WinIATS Error Code Descriptions and Explanations

Transcription

1 WinIATS Error Code Descriptions and Explanations 0.00 No Error Found (no notice needed for this code) Administrative 0.02 Navy MFR Missing Documentation Use the code only for the Navy and only when the Navy has provided an MFR in place of the supporting payment documentation. The entire payment will be considered overpaid Claimant's name misspelled/ SSN incorrect/grade/ Rank incorrect/address/ as of 1 May 2014 traveler must only use version May 2011 of the Administrative (Exp): DD Block 2-6 does not match the IATS printout. Member needs to correct and/or complete the to include the full name and complete SSN. The grade or rank on the needs to match the orders (Only used for PCS Travel). The address on the needs to be the current address of the service member EFT (Electronic Fund Transfer) not honored/ Payment by Check not honored Administrative for Civilian/ Split Disbursement not honored (Exp): Payment by EFT is mandatory for Military but can be paid by Check for Civilians. Split payments can only be made when payment is by EFT. Block #1 on the shows the request for disbursement and also for a split payment to the member s credit card. The paid voucher should match with the Remarks not used/ Remarks improperly used/ Erroneous description used for Administrative a Reimbursable expense (Exp): IATS print out Remark is required when an item is claimed but not paid or is paid differently than what was claimed. Use this code if the remarks on the voucher were Incomplete or incorrect Reviewer signed and dated voucher prior to claimant Administrative (Exp): The needs to have a reviewer signature along with a valid date signed Airfare-Paid Without Receipt (Exp): Code to be used when no airfare receipt is attached to the voucher Rental Car-Paid Without Receipt (Exp): Code to be used when there is no receipt attached to the voucher or the receipt attached is illegible or invalid Lodging-Paid Without Receipt (Exp): Code to be used when no i receipt for lodging is attached Unauthorized IBA payments. (Exp): Code to be used when orders direct traveler to use CBA to purchase ticket and Traveler is requesting reimbursement for IBA expense and is not signed and dated by the Approving Official as well as a statement authorizing IBA after July 14, 2016 nor is there an amended order authorizing IBA

2 1.10 Airfare Paid with Invalid Receipt (Exp): Use code when the receipt attached is illegible or invalid. This includes estimated and balance due receipts. The receipt must show a form and method of payment Rental Car Paid with Invalid Receipt (Exp): Use code when the receipt attached is illegible or invalid. This code should be used when only the estimated receipt has been provided or there is a balance due Lodging Paid with Invalid Receipt (Exp): Use code when the receipt attached is illegible or invalid. This includes online booking and balance due receipts 2.01 Accounting Line Error Administrative (Exp): The accounting line needs to match the orders and/or also needs to be corrected to show all accounting lines to include all credit and debit accounting lines Advance Not Collected (Exp): The advance shown in ODS, WinIATS, and on block #9 of the needs to be collected from the settlement DD Missing/Illegible DD / Altered original DD Form (Exp): The member did not fill out or attach a and/or the form is not legible. A completed copy of the is needed for the travel entitlements to be payable. The member needs to submit a complete and corrected to include the full name, SSN, and/or the corrected rank and should also match the orders Travel order missing/invalid/ Altered travel order/travel Sequence in out of order. (Exp): Member needs to attach a completed legible travel order dated prior to the TDY start date Claimant's signature missing/claimant signature date missing/approving Official signature missing / Reviewer s Signature/Date missing (Exp): Entitlements are not reimbursable without a reviewer and/or an approving official signature and date. The signature dates would need to be after the ending date of the TDY to be valid. Use when Reviewer did not sign note: Approving Official's signature cannot substitute for the Reviewer s signature. The signatures from the member have to be either on or after the last day of the TDY. Any travel after the signature dates are not valid for reimbursement. A revised with corrected signature dates would need to be submitted by the member. 3.04A Approving Official / Reviewer s/year Date missing Advisory (Exp): Use code when the date is proved but is missing the year 3.04AB Reviewer Signature Missing Use this code only for Special Project Navy Mil PCS claims and only if just the Reviewer s signature is missing. Continue reviewing for additional errors Back-Up, Treasury Documentation, Missing/not matching/ Illegible /Invalid (Exp): All entitlements are overpaid without the correct documentation. A copy of Back up and previous payments are needed to validate the travel payment. Backup

