Traveling on Coast Guard Orders to the Auxiliary AUX-04 Class
Traveling on government orders is a new experience for many Auxiliarists. The basic process is detailed below. If you have any questions during the class, feel free to ask your AUX-04 Staff.
1. Your Orders: When you receive your orders look them over very carefully. Errors can only be corrected or amended by your DIRAUX, so let the DIRAUX staff know if something needs to be corrected.
2. Flight Reservations: Now you have your orders in hand, make your flight reservations with SATO at 1-800-753-7286. SATO will need the Travel Order Number (TONO) from your orders and will charge your airline tickets to those orders. See SATO's CG Website and follow their guidance. They can handle your flight transportation needs.
3. Lodging Reservations: For your lodging reservations, follow the instructions on your orders, but normally, you will be charging your lodging charges to your own credit card. Make sure you call the hotel directly and reserve your room using the AUX-04 Staff/Student Group Number. This will guarantee you only pay the Group Rate which normally is the U.S. Government rate for that location.
Staying at the USCG Academy: If you are staying at the USCG Academy in Munro Hall, make sure you check your orders for the number and person to call or call Ken Jacobs for assistance.
4. On the day of your travel:
- Items You MUST Have With
You: Don't leave home without your Airline ticket(s)
and/or boarding pass(es). If you're using an e-ticket, make sure
you have all the information required to obtain that e-ticket/e-boarding
pass. If you can print-out your boarding pass before leaving home,
do so. Also, make sure you carry a photo ID (Drivers License), your
Auxiliary ID Card, Official Orders (including three copies), a working credit
card (that has an ample credit limit...you'll be charging your lodging
costs) and of course everything else needed on your trip.
- Keep A Travel Log:
It's wise to keep a log of your mileage, arrival/departure times, and
the cost of any items purchased during your trip. 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 while traveling.
- Upon Arrival At The Hotel:
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.
Ask if they have a Tax-Exempt form you can fill-out which they
will keep on file. You might find an AUX-04 informational packet
at the hotel's front desk, if you so, there you'll find items such as hotel information,
class schedules, and good-to-know information about the local Coast Guard
facility/base. It's been a long travel day, so relax, and
if you have time, review this information prior to class for Thursday morning.
Classes always start at 0830 on Thursday. Look around the
hotel lobby or restaurant, you might find other fellow
Auxiliarists. Introduce yourself prior to the class and
enjoy their company.
5. Keep ALL Your Receipts: Remember to obtain receipts on all official purchases (lodging, transportation, and if authorized, items such as photocopy services and official phone calls) you incur during the week. Again, check your orders to see if these items are authorized for reimbursement.
6. Purchasing Food: Your food purchases are part of the per-diem reimbursement, so you'll be purchasing your meals out-of-pocket subject to future reimbursement.
7. Travel Reimbursement Brief: 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.
8. Hotel Check-Out: Upon hotel check-out, review your bill. Make sure the clerk applied your tax exemption--note that some states (or municipalities) do not allow US Government tax exemptions. Ask the clerk to explain any item on your bill you don't understand.
9. Transportation Costs: On your way home, again, remember log all mileage and obtain receipts for all transportation costs incurred.
10. Organizing Your Paperwork: 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.
11. Making Extra Copies: 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. Submitting Your Travel Claim: 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 the account you indicate via EFT.
13. Post-Class Assignments: 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.