Report (Word) Template June 2021

Department of Defense | Defense Human Resources Activity

DTA Manual, Chapter 8: Lines of

Accounting

September 19, 2023

MANUAL

V1.8

DTA Manual, Chapter 8: LOAs    September 19, 2023 
     
Defense Travel Management Office  1  travel.dod.mil 
 
 
Table of Contents 
Revision History .................................................................................................................... 2 
Chapter 1: Lines of Accounting ........................................................................................... 3 
Chapter 2: LOA Format, Identification, and Use ................................................................. 3 
2.1 Format Map ............................................................................................................................... 3 
2.2 Format Map Accounts and Elements ........................................................................................ 4 
2.3 Format for LOA Labels .............................................................................................................. 6 
2.4 Using LOAs ............................................................................................................................... 6 
Chapter 3: Working with LOAs in DTS ................................................................................ 7 
3.1 Searching LOAs ........................................................................................................................ 8 
3.2 Updating LOAs ........................................................................................................................ 10 
3.3 Copying LOAs ......................................................................................................................... 11 
3.4 Cross-Organization Funding ................................................................................................... 12 
3.4.1 Cross Org LOA Access to an Organization ..................................................................... 13 
3.4.2 Cross Org LOA Access to a Traveler .............................................................................. 14 
3.4.3 Remove Cross Org LOA Access ..................................................................................... 16 
3.4.4 Designate a Routing List ................................................................................................. 16 
3.4.5 Remove a Designated Routing List ................................................................................. 17 
3.5 Creating Budgets for LOAs ..................................................................................................... 18 
3.6 Deleting LOAs ......................................................................................................................... 21 
3.7 Rolling Over LOAs ................................................................................................................... 22 
3.7.1 Roll Over using Default Rules ......................................................................................... 22 
3.7.2 Roll Over using Custom Rules ........................................................................................ 26 
3.8 Creating LOAs ......................................................................................................................... 28 
3.9 Updating a Default LOA .......................................................................................................... 30 
3.10 Mass Update LOAs ............................................................................................................... 32 
3.11 Mass Copy LOAs .................................................................................................................. 34 
Chapter 4: Lines of Accounting Module Reports ............................................................. 37 
4.1 View LOA(s) List ...................................................................................................................... 37 
Chapter 5: Foreign Military Sales in Lines of Accounting ............................................... 38 
Chapter 6: The DTA Manual: Contents & Links ................................................................ 40 
 

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 2 travel.dod.mil

Revision History

Revision

No.

Date

Authorization

Revision/Change Description

Page,

Section

1.0

04/25/18

Defense Travel

Management

Office (DTMO)

Change format, updated language

& screenshots

All

1.1

06/01/18

DTMO

Updated cross-organization routing

list information

Section 3.4.4

1.2

07/09/18

DTMO

Update URLs to “https” vs. “http”

Throughout

1.3

08/17/18

DTMO

Updated for access through DTS

Dashboard

Sections 3

1.4

09/04/19

DTMO

Updated format and screenshots

Sections 2, 3

& 4

1.5

11/17/20

DTMO

General review

Updated Table of Contents format

Updated screenshots

All

Page 2

Throughout

1.6

01/28/21

DTMO

Update Message Center screen

shots

Section 3

1.7

06/28/22

DTMO

Re-formatted, added new template

Updated screen shots

All

Throughout

1.8

09/19/23

DTMO

General review

Updated screen shots

All

Throughout

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 3 travel.dod.mil

Chapter 1: Lines of Accounting

A DTS line of accounting (LOA), when tied to a funding source (a funded budget) is the means through which

expenses in a travel document are paid. Although DTS tracks an organization’s travel funds and communicates

with the Defense Finance and Accounting System (DFAS) to make payments, DTS is not an official accounting

system. DTS resource managers – Finance and Budget Defense Travel Administrators (FDTAs and BDTAs) – must

reconcile the budgets they maintain with their Component’s accounting system.

This chapter focuses on LOAs. For more information about budgets, see the DTA Manual, Chapter 9.

A DTS FDTA must have permission levels 0, 1, 3, and 6, plus organization access, to work with LOAs and budgets.

Note: Some FDTAs may have permission level 5, if permitted by their local business rules.

A DTS BDTA must have permission levels 0, 1, and 3, plus organization access, to work with DTS budgets.

Chapter 2: LOA Format, Identification, and Use

A DTS Format Map determines the content and format of each LOA. Each format map consists of a fixed number

of Accounts and Elements, which identify the actual funding source. You can easily identify a LOA’s fiscal year

and purpose by looking at the LOA label. We discuss these items in detail below.

2.1 Format Map

DTS recognizes different format maps, which direct travel obligation and disbursement requests to the

Component’s financial system enabling the travel payment process to take place through DTS.

DTS recognizes the following LOA format maps (Figure 8-1):

Figure 8-1: Format Maps Screen

Once you Create a LOA and select the Format Map, you can’t change the Format Map field. Additionally, the

Format Map is not editable when copying and rolling over LOAs.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 4 travel.dod.mil

When you create a LOA, DTS automatically checks Yes for Create Budget for a new LOA. If you need create the

budget later, then uncheck the box, DTS allows you to create a new LOA without a budget. You can always

create a budget for the LOA later.

For more information on Component LOA formats, see the DTA Manual, Appendix R.

2.2 Format Map Accounts and Elements

A LOA contains 10 sections (called Accounts), each of which has space for up to 20 characters of information

(called data elements). Carats (^) separate data elements. The format map determines which data elements go

into which accounts, the order they appear in, their allowable lengths, etc.

Table 8-1 shows a sample LOA format. Remember that format maps are not all the same meaning different

Components have their own LOA format.

Table 8-1

Figure 8-2 shows the same format map as shown in DTS.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 5 travel.dod.mil

Figure 8-2: LOA Elements as Displayed in DTS

Note: The numbers in parentheses indicate the maximum number of characters you may include for each

element.

The accountable station number (ASDN) is the element that directs the LOA to the appropriate finance system.

Because each format map places the ASDN in a different place (in the example above, it’s the first element in

Account 7), DTS duplicates the ASDN in the first element of Account 1. This allows DTS to easily identify and

correctly interact with the Component’s finance system.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 6 travel.dod.mil

The Accounts 2 - 10 contain the LOA’s fiscal coding structure, as made by the Component and validated by DFAS.

Note: You must enter all LOA elements in upper case format. If you try to save lower case letters in the LOA

elements, DTS displays an error message to explain this fact.

See the DTA Manual, Appendix R for details about the elements for each format map.