3 Information includes the Advice of Pay as well as all previous payments and backup documentation for a supplemental claim such as DOV. The paying office will have 72hrs to attach required backup that is missing before an error will be charged. Please include date backup was requested in the error comments Administrative Correction improperly processed (EXP): The administrative correction does not meet the requirements that are spelled out in AR This code is used when TPS has made corrections and the supervisor has not followed the criteria in AR Interest not paid, paid incorrectly (Exp): Interest is payable when the TPO (Travel Pay Office) fails to pay a travel claim within 30 days from the date the reviewer signs a properly completed DD or SF Same day travel, did not indicate Over or Under 12 hrs/tdy greater than 12, less than 24 hrs/ TDY less than 12 hrs (Exp): Block #17 on the needs to be checked by the service member since the TDY was only for one day. Per diem is not payable if a TDY is under 12 hours Claimant signed prior to the end of TDY. (Exp): Use code when claimant has signed prior to end of TDY however traveler may be paid expenses up to the date of the signature if applicable. Use for IMET Duplicate Payment (Exp): The travel entitlements have already been paid, this is a duplicate travel voucher. Note: ODS will need to be pulled with each claim to verify a duplicate does not exist Agent Fee(s) not paid, paid incorrectly (Exp): Use code when the Agent fee has been claimed but not reimbursed correctly or When the incorrect amount has been claimed/reimbursed Airfare not paid, paid incorrectly (Exp): Member is entitled to the cost of airfare with a valid receipt. The receipt should include the dates and location of arrival/departure and the cost of airfare, taxes, and agent fees ATM fees - not paid/paid incorrectly Foreign currency exchange fee paid incorrectly (Exp): Use CitiBank for currency conversion rate if Claimant did not indicate on Effective 10/1/2014 ATM fees are no longer reimbursable Constructive Cost Airfare Incorrect (Exp): The constructive cost of airfare verses miles was calculated incorrectly. The member is entitled and limited to the cheapest of the two Excess Baggage/Baggage- not paid/paid incorrectly (Exp): Use code when Excess Baggage/Baggage is not authorized in the orders or a receipt was not provided for expense over $ Long Distance/Office calls not paid/faxing/ Photo Copying/ Internet Fees not paid

4 . / Safe Fees / Paid Incorrectly (Exp): Must be authorized in Orders or by an Approving Officer. A receipt is needed if the member is claiming $75.00 or more. Effective 10/1/2014 Phone expenses are not reimbursable 4.08 Gasoline for Rental Car/Government Vehicle - Not Paid/Paid Incorrectly (Exp): Member is entitled to the cost of gas for a rental car or government vehicle. Receipts are needed if the total cost claimed is over $ A valid rental car receipt is required for gas to be payable. Block #15c on the needs to reflect that a rental car/govt car was used Laundry/ Dry Cleaning - Paid Incorrectly (Exp): Effective 10/1/2014 Laundry expenses are not reimbursable 4.10 Local Transportation Allowance/ Evacuees - Not Paid, Paid Incorrectly (Exp): (This is for NEO payments only) In the absence of a POV at the safe haven location, a transportation allowance to assist with local transportation costs paid at a rate of $25 per day, regardless of the number of dependents. The transportation allowance is paid from the first day following arrival day at the safe haven location. Receipts are not required. It is payable to Civilians on an OCONUS evacuation only. Military dependents are authorized the local transportation allowance for both CONUS and OCONUS evacuations Mileage - Not Paid, Paid Incorrectly (Exp): Use when mileage paid does not match DTOD. Use ZIP code to ZIP code of locations on orders to calculate mileage. When doing a PCS Voucher the ZIP will be found on the orders and that is the zip codes to be used for mileage. Block 16 must be marked Own/Operate for mileage reimbursement. 4.12M Mileage - Not Paid, Paid Incorrectly (Exp):Use code when the mileage that was paid incorrectly is 5 miles or less or when Mileage claimed on is less than mileage verified in DTOD HHG (Household Goods) Storage/ Move - Not Paid, Paid Incorrectly (Exp): Must have documentation from transportation and signed by them before this is paid 4.14 Parking Fee - Not Paid, Paid Incorrectly (Exp): The cost of parking fees are reimbursable if a Private auto, rental car, or government car was used. To include parking a rental car at the airport. A receipt is needed if the parking fees are over $ Will be limited to round trip taxi for parking at the terminal generally not to exceed $125 one way or $250 roundtrip unless they have the cost estimate from the taxi as to the actual cost or approval from the processing center director of travel Registration Fee/ Conference Fee - Not Paid, Paid Incorrectly (Exp): Registration/conference fees are reimbursable with approval in the orders or from an Approving Signature on the A receipt is required for the registration fees to verify if any meals were provided and to verify the dollar amount paid Rental Car - Not Paid, Paid Incorrectly (Exp): Code to be used when the amount claimed for the rental car does not match

