Due to the possibility of Airmen being placed into Lodging immediately upon arrival, units can start the application process for inbound Airmen who might need a Gov’t Travel Card (GTC) once they arrive.  To expedite this process, unit Agency Program Coordinators (APC) are authorized to initiate the Travel Card 101 training using the stand alone slides at the link below and the Statement of Understanding (SOU) via conference call.  Units should advise their Airmen to use a unit mailing address and to request the card to be expedited.  

Using the CITI Commercial Cards Website below, applicants will select Apply For Card, and begin the application by selecting invitational pass code. This pass code will be provided by the unit APC. After quarantine or the member has completed their temporary lodging stay (for Temporary Lodging Expense [TLE] purposes), the Travel Card 101 training and SOU must be accomplished in accordance with current policies and procedures provided below.

APC Responsibilities 

• Before the GTC application is submitted, set up a conference call with applicant to cover the Travel Card 101 training slides and SOU
  • NOTE: The APC will utilize the stand alone training slide below and cover the SOU in the conference call in order to expedite the process  
• Monitor the account weekly to ensure the card is used for authorized transactions only
• Ensure members GTC is placed in appropriate hierarchy
• Provide a listing of students who are placed in quarantine or are in temporary lodging for the purposes of TLE, and have applied for cards to the HL4 weekly
  • Need name, rank, unit, and date entered quarantine or temporary lodging
• Within 7 calendar days of release of quarantine or temporary lodging, APCs will ensure members will complete their Travel Card 101 training via TRAX CBT and their SOU.  APCs will upload the members Travel Card 101 certificate and SOU into the cardholders profile in CITI manager before this 7 day window is up.

GTC Resources: https://www.travel.dod.mil/Programs/Government-Travel-Charge-Card/Cardholders/

• Scott AFB is rolling out electronic PCS in-processing through eFinance. Once users register and start a PCS package, they will be able to access a step-by-step guide in the briefings tab. This system is used to accomplish all required PCS actions including your travel voucher, BAH recertification, and Temporary Lodging Expense (TLE). Claims regarding the shipment or transportation of household goods must be worked through the Transportation Management Office (TMO).

  Note: It is critical that inbounds also in-process with their unit’s GTC Agency Program Coordinator to get placed in mission critical status if required.

Civilian Employee Personnel In-Processing
New civilian employees must in-process with the Civilian Personnel Office (CPO) before in-processing with 375 CPTS Civilian Pay.
 

USTRANSCOM employees: Contact TCJ1-CM at transcom.scott.tcj1.mbx.staffing@mail.mil or (618) 220-7500
All other employees:  Contact 375 FSS/FSCA Civilian Personnel at 375FSS.FSMC@US.AF.MIL or (618) 256-9328
After employees in-process with their respective CPO, data will be submitted to DLA or AFPC, who in-turn, will produce a SF50 for the employee.  The respective CPO will contact the supervisor to inform them the new employees SF50 is available.  The SF50 is needed for new employees to receive a CAC card from the MPF.  The EDIP or DoD ID number from the CAC card is needed for the unit Timekeeper to build the employees ATAAPS account.

Civilian Pay In-Processing
By NLT the 1st Thursday of the pay period, please complete and submit the following forms using the links below:  Federal W4, Illinois W4, Direct Deposit Form, and AF Form 3821.  Also, if applicable, provide a copy of your last LES to restore leave.  Note:  The AF Form 3821 will need to be filled out by the unit Resource Advisor / Resource Manager.

To have your pay account set up, please send the following documents (Federal W4, State W4, Direct Deposit Form, and, if necessary, last LES) to the Civilian Pay Office via the avenues listed in the CPTS SERVICES section.

Forms For Submission:
Federal W4: Go to IRS website, then click on the current year W4
Illinois W4: Click here
Direct Deposit: Click here. Ensure the 9^th digit of routing number is placed in Check Digit box.
AF Form 3821: Click here

Civilian Employee Out-processing
Please complete the Civilian Pay Out-processing Form and submit to the Civilian Pay Office via the avenues listed in the CPTS SERVICES section. If the unit Timekeeper is not available to sign off on this form, then a unit time and attendance Certifier can.  If the employee has a DD Form 577 termination form, it should be sent together with the Civilian Pay Out-processing Form.  Once the Finance Office verifies they have everything to clear the employee, a reply will be sent to whomever sent the email informing them that the employee has been cleared.  It is still the responsibility of the Timekeepers to close the employee in ATAAPS to keep employees from being overpaid.

Your primary support for DTS is your unit ODTA. If you are unaware who your ODTA is, please inquire with your CSS or other internal channels.