2.3 Format for LOA Labels

In DTS, a LOA label (name) has two parts consisting of a 2-digit fiscal year, plus up to 12 characters that provide a

descriptive name. For example, a valid LOA label is 24 TRAINING, available to pay travel cost for training during

Fiscal Year 2024.

The LOA label and the 10 x 20 data elements must be unique within an organization to properly process

documents and track funding. Sub-organizations may create a LOA label named the same as another

organization, but since they are different orgs, the labels are separate, so there is no problem with the naming

structure. For example, if the organization DTMOCSD uses the LOA 24 TRAINING, that label supports travel

under DTMOCSD (Figure 8-3) for those travelers. Then if organizations subordinate to DTMOCSD also name their

LOAs 24 TRAINING, those LOAs support their travelers, so there are no conflicts.

Figure 8-3: Organizations and LOAs Chart

Note: Although it’s not a DTS requirement, name the LOA label in a way users clearly know the proper LOA to

select for travel.

2.4 Using LOAs

LOAs are only available for use in a DTS travel document if one of the following is true:

• The LOA belongs to the organization the traveler is assigned.

• A senior-level organization shared the LOA with its subordinate organizations.

• An organization releases LOA access to the traveler or the traveler’s organization using the DTS Cross-

Organization Funding feature.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 7 travel.dod.mil

Chapter 3: Working with LOAs in DTS

You access DTS from the Home page at https://dtsproweb.defensetravel.osd.mil/dts-app/pubsite/all/view/.

Once logged into the system, you can perform administrative actions. The DTS DTA Maintenance Tool assists

you in managing and maintaining your organization’s resources. You access the Lines of Accounting module to

find, update, copy, delete, and create LOAs. The various sections of this chapter discuss all these options.

On the DTS Dashboard (Figure 8-4) select Administration, DTA Maintenance Tool or use the quick tile link.

Figure 8-4: DTS Dashboard – Administration Menu

The DTA Maintenance Tool Home page (Figure 8-5) opens. From the DTA Tools Bar (appears on every screen in

the DTA Maintenance Tool), you can access all the DTA Maintenance Tool modules you need, without returning

to the DTS Dashboard screen (Figure 8-4).

Figure 8-5: DTA Maintenance Tool Home Page

Select Lines of Accounting from the DTA Tools drop-down list. The Search Lines of Accounting screen (Figure 8-

6) opens and the DTA Tools Bar updates displaying tools that let you:

• Search for a LOA

• Create a LOA from scratch

• Update travelers’ default LOAs

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 8 travel.dod.mil

• Update or copy multiple LOAs at once

• Create a View Listing (report) that shows you the LOAs an organization owns

Details for the LOA options are discussed in the next few sections of this manual.

3.1 Searching LOAs

Before you can update or copy a LOA’s data or implement cross-organization funding, you must locate the LOA.

To help you do that, the Search Lines of Accounting screen (Figure 8-6) automatically displays when you open

the Lines of Accounting module. You can also access this screen from any screen in the Lines of Accounting

module by selecting Search LOA(s) in the DTA Tools Bar.

Figure 8-6: Search Lines of Accounting Screen

Here’s how to search for a LOA:

1. (Optional) Enter a full or partial Label to see LOAs that begin with those characters. Example: Enter “24”

to find all FY24 LOAs, but no LOAs from other fiscal years.

2. (Optional) Select a Format Map to view LOAs built using the selected format map.

3. (Optional) Your main organization’s name appears by default in the Organization Name text field.

Change it if you need to search for LOAs owned by a different organization.

4. (Optional) If you want to view organizations subordinate to the one in the Organization Name field,

check the Include Sub-Organizations box.

5. (Optional) Check the Unbudgeted LOA(s) Only box to see only LOAs that have no associated budget.

6. Select Search. The Lines of Accounting (Search Results) screen (Figure 8-7) opens.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 9 travel.dod.mil

Figure 8-7: Lines of Accounting (Search Results) Screen

See Table 8-2 for a list of the Lines of Accounting (Search Results) screen field, column, and object names and

their descriptions.

Table 8-2

LINES OF ACCOUNTING (SEARCH RESULTS) SCREEN DESCRIPTIONS

Field or Object

Description

Text items at the top of the

screen (e.g., Organization

Name)

Identify the search criteria you entered on the Search Lines of

Accounting screen. Displays red text if you used the field in your

search, or left blank if you did not.

Select to Delete or Rollover

When you need to delete or roll over one or more LOAs, check the

box next to each LOA you need to change. These boxes work with

the two buttons (also listed in gray on this table) at the bottom of

the screen.

Edit

Column containing buttons that let you Update, Copy, or Apply X-

Org (cross-organization) Funding to a single LOA.

Organization Name

Column that displays the organizations that own the displayed LOAs.

Label

Column that shows the routing lists that match your search criteria.

Shared

Column that identifies whether (Yes) or not (No) the owning

organization shared the LOA with its subordinate organizations.

Format Map

Column that shows the format map used to create the LOA.

Link to

Column that provides a New Budget link for each LOA. Select one to

create a new budget that links to the LOA.

Two buttons at the bottom

of the screen

When you check at least one box in the Select to Delete or Rollover

column (also listed in gray on this table), select Delete Selected (on

this page) to delete the items you checked or Rollover Selected (on

this page) to create a new LOA for with updated FY elements.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 10 travel.dod.mil

3.2 Updating LOAs

When a LOA has missing or wrong information, then you need to correct the data. Invalid LOA data sent to the

accounting system will cause a reject and requires additional actions to process the document successfully.

Here’s how to update a LOA:

1. From the Lines of Accounting (Search Results) screen (Figure 8-7) select Update next to the LOA you

need to change. The Update Line of Accounting Screen opens. It shows key information about the LOA

(Figure 8-8) and the current LOA’s elements (Figure 8-2, but with the elements filled in).

Figure 8-8: Update Line of Accounting Screen

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 11 travel.dod.mil

2. (Optional) Check the Share LOA box if subordinate organizations should be able to use this LOA. Note:

If you choose to share the LOA, you must also share the budget. If you do not, obligation or

disbursement attempts by the subordinate organization will fail.

3. Modify the LOA data elements as necessary. Note: Ensure that you duplicate any changes you made to

the LOA’s elements in the budget’s elements. Budget and LOA elements must always match perfectly. If

they do not, the obligation or disbursement attempt will fail.

4. Select Save Changes at the bottom of the screen. The Lines of Accounting (Search Results) screen

(Figure 8-7) appears.

3.3 Copying LOAs

Copying is a way to create a new LOA from an existing LOA. DTS begins with information pulled from the source

LOA and allows you to change what you need to change to create a new, unique LOA.