5 the receipt or the traveler has claim unauthorized insurance/expenses paid. Do not confuse with code Taxi-(Tips)/ Shuttle-(Tips)/ Train/ Bus/Tolls not paid/ Paid incorrectly (Exp): If the cost claimed for a taxi, shuttle, train, or bus exceeds $75.00 a receipt is needed to verify the dollar amount. The claimant also has to claim this expense on the Effective 10/1/2015 Tips are not reimbursable unless they are imbedded In the actual cost of the expense. Para 2830 G Block #15c needs to show a private auto, rental car, or government auto was used and block #16 needs to be checked showing the member was the operator of the vehicle for tolls to be reimbursed. Block 16 of DD not marked, tolls are not payable Non Travel Related Expenses Paid (Exp): Use code when traveler has claimed non related travel expenses such as supplies, Clothing, witness fees etc. This includes tuition expense Actual Expense Allowance for lodging not authorized/ Conference Lodging Allowance - Not Paid, Paid Incorrectly (Exp): Actual Expense up to 300% must be authorized in Orders or by the Approving Official TDY Flat rate per diem not paid/ Paid incorrectly (Exp): Use this code when traveler has been in one location for more than 30 days after 11/1/2014 and was not under a reduced per diem and was not paid the flat rate. This is for both meals and lodging and lodging doesn t have to have a receipt however proof of lodging cost incurred is required. If proof of flat rate lodgingincurred is not provided use this code Authorized Per Diem Days/ Leave - Not Paid, Paid Incorrectly (Exp): Lodging is payable while on leave for Contingency claims on long Term lease only. Per diem only for the travel days on emergency leave is payable Dual Lodging not authorized/ Early check in fees, Late checkout fees not Authorized-Paid incorrectly (Exp): Dual Lodging reimbursement is limited to a maximum of 7 consecutive days must be authorized in Orders or by the Approving Official. Must go through the Secretarial process for more than 7 days Lodging - Not Paid, Paid Incorrectly (Exp): Use code when the amount for lodging claimed does not match the amount on the receipt or the traveler is claiming non reimbursable expenses like movies or room service. Do not confuse with code 1.08 if the receipt is missing or invalid Lodging Tax - Not Paid, Paid Incorrectly (CONUS) (Exp): Lodging tax while CONUS is a separate reimbursable expense. The lodging taxes needs to be shown as a daily charge on the zero balance lodging receipt. Service fees are not payable if using on-line booking. Lodging taxes are limited to the max rate of lodging.

