Traveling on Coast Guard Orders?
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.
1. 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.
2.
Now 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.
On the day of your travel:
a. 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.
b. 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.
c. 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.
d. Remember to obtain receipts on
all official purchases (lodging, transportation, and those extra items such
as photocopy services, official phone calls, etc.)
5.
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.
6.
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.
7.
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.
8.
On your way home, again, remember to obtain receipts for all transportation
costs incurred.
9.
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 reimbursed and the faster you
can pay your credit card bill.
10.
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.
11. 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.
12. 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.
13. 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,
Tom Miller, CWO4, USCG Ret.
Auxiliary National I-Department (BC-IRF)
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