USCG Auxiliary Distance Education Technology Training (BASIC)

4.  On the day of your travel:

        a.  Don't leave home without your Airline ticket(s) and/or boarding pass.  If you're using an e-ticket, make sure you have all the information required to obtain that e-ticket/e-boarding pass.  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 needed on your trip.

        b.  It's wise to keep a log of your mileage, arrival/departure times, and the cost of any items purchased during your trip.  Make note of mileage (odometer readings) from your home to the airport and make sure you note any other transportation costs (taxi or bus).  Always ask for receipts from toll takers, bus or taxi drivers.  It's a good idea to keep a draft copy of a travel claim to make notes on.

        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--there might be an AUX-04 information packet at the front desk.  There is an informational packet, you'll find items such as hotel information, class schedules, and good-to-know information about the local Coast Guard facility/base.  If you have time, review this information prior to class on Thursday morning.

        d.  Remember to obtain receipts on all official purchases (lodging, transportation, and if authorized, items such as photocopy services and official phone calls.  Again, check your orders to see if these items are authorized for reimbursement.

5.  Your food purchases are part of the per-diem reimbursement you'll be getting after you submit your travel claim, so all food purchases are out-of-pocket at this point. 

6.  Near the end of your C-School class, the staff will give you a quick brief on submitting your travel claim.  But if you have questions while under U.S. Government orders, please feel free to ask at anytime.

7.  Upon hotel check out, review your bill (make sure the clerk applied your tax exemption--note that some states do not allow US Government tax exemptions) 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 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--check with your DIRAUX staff.  The faster you submit your claim, the faster you'll see your reimbursement 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 or FSO-PS, just in case.  If you don't have Electronic Funds Transfer (EFT) setup with the USCG, go to http://www.fincen.uscg.mil/ and set it up online...find the links on the right side of the page.  The Coast Guard will only reimburse you via EFT.

11.  Always make an extra photocopy of all travel claim paperwork before mailing the package to your DIRAUX, that includes your travel claim, you orders and receipts; paperwork has been lost in the past, not often, but it has happened.

12.  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 four days, than you thought you ever could.  The work doesn't stop here, you still have some post-class assignments to complete.