Here is how to create a new LOA by copying an existing LOA:

1. From the Lines of Accounting (Search Results) screen (Figure 8-7), select Copy next to the LOA you

want to duplicate. The Copy Line of Accounting Screen opens. It lets you enter key information about

the new LOA (Figure 8-9) and displays the elements in the source LOA (Figure 8-2, but with the

elements filled in).

Figure 8-9: Copy Line of Accounting Screen (Top)

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 12 travel.dod.mil

2. (Optional) Your main organization’s name appears by default in the Organization Name text field.

Change the org name if you need to copy the LOA into a different organization. Note: The format map

is not editable. If you need to use a different format map, you cannot copy this LOA. Instead, you must

create a new LOA.

3. (Optional) Check the Share LOA box if organizations subordinate to the one in the Organization Name

field should be able to use this LOA. Note: Sharing the LOA means allowing all sub-organizations within

the organization structure to use the LOA. In addition, if you choose to share the LOA, you must also

share the budget. If you don’t complete the set up correctly, obligation or disbursement attempts by

the subordinate organization will fail.

4. (Optional) DTS checks the Create Budget box by default. Uncheck the box if you don’t want DTS to

automatically create a budget for the new LOA. Note: The organization cannot use LOAs without

associated funded budgets to obligate or disburse travel funds.

5. Enter the 4-digit fiscal year for the new budget.

6. The LOA Fiscal Year and LOA Name display the label name information from the source LOA. You must

change the information in either or both fields to create the new LOA’s label.

7. Modify the LOA data elements (as seen in Figure 8-2) as necessary. Note: If you left the Create Budget

box checked in step 3, DTS duplicates all the LOA elements in the budget when you save the changes in

step 7. This ensures that the LOA and budget elements match perfectly, as required to enable

obligations and disbursements.

8. Select Save Copied Line of Accounting at the bottom of the screen. The Lines of Accounting (Search

Results) screen (as seen in Figure 8-8) displays. It shows the newly created LOA.

3.4 Cross-Organization Funding

Cross-organization (X-Org) Funding allows an organization to release access of a LOA to an outside organization

or to a specific traveler in DTS. Use this feature when your organization pays for travel of one or more of another

organization’s travelers. X-Org Funding is different from sharing a LOA in two major ways:

• An organization can only share its LOAs with organizations subordinate to it. X-Org Funding allows LOA

access to any organization in DTS.

• An organization cannot designate a shared LOA for the use of a single traveler, as is the case with X-Org

Funding.

At any time, the organization can remove or update the X-Org designation. In addition, the organization who set

up the X-Org Funding always retains control of both the LOA and the associated budget and can run reports to

monitor X-Org LOA use.

Finally, the funding organization may (but does not have to) determine which routing list documents that

contain the X-Org LOA must follow which permits the funding organization to determine the AO.

Here’s what occurs when a DTA sets up X-Org Funding:

1. DTS emails the recipient organization’s DTA to clarify the funding organization and released LOA label,

provides the name and email address of the funding organization’s FDTA, and issues a blanket warning

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 13 travel.dod.mil

that the receiving organization must strictly follow any limitations and guidance the funding

organization puts in place for the LOA’s use.

2. The LOA label becomes available to the designated recipients in the Cross Org LOA drop-down list of

the traveler’s document under the Accounting screen.

3.4.1 Cross Org LOA Access to an Organization

When allowing an organization to use your LOA consider providing thorough instructions such as available time

for use, covered and not allowable expenses, and a not to exceed dollar amount. Below discusses the process

for allowing an entire organization to use your LOA then the steps for traveler only.

Here’s how to release LOA access to a DTS Organization:

1. From the Lines of Accounting (Search Results) screen (Figure 8-7) select X-Org Funding next to the LOA

you want to allow the organization to access.

Same Figure 8-7: Lines of Accounting (Search Results) Screen

2. The Search Cross Org screen (Figure 8-10) opens.

Figure 8-10: Search Cross Org Screen

3. Enter the full name of the organization you want to allow LOA access in the Cross Org For Funding field.

DTMOCSDOPS

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 14 travel.dod.mil

4. Select Search. The Cross Org screen (Figure 8-11) opens.

Figure 8-11: Cross Org Screen – Organization Result

5. Select Save Org. The Search Cross Org screen opens. Under the section Selected Organizations and

Individuals for Funding the selected organization displays (Figure 8-12). Select Return List to exit the

screen. The Search Cross Org screen appears. Note: To remove the LOA access by an organization, use

the Select to Delete option.

Figure 8-12: Saved Organization – Search Cross Org Screen

3.4.2 Cross Org LOA Access to a Traveler

Here’s how to release LOA access to a Traveler:

1. From the Lines of Accounting (Search Results) screen (see Figure 8-7), select X-Org Funding next to the

LOA you want to allow the traveler to access.

2. The Search Cross Org screen (same Figure 8-10) opens. On the Search Cross Org screen, enter the SSN

of the traveler you want to release LOA access in the Search Cross Org By Traveler SSN field.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 15 travel.dod.mil

Same Figure 8-10: Search Cross Org Screen

3. Select Search. The Cross Org screen (Figure 8-13) opens.

Figure 8-13: Cross Org Screen – Traveler Result

4. Select Save Selected SSN or Save Org. The Search Cross Organization screen opens (Figure 8-14).

Under the section Selected Organizations and Individuals for Funding the selected traveler displays.

Select Return List to exit the screen. The Search Cross Org screen appears. Note: To remove the LOA

access by the traveler, use the Select to Delete option.

XXXXXXXXXX

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 16 travel.dod.mil

Figure 8-14: Saved Traveler - Search Cross Org Screen

3.4.3 Remove Cross Org LOA Access

Once the organization or a traveler have been paid for travel and no longer need to use your LOA, the LOA

access should be revoked.

Here’s how to remove the LOA access:

1. On the Search Cross Org screen, locate the Selected Individuals and Organizations for Funding section

(Figure 8-14). Check the box Select to Delete next to every organization or traveler you want to remove

LOA access.

2. Select Delete Selected. The Search Cross Org screen refreshes (Figure 8-10). All checked organizations

and travelers no longer appear in the list.

3.4.4 Designate a Routing List

You can attach one of your organization’s routing lists to a cross-organization LOA. When you do, every time

someone uses that cross-organization LOA in a document, DTS automatically selects your organization’s routing

list as the document’s default routing list. However, the traveler can still choose not to use your routing list, and

can instead select any available routing list from the Routing List drop-down on the Digital Signature screen.

If you do not specify a routing list, DTS will use the default routing list from the traveler's permanent profile as

the default routing list instead. The traveler may still choose to select any available alternate routing list.

Note: Follow your local business rules regarding using this DTS function. The traveler’s AO must be involved with

the travel process to ensure accountability (e.g., leave form).

