DTS Debt Management and Collection - S-1 Procedural Page

Role and responsibility

The Debt Management Monitor (DMM) runs debt management per MCO 4650.39AMCO 4650.39A Chapter 6 paragraph 6 (Debt Management Report) and Chapter 9 (Debt Management). The FDTA reconciles the Approved Status Report bi-weekly per Chapter 1 paragraph 4.e and Chapter 6 paragraph 4.a to surface Accounts Receivable rejects. The LDTA holds program oversight per Chapter 1 paragraph 2.f. The AO carries certifying officer accountability under Title 31 U.S.C. for the original payment decision. The unit commander signs the out-of-service debt package on separation. The APC coordinates GTCC delinquency action per MCO 4600.40CMCO 4600.40C.

Source documents flow from the Debt Management Report, the Approved Status Report rejects, the traveler voucher with the disputed line items, the original authorization, the GTCC vendor statement, the payroll system data, the traveler's leave-and-earnings statement, and the separation orders when applicable. Debt management outputs include the written traveler notification, the payroll collection action, the out-of-service debt package, the waiver request package, the annotated report, and the retention file covering current plus previous calendar year.

Per Chapter 9, debt arises from voucher overpayment, advance not liquidated, voucher reject, or GTCC vendor reconciliation difference. Per the DTMO Guide to Managing Travel-Incurred Debt, the DMM runs the resolution path through traveler contact, payroll collection, out-of-service debt processing, or waiver per DoD FMR Vol 5.

Trigger events

• Weekly Debt Management Report cycle opens.
• Bi-weekly Approved Status Report cycle surfaces Accounts Receivable rejects.
• Voucher reject triggers debt creation.
• Advance not liquidated on voucher submission triggers debt creation.
• Separation notice with outstanding debt triggers out-of-service debt action.
• Waiver request received from the traveler.
• IGMC Defense Travel System FA inspection notice arrives.

Processing workflow

1. Pull the Debt Management Report. Per MCO 4650.39AMCO 4650.39A Chapter 6 paragraph 6, the DMM pulls the Debt Management Report weekly. The DMM retains the report for current plus previous calendar year.
2. Verify the debt source and amount. The DMM verifies the debt against the original voucher, the authorization, the GTCC vendor statement, and the traveler's LES.
3. Notify the traveler in writing. The DMM notifies the traveler of the debt, the amount, the source, and the collection path. Retain the notification.
4. Notify the AO and APC. Per Chapter 6 paragraph 6 and MCO 4600.40CMCO 4600.40C, the DMM notifies the AO and the APC. The APC tracks the GTCC delinquency side.
5. Open a payroll collection action. Per DoD FMR Vol 5 disbursing policy, the DMM coordinates with DFAS for payroll collection from the traveler's pay account.
6. Process out-of-service debt. Per Chapter 9, debt remaining uncollected at separation routes to the out-of-service debt process. The unit commander signs the package. The package routes through the disbursing chain to DFAS Indianapolis or successor.
7. Process waiver requests. Per DoD FMR Vol 5 and the DTMO Guide to Managing Travel-Incurred Debt, the DMM packages the waiver request with the supporting evidence. The package routes to DFAS for adjudication.
8. Reconcile the Approved Status Report. Per Chapter 1 paragraph 4.e and Chapter 6 paragraph 4.a, the FDTA reconciles the Approved Status Report bi-weekly. Identify rejects, annotate the resolution, retain the notification records.
9. Document follow-on actions. The DMM annotates the report with notification records, contact dates, payroll collection submissions, out-of-service debt routing, and waiver status. The system header data on the report remains unaltered.
10. Retain the report. Per Chapter 6 and MCO 5210.11FMCO 5210.11F, retain the Debt Management Report and the Approved Status Report for current plus previous calendar year.

Systems of record and forms

Systems

• Defense Travel System (DTS). System of record for the debt and the voucher trail.
• DFAS payroll collection module. Receives the payroll collection action.
• DFAS Out-of-Service Debt module. Receives the post-separation debt package.
• GTCC vendor portal. APC view into vendor delinquency.
• DTS Debt Management Report. Weekly retention cycle.
• DTS Approved Status Report. Bi-weekly retention cycle.

Forms

• Traveler Debt Notification Letter. Local format documenting the notification.
• Out-of-Service Debt Package. Standard DFAS format.
• Waiver Request Package. Standard DFAS format with supporting evidence per DoD FMR Vol 5.
• AO Notification Memorandum. Local format.
• APC Coordination Memorandum. Local format.

Common pitfalls

• Debt notification skipped. Per Chapter 9, the traveler receives written notification of the debt, the amount, and the path. Skipping notification breaks due process.
• Report header data altered. Per Chapter 6 paragraphs 6 and 4.a, the system header data on the report stays unaltered. Altered headers void the retention.
• Approved Status Report run weekly instead of bi-weekly. Per Chapter 6 paragraph 4.a, the FDTA reconciles the Approved Status Report every two weeks. Wrong cadence misaligns with the order.
• GTCC delinquency tracked outside DTS only. The DMM and the APC coordinate. Tracking only on the GTCC side misses the DTS debt view.
• Waiver request submitted without evidence. Per DoD FMR Vol 5, the waiver package carries supporting evidence. DFAS rejects bare waiver requests.
• Out-of-service debt package missing commander signature. The unit commander signs. Without the signature, DFAS rejects the package.
• Retention floor missed. Per Chapter 6 and MCO 5210.11FMCO 5210.11F, retain the report for current plus previous calendar year.

Decision points

• Payroll collection versus out-of-service debt. Active traveler debt routes to payroll collection. Separated traveler debt routes to out-of-service debt per Chapter 9.
• Waiver versus collection. Per DoD FMR Vol 5, debt arising from administrative error or DoD-caused overpayment supports a waiver. Traveler-caused debt routes to collection.
• GTCC charge versus DTS debt overlap. Vendor delinquency on the GTCC side runs in parallel with DTS debt. The DMM and the APC reconcile both sides per MCO 4600.40CMCO 4600.40C.

Authority

This sub-page sits under MCO 4650.39AMCO 4650.39A Chapter 6 paragraph 6 (Debt Management Report) and Chapter 9 (Debt Management). Chapter 1 paragraph 2.f names the LDTA reconciliation duty. Chapter 1 paragraph 4.e names the FDTA reconciliation duty. The DTMO Guide to Managing Travel-Incurred Debt sets the field-level resolution path. DoD FMR Vol 5 sets disbursing and waiver policy. DoD FMR Vol 9 Chapter 8 sets travel claim processing. MCO 4600.40CMCO 4600.40C covers GTCC coordination. MCO 5210.11FMCO 5210.11F covers report retention.

Related references

• MCO 4650.39A Chapter 6 paragraph 6 and Chapter 9. Debt management rules.
• MCO 4650.39A Chapter 1 paragraphs 2.f and 4.e. Reconciliation duties.
• DTMO Guide to Managing Travel-Incurred Debt. Field-level path.
• DoD FMR Vol 5. Disbursing and waiver policy.
• DoD FMR Vol 9 Chapter 8. Travel claim processing.
• MCO 4600.40C. GTCC coordination.
• MCO 5210.11F. Report retention.