For other tips/tricks, please check out the Defense Travel Management Office website and their YouTube channel (@DTMO) where they have resources on how to navigate and use DTS.

Guidance:
You are expected to review your leave and earnings statement (LES) on a regular basis to ensure the accuracy of your pay and allowances, file travel vouchers on a timely basis [within 5 duty days], and use the government travel card (GTC) for authorized purchases only.  REF:  AFI 1-1, para 2.8

Persons who receive a payment erroneously from the Government acquire no right to the money. They are bound in equity and good conscience to make restitution. If a benefit is bestowed by mistake, no matter how careless the act of the Government may have been, the recipient must make restitution. In theory, restitution results in no loss to the recipient because the recipient received something for nothing. REF: DoDI 1340.23, Enclosure 4, p. 8.

Comptroller General's Decision B-191813 - NEGLIGENT OR ERRONEOUS ACTS: A member's pay and allowances are governed by the applicable statutes and regulations.  Therefore, erroneous information supplied by government officers, agents, or employees cannot serve as a basis for payment of pay or allowances in excess of a member's entitlements.  REF:  Staff Sergeant Daniel J. Scott, USAF, B-191813, July 6, 1978.

The fact that an erroneous payment is solely the result of administrative error or mistake on the part of the Government is not sufficient basis in and of itself for granting a waiver [or remission].  The recipient has a duty to notify an appropriate official and to set aside the funds for eventual repayment to the Government, even if the Government fails to act after such notification.  REF:  DoDI 1340.23, Enclosure 4, p. 8

Repayment Options:
USC Title 10 - Sections 2774 & 9837 – (Website here)

If you do not have a valid reason to file a Remission/Waiver per the regulations, please coordinate with your Servicing Finance Office to repay the debt in full if possible via payroll deductions or check payment through the disbursing cage (IAW AFMAN 65-116, Chap 69, para 69.1).  Return the Debt Letter by the established due date to your Servicing Finance Office; otherwise, payroll deductions will be initiated to collect the debt in full.

If you are suffering from a financial hardship, please work with our office to coordinate a longer repayment schedule.

To speed up the processing time of lump sum collections and ensure timely collection, we highly recommend selecting payroll deduction over check payment.

If you did not receive a debt notification letter, please contact our office via the avenues detailed in the CPTS SERVICES section.

Debt notification letters will present the following options.
- Payment in full by Check.
- Payment by Salary Offset. (Must select one option below):
- Single Payment. Total amount of the debt deducted from salary during the month of ______________. (must select current month or next month)
- Multiple Payments at 15% of Disposable Pay. Debt will not be recouped all at once.
- Multiple Payments at More than 15% of Disposable Pay. Debt will not be recouped all at once. Amount deducted will be $___________ each pay period. (must provide dollar amount)

WHEN TO FILE A REMISSION OR WAIVER:
A Remission is filed to request partial or full remittance of a member's indebtedness incurred while the member was serving on active duty if it is considered to be in the best interest of the United States.

- Please note a debt will only be remitted or canceled upon a finding that the debt creates an injustice, an inequitable situation, or that its collection would result in undue hardship and that remission is in the best interest of the United States (AFI 36-3034 from Title 10, 2774). You must read through the 36-3034 to validate that your reason for filing is substantive. The regulation walks through types of indebtedness that will rarely be approved in Section 3.

A Waiver is filed to request a debt be waived due to erroneous payment of pay and allowances including travel or transportation allowance if recovery is determined to be against equity and good conscience and not in the best interest of the United States.  Debt collection cannot be suspended while waiting for waiver approval.

Note:  You can file a Remission and then a Waiver if the Remission is denied. However, you cannot file a Remission if you file the Waiver first.

A completed package includes:  DD Form 2789, Waiver / Remission of Indebtedness Application, Section I, with your Commander's endorsement and signature in blocks 20 - 22 (not optional), AF Form 2451 Financial Statement Remission of Indebtedness (only if claiming hardship), Remission Checklist and all supporting documentation.  If the completed package is not returned within 30 business days, payroll deductions will be initiated.

DD Form 2789
Remission Checklist
Waiver Checklist
AF 2451 Financial Hardship

References
AFI 1-1
AFI 36-3034
AFMAN 65 - 116 - Chapter 66 & 73
Comptroller General's Decision B-191813
DoDFMR 7A - Chapter 50
DoDI 1340.23

Notification:
Once the debt is fully generated in the system and stamped by DFAS, a debt letter will be sent from our office to inform you that you are indebted to the United States Air Force.  The debt letter will include the gross amount of your overpayment, the suspense date, payment options, and a 9-digit Transaction ID that can be used for Pay.gov payments.