Here’s how to designate a routing list for a cross-organization LOA:

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 17 travel.dod.mil

1. From the Lines of Accounting (Search Results) screen (Figure 8-7) select X-Org Funding next to the LOA

you want to attach a routing list. The Search Cross Org screen (Figure 8-14a) opens. Determine if you

are allowing the entire organization or a specific traveler to use your LOA.

Figure 8-14a: Saved Traveler - Search Cross Org Screen

2. Under Select Routing List, use the drop down menu to choose the Document Type that must use the

routing list. Options are AUTH (authorizations), VCH (vouchers), and LVCH (local vouchers). Note: You

can only select one document type at a time, but you can perform these steps again to include a second

or third document type.

3. Select the Routing List you want the selected document to follow. You can select any routing list

associated to the organization that owns the cross org’d LOA.

4. Select Save Routing List. The Selected Routing List section refreshes and the Document Type/Routing

List to use the cross-org’d LOA appear.

3.4.5 Remove a Designated Routing List

To remove a designated routing list for a cross org’d LOA:

1. On the Search Cross Org screen, in the Selected Routing List section, under Select to Delete, check the

box next to every item you want to remove (Figure 8-14b).

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 18 travel.dod.mil

Figure 8-14b: Saved Organization - Search Cross Org Screen

2. In the Selected Routing List section, select Delete Selected. The Search Cross Org screen refreshes. The

items you removed are no longer on the list.

3.5 Creating Budgets for LOAs

A LOA must always have at least one associated, funded budget before it can fund travel in DTS. If you created a

LOA without creating a budget, or if you need a second budget tied to a single LOA, DTS provides an easy way to

make sure all elements match in the LOA and budget, as required.

Here’s how to create a new budget for an existing LOA:

1. On the Lines of Accounting (Search Results) screen (Figure 8-15) locate the LOA to establish a budget.

Figure 8-15: Lines of Accounting (Search Results)

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 19 travel.dod.mil

2. Select the New Budget link in the Link to column. The Budget module opens on the Select Budget Type

screen (Figure 8-16). Note: The Fiscal Year defaults to the oldest one. You must use the drop-down

menu to select the proper Fiscal Year.

Figure 8-16: Select Budget Type Screen

3. (Optional) The following fields are populated with information that match the source LOA, but you can

change it if you need to:

• Fiscal Year

• Organization

• Budget Label

• Shareable

4. (Optional) DTS selects the radio button that will create a Quarterly budget by default. You can change

the Budget Type to Annual if necessary.

5. Select Save. DTS saves the information and opens the Create Budget screen (Figure 8-17).

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 20 travel.dod.mil

Figure 8-17: Create Budget Type Screen (Top)

6. (Optional) Enter a new Budget Label.

7. Complete any available Amount Budgeted field with budget target amounts. If this is a quarterly

budget, you cannot enter budget targets in quarters that have already ended, and DTS will calculate the

Total for you. If this is an annual budget, there are no quarterly amounts, so you must enter the Total.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 21 travel.dod.mil

8. Do not use the Copy an existing LOA to this budget option. DTS has already populated the budget

elements.

9. Although not pictured in Figure 8-17, the budget elements are at the bottom of the screen. You can

change them, but if you make changes, they will not match the LOA elements, and funding will fail.

Note: LOAs and Budget items must match unless you are using wildcards in the Budget item. See the

DTA Manual, Chapter 9 for more on DTS budgets.

10. Select Save.

11. Select Show Budgets to view budget information

3.6 Deleting LOAs

There are times when you will find it necessary to remove a LOA from your organization. For example, the LOA

was created using the wrong Format Map or when you have LOAs which are no longer used for travel (e.g., over

3 years old) and you want to prevent travelers from selecting them in a document, you can remove them from

DTS.

Here’s how to delete one or more LOAs:

1. On the Lines of Accounting (Search Results) screen (Figure 8-18) in the Select to Delete or Rollover

column, check the box next to each LOA that you want to delete. Note: You can only check items on

this screen. If you have a long list of LOAs, you may not be able to view them all on the screen at one

time.

Figure 8-18: Lines of Accounting (Search Results) – Delete Option

2. Select Delete Selected (on this page). The Delete Line(s) of Accounting screen (Figure 8-19) opens. It

lists all the LOAs you marked for deletion.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 22 travel.dod.mil

Figure 8-19: Delete Line(s) of Accounting Screen

3. Select Delete Line(s) of Accounting. The Delete Line(s) of Accounting Summary screen (Figure 8-20)

opens. DTS tells you how many LOAs successfully removed. Note: You can’t delete a LOA that appears

in an active travel document. Review the document before proceeding with LOA removal.

Figure 8-20: Delete Line(s) of Accounting Summary Screen

4. Select OK. The Lines of Accounting (Search Results) screen refreshes. Any deleted LOAs no longer

display on the list.

3.7 Rolling Over LOAs

One method in forming the new FY LOAs is the rollover feature. Rollover allows the FDTA to select one or many

LOAs at the same time. DTS provides two means of rolling over LOAs to the new fiscal year:

• Default rules automatically update fiscal year and program year account elements in each LOA to the

designated fiscal year defined for each LOA format map. Any empty elements in the LOA will remain

empty. All other data elements within the LOA copy into the new LOA. You can modify default rules.

• Custom rules allow users to turn off individual fiscal/program year account element rules from the

default rule set. Custom rules can apply to one or more LOAs when selected in the Rollover feature.

Once the user has turned off the LOA element rules, DTS will not automatically update fiscal/year

account elements in each LOA with a specified fiscal year value.

Note: All other data elements in the LOA move over into the new LOA. If the LOA has the fiscal year designator

embedded in a data element not covered by the custom rules, then use the Copy feature and update as needed

to modify LOA Data Elements, Accounts 1 – 10.

3.7.1 Roll Over using Default Rules

Here’s how to roll over a LOA using Default Rules:

1. On the DTS Dashboard, select Administration and then DTA Maintenance Tool or choose the DTA

Maintenance Tool (quick tile link).

2. Select DTA Maintenance Home to open a drop-down menu, then select Lines of Accounting. The

Search Lines of Accounting screen (Figure 8-21) opens.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 23 travel.dod.mil

Figure 8-21: Search Lines of Accounting Screen

3. To search for the existing LOAs you can:

• Select the Organization Name drop-down arrow to select an organization. To expand the search to

include all sub-orgs, check the Include Sub-Organizations box. Leave Label and Format Map fields

blank to see all the available options and choose Search.

-OR-

• Enter the Label field with the name of the LOA, select the Organization Name, check the box or omit

Include Sub-Organizations, and choose Search.

