Maintaining a clean and organized Defense Travel System (DTS) presence is crucial for ensuring that travel processes run smoothly for everyone in your organization. Just like spring cleaning at home, periodically reviewing and tidying up your organization's data can prevent future problems, streamline workflows, and ensure compliance. This article provides a comprehensive guide for Defense Travel Administrators (DTAs) to conduct their own organizational spring cleaning.
Keep Your Organization’s Profile Current
Your organization's profile is the foundation of your DTS setup. It contains essential information that auto-populates into travelers' profiles and affects document routing.
- Address Information: Always ensure the duty station address on your organization's profile is up to date. If your organization or any sub-organizations have moved, you can easily update all associated traveler profiles by making the change in the main organization profile and selecting the option to update all assigned personnel.
- Critical Email Addresses: Two email addresses are vital for staying informed:
- Organizational Email: This is where new self-registration requests are sent.
- DTA ID: This address receives accounting reject notifications and other key DTS communications. It cannot be edited manually; you must select it from a drop-down menu. To update the DTA ID, you must submit a ticket to the TAC.
- Self-Registration Details: If your organization uses self-registration for new DTS users, double-check your organization’s information. Accurate details help users find your organization – an incorrect Country Code could place your organization on an entirely different continent!
- For organizations that are no longer in use, change the Site Name to “Z – DISABLED ORGANIZATIONS” to remove them from the primary search results.
- Local Help Desk Contact Information: For those who don't have access to the DTA Maintenance Tool, DTMO’s Local Level Travel Assistance page is their primary resource for finding contact information for an organization. Check to ensure this information is current and use the Update Local Help Desk Information link on the page to submit any updates.
Review Traveler Profiles
A traveler’s profile should always be current to avoid issues during travel. Some local business rules assign that responsibility to the travel manager. Key fields to check include:
- Email and Mailing Addresses
- Government Travel Charge Card (GTCC) expiration dates
- Electronic Funds Transfer (EFT) Information
If your organization expects travelers to perform these actions, sending them a reminder to review this information can help prevent issues with declined cards and delayed payments.
Leverage Reports for Efficient Maintenance
DTS provides a variety of reports that are invaluable for managing your travel program. Running these regularly can help you stay ahead of potential problems.
- Profile Reports: The "People" module in the DTA Maintenance tool offers several list reports to manage user data.
- Basic Traveler Info List: Provides key data like email addresses, permission levels, organizational and group access, and default routing lists and lines of accounting. Regularly review the permission levels, access, and roles assigned to your users and only grant the necessary permissions required for their duties.
- Accounts Info List: This is a great tool for proactively managing expiring GTCCs. It shows the last six digits of the card number, the expiration date, and the traveler's email address, so you can quickly notify them.
- Special Features Info List: Shows who has been granted special roles like NDEA Status or Debt Management Monitor.
- Groups Info List: Shows travelers and the assigned groups that determine who has access to their travel documents.
- Complete Traveler Information List: This report, found in the Report Scheduler, combines the above lists into a single report (note: unlike individual lists, this data may be up to 24 hours old).
- Global Group Membership Rules (GGMR) List: If you have trouble "seeing" travelers in your organization, this report is essential. Run it at your highest organizational level and include sub-organizations to identify any "gaps" or "cliffs" in your hierarchy that could prevent proper visibility.
- Routing List List: A list of routing lists. Review your routing lists for potential bottlenecks (e.g., a single person as a routing step), ensure all routing officials are up-to-date, and verify that CTO stamps have the correct "BYPASS PNR" conditional element.
By dedicating time to these "spring cleaning" tasks, you can ensure your organization’s DTS data is accurate and the system is ready for all your travel needs. For detailed information on these items, including how to perform these steps, download slides from the Travel Assistance Center (TAC) outreach call on April 14, 2026. To get notifications about upcoming outreach calls, subscribe to the TAC RSS Feed.