Cross_org Guidance

Cross-Organizational Line of Accounting

 

Individuals whose travel is funded by another Command, Service or other DoD entity should be processed in DTS by using the Cross-Organization funding feature which is known as “X-Org funding.”

 

Use of the Cross-Organization (X-Org) funding feature allows a funding LOA organization (an organization that owns the LOA) to share the LOA and funding organization’s routing list with another organization or traveler within DTS. At any time, the funding LOA organization may remove the funding LOA label from use by another organization or traveler. The funding LOA label and its budget remain in the funding organization, and the funding organization can run budget reports to determine whether funding LOA was used.

 

To align with the DoDI 5154.31-V3, “AOs control the mission by authorizing travel and controlling the use of travel funds in accordance with the JTR,” therefore the funding organization’s routing list must be utilized for all X-Org funding.

Another DoD entity is funding travel for NPS Personnel, U.S. military students, and/or DoD Civilians

1. The traveler should inform the travel arranger and NPS analyst at the travel office of the upcoming travel to be paid by cross-org LOA from another DoD activity.
2. Once a cross-org LOA from another command arrives, the traveler must submit the documentation to the analyst in the Travel Office. The analyst will determine if the cross-org LOA has been sent via the DTS Cross-Org function. If funding command’s accounting system is not linked to DTS the travel orders will be processed as Hard Copy/ Manual Orders outside of DTS. Travel Claim will need to be submitted thru the funding agency’s finance office.*
3. Once the LOA is in DTS, the analyst will notify the traveler and travel administrator who should then create a standard travel authorization in DTS, using the fund cite LOA for funding.
4. If the traveler does not have a GOVCC, then they must contact the Agency Program Coordinator at travelcard@nps.edu to apply. All travelers must have a GOVCC to travel.

 

If a funding organization refuses to use the X-Org funding feature to make an LOA and/or a routing list route through the funding command for review/approval, follow the procedures below:

• If the funding organization is a Navy command/activity, the traveler’s command must contact their MAJCOM LDTA. The MAJCOM LDTA is to contact the Navy DTS PMO for assistance.
• If the funding organization is a non-Navy command/activity, the traveler’s command must attempt to request, in writing, the reason why the funding command will not apply their routing to review/approve their funding. The traveler’s command may continue to process and approve DTS trip documents, only if documentation is uploaded into the DTS trip record attesting to the request and the refusal of the non-Navy command unwilling to apply their routing list for review/approval of the travel document. This documentation should include dates, names and positions/roles and unit assignments of individuals of both the requestor and the approving authority from the non-Navy command.

 

Issued when NPS is paying for travel of another DoD employee at a different command by issuing a line of accounting. The arrangements and vouchers are generated at the other command and approved at NPS.

 

1. The person requesting travel should provide the NPS department intending to fund travel with the following information: name of command, name of traveler, Social Security number, grade or rank,telephone and fax numbers, e-mail address, address of command, dates and location of travel, a POC for travel arrangements, and purpose of travel.

2. The NPS department intending to fund travel should confirm if traveler’s command is on DTS, and prepare a cost estimate for the trip, including transportation, per diem (including Actual Expense Authorization (AEA)), rental car, registration fees, and any other miscellaneous expenses such as parking, mileage to and from the airport, and authorized business calls. It is common to use the language “Cost Not to Exceed (the estimate)” without prior approval from funding department.

3. The NPS department travel administrator will need to complete a Fund Cite Authorization Form and obtain the necessary approval signatures from Department Head/Chairman, PI, and SPFA(Sponsored Program Financial Analyst) as listed on the form. Any additional comments or exceptions, including dollar limits should be noted on the form. If the traveler’s command is on DTS, simply indicate DTS in the place where the standard document number would be added. If the traveler’s command is NOT on DTS a tango number and standard document number will need to be added to the Fund Cite Authorization.

4. The NPS department administrator should submit the completed signed Fund Cite Authorization form to the analyst at the Travel Office. A DD 1610 is required for hard copy fund cites.

5. The analyst at the Travel Office create a DTS LOA and budget line and electronically send the information to the traveler’s profile via the Cross-Organizational funding with the routing set tothe issuing department.

6. The analyst at the Travel Office will send an e-mail confirmation to the NPS Department's administrator/s confirming the fund cite has been processed.

7. The NPS Department administrator must forward the e-mail confirmation to the traveler and traveler’s POC for travel arrangements.

8. Once the travel authorization has been created and signed, the AO in the issuing department will approve the authorization via DTS.

Issued when NPS is paying for travel of another DoD employee at a different command by issuing a line of accounting. The arrangements and vouchers are generated at the other command and approved at NPS.

