Introduction
Welcome to the Travel (TVL) Branch page!
We hope you find the new format easier to navigate and the information better assembled for all your research needs. On this TVL OVERVIEW tab, you will find basic information about TVL and each topic tab the instruction required to assist you.
Travel Inquiries
PPC Customer Care Call Technicians do not have the ability to unlock any users accounts.
Travel Approving Officials Support for Travel Claims: Travelers will work directly with their AOs to complete claims, resolve errors, and obtain information regarding claim status, audits, supplemental claims, travel policy, or requests for explanation of travel payments. This change will provide the most rapid resolution of member travel issues, will improve AO/traveler communications and efficiency, will improve AO proficiency and expertise, and will reduce overall claim processing and reimbursement times. If travelers call PPC Customer Care directly for assistance, Customer Care will direct callers to contact their AO. If an issue cannot be resolved at the AO level, the AO can submit an electronic ticket only that will go to PPC Travel.
Additional TVL Pages
E-Gov Travel Service (ETS)
mLINQS PCS travel application
PCSAssistTeam - Seasonal Availability
Directives & References:
Coast Guard Pay Manual, COMDTINST M7220.29 (series)
Department of Defense Financial Management Regulation (DoD FMR)
Federal Travel Regulation (FTR) - Civilian Employees
Joint Travel Regulations (JTR)
Personnel & Pay Procedures Manual (3PM)
Forms:
CG-3307's - Administrative Remarks Entries
CG Forms & Worksheets
Guides:
Please visit our main ETS User Guide page for all instructional resources training:
ETS User Guides
ETS Training
PPC Travel - mLINQS internal SharePoint (CAC required)
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, with the AO checklist, from our webpage”.
Travel Approving Official (AO) Requirements!
To simplify, centralize and manage AO/elevated permission requests, please use the Elevated Permissions Checklist, and attach this checklist to the customer care ticket when requesting elevated permissions in the travel systems (E2 and/or mLINQS).
AO checklist (elevated permissions) grace period ends March 01, 2025. Starting March 02, 2025, all AO/elevated permissions requests for E2 and/or mLINQS will require the AO checklist to be completed and attached to the customer care ticket.
USCG PCS-TDY SYSTEMS USER ELEVATED PERMISSIONS CHECKLIST
Review appropriate training videos/guides.
mLINQS - mLINQS AO Certification Video
ETS - ETS Training
CLICK HERE FOR EMAIL TEMPLATE INSTRUCTIONS
EMAIL TEMPLATE FOR TRAVEL - TRAVEL INQUIRY
How To Submit a Travel Debt Payment via Pay.gov
Please use the following guide to assist in making payments: USCG PAY.gov Instructions
Website: Pay.gov - Home
Note: The preferred browser for accessing pay.gov is Google Chrome.
Mailing Payments
DO NOT send any cash, checks, or money orders to PPC (TVL). Please make your check or money order payable to "U.S. Coast Guard" and write your POET on your payment. Include a copy of your official notice of travel overpayment letter and send your payment to:
U.S. COAST GUARD-ART/OTHERS
P.O. BOX 979119
ST. LOUIS, MO 63197-9000
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
Invitational Travel Authorizations (ITAs)
Introduction
Approving Officials, PPC travel receives several Invitation Travel Authorizations (ITAs) each day, they are complex and follow very specific rules. We developed a basic Overview that should answer many of your questions.
Invitation Travel Authorizations (ITAs) Overview
There are occasions when the Coast Guard will authorize the reimbursement of travel expenses to a non-governmental individual. ITAs may only be issued to individuals who are not employed by Government or are employed intermittently in Government as consultants or experts (under 5 U.S.C. 5703) (NOTE: This does not include a contractors' employee traveling in the performance of the contract, individuals who serve without pay or are paid $1 per year when acting in a capacity that is directly related to, or in connection with official government activities; or volunteers who are covered by 10 U.S.C. 1588.)
This Overview addresses how to prepare the traveler for making their transportation arrangements, receive advances, and file a travel claim. It is not comprehensive in content. The full regulations governing ITAs and entitlements are covered in the following directives:
Note: Evacuation orders are not ITAs.
Travel allowances authorized for these individuals are typically governed by the FTR following the same rules for employees traveling on temporary duty (TDY) orders. The TONO for ITAs can be an 11 or 13 document type. Blanket authorizations are not authorized.
Guidelines on the preparation of ITAs are listed in Invitational Travel Authorizations, COMDTINST 12570.3H enclosure (1). Only certain officials are authorized to sign ITAs. The instruction is very specific and must be followed; see Enclosure (3). Claims submitted without the proper official's signature signed in ink on the authorizations will not be processed and returned to the Approving Official (AO).
