Traveling on Coast Guard Orders?

1. Traveling on government orders is a new experience for many Auxiliarists.  The basic process is detailed below.  If you have any questions, feel free to ask the your C-School Staff.
2. When you receive your orders from your DIRAUX, look them over VERY carefully.  Errors on your orders can only be corrected (or amended) by your DIRAUX, so let the DIRAUX staff know if something needs to be corrected.
3. Now that you have your orders, you can make your flight and hotel reservations.  You must use your own credit card when making transportation and lodging reservations.  Be aware that your orders may state the the hotel or lodging facility you should use.
4. The best place to start is to call SATO, the Travel Agency that has the CG travel contract.  Their number is 1-800-753-7286. They can handle your flight and other transportation needs.
5. On the day of your travel:
   1. Don't leave home without your airline ticket and/or boarding pass information  (most if not all airlines now issue e-tickets, make sure you have all the information required to obtain your e-ticket/e-boarding pass at the airport).  Also, make sure you carry a photo ID (Drivers License), your Auxiliary ID Card, Official Orders (including three copies), a working credit card and of course everything else you'll need on your trip.  Make sure you arrive at the airport early enough to allow for long lines and security checks--call your airport for a recommendation of how early you should arrive.
   2. It's wise to keep a log of your mileage, times, item costs, etc., during your trip.  Make note of mileage (odometer readings) from your home to the airport and make sure you note any other transportation costs.  Always ask for receipts from toll takers, bus or taxi drivers!   I keep a draft copy of a travel claim with you so you can take notes along the way.
   3. When you arrive at your hotel and check-in, tell the clerk you're on government orders and you're taking a USCG Auxiliary class.  Many times the C-School staff has left an information folder for arriving students.  Ask the desk clerk if they have an Information Folder for you.  Many states offer a tax exemption form when you're traveling under government order.  If there is such a form for the state you're in, make sure you fill it out; ask the clerk to keep the form with your other hotel paperwork so it's available upon your checkout.  This form will exempt you from paying the hotel room tax.
   4. Remember to obtain receipts on all official purchases (lodging, transportation, and those extra items such as photocopy services, official phone calls, etc.)
6. Your food purchases are part of the per-diem reimbursement you'll be getting after you submit your claim, so all food purchases are out-of-pocket at this point.
7. Near the end of your C-School class, the staff will usually give you a quick briefing on submitting your travel claim.  If you have questions about travel under U.S. Government orders, please feel free to ask a staff member any time during the class.
8. Upon hotel checkout, review your bill (make sure the clerk applied your tax exemption if it is authorized) and ask the clerk to explain any item you don't understand.
9. On your way home, again, remember to obtain receipts for all transportation costs incurred.
10. The day or day after you arrive home, go over your notes, gather all your receipts and complete your travel claim.   Normally, the travel claim is required to be submitted within three business days after your return.  The faster you submit your claim, the faster you'll receive your reimbursement and the faster you can pay your credit card bill.
11. Normally, your travel claim is submitted directly to your district DIRAUX, but check with your FC, FSO-PS or your DIRAUX Yeoman/Storekeeper, just in case.
12. Always make an extra photocopy of all travel claim paperwork before mailing the package to your DIRAUX, that includes your travel claim, your orders and receipts; paperwork has been lost in the past, not often, but it has happened.
13. To obtain reimbursement you must have direct-deposit setup with the Coast Guard Finance Center (FINCEN).  If you haven't already, talk to your DIRAUX about setting up direct-deposit into your bank account.  There is a form that must be filled out; ask your DIRAUX for a copy of this form.
14. If you follow the above, you should have a successful trip and receive your reimbursement quickly, but best of all you've made new friends, possibly renewed old friendships, and learned more in a few days, than you thought you ever could.

Hope you have a smooth trip.