 

1.The person requesting travel should provide the NPS department intending to fund travel with the following information: name of command, name of traveler, Social Security number, grade or rank,telephone and fax numbers, e-mail address, address of command, dates and location of travel, a POC for travel arrangements, and purpose of travel.

2.The NPS department intending to fund travel should confirm if traveler’s command is on DTS, and prepare a cost estimate for the trip, including transportation, per diem (including Actual Expense Authorization (AEA)), rental car, registration fees, and any other miscellaneous expenses such as parking, mileage to and from the airport, and authorized business calls. It is common to use the language “Cost Not to Exceed (the estimate)” without prior approval from funding department.

3.The NPS department travel administrator will need to complete a Fund Cite Authorization Form and obtain the necessary approval signatures from Department Head/Chairman, PI, and SPFA(Sponsored Program Financial Analyst) as listed on the form. Any additional comments or exceptions, including dollar limits should be noted on the form. If the traveler’s command is on DTS, simply indicate DTS in the place where the standard document number would be added. If the traveler’s command is NOT on DTS a tango number and standard document number will need to be added to the Fund Cite Authorization.

4.The NPS department administrator should submit the completed signed Fund Cite Authorization form to the analyst at the Travel Office. A DD 1610 is required for hard copy fund cites.

5.The analyst at the Travel Office create a DTS LOA and budget line and electronically send the information to the traveler’s profile via the Cross-Organizational funding with the routing set tothe issuing department.

6.The analyst at the Travel Office will send an e-mail confirmation to the NPS Department's administrator/s confirming the fund cite has been processed.

7.The NPS Department administrator must forward the e-mail confirmation to the traveler and traveler’s POC for travel arrangements.

8.Once the travel authorization has been created and signed, the AO in the issuing department will approve the authorization via DTS.

Issued when NPS is paying for travel of another DoD employee at a different command by issuing a line of accounting. The arrangements and vouchers are generated at the other command and approved at NPS.

 

1.The person requesting travel should provide the NPS department intending to fund travel with the following information: name of command, name of traveler, Social Security number, grade or rank,telephone and fax numbers, e-mail address, address of command, dates and location of travel, a POC for travel arrangements, and purpose of travel.

2.The NPS department intending to fund travel should confirm if traveler’s command is on DTS, and prepare a cost estimate for the trip, including transportation, per diem (including Actual Expense Authorization (AEA)), rental car, registration fees, and any other miscellaneous expenses such as parking, mileage to and from the airport, and authorized business calls. It is common to use the language “Cost Not to Exceed (the estimate)” without prior approval from funding department.

3.The NPS department travel administrator will need to complete a Fund Cite Authorization Form and obtain the necessary approval signatures from Department Head/Chairman, PI, and SPFA(Sponsored Program Financial Analyst) as listed on the form. Any additional comments or exceptions, including dollar limits should be noted on the form. If the traveler’s command is on DTS, simply indicate DTS in the place where the standard document number would be added. If the traveler’s command is NOT on DTS a tango number and standard document number will need to be added to the Fund Cite Authorization.

4.The NPS department administrator should submit the completed signed Fund Cite Authorization form to the analyst at the Travel Office. A DD 1610 is required for hard copy fund cites.

5.The analyst at the Travel Office create a DTS LOA and budget line and electronically send the information to the traveler’s profile via the Cross-Organizational funding with the routing set tothe issuing department.

6.The analyst at the Travel Office will send an e-mail confirmation to the NPS Department's administrator/s confirming the fund cite has been processed.

7.The NPS Department administrator must forward the e-mail confirmation to the traveler and traveler’s POC for travel arrangements.

8.Once the travel authorization has been created and signed, the AO in the issuing department will approve the authorization via DTS.

CANCELLING AN OUTGOING CROSS-ORG:

1.The Analyst at the Travel office should be notified of the cancellation by e-mail.
2.The cancelled Fund Cite Authorization should be faxed to the analyst at 656-7632.
3.The Analyst will remove or inactivate the DTS LOA and budget line from the traveler’s DTS Profile.

CANCELLING AN INCOMING CROSS-ORG:

 

1.The traveler or travel administrator should follow standard procedures for cancelling a DTS travelauthorization.
2.The traveler or travel administrator should notify the other command and Travel office analyst ofthe need for cancelling the fund cite.

Travel Office Information

Travel@nps.edu

Located in Hermann Hall, room 038

831-656-2041

TravelCard@nps.edu

Located in Hermann Hall, room 038

831-656-2041

 

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NPS DTS Help Desk

DTSHelpDesk@nps.edu

844-615-7295

 

Navy DTS Help Desk

717-605-9367