Policy 24 - Travel Voucher Process and Timelines.pdf

DEPARTMENT OF DEFENSE

HUMINT TRAINING - JOINT CENTER OF EXCELLENCE

821 IRWIN STREET, MATLACK HALL (BUILDING 80122)

FORT HUACHUCA, AZ 85613-7000

ATZS-HT 21 April 2016

MEMORANDUM FOR HT-JCOE, ALL

SUBJECT: Policy 24 – HT-JCOE Travel Voucher Process and Timelines

1. REFERENCE. Department of Defense Financial Management Regulation (DoDFMR) 7000.14-R, Volume 9, June 2015.

2. APPLICABILITY. This policy applies to all Department of Defense (DoD) Military Personnel and Civilians assigned to the Human Intelligence Training – Joint Center of Excellence (HT-JCOE), all students attending the Source Operations Course (SOC), the Defense Advanced Tradecraft Course (DATC), and any DoD traveler utilizing an HT- JCOE line of accounting in support of the HT-JCOE mission.

3. PURPOSE. Outline timelines associated with the HT-JCOE travel voucher process.

4. POLICY. All applicable travelers utilizing an HT-JCOE line of accounting will submit their travel voucher within five (5) working days upon completion of travel in accordance with (IAW) the DoDFMR, Volume 9, Chapter 8, Section 080601 and this policy. If, on the 46th day the traveler has not filed their travel voucher, collection from the traveler’s pay account will be initiated by the HT-JCOE J8, United States Army Intelligence Center of Excellence (USAICoE) Directorate of Resource Management (DRM), Debt Management Monitor (DMM) through DTS and IAW DoDFMR 7000.14-R Volume 9, Chapter 5.

5. PROCEDURES. Follow the timeline below to ensure compliance with this policy.

a. HT-JCOE Personnel.

(1) Traveler submits travel voucher within five (5) working days upon completion of travel IAW the reference.

(2) On day 7 after the TDY is completed, if a voucher has not been signed and submitted, the HT-JCOE J8 will notify the traveler via e-mail and courtesy copy their first-line supervisor/course director, of the delinquency.

(3) On day 16 after the TDY is completed, if a voucher has not been signed and submitted, the HT-JCOE J8 will issue a letter via e-mail advising the traveler of their responsibility to take all required actions to submit their travel claim voucher or repay advances. The J8 will courtesy copy the first-line supervisor, the Course Director and/or Training Director, the Chief of Staff, and Senior Enlisted Advisor (SEA).

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(4) On day 46, if a voucher is not filed, the HT-JCOE J8 will file a zero dollar ($0.00) voucher which will zero out all expenses, return all funds, and will place the traveler in a “Due U.S.” status. The J8 will contact the traveler via e-mail of this action and courtesy copy the traveler’s Staff Lead/Course Director, Training Director, SEA, Chief of Staff, USAICoE DRM Budget Analyst, and the USAICoE DRM DMM.

b. Students and other DoD travelers.

(1) Traveler submits travel voucher within five (5) working days upon completion of travel IAW the reference.

(2) On day 7 after the TDY is completed, if a voucher has not been signed and submitted, the HT-JCOE J8 will notify the traveler’s Commander and Senior Enlisted Advisor, or the agency proponent via e-mail of the delinquency and courtesy copy the traveler and the first-line supervisor.

(3) On day 16 after the TDY is completed, if a voucher has not been signed and submitted, the HT-JCOE J8 will issue a letter via e-mail to the Commander and Senior Enlisted Advisor, or the agency proponent advising them of the traveler’s responsibility to take all required actions to submit their travel claim voucher or repay advances. The J8 will courtesy copy the traveler and the first-line supervisor, the HT-JCOE SEA, and the Chief of Staff. The notification will also inform the Chain of Command of a pending “Due U.S.” status action which will occur on day 46 if no settlement voucher is signed and submitted.

(4) On day 46, if a voucher is not filed, the HT-JCOE J8 will file a zero dollar ($0.00) voucher which will zero out all expenses, return all funds, and will place the traveler in a “Due U.S.” status. The J8 will contact the Chain of Command and traveler via e-mail of this action and courtesy copy the HT-JCOE SEA, Chief of Staff, USAICoE DRM Budget Analyst, and USAICoE DRM DMM.

6. RESPONSIBILITIES.

a. All travelers are responsible for submitting their travel voucher within five (5) working days upon completion of travel IAW the reference and this policy.

b. Supervisors will ensure subordinates comply with procedures in the reference and this policy.

c. The HT-JCOE J8 will ensure all travel vouchers are submitted and above procedures are completed.

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7. This policy supersedes Policy 24 – Travel Voucher Process and Timelines, 23 July 2013.

8. PROPONENT. HT-JCOE J8 at (520) 538-6752 or (520) 533-4063/7063.

4/20/2016

X Travis A Phillips

Signed by: PHILLIPS.TRAVIS.ALLEN.1156987634

TRAVIS A. PHILLIPS

COL, US Army Commanding