dog, owned for personal companionship. A Service member is responsible for following rules for importing and exporting a pet to and from the United States in order to be eligible for reimbursement. Denial of entry could result in denial of reimbursement. See How to Compute a Permanent Change of Station (PCS) Order’s Effective Date. 

2. CONUS. A Service member may be authorized the reasonable and substantiated cost of mandatory microchipping, boarding fees, hotel service charges, licensing fees at the new PDS, and pet shipping fees if the member flies rather than drives, or the pet is shipped separately from the member. Reimbursement for the actual cost of all expenses is limited to $550 per PCS move.

3. OCONUS. A Service member may be authorized the reasonable and substantiated cost of mandatory microchipping, quarantine fees, boarding fees, hotel service charges, licensing fees at the new PDS, testing titer levels for entry, and pet shipping fees if the member flies rather than drives, or the pet is shipped separately from the member. For transoceanic travel, use of Government or Government [1] procured transportation must be used if available or reimbursement for transportation costs is not authorized. Reimbursement for the actual cost of all necessary expenses described above in connection with the movement of a pet is limited to $2,000 per PCS move.

 

Customer Support

To ensure a positive experience for everyone, we kindly ask that all interactions with our technicians be conducted respectfully.

Please note our Ticket System does not reply with an assigned number.

 

CUSTOMER CARE INQUIRIES

PPC Call Center Technicians are prohibited from performing most inquiries. 

All Active Duty and Reserve members requesting PPC assistance must submit a PPC Customer Care Ticket. Please see FAQ page for more details: CCB FAQ

Customers are directed to contact their P&A Office for any errors or questions on pay and/or personnel issues.  If the P&A Office is unable to resolve it, the P&A Office is to contact the servicing SPO.  If the servicing SPO is unable to resolve the issues, the SPO will contact PPC. 

TRAVEL INQUIRIES 

PPC Customer Care Call Technicians do not have the ability to unlock any users accounts.

Any member with travel related inquiries will need to be contact your local travel AO. If your AO is unable to resolve the inquiry, your travel AO must submit a PPC Customer Care Ticket for assistance. Please see FAQ page for more details: CCB FAQ

RETIREE/ANNUITANT INQUIRIES

PPC Call Center Technicians are prohibited from performing most inquiries.

We assist customers through getting issues identified and elevated by creating trouble-tickets for review and action that to go to the Retired Annuitant Services (RAS) branch.  You may also submit an email that feeds into the trouble ticket system via PPC-DG-CustomerCare@uscg.mil.  Please ensure your request contains a front and back copy of members photo ID and all required forms located at:  Pay and Personnel Center (PPC), Retiree and Annuitant Services (uscg.mil).  Direct Access Self Service remains the most secure and efficient means of managing your account.

The Pay and Personnel Center (PPC) is committed to protecting customer information. The PPC Call Center has experienced numerous attempts by bad actors to access retiree information. The following are a couple of instances:

  • Over three months, a suspicious caller (male in his 20s) attempted to access a retired Coast Guard Commander’s account by calling PPC and through email inquiries. At the time, there was no power of attorney on file. PPC challenged the individual claiming to be the retiree because of the email address not matching what was on file.
  • PPC received an email impersonating a retired National Oceanic and Atmospheric Administration Lieutenant Commander. The email stated that the retiree’s identification card was stolen. The email address did not match what was on file. After a brief fact-finding effort, the retiree was in Texas and did not send an email. The email originated from Bakersfield, CA.

The examples above and numerous others drove PPC’s Call Center to change procedures to mitigate fraud attempts by bad actors. PPC strongly encourages retirees to make all changes to their accounts via self-service. However, we understand there are instances where retirees cannot update their information via self-service. Strict protocols are in place to protect the retiree’s information when self-service is not an option for updating account information.

