Fiscal Year End Key Dates & Details on Processing Travel During This Time
- Sept 25 at 11:59p.m. EST - Last day to approve vouchers/advances in ETS and receive payment in FY24
- Sept. 27 at 11:59 p.m. EST - Last day to Approve/Amend FY24 Authorizations and obligate
- Sept. 27 at 11:59 p.m. EST- Last day DA orders will populate/adjust Open Authorizations in ETS
- Sept 28 – Oct 15 (end date could shift): FSMS/ETS connection down:
- Do NOT approve any voucher during the FSMS down time
- Limit approving Authorizations to immediate travel - FY25 POETS will not be immediately available in ETS, they will be loaded during the down time
- Nov 15- Amendments to FY24 travel authorizations to increase funds will begin processing in FSMS
For Travel that begins in FY24 and ends in FY25 Key information:
FY 24/25 CROSSOVER TRAVEL USER GUIDE
For full details see 029-24 ALCGFINANCE
- Enter full expected travel dates
- FY25 POETs will not be immediately available, expenses must be allocated to the POET associated to the date the expense occurs
- Expenses that will be allocated to the FY24 POET- Airfare- full round trip (regardless of return date), rental cars (regardless of return date), Lodging/per diem through Sept. 30, Any other expense (taxi, mileage, baggage, fuel etc) that occurred through Sept. 30
- Expenses M&IE/Lodging for Oct. 1 and after will need modified to show no expense on those days for the initial approval as they can not be allocated to a FY24 POET
- Other Expenses that are manually entered that occur starting Oct. 1 will need to be left off the initial approval. (I.e. transportation to return flight, return baggage, rental fuel on these dates, etc.)
- After FSMS is back live, amendments may be completed to ADD FY25 POETs and Expenses occurred starting Oct. 1.
- A guide is available on the PPC webpage showing the steps for this process
- Amendments that need to INCREASE FY24 expenses will not be able to be processed by FSMS until after Nov. 15.
Duplicate Documents Error on ETS voucher
PPC is aware of a sporadic glitch happening in FSMS that may cause an erroneous rejection error to be received by ETS. After the AO approves a voucher in ETS and a “rejected by agency” error is received for Duplicate Document number, please do the following before submitting a PPC ticket.
PLEASE SEE PPC TRAVEL NEWS FOR INSTRUCTIONS
In anticipation of the full “go-live” version of mLINQS, the current PCS workaround process for authorizations in mLINQS serves two purposes
1. To fulfill the process/procedure of an “official calculation source” for PCS travel.
2. To provide “source documentation” for PCS travel, fulfilling the needs of the mandated authorization and audit process set forth by DHS.
Who does the authorization input into mLINQS?
The departing unit YNs are responsible for creating the authorizations in mLINQS (The departing units will understand the correct entitlements during the departing PCS counseling session with the member and ensure those entitlements match the order notes and calculations.) However, in some circumstances, e.g., system errors, outages, ext.) the authorization input to mLINQS may have to be completed at the receiving unit. Communication between units on these rare circumstances is the key to ensuring the member’s travel claim is processed in a timely manner with the correct entitlements calculated in mLINQS and loaded into ETS.
DA (Direct Access):
DA will still be the official source of PCS travel orders and those orders should be added to mLINQS/ETS when doing the authorization. (Once fully integrated, mLINQS will substitute the need for the Order notes in DA). In addition, upon full integration, the mLINQS PCS system will be the sole system for PCS travel from start to finish. The fleet is encouraged to stay up to date via our mLINQS travel webpage (mLINQS PCS travel application (uscg.mil) for the latest news, updates and training resources on mLINQS.
Upcoming Events:
1. mLINQS training webinars will be provided prior to “go-live”. “go-live” is expected to be OCT-NOV 2024.
2. After training is provided, PPC TMO (Travel Management Office) will consider in-person training from units that have special circumstances requiring in-person or additional training.
3. For members of other rates who are AOs (XPOs, etc.), training updates, processing guides, video guides, and manuals are posted on the PPC travel website. There are also TEAMS channels dedicated to both ETS and mLINQS. Creating PCS authorizations in mLINQS is a YN function (SPO and Admin). If special circumstances exist where a YN is not available, units should contact PPC via customer care ticket on how to proceed.
4. FULL INTEGRATION! Testing is currently being conducted with DA, FSMS and mLINQS for full integration and functionality.
5. Updates to our efforts and progress will be posted on the PPC travel web page and CG wide notifications. Dates of webinars, training and “go-live” will be provided via message board in addition to our travel webpages.
NOTICE: ETS ROUTING POOLS
AOs/Admins are not authorized to change the names of existing or add new routing pools in ETS. Each unit with an active routing chain is authorized to have only two total routing pools unless explicitly given permission to have a third, which would only be set up directly by the PPC Systems team. One pool is for Funds Managers and the other is for Approving Officials and they shall follow the naming scheme of “UNIT – FUNDS MANAGERS” or “UNIT – APPROVING OFFICIALS” in all capital letters like the below example. Changing the names of these pools to deviate from the approved naming scheme negatively affects the reports that are run to keep the system functioning. If you notice your unit has additional or misnamed pools, or are having issues with routing in general, please submit a PPC Trouble Ticket. Violation of this policy may result in revocation of your AO status in ETS.