• Choose the Format Map drop-down arrow to select a map type, select the Organization Name, check

the box or omit Include Sub-Organizations, and choose Search.

4. The Lines of Accounting (Search Results) screen displays (Figure 8-22) based upon your chosen criteria.

Figure 8-22: Lines of Accounting (Search Results) Screen

5. Check the box next to each LOA you want to include in the roll over or use the Select All link to select all

LOAs on the screen.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 24 travel.dod.mil

6. Note: The LOAs display by Organization Name, LOA Label, and Format Map. You cannot view all data

elements of the LOA once roll over is selected. Use the View LOA(s) List link to view all data elements

and verify the LOA as a candidate for roll over.

7. Select Rollover Selected (on this page). The Rollover Line(s) of Accounting – Select Rules screen

(Figure 8-23) opens. It displays the default rules for how DTS will complete the roll over process for the

selected LOAs.

Figure 8-23: Rollover Lines of Accounting - Select Rules Screen

8. Select the Use default rule(s) radio button.

9. Select Continue. The Rollover Line(s) of Accounting – Default Rules screen opens. This screen previews

the LOAs requiring roll over. It shows the list of selected LOAs with the Organization Name, LOA Label,

Format Map, and the option to Preview the new fiscal LOA before rollover.

10. Enter the new fiscal year in the Rollover LOA(s) to Fiscal Year field and if you want to create the Empty

Budget Shell(s) (Figure 8-24), but only if there are no required LOA data element changes. Note: If you

need to update a LOA field (Accounts 1-10), only add the new FY in Rollover LOA(s) to Fiscal Year field,

uncheck the Create Budget box and don’t create the Empty Budget Shell at this point. Instead, after

LOA rollover, Update the LOA element(s), and then create the budget shell using the Link to column,

New Budget link (Figure 8-22).

Figure 8-24: Rollover Line(s) of Accounting – Default Rules

11. If the organization uses annual budgets, then uncheck the Create Budget box. You must manually

create the budgets in the Budget module.

12. If sharing the LOA with the organization’s sub-organizations, check the box in the Shared column. Note:

Sharing LOAs means within “all” the sub-organizations. Once shared the LOA stays shared.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 25 travel.dod.mil

13. (Optional) If you select Preview (Figure 8-24) then a new LOA Data Elements screen opens displaying

format of the LOA data elements in view only. When finished, simply select Close Window.

14. Select Rollover Line(s) of Accounting to generate the new fiscal year LOAs and empty budgets. The

Rollover Line(s) of Accounting – Confirm page opens (Figure 8-25).

Figure 8-25: Rollover Line(s) of Accounting – Confirm Screen

15. Select Continue to complete the roll over process. The Rollover Lines(s) of Accounting Summary screen

confirms the number of LOAs rolled over and empty budgets created (Figure 8-26).

Figure 8-26: Rollover Lines(s) of Accounting Summary

16. Select OK. The Lines of Accounting (Search Results) window displays the newly established LOA (Figure

8-27).

Note: If you made an error when establishing the LOA, use one of the following options to fix it:

• Delete the LOA and inactivate or delete any associated budgets

• Edit the LOA and associated budgets

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 26 travel.dod.mil

Figure 8-27: Lines of Accounting (Search Results) – Rolled Over LOA

Note: You can’t use the new LOA to fund travel until its associated budget contains funds. See the DTA Manual,

Chapter 9 for instructions on entering budget targets.

3.7.2 Roll Over using Custom Rules

Here’s how to roll over a LOA using Custom Rules:

1. From the Lines of Accounting (Search Results) screen, select the boxes next to all the LOAs you want to

roll over.

2. Select Rollover Selected (on this page). The Rollover Lines(s) of Accounting - Select Rules screen opens

(Figure 8-28). The top section displays the rules DTS would apply to the selected LOAs, if you used the

default rules.

3. Select the Use custom rule(s) defined for each LOA radio button (Figure 8-28).

Figure 8-28: Rollover Line(s) of Accounting – Select Rules Screen

4. Select Continue. The Rollover Lines(s) of Accounting – Custom Rules screen opens (Figure 8-29).

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 27 travel.dod.mil

Figure 8-29: Rollover Lines of Accounting – Custom Rules Screen

5. Enter the Rollover LOA(s) to Fiscal Year field. This is the fiscal year for the new LOA.

6. Enter the Empty Budget Shell(s) Fiscal Year field. This is the fiscal year for the new LOA’s budget. This

usually matches the entry in step 5.

7. (Optional) DTS selects the Create Budget box by default. You can uncheck it, but if you do, DTS will not

create a matching budget for the new LOA.

8. (Optional) Check the Shared box if subordinate organizations should be able to use this LOA. Note: If

you choose to share the LOA, you must also share the budget. If you do not, obligation or disbursement

attempts by the subordinate organization will fail.

9. (Optional) In the Select Rollover Field(s) column, DTS lists all the fields earmarked for rolling over and

checks them. Uncheck any that you do not want DTS to update.

Key Note 1: If a box under the Select Rollover Fields(s) columns is checked when the screen opens, the

value populated for the LOA account element rolls over in the new LOA. Clear the check from a box to

prevent the value from changing.

Key Note 2: If a box is unchecked under the Select Rollover Field(s) column when the screen opens,

there is no current value for the LOA account element and it will remain empty after the roll over. If you

check one of these boxes, the account element will roll over with the value that you enter in the

Rollover LOA(s) to Fiscal Year field. For example, if you enter 2024 into the Rollover LOA(s) to Fiscal Year

field, then the account element of the new LOA will be 24.

10. (Optional) Select Preview. The new LOA Data Elements screen displays but is it not editable. When you

finish, select Close Window.

11. Select Rollover Lines of Accounting to create the new fiscal year LOAs and budgets. The Rollover

Line(s) of Accounting – Confirm screen (Figure 8-30) opens. Read the warning carefully.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 28 travel.dod.mil

Figure 8-30: Rollover Lines(s) of Accounting Summary – Confirm Screen

12. Select Continue. The Rollover Line(s) of Accounting Summary screen (Figure 8-31) confirms the

number of LOAs rolled over and budgets created.

Note: If you made an error when establishing the LOA, use one of the following options to fix it:

• Delete the LOA and inactivate or delete any associated budgets

• Edit the LOA and associated budgets

Figure 8-31: Rollover Lines(s) of Accounting Summary Screen

13. Select OK. The Lines of Accounting (Search Results) screen opens, showing the LOA results. Note: If the

newly established LOAs don’t appear on the listing, from the Lines of Accounting, DTA Tool Navigation

Bar, select Search LOAs and the Search Lines of Accounting screen opens. Search for the new LOAs.