6 5.08 Lodging Tax - Not Paid, Paid Incorrectly (OCONUS) excluding any US territory (Exp): Lodging tax while OCONUS are not a separate reimbursable expense and need to be paid as part of the daily lodging fee Meals - Not Paid, Paid Incorrectly / M&IE - Not Paid, Paid Incorrectly (Exp): Meals are paid as directed in the orders. Meals are also limited to the number of government meals listed by the member in block #19 on the (Example: if the traveler is going from DC to Korea he would lose the second day of Travel and on the return trip he would be paid the last day at 175%.) 5.10 Lodging Plus Pilot Program Not Paid Correctly / Lodging paid without SNA (Statement of Non-Availability) (Exp): Code to be used when traveled has gone TDY to one of the lodging plus pilots sites and fails to either obtain the appropriate SNA s or stay in one of the approved lodging pilot hotel sites. Or the incorrect ILPP rate has been paid Dependent Per Diem - Not Paid, Paid Incorrectly (Exp): Dependent address in Block 13 is different than Service Member s, Dependent s address must show in itinerary or separate Dependent s must be included DLA (Dislocation Allowance) - Not Paid, Paid Incorrectly/ Miscellaneous Expense - not authorized, paid incorrectly (Exp): Military PCS Only DLA is not payable on Retirement/ETS. Only 1 DLA payment per fiscal year is authorized. Miscellaneous expense is for Civilian Pcs Flat Rate Per Diem - Not Paid, Paid Incorrectly (Exp): (For PCS): Flat rate per diem is payable when the service member drives to the PDS. If flying then flat per diem is not payable. The number of flat rate per diem is limited to one day per 350 miles (see chart for Authorized travel days). Also can t get more than they show on the House Hunting trip Paid Incorrectly, Not authorized (Exp): (for CIV PCS and the max allowable is 10 days.) 6.05 Federal Tax Withheld - Not Paid, Paid Incorrectly/ Withholding Tax Allowance Form missing WTA (Withholding Tax Allowance) - not elected but paid /Name and/ or SSN not shown on RITA certificate Exp): The RITA certificate needs to show the full SSN. (CIV PCS ONLY LANGUAGE) MALT (Mileage In Lieu of Transportation) - Not Paid, Paid Incorrectly (Exp): PCS POV is always more advantageous. (this code is only used with MIL and CIV PCS, do not confuse with code 4.12) 6.06M MALT (Mileage In Lieu of Transportation) - Not Paid, Paid Incorrectly (Exp):Use code when the mileage that was paid incorrectly is 5 miles or less or when Mileage claimed on is less than mileage verified in DTOD POV pick up/ POV drop off/ POV storage - Not Paid, Paid Incorrectly (Exp): This is round trip transportation 6.09M POV pick up/ POV drop off/ POV storage - Not Paid, Paid Incorrectly

7 (Exp):Use code when the mileage that was paid incorrectly is 5 miles or less or when Mileage claimed on is less than mileage verified in DTOD Real Estate Expenses - not authorized, paid incorrectly (Exp): Must include DD Form TLE/ TQSE - not authorized, paid incorrectly / Taxes not included in Lodging rate/ Missing DD Form for TLE payment (Exp): TLE can only be paid in the area of departing PDS or new PDS location for a maximum of 10 days in side the 48 states. When going to a nes PDS that is outside the 48 states then it is only 5 days. Lodging receipt not attached, meals only are payable. Note for a CIV PCS an A 2912 is needed RITA claim missing W-2 form/ RITA (Relocation Income Tax Allowance) - paid incorrectly, not authorized (Exp): Must have the W-2 s attached that are for the RITA payment DD Form 2278 missing or Incomplete/ OPE (Operating Expenses)/ Weight Allowance - Not Paid, Paid Incorrectly (Exp): Blocks 11 & 12 must be calculated and signed. The member claims the OPE either by a form or on the The weight allowance is done by transportation 6.20 Independent Remark (Exp): To be used when the WINIATS and DTS overlap and then one or both are paid incorrectly. Updated on 22 September 2017 by Tisha Braun