Payment of Your Debt:
Please pay the debt in full no later than 30 days from initial notification. You can submit your payment(s) electronically from your bank account, debit card, or credit card through

https://www.pay.gov/public/form/start/64632045 (9-digit Transaction ID required).

If you are unable to pay the debt in one lump sum, you may agree in writing to pay the debt in regular installments by completing the Voluntary Repayment Agreement and submitting them to our office via the avenues detailed in the CPTS SERVICES section.

If completing the Voluntary Repayment Agreement, it must be returned before the 30-day deadline or collection action will be started automatically. The Department of Defense Financial Management Regulation (DoD FMR) contains general information concerning debt collection authority at Volume 16, Chapters 1-4.

If You are Unable to Pay Your Debt:
If you do not repay the debt in full, or do not submit a Voluntary Repayment Agreement within 30 days from the date of the letter, our office must collect the debt using other collection procedures.  Beginning on day 31, our office will initiate collection of the debt involuntarily from your pay by using salary offset procedures (payroll deductions).  A maximum of 15% of your net disposable pay will be deducted each pay period until your debt is paid in full.  The salary offset amount may fluctuate each pay period depending on your available net disposable pay. 

If you retire or resign before your debt is paid in full, the entire amount of your final pay (salary, allowances, lump-sum payments, and leave sell) will be withheld from you and applied to pay off your debt.  If you file for bankruptcy, you are required to notify our office as soon as possible. Failure to notify our office will result in further collection of pay until we are officially notified.  

Opportunities Available to You:
You have the right to inspect and/or receive copies of the record related to your debt. If you have questions regarding the debt, please contact your unit ODTA for assistance. If they are unable to assist, please have your unit ODTA reach out to the Scott DTS Helpline.

You may request a review by Finance if you question the validity or amount of the debt or contest the involuntary repayment schedule. Finance will provide you with a written response to your request for a review of the debt within 60 calendar days.

You may contact our office to request corrections, or changes, to your pay record if you have additional documents to support the payment you received.

You may file for a Waiver using DD Form 2789, Waiver/Remission of Indebtedness Application.  Please submit completed waiver application to the local Finance Office for review and submission.  By submitting an application for a Waiver, you acknowledge that you do not intend to dispute the validity or amount of the debt.  This process is for Active Duty Military, Civilians and Military members not on Title 10 at the time the debt was incurred. 

You may file for a Remission, using DD Form 2789, Waiver/Remission of Indebtedness Application, from the Secretary of the Air Force through the SAFRB process.  Submit your remission application to the local Finance Office for review and submission.  IAW AFI 36-3034, Remission of Indebtedness, the SECAF is authorized to remit or cancel any part of the indebtedness of a person to the United States Air Force incurred while serving on Title 10 active duty as a member of the Air Force, if the SECAF considers such action to be in the best interest of the United States.  You may request that your debt be remitted or canceled on the basis of hardship, injustice or both. Applicants who have previously applied for a waiver and received a decision on the merits of the waiver, are not eligible for a remission. 

You will be refunded any amounts you have previously paid or that were deducted for your debt which are later waived/remitted or found not to be owed to the United States.  

Information:

The 375 CPTS/FMA only processes these packages for Active Duty USAF with Scott AFB being their servicing Finance Office. Information about the packages can be found here.

Spouse Licensure Reimbursement documentation requirements are listed below:

1: Copy of your PCS order and amendments if you have any.

2: Legible copies of paid receipts for items required to obtain re-licensing or re-certification.

3: Copies of the applicable licenses or certifications you are requesting reimbursement for from the new duty station.

4: Current mailing address and SSN (if not showing full SSN on your PCS orders).

Please submit the above documentation to the FMA org-box: cptsfma@us.af.mil

Reimbursement is limited to $1,000.

Once received, the 375 CPTS/FMA office will complete the Optional Form (OF) 1164 and send to the member for review and signature. Once signed by the member, it needs to be sent back to the org box.  Once the 375 CPTS/FMA office receives the member signed OF 1164, it will be certified and submitted to DFAS for processing and payment.

Payments are taking between 4-6 weeks to pay out directly via EFT into your bank account. Payments will show as ‘Vendor’ on your bank statement.

Skillbridge is a personnel program. Detailed rules for Skillbridge can be found in AFI 36-2670 (Total Force Development) or in the Career Skills Program Personnel Services Delivery Guide. Additional resources can be found at the Skillbridge website.

Leave is a personnel program. Detailed rules for leave can be found in AFI 36-3003 (Military Leave Program).