3.8 Creating LOAs

The Create option permits you to build a new LOA in your organization. Examples when you would need to start

from scratch rather than use the Copy feature would be if your organization has a new Format Map, there are

new data elements in an existing Format Map, or you are establishing LOAs in a new organization.

Here’s how to create a LOA:

1. Select Create LOA(s) on the DTA Tools Navigation Bar from any screen in the Lines of Accounting

module. The Create Line of Accounting screen (Figure 8-32) displays.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 29 travel.dod.mil

Figure 8-32: Create Line of Accounting Screen

2. Select the Format Map you want to use.

3. Select Continue. The Create Line of Accounting screen opens (Figure 8-33). Note: The Format Map

name displays as view only. If you choose the wrong Format Map, you can’t edit the field. You should

scroll to the bottom of the page and select Cancel. For a saved LOA with the wrong Format Map, delete

the LOA and create a new funding line.

Figure 8-33: Create Line of Accounting Screen

4. (Optional) Your main organization’s name appears by default in the Organization Name text field. Note:

Change the organization name, if you need to create the LOA in a different organization.

5. (Optional) Check the Share LOA box if you want organizations subordinate to the one in the

Organization Name field to use this LOA. Note: If you choose to share the LOA, you must also share the

budget. If you do not, obligation or disbursement attempts by the subordinate organization will fail.

6. (Optional) DTS checks the Create Budget box by default. Uncheck the box if you don’t want DTS to

automatically create a budget for the new LOA. Note: The organization can’t use LOAs without

associated funded budgets to obligate or disburse travel funds.

7. Enter the 4-digit fiscal year for the new budget. Although it’s usually mandatory (and is marked as

such), this step is optional if you don’t want to create a budget.

8. Enter a LOA Fiscal Year and LOA Name to create a label for the new LOA.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 30 travel.dod.mil

9. Enter the LOA data elements (Figure 8-2). Note: If you left the Create Budget box checked in step 3,

DTS duplicates all the LOA elements in the budget when you save the changes in step 7. This ensures

that the LOA and budget elements match perfectly, as required to enable obligations and

disbursements.

10. Select Save Line of Accounting at the bottom of the screen. The Lines of Accounting (Search Results)

screen opens. It shows the new LOA you just created.

3.9 Updating a Default LOA

Every traveler’s profile contains a default Routing List which defines how a document flows in the system. DTS

provides the option to set a default LOA in the traveler’s profile as well. When a traveler creates a document,

DTS automatically assigns the default LOA to the person’s trip. If a traveler needs to use a different LOA, under

the Accounting section of the document, they just remove the default LOA and add the required LOA to the trip.

Due to different types of travel, travelers in the same organization may have different default LOAs assigned in

their profiles.

For more information about default LOAs in personal profiles, see the DTA Manual, Chapter 7.

An organization generally changes its default LOA when the fiscal year changes, but may happen more (or even

less) often than that, or for different reasons (such as a reorganization). Regardless of when it happens, DTS

provides a way to change the default LOA for some or all an organization’s travelers at the same time.

Note: Before updating travelers’ default LOA, be sure the new default LOA is associated with a funded budget or

the document approval will fail.

Here’s how to change a default LOA for an organization’s travelers:

1. Select Update Default LOA(s) on the DTA Tools Navigation Bar from any screen in the Lines of

Accounting module. The Default LOA Update screen (Figure 8-34) opens. This is a search screen. It

helps you find the travelers you want to include in the global update.

Figure 8-24: Default LOA Update Screen

2. (Optional) Your main organization’s name appears by default in the Organization Name text field.

Change it if you need to update the profiles of travelers in a different organization.

3. (Optional) Select an Existing Default LOA Label to only find travelers with a specific LOA in their profiles

or leave it blank to only find travelers that have no default LOA listed in their profiles. Skip this step if

you need to see all travelers that belong to the organization.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 31 travel.dod.mil

4. Select a New Default LOA Label that all the selected travelers will use.

5. Check the Include All Users box to display all personnel assigned to the organization. Checking this box

overrides any selection you made in step 3.

6. Select Submit. The Default LOA Update Person (Search Results) screen (Figure 8-35) opens. The search

results display the travelers who met your search criteria, along with their truncated SSN, current

default LOA, and new default LOA, if you include them in the update.

Figure 8-35: Update LOA Update Person (Search Results) Screen

7. (Optional) DTS checks all the Select to Include in Update boxes by default. Clear the box next to any

person you do not want to include in the update.

8. Select Submit. The Default LOA Update Person (Search Results) screen refreshes. It displays the new

LOA in both the Existing Default LOA Label and New Default LOA Label columns for all personnel you

updated.

9. Repeat this process for each new default LOA and for each sub-organization.

To change only some of the personnel in the organization to a new default LOA, follow Steps 1 through 3 above

then:

1. Select the Organization Name; then choose the Existing Default LOA Label you want replaced from the

drop-down list.

2. Select the New Default LOA Label from the drop-down list.

3. Select Submit. This will replace only the selected existing default LOA with the new default LOA; all

other existing LOAs will remain unchanged.

4. Repeat this process for each new default LOA and for each sub-organization.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 32 travel.dod.mil

3.10 Mass Update LOAs

If you need to change an element in multiple LOAs (e.g., Fund Code [FC]) you can use the Mass Update option

with one exception. You cannot include any shared LOAs in that update.

Note: When you change LOA data elements using this feature, DTS does not make the same changes in the

associated budgets. Unless you are performing the mass update to correct an element error in the LOA that

didn’t exist in the budget, you must also make the same changes to the budgets. If the LOA and budget elements

do not match exactly, any financial transaction that try to use the LOA will fail.

Here's how to perform a LOA mass update.

1. Select Mass Update on the DTA Tools Navigation Bar from any screen in the Lines of Accounting

module. The Search Lines of Accounting screen (Figure 8-36) opens.

Figure 8-36: Search Lines of Accounting Screen

2. Select a Format Map. You can only mass update LOAs built from the same format map.

3. (Optional) Your main organization’s name appears by default in the Organization Name text field.

Change it if you need to update the profiles of travelers in a different organization.

4. (Optional) If you want to include organizations subordinate to the one in the Organization Name field,

check the Include Sub-Organizations box.

5. Select Search. The Lines of Accounting (Search Results) – Mass Update screen (Figure 8-37) opens. It

lists all the LOAs you can update.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 33 travel.dod.mil

Figure 8-37: Lines of Accounting (Search Results) – Mass Update Screen

6. In the Select to Update column check the box next to each LOA you want to include in the update.

7. Select Update Select LOA(s) at the bottom of the screen. The Mass Update Lines of Accounting –

Update Values screen (Figure 8-38) opens.

