DNO Travel News Flash

5 February, 1998

Directorate for Network Operations (DNO) has received approval to move forward with a reorganization of finance and accounting functions. This reorganization will lead to standardized processes while providing for the integration of our National Capital Region (NCR) customer base into the existing DNO structure. This news letter specifically addresses the reorganization of the travel pay function.

Physical move - Integration of the NCR customer base involves a physical relocation of travel personnel. The move is projected to take place during the week of February 17th. Down time caused by connectivity and physical relocation actions are not expected to exceed a day and a half.

Phones - During this transition period, contact with personnel may be difficult due to the required changes in our customer service telephone numbers. Phone numbers will not transfer with the travel personnel due to the high cost of relocating telephone numbers. Instead, we will provide telephone directories for each of our areas involved in the move to ensure your calls are forwarded to the appropriate area. Additionally, we are in the process of installing a new Automated Call Distributor (ACD) System that will significantly enhance our ability to handle greater numbers of telephone inquiries. You will be receiving information on the use of the ACD System in the near future. Customers should use the toll free number (1-888-DFAS-DNO (1-888-332-7366)) after February 17th, 1998.

FAX Numbers - Customers should use the following fax numbers after February 17th, 1998: (317) 542-4124, (317) 542-4143 , (317) 542-4351, or (317) 543-6213.

Mail - Addresses will change only for our NCR customers. Mail citing the previous NCR address of Department 3180 will still be forwarded but may cause additional processing delays. The new address is:

Directorate for Network Operations

Travel Pay Division, Dept. 3700

8899 E. 56th St.,Indianapolis, In 46249-3700

Process Changes - (Databases) Reorganization will involve the consolidation of our travel databases in order to standardize our travel payment processes. Currently, multiple databases are being used to accommodate two versions of the Integrated Automated Travel System (IATS). NCR customers are currently on the latest IATS version (IATS 5X) and should not be impacted by this consolidation effort. All other customers currently being processed by the earlier IATS software version (IATS 4X), to include all travel funded by the Army Reserve, will be processed by IATS 5X beginning in mid-March.

Due to major differences between IATS 5X and 4X, we will not be converting the 4X data to the 5X format. Instead, we have opted to build a new database from scratch. Automated interfaces with existing databases will be used to the extent possible to build the new travel cards. Some omissions of data previously held (such as EFT) may occur during the creation of the new travel cards and will have to be resolved on an individual basis.

Since we will not be converting the existing travel history of the IATS 4X customers to the new IATS 5X database, all incoming vouchers must be researched prior to disbursement to ensure recorded advances and previous payments residing in the IATS 4X database have been included in the settlement. This additional internal control step will necessarily slow processing turnaround time and will be curtailed once we feel settlement vouchers involving previous payments are safely through the processing cycle. Customers may be inconvenienced as a result of these additional reviews as we transition to IATS 5X. However, we believe both our customer base and DNO will benefit greatly from the efforts we are about to undertake. We ask for your patience as we implement these changes.

NOTE: EFT/Split Disbursement - IATS 5X has the ability to split the payment between the traveler and American Express (AMEX) - "Split Disbursements" - via Electronic Fund Transfer (EFT). However, in order to process a "split disbursement" the traveler must have an established agreement with his/her financial institution to receive EFT payments. Please instruct the travelers to coordinate with their financial institution prior to checking off EFT payment or Split Disbursement. If the traveler is establishing his/her EFT option for the first time, submit a Standard Form 1199A (Direct Deposit Sign-Up Form) with the settlement voucher. For a copy of the form, see the following web site address: http://web1.whs.osd.mil/ICDHOME/SFEFORMS.HTM. Use of the revised DD Form 1351-2 Travel Voucher (dated AUG 97) provides a "Split Disbursement" box with an amount to be sent to AMEX. If you are using older versions of the 1351-2 travel settlement voucher, please annotate in the "Paid By "box 3(c) "Split Disbursement" and the amount you want to be sent to AMEX. Please contact our toll free number if you receive a check payment when you were expecting an EFT payment since this indicates the EFT routing data on file is either invalid or non-existing. We will keep you informed on our planned implementation date of mid-March.

Reorganization Objective:

Standardization of travel services and improved customer service.