The US Department of Treasury and the IRS require that in order to pay travel claims to a US citizen they must include a Social Security Number (SSN) or an Individual Taxpayer Identification Number (ITIN) in the case of foreign nationals. If a foreign national does not obtain an ITIN then PPC TVL may create a unique identifier.
To apply for an ITIN, use the latest revision of IRS Form W-7 (http://www.irs.gov/pub/irs-pdf/fw7.pdf).
To obtain an ITIN from abroad: https://www.irs.gov/individuals/international-taxpayers/obtaining-an-itin-from-abroad.
If a foreign national or any other traveler does not hold a US bank account, a paper check in US dollars will be sent to the mailing address provided on the Travel Voucher, DD-1351-2.
Travelers over the age of 21 should be issued their own ITA. Minors/incapacitated travelers who are authorized to travel under an ITA may be listed under the legal guardian, escort or attendant's ITA. Claims submitted on behalf of a minor or incompetent person must follow the requirements in DODI 1340.21 E5.5:
https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/134021p.pdf
The unit AO shall assist the traveler in making their transportation, lodging and rental reservations. Reservations must be arranged using the Travel Management Center (TMC) contractor, ADTRAV:
www.dcms.uscg.mil/PSC/BOPS/PSC-BOPS-R/GOVTrvl/ADTRAV/#ADTRAV%20Contact%20Information
Travelers on ITAs should use the Centrally-Billed Account (CBA) for transportation expenses since the Invitational Traveler does not possess a GTCC. GTCC cardholders may not use their GTCC for dependent travel. The ITA must specify that the CBA is authorized. Reimbursement for commercial air reservations made outside the contracted TMC are limited to the available City-Pair YCA contracted fare plus TMC transaction fee or Lowest Economy Fare as determined by the AO. Please refer to the PPC website main page section on "How to Calculate the Constructed Cost". Lodging is limited to the locality lodging cap.
Rentals are limited to the available authorized class (default compact class) per Rental Agreement #4: https://www.defensetravel.dod.mil/site/rental.cfm. When a rental vehicle is authorized on the ITA, Invitational Travelers are listed as authorized users under the U.S. Government Rental Car Agreement #4. The Invitational Traveler should request the government rate and verify that the Government Administrative Rate Supplement (GARS) is stated within rental vehicle contract at $5.00 per day. Global Positioning Systems are not authorized for Invitational Travelers.
Travelers should be notified of TDY location per diem rates which define their maximum reimbursements. Meals must be itemized on the claim if the traveler was authorized Actual Expense (AE). An advance for invitational travelers will be paid to the traveler to whom the ITA is issued. To request advances, use the SF-1038 form (under their SSN) with a signed copy of the authorization. Fax the SF-1038 to the Pay and Personnel Center at (785) 339-3775. Advances should be requested prior to travel but may be issued during travel with authorization from PPC Travel Branch Chief. The traveler who is issued the ITA MUST complete the Coast Guard Finance Center Online Electronic Funds Transfer/Member Payment Enrollment Form (CG-7301) HERE to expedite the payment process for advances and travel claims. All travel payments will be electronically transferred into their banking institution of choice (EFT). Recommend that advance requests not exceed 80% of the estimated travel entitlements. This will help reduce overpayments and collection action.
The invitational traveler assisted by the AO will complete and provide an original Travel Voucher DD-1351-2 signed in ink by the traveler and AO, original authorization signed in ink by the ITA Authorizing Official and provide all required receipts (lodging, airfare, rental vehicle, other receipts in the amount of $75 or greater). The entire claim should be sent to the AO for review and approval within 5 working days after you complete your travel or every 30 days if you are on continuous travel status. The AO should then submit the claim packet to PPC within 2 days of receipt from the member. All contact information on the travel voucher must be provided, i.e., address, phone number, and e-mail. The invitational traveler shall be reminded to maintain their travel documentation for six years, three months. In the event of rare or exceptional circumstances that the AO approved claim must be mailed by a claimant then please submit to the address below:
Commanding Officer (TST)
Invitational Travel Claims
Coast Guard Pay & Personnel Center
444 S.E. Quincy Street
Topeka KS 66683
PPC will mail a debt letter to the address provided on the Travel Voucher DD-1351-2 if the traveler is overpaid. The traveler has 30 days from the date of the letter to make payment in full, or the indebtedness will be referred to the U.S Treasury for collection.
Medical Travel
Medical travel involving both minor dependent patients and attendants allow for an attendant to claim the minor patient on their own claim. The same HSWL signed ITA listing both dependent attendant and patient could be used for claim submission purposes. If the claim is submitted by an attendant who is an active duty member or civilian employee, then dependent patient's travel claim must include an ITA signed by HSWL.