Figure 8-38: Mass Update Lines of Accounting – Update Values Screen (Top)

8. In the Select the fields update column, check the box next to every element you want to change. DTS

will not update any unchecked elements.

9. In the Old Value column, select the data element value you want to replace. Options are:

• (All Values). Tells DTS to change the element in every selected LOA, regardless of its current value.

• <Value>. Tells DTS which element value to change. All the values that exist for that element across your

selected LOAs are on the drop-down list. Select the one you want to change. For example, if the drop-

down offers values of 3, 4, and 5, and you select “3”, DTS will only change elements with the value “3”

and leave those with values 4 and 5 unchanged.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 34 travel.dod.mil

• Blank. Tells DTS to change only the LOAs with no value listed in that element.

10. In the New Value column, enter the value that will replace the Old Value. If you leave the text field

blank, DTS clears the value out of the elements for the selected LOAs.

11. Select Update at the bottom of the screen. A pop-up (Figure 8-39) appears. It reminds you that you

may need to update the budgets associated with the LOAs you are about to update.

Figure 8-39: Update Budget Message

12. Select OK. The Mass Update Lines of Accounting Summary screen displays (Figure 8-40). It provides a

summary of updated LOAs.

Figure 8-40: Mass Update LOA(s) Summary Screen

13. Select OK. The Line of Accounting (Search Results) Mass Update screen opens.

For information on how to update DTS Budgets, see the DTA Manual, Chapter 9.

3.11 Mass Copy LOAs

The Mass Copy tool lets you copy multiple LOAs from multiple organizations to a single destination organization,

like the DTS Mass Update tool, however, you cannot include shared LOAs in the mass copy. Likewise, DTS also

prevents you from copying Foreign Military Sales (FMS) LOAs that are not properly constructed.

1. Select Mass Copy on the DTA Tools Navigation Bar from any screen in the Lines of Accounting module.

The Search Lines of Accounting screen (Figure 8-41) opens.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 35 travel.dod.mil

Figure 8-41: Search Lines of Accounting Screen

2. (Optional) Enter a full or partial Label to see LOAs that begin with those characters. Example: Enter “24”

to find all FY24 LOAs, but no LOAs from other fiscal years.

3. (Optional) Select a Format Map to limit your search results to LOAs created using the selected format

map.

4. (Optional) Your main organization’s name appears by default in the Organization Name text field.

Change it if you need to find LOAs that belong to a different organization.

5. Select Search. The Lines of Accounting (Search Results) – Mass Copy screen (Figure 8-42) opens. The

list displays the FY24 LOAs.

Figure 8-42: Lines of Accounting (Search Results) – Mass Copy Screen

6. In the Select to Copy column, select the box next to each LOA that you want to copy to the new

organization.

7. Select Copy Select LOA(s). The Mass Copy Lines(s) of Accounting screen (Figure 8-43) opens.

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 36 travel.dod.mil

Figure 8-43: Mass Copy Lines(s) of Accounting Screen

8. (Optional) Your main organization’s name appears by default in the Destination Organization text field.

Change it if you need to copy these LOAs to a different organization.

9. In the Empty Budget Shell Fiscal Year field, enter the 4-digit fiscal year for the budget.

10. (Optional) DTS defaults the Select Budget Type option to Quarterly. Select the Annual radio button

instead if you want to create annual budgets for these LOAs.

11. In the Create Budget column, check a box next to each copied LOA that you want to associate with a

budget. Note: The organization cannot use LOAs without associated funded budgets to obligate or

disburse travel funds.

12. Select Copy LOA(s). The Mass Copy Line(s) of Accounting Summary screen (Figure 8-44) opens. It

reflects the total copied LOAs and created budgets. Either might fail if the destination organization

already owns an item with the same name.

Figure 8-44: Mass Copy Lines(s) of Accounting Summary Screen

13. Select OK. The Lines of Accounting (Search Results) – Mass Copy screen displays, showing the results

of your previous search (not the new LOAs).

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 37 travel.dod.mil

Chapter 4: Lines of Accounting Module Reports

LOAs are accessible from the DTS Dashboard, Administration, DTA Maintenance Tool and the Lines of

Accounting module. Once you locate the LOAs then you can choose Update to view the details. If you are trying

to see the details of many LOAs to do a comparison or see the full inventory, then the better option is to run a

report or a View LOA(s) List. A good time to run the report is when preparing for Fiscal Year (FY) cross-over. You

can easily sort the list by organization and LOA label, so the oldest lines appear at the top of the page. Then

determine which LOAs you need for the new FY, ones you no longer need, and those which require updates.

Once you have setup the new LOAs, run the report again to ensure each organization has their proper LOAs.

4.1 View LOA(s) List

The LOA List provides the LOAs your organization owns, including the Format Map and the data elements.

Here’s how to run a LOA Report:

1. From any screen in the Lines of Accounting module, select View LOA(s) List in the DTA Tools Bar. The

View Lines of Accounting (LOA) List screen (Figure 8-45) opens.

Figure 8-45: View Lines of Accounting (LOA) List Screen

2. (Optional) Your main organization name appears by default in the Organization Name text field. You

can enter a different organization instead.

3. (Optional) Check the Include Sub-Organizations box to include search results from organizations

subordinate the selected organization.

4. Select Run Report. The LOA report provides the following information in an Excel spreadsheet:

• Organization

• LOA Label

• LOA Format Map

• Acc1 – Acc10 (Data Elements)

5. The LOA Accounts 1 – 10 contain characters based upon the Format Map, but some fields may be blank

containing carats (^) separating the data elements (Figure 8-46).

Figure 8-46: LOA Details in Excel

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 38 travel.dod.mil

Chapter 5: Foreign Military Sales in Lines of Accounting

The Government uses the term Foreign Military Sales (FMS) when it sells Defense items and services to a

foreign country or international organization.

Note: You should consult with your Component before setting up FMS LOAs in DTS and follow your local

business rules for any additional requirements when using this type of funding.

DTS identifies a LOA as a FMS LOA when certain values are present in the label and account elements. These

elements inform the Defense Cash Accounting System from which account to draw these funds.

When a FMS LOA is set up for a DTS organization, the FMS LOA label is available for selection in a travel

document on the Accounting and Advances screens.

DTS identifies a LOA as a Foreign Military Sales (FMS) LOA when the following is true:

• The LOA label includes the letters “FMS” as the first three letters after the fiscal year (e.g., 24

FMSNAVY5).

• Certain characters are included in specific positions in each format map. Table 8-3 provides an

example. See the DTA Manual, Appendix R for details about all format maps in DTS.

