FM COMDT COGARD WASHINGTON DC
TO ALCGFINANCE
BT
UNCLAS
ALCGFINANCE 032/24
SUBJ: DE-OBLIGATION OF AGED TDY TRAVEL BALANCES (UDO) AND RESIDUALS
A. Coast Guard Supplement to the Joint Travel Regulations Manual,
COMDTINST M4600.17B
1. This ALCGFINANCE updates and supersedes ALCGFINANCE 045-23.
2. Significant UDO balances on travel documents continue to
unnecessarily hold funds from other uses and CG-833 will continue to
utilize an internally built Robotic Process Automation (RPA) to
de-obligate residual and aged travel balances. This RPA process
yielded de-obligations over $30M on more than 60,000 travel orders
in the last two fiscal years combined. A system upgrade to the
Electronic Travel System (ETS) designed to de-obligate residual
funds on completed and vouchered travel has been delayed and is now
planned for implementation later in FY25. CG-833 will continue to
de-obligate residual balances on vouchered travel as outlined below
until the ETS upgrade is complete.
3. De-obligation parameters: UDO balances consist of both residual
balances from vouchered travel and balances where travelers have not
completed vouchering. Travel purchase orders will be de-obligated in
FSMS Standard Purchasing if:
a. Travel PO number starts with "70Z0TDY*" and does not end with
"-CBA" and;
b. Travel end date is > 30 days past and expenditure > $0 and
UDO > $0 or;
c. Travel end date is > 60 days past and expenditure = $0.
4. To alleviate challenges with end-of-year and FY crossover travel,
CG-833 will stand down RPA de-obligation efforts on September 28,
2024, and will resume in Q2 of FY25.
5. Residual and aged travel balances meeting de-obligation
parameters outlined above will be de-obligated using the following
methodology:
a. Orders with UDO > $0 and $0 expenditure will have funding reduced
to $0.02.
b. Orders with UDO > $0 and expenditure > $0 will have funding
reduced to the expenditure amount.
6. Orders reduced to a funding
balance of $0.02 will remain in an "open" status and can be adjusted
upward if travel is later determined to be valid. Local financial
managers shall follow the FSMS Standard Purchasing Training Guide
for guidance on modifying purchase orders.
7. CG-833 RPA
de-obligation action should not be a financial manager's first
course of action for management of travel UDOs. Financial managers
are encouraged to regularly review travel balances and manually
de-obligate travel orders to make best use of available funding.
Members should complete vouchering IAW reference (a) within three
working days after completion of TDY travel.
8. POC: For more
information, contact CDR Mario B. Teixeira, CG-833.
9. CAPT Philip J. Granati, Chief, Office of Resource Management
(CG-83), sends.
10. Internet release is authorized.