Budget

Question 1

What is DTS?

Answer 1

Defense Travel System is a web-based program that:

1. Enables the initiation and approval of travel authorizations and vouchers.
2. Provides travel reservations services
3. Maintains accounting information.

Question 2

What are the DTS steps?

Answer 2

1. Traveler initiates authorization and makes travel arrangements including flight, rental car, and accommodations.
2. Authorization is forwarded through a supervisory and budget chain for approval.
3. Voucher is generated and approved in a similar fashion.
4. Split payment is made through EFT to travel card and bank account as necessary.

Question 3

When does DTS commit?

Answer 3

When traveler books travel but has not been approved by approving official.

Question 4

When does DTS obligate?

Answer 4

When approving official signs.

Question 5

When does DTS disburse?

Answer 5

When traveler files voucher.

Question 6

Who sets travel and per diem rates for US locations?

Answer 6

GSA. Rates are updated annually in October.

Question 7

Who sets travel rates for OCONUS (US) locations?

Answer 7

US Defense Travel Management Agency.

Question 8

Who sets non-US per diem rates?

Answer 8

US State Department. Rates are updated monthly.

Question 9

What regulation is used to answer most travel related questions?

Answer 9

1. Joint Federal Travel Regulation (JFTR), Appendix O for military.
2. Joint Travel Regulation (JTR) for civilians.

Question 10

Define/Calculate UDO.

Answer 10

Undelivered Order is obligations minus accruals.

Question 11

Define/calculate AP.

Answer 11

Accounts Payable are accruals minus disbursements.

Question 12

Define/calculate ULO.

Answer 12

Unliquidated Obligation is obligations minus disbursements.

Question 13

Define/calculate NULO.

Answer 13

Negative Unliquidated Obligation is obligations minus disbursements when the result is negative.

Question 14

Define/calculate AR.

Answer 14

Accounts Receivable are earned reimbursements minus collections.

Question 15

Define/calculate UFO.

Answer 15

Unfilled Orders are orders received minus earned reimbursement.

Question 16

Define/calculate UF.

Answer 16

Unobligated Funds are funding minus obligations.

Question 17

Define Committment.

Answer 17

Administrative reservation of funds.

Question 18

Define Obligation.

Answer 18

Legal reservation of funds binding government to an outlay from the treasury.

Question 19

Define Disbursement.

Answer 19

Payment of funds by the US Department of Treasury.

Question 20

When is a committment recorded?

Answer 20

Recorded following certification that the spending action cites the proper appropriation, correct FT, and availability of funds.

Question 21

When is an obligation recorded?

Answer 21

1. Recorded when an authorized government employee signs a document which will result in future payment for goods/services
2. Not recorded until a source document is provided.

Question 22

What is an open appropriation?

Answer 22

Appropriation is active and able to incure new obligations in the current year.

Question 23

What is an expired appropriation?

Answer 23

Funds period of availability for incurring new obligations has expired and can no longer make new obligations. Can still liquidate and adjust prior years for valid obligations for five years.

Question 24

What is a cancelled appropriation?

Answer 24

Appropriation is no longer available for any purpose. Appropriations become cancelled five years after the end of thier period of availability.

Question 25

Why is it important to track disbursement rates and periodic deobligations?

Answer 25

1. Ensure creditors are being paid appropriately.
2. Ensure there are no errors in the system.
3. Determine if the terms of the contract need to be adjusted prior to defaulting on the contract.
4. In order to recoup funds if there is excess money on the contract to de-obligate.
5. Don’t want too much to deobligate at year end.

Question 26

How do you monitor disbursement rates?

Answer 26

By tracking burn rates for civpay, supplies, rent/utilities, etc (object classes).

Question 27

What is the difference between a ULO and a deobligation?

Answer 27

ULO is the amount of money remaining on a contract that has not been disbursed, while a deobligation is the amount of money taken off a contract for not being used.

Question 28

Which “open” transactions need reconciled?

Answer 28

1. Obligations don’t match accruals.

2. Accruals don’t match disbursements.

Question 29

How do you reconcile “open” transactions?

Answer 29

Research the document number.

Question 30

Explain an accrual.

Answer 30

1. It is an earned expense that has yet to be billed/paid for.
2. It is a liability and will eventually result in the expenditure of funds.
3. It is used to track the value of goods/services used to accomplish the mission or task.
4. It is not a realized expense.

Question 31

Explain an expense.

Answer 31

When funds are disbursed.