Table 8-3

VALUES FOR FMS LOA FORMAT MAPS

LOA Format Map

LOA

Account

Number

Field Name

Positi

ons

Values

AF, 9/29/2003

SDDC-AF, 5/12/2006

Department Code (DEPT)

1-2

9 7

Transferring Agency (TA)

4-5

1 1

Fiscal Year (FY)

Appropriation Symbol (APPR)

9-12

8 2 4 2

ARMY 3, 6/6/2003

DTRA, 7/3/2006

SDDC-ARMY, 5/12/2006

Department Code (DEPT)

1-2

9 7

Fiscal Year (FY)

4-7

X X X X

Basic Symbol Number (BSN)

9-12

8 2 4 2

Transferring Agency (TF)

1 1

MC, 8/1/2001

Department Code (DEPT)

1-2

9 7

Fiscal Year (FY)

4-5

X X

Appropriation Symbol (APPR)

10-13

8 2 4 2

Transfer Agency - FMS (TF)

1-2

1 1

BSM 1, 2/6/2006

Department Code (DEPT)

1-2

9 7

Fiscal Year (FY)

4-7

X X X X

Basic Symbol (BS)

9-12

8 2 4 2

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 39 travel.dod.mil

VALUES FOR FMS LOA FORMAT MAPS

LOA Format Map

LOA

Account

Number

Field Name

Positi

ons

Values

Transfer Department (TD)

6-7

1 1

MISIL FMS, 8/18/2011

Department Code (DEPT)

1-2

9 7

Transferring Department (TDPT)

4-5

1 1

NAVY FMS, 1/3/2005

Beginning Fiscal Year (BFY)

Appropriation Number (APPN)

5-8

8 2 4 2

NAVY ERP1, 9/26/2006

Department Code (DEPT)

1-2

9 7

Transferring Department (TDPT)

4-5

1 1

Beginning Fiscal Year (BFY)

Appropriation Number (APPN)

5-8

8 2 4 2

Foreign Military Sales Case (FCN)

6-8

Empty

FMS Location (Country Code) (LOC)

10-11

Empty

SFIS v3.4

Department Regular Code (DEPT

RG)

8-10

0 9 7

Department Transfer Code (DEPT

TRS)

12-14

0 1 1

Main Account Code (MN ACCT)

16-19

8 2 4 2

Period of Availability Fiscal Year

Date (AFY)

5-12

YYYYXX

FMS Customer Code (CUST)

14-15

Empty

FMS Case Identifier (CASE)

1-3

Empty

DTS will not save the character sequence “FMS” into the first three positions of the LOA label if the FMS values

are not correct or if you select one of the following format maps:

• DBMS 1, 8/1/2001

• eBiz 2, 2/20/2003

• WAAS 1, 8/7/2002

• DWAS, 1/1/2004

• SAP1, 3/10/2004

• NAVY1, 8/01/2001

• MSC, 10/13/2005

• NRL1, 6/8/2006

• FACTS, 6/30/20

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 40 travel.dod.mil

Chapter 6: The DTA Manual: Contents & Links

DTA MANUAL CHAPTER: TOPIC

URL

Chapter 1: DTS Overview

https://media.defense.gov/2022/May/11/2002994773/-1/-

1/0/DTA_1.PDF

Chapter 2: DTS Access

https://media.defense.gov/2022/May/11/2002994797/-1/-

1/0/DTA_2.PDF

Chapter 3: DTS Site Setup

https://media.defense.gov/2022/May/11/2002994799/-1/-

1/0/DTA_3.PDF

Chapter 4: Organizations

https://media.defense.gov/2022/May/11/2002994824/-1/-

1/0/DTA_4.PDF

Chapter 5: Routing Lists

https://media.defense.gov/2022/May/11/2002994853/-1/-

1/0/DTA_5.PDF

Chapter 6: Groups

https://media.defense.gov/2022/May/11/2002994838/-1/-

1/0/DTA_6.PDF

Chapter 7: People

https://media.defense.gov/2022/May/11/2002994837/-1/-

1/0/DTA_7.PDF

Chapter 8: LOAs

https://media.defense.gov/2022/May/11/2002994836/-1/-

1/0/DTA_8.PDF

Chapter 9: Budgets

https://media.defense.gov/2022/May/11/2002994835/-1/-

1/0/DTA_9.PDF

Chapter 10: Reports

https://media.defense.gov/2022/May/11/2002994832/-1/-

1/0/DTA_10.PDF

Chapter 11: MIS Administration

https://media.defense.gov/2022/May/11/2002994834/-1/-

1/0/DTA_11.PDF

Chapter 12: ROA Administration

https://media.defense.gov/2022/May/11/2002994833/-1/-

1/0/DTA_12.PDF

DTA MANUAL APPENDIX: TOPIC

URL

Appendix A: Self-Registration

https://media.defense.gov/2021/Nov/15/2002893136/-1/-

1/0/DTA_APP_A.PDF

DTA Manual, Chapter 8: LOAs September 19, 2023

Defense Travel Management Office 41 travel.dod.mil

Appendix B: Acronyms

https://media.defense.gov/2021/Nov/15/2002893141/-1/-

1/0/DTA_APP_B.PDF

Appendix C: Definitions

https://media.defense.gov/2021/Nov/15/2002893143/-1/-

1/0/DTA_APP_C.PDF

Appendix E: Emails

https://media.defense.gov/2021/Nov/15/2002893222/-1/-

1/0/DTA_APP_E.PDF

Appendix F: Import / Export Module

https://media.defense.gov/2021/Nov/15/2002893234/-1/-

1/0/DTA_APP_F.PDF

Appendix G: Error Codes

https://media.defense.gov/2021/Nov/15/2002893232/-1/-

1/0/DTA_APP_G.PDF

Appendix J: Help Process

https://media.defense.gov/2021/Nov/15/2002893231/-1/-

1/0/DTA_APP_J.PDF

Appendix K: DTS Tables

https://media.defense.gov/2021/Nov/15/2002893230/-1/-

1/0/DTA_APP_K.PDF

Appendix L: Reorganizations

https://media.defense.gov/2021/Nov/15/2002893229/-1/-

1/0/DTA_APP_L.PDF

Appendix M: Ranks and Grades

https://media.defense.gov/2021/Nov/15/2002893228/-1/-

1/0/DTA_APP_M.PDF

Appendix N: Country Codes

https://media.defense.gov/2021/Nov/15/2002893227/-1/-

1/0/DTA_APP_N.PDF

Appendix Q: Org Naming Sequence

https://media.defense.gov/2021/Nov/15/2002893226/-1/-

1/0/DTA_APP_Q.PDF

Appendix R: LOA Formats

https://media.defense.gov/2021/Nov/15/2002893225/-1/-

1/0/DTA_APP_R.PDF