  • First, the Call Center will not change account information over the phone.
  • All retiree requests for account changes must be submitted via a customer care ticket by the retiree and include the proper form for the transaction and a photocopy of a valid government photo identification card (front and back).
  • While PPC makes every effort to protect accounts from fraud, it does occur. When PPC identifies potentially fraudulent activities, the Call Center contacts the Retiree and Annuitants Services (RAS) Branch.
  • RAS will contact the retiree and verify if the retiree contacted PPC to request an update to their account information. When a retiree confirms they did not make a request, PPC places a lock on the Direct Access account, and only PPC can make changes.
  • Finally, PPC adds the retiree to a “be on the lookout” list shared by the Call Center and RAS to coordinate response efforts to respond to and prevent fraudulent activity.

NEW: Retiree FastPass Now Available!

To avoid a wait time, Retirees/Annuitants can now submit a PPC Retiree FastPass ticket.

Status of Unliquidated Travel Advances

The status of unliquidated travel advances is updated weekly on Fridays by 1600 CDT. 

Please use the following link to access the PPC SharePoint (CAC Enabled) for internal use only at: 

Status of Unliquidated Travel Advances 

In accordance with the DEC 2023 CG8-C memorandum (Interim Financial Policy – Unliquidated travel advances) each unit should run the “Unliquidated advance report” on a weekly basis and follow up with members who appear on the report.

For Unit- Unliquidated Advance Report Job Aid

 

PPC Travel News Updates

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Oct. 4, 2021

ETS First Logon and ADVTRAV Profile Data Transfer

Per ALCOAST 361/21, the entire Coast Guard workforce (military, civilian and reserve) will receive invitations via an email from etravelservices@cwtsatotravel.com on 04 October 2021 to activate your account. These invitations will expire within 72 hours; failure to activate in the required timeline will create additional administrative workload on support staff. Commands should ensure all service members are provided adequate time to complete the activation process. Accounts will remain active for 90 days and members who have not logged on will receive a reminder to log in or risk the accounts being disabled.

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Aug. 30, 2021

Joint Travel Regulations Update to Temporary Lodging Expense (TLE) - Flag Voice 556

As part of this change, TLE can be extended for up to 60 days due to the severe housing shortage brought on by the COVID-19 pandemic.  This JTR change, however, is not retroactive for expenses incurred prior to 25 August 2021. This change is not a blanket approval to increase all TLE to 60 days; it is intended to target those CONUS areas where the housing market is significantly stressed by the pandemic. 

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Aug. 26, 2021

Video: E-Gov Travel System (ETS) Training Begins on August 31

Master Chief Petty Officer Patricia Pilkington talks about the new travel system E-Gov Travel System, or ETS, coming on board Oct 1, 2021. Pilkington talks about training that users can expect to undergo prior to the new system going live at the beginning of the new fiscal year.

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Dec. 15, 2020

Hardship Duty Pay-Restriction of Movement and other COVID-19 Pay and Allowances

ALCOAST 278/20 formally authorizes, as of 03 April 2020, HARDSHIP DUTY PAY-RESTRICTION OF MOVEMENT (HDP-ROM) and other temporary policy changes for several travel allowance, Food Service policy, and certain Special & Incentive (S&I) pays as part of the overall military effort to support our members and their families during the COVID-19 pandemic. The Pay and Personnel Center is now processing these claims in accordance with the following guidelines and procedures.

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Nov. 3, 2020

COVID-19: Travel and Leave Policy - Update 3

This ALCOAST cancels REF (A) and provides all Coast Guard (CG) members with travel and leave policy as it relates to the 2019 Novel Coronavirus (COVID-19). The intent of this ALCOAST is to update procedures for leave and foreign travel. This is in response to the changing force health protection posture in relation to COVID-19.

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March 23, 2020

Coast Guard Travel and Leave Policy Updated

ALCOAST 098/20 provides Coast Guard members with updated travel and leave policy guidance as it relates to the 2019 Novel Coronavirus (COVID-19). The intent of this ALCOAST is to assist unit commanders to preserve force readiness and accomplish CG missions. Please see paragraph 4, Domestic Travel, for important guidance regarding local leave.