Medical travel under JTR, par. 033007 Medical Specialty Care Travel of More Than 100 Miles (CONUS only) provides for other family members who are 21 years of age or older as attendants to be issued their own HSWL signed ITA and file their own travel claim or included on the patient’s HSWL signed travel authorization and identified as an attendant. In the latter case the adult patient would claim allowances to include attendant travel.
An active duty member acting as a medical attendant who has their dependent minor patients listed on a medical travel claim must provide HSWL approval for dependent travel with either an additional patient ITA or a HSWL signature authority on the member's orders listing those dependents.
Duplicate Relocations Found in mLINQS from Unauthorized Manual Entries
There have been several duplicate PCS relocations found in mLINQS causing a plethora of issues.
AO’s and/or proxies should NOT be entering relocations manually in mLINQS without contacting PPC first (customer care ticket) as relocations should be processed from DA to mLINQS. Below are the steps to take if a relocation has not processed from DA to mLINQS.
If the PCS relocation has been put in a “ready” status in DA and is not found in mLINQS :
- Contact PPC customer care via trouble ticket subject “re-submit to mLINQS” and PPC will manually re-submit this relocation over to mLINQS.
- If PPC cannot process this relocation over to mLINQS due to a systems error, we will work with the AO on manual entry.
- Relocations input using the legacy process should still submit a ticket to finish those claims using the legacy process calculator method. Only if they have already started using the legacy process.
- Any manual input relocations into mLINQS outside of this process will require an AO/proxy re-training and possible revocation of elevated permissions.
ATTENTION:
AO checklist (elevated permissions) grace period ends March 01, 2025. Starting March 02, 2025, all AO/elevated permissions requests for E2 and/or mLINQS will require the AO checklist to be completed and attached to the customer care ticket.
For Use of CBA Please See:
ALCGPSC 055/25 SUBJ: GOVERNMENT TRAVEL CHARGE CARD (GTCC) PROGRAM UPDATES AND CENTRALLY BILLED ACCOUNT (CBA) RESTRICTIONS
mLINQS Employee Portal Workaround
Until the auto generated email issue is resolved, technicians will create user accounts by clicking the 'Create User' button. This automatically generates a registration email containing the following link: https://uscg.mypdt.mil/registration. Until then, technicians must send this link manually. Travelers should click the link, accept the Rules of Behavior, enter their USCG email address, and click 'Register Account.' This links their CAC ID to their username, enabling single sign-on (SSO) access to the employee portal.
Legacy Calculator Drop Down in mLINQS
If an AO/Admin has started a claim using the Legacy process and needs to make adjustments to the claim for calculation purposes, please submit a PPC Help Ticket requesting temporary access to the Legacy Process Calculator, as this drop down in the mLINQS PCS application has been shut off to the fleet. Please use the provided template on our travel page. PPC will handle these claims on a case-by-case basis. All new PCS travel orders should originate from DA which will merge to mLINQS (live) and should be processed that way. Please visit mLINQS PCS travel application for updated information, guides and tutorials.
New PCS Travel Claim Process: Route the DA PCS order (ensure order notes are completed) to get it approved into a “Ready” status. Funding is no longer added to the DA orders. Once the order is in “Ready” status, DA will transmit relocation data to mLINQS. Once data is received by mLINQS, you can begin the PCS travel claim process to include adding the funding amounts.
IAW 087-23 ALCGPSC - ETS created Open Authorizations are no longer authorized for use. This Trip will need to be created using a regular Authorization or under a DA Created Open Authorization if applicable for PCS. Please see https://www.dcms.uscg.mil/ppc/Travel/ETS/Guides/ for job-aids on how to create travel authorizations or ask your AO and /or Admin for assistance. We will be returning this approval in ETS.
For PCS claim information see https://www.dcms.uscg.mil/ppc/travel/mllinqs/
For TDY claim information see E-Gov Travel Service (ETS) (uscg.mil)
FY24 PCS ORDERS THAT NEED FUNDS INCREASED
- Obligations created in DA that require an amendment or need to be cancelled will be updated manually in FSMS by a USCG Funds Manager.
- If the relocation is created in Direct Access, claims will be submitted on SharePoint portal and FINCEN will enter vouchers manually. ETS vouchering will continue for claims created under DA.
Resolving ETS Tolerance Errors
Please use the following references when trying to resolve ETS Tolerance Errors (CAC Required).
How Do I Resolve the ETS Tolerance Error - TDY Travel.pdf
How Do I Resolve the ETS Tolerance Error - PCS Travel.pdf
DoD to Reimburse Transportation Costs of Child Care Providers
Please refer to the below article for full information and details.
PCS Child Care Pilot Guide
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.
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 example. Changing 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.
