PiPS/eFinance - Finance Forms Online

[Finance_Guy]

**UPDATE: Live PiPS/eFinance https://efinanceworkspace.wpafb.af.mil/GovWarning.aspx (from .mil)

Most can use now to file non-DTS TDY vouchers to include Reservists. If you have not heard of this new system, contact your Finance office and ask them if you can begin using it now and if they say no, ask them why not.

Here is a test site you can give it a test drive -- need CAC reader & DO NOT Enter Personal info(make up a SSAN like 000112222

https://workspace-clone.securedatainc.com/EFINANCE/

10Aug2010 Edit - Add Info on new Virtual Finance Page:

-----Original Message-----

Sent: Tuesday, July 06, 2010 12:17 PM

Subject: vFinance - Deployment of Knowledge Base w/1000 FAQs

ALCON,

On many occasions in the past year we talked about deployment of the full knowledge base (KB) of military pay and travel frequently asked questions (FAQ) and instant advice pages. We're pleased to tell you that we deployed the knowledge base on 29 June. The KB contains nearly 1,000 military pay and travel FAQs, as well as more than 100 pages of instant advice, the result of efforts by dozens of members of the FM community over the past two years. The KB can be accessed via virtual Finance on the AF portal at Virtual eFinance Link

On the virtual Finance page, there are several links to the KB, including the left navigation menu (I Need Answers.), the Welcome page on the feature tab, and On-Line Help tab. Customers are

linked to the KB where they can browse and search FAQs and review the instant advice (IA) pages. The IA pages provide short summaries of information in 10 categories; however, they also allow the user to drill deeper for more information as needed. We're hoping that the additional info provided by the KB will help to reduce foot traffic in the finance offices.

Director, Air Force Accounting and Finance Office

SAF/FMP(AFAFO) Denver, CO 80279

----------------------------------------------

All, a new option developed to help guide you through completing certain Finance related forms. Check it out and see what you think. There is a newer application in development that will let you digitally sign some forms and electronically route them to finance (similar to LeaveWeb). One of the forms included in development is to complete non-DTS travel vouchers and electronically route them to be processed. Primarily for Reserve trave and AD Deployments. Any good suggestions of functionality you would like to see, post them here.

Once in the AF Portal, go to “Life & Career” tab, then “Money - Finance Central” page . Look for Cash-Forms-Lite towards the bottom left under Money Related Links.

If you give it a try, let me know what you think or any other ideas to make your interface with Finance easier.

CASH Forms Lite

Manage Your Money. Save Your Time.

What Is It?

Web-based application that reduces need to visit Finance

> "Turbo Tax" like wizard to walk you through the form-filling process

> Gives you properly completed and legible form

> Provides instruction of what to do next

Why Should I Use It?

Saves you time!

> Complete forms for all Finance transactions you can’t currently do on-line

> Use from any computer that can access the Air Force Portal

> Know what documentation and/or signatures you need before you make that trip to Finance

How Do I Use It?

Use CASH Form Lite, view a demo, or find out more information on the AF Portal - click the:

> “Life & Career” tab

> “Money - Finance Central” page

Edited August 11, 2010 by Finance_Guy

[stract]

are all those Finance things going to be on Portal or will we still have the Accrual voucher on vMPF?

[Finance_Guy]

are all those Finance things going to be on Portal or will we still have the Accrual voucher on vMPF?

I know of no plans to remove the Accrual option on vMPF. That is currently the preferred method to file accruals, but you have to access via vMPF. Paper submission accruals are still allowed.

A newer system is under development that will allow accruals and final settlement vouchers (non-DTS) to be submitted electronically (digital signature). The plan is to utilize the AF Portal which will allow either CAC logon or userID/pswd. This will allow those without a CAC reader to submit their vouchers. But for those who login using the userID/pswd will have to print the complete form, sign it, then scan/fax it back to the application--that's only for final settlements. Current rules do not require a signature on an advance accrual request.

This new app is planned to store your previously entered accrual information so as you submit the next month's accrual or a final settlement voucher, the system will already have everything you previously updated.

There will be no extensive routing rules to keep updated like DTS. You merely enter in the email address of your supervisor and/or approving official (very much like LeaveWeb) and then the package will route to them to review and approve. The package will then pass on directly to the AF Financial Services Center (AFFSC) at Ellsworth. Once the voucher is paid, the voucher payment info will pass back to this application and provide you a payment status and an image of the paid voucher.

The best feature is that you (the customer) will have visability of where your voucher is in the entire payment process.

[stract]

well in about 30 days or so I plan to file my first accrual via this new thing on Portal, I'll let you know how it goes.

[Guest Randy]

All,

Please let us know how useful this web site is!! We are trying to help eliminate the frustrations nad cut back on your trips to finance. Input from this group would be great as we strive to better the web based process.

Thanks

[stract]

can you unfvck DTS while you're at it? That's got to be the most un-user-friendly program from a user standpoint I've seen in a long time (the other being MilMOD/PDS when that was first rolled out in 01).

[USAF Pilot]

Stract,

I recently tried to use the accrual voucher option via vMPF with poor results. If your local finance people will still do it, I recommend sending your accrual voucher to a person for payment purposes. The vMPF site may allow you to file the voucher but it will email the form to your finance's organizational inbox where it might get lost. That, of course, assumes that vMPF has the right email address on file. Finally, if you send it to a person you can always follow up with them where using vMPF is very nebulous.

Good Luck!

[Finance_Guy]

can you unfvck DTS while you're at it? That's got to be the most un-user-friendly program from a user standpoint I've seen in a long time (the other being MilMOD/PDS when that was first rolled out in 01).

The DTM PMO is always looking for customer feedback--provide me some specifics on what improvements you would like to see. FYI, below is a note on the lastest software release coming 27 Sep. I've been working with DTS for about 4 years now and don't see where it's that un-user-friendly. The DTS PMO does entertain usability ideas and I've seen many of them implemented in new releases. PM me with and specifics or post them here. Thanks.

One user Highlight of the release:

-- The new cancellation method provides travelers with a simple way to cancel a trip, guides Authorizing Officials in the use of the CANCELLED stamp.

-----------------------------------------------------

Our office just wanted to ensure our Air Force DTS community is aware of another DTS Release 4, (1.7.1.13) that is scheduled for 27 Sep 08. Many of you probably already subscribe and receive the DTMO Customer Service Notifications (CSN) as it relates to major changes to DTS. However, our office is requesting that our MAJCOMs and their respective bases get as much information on the projected changes out to your base traveler populace as it is known. As such, please see the email below and a copy of the detailed Release 4 information as known and/or projected thus far. The DTMO has informed that additional information will be forth coming as it relates to Release 4 and any associated DTS downtime. Please feel free to teleconference to the DTS Outreach Calls.

Please feel free to disseminate this info as you deem necessary/required. If you have already begun or will be taking action to get the "WORD" out on the upcoming Release 4, you may consider to disregard this notification.

Your interest, assistance and support is greatly appreciated as always. Hope ALL have a GREAT Air Force day!

Respectfully Submitted on Behalf of Mr. Gladden,

//SIGNED//

SAF/FMP (AFAFO)

1602 Brookley Avenue

Suite 327 B Wing 3rd Floor Room 319

Traveler_DTS_Release_4_Information.pdf

[Finance_Guy]

Stract,

I recently tried to use the accrual voucher option via vMPF with poor results. If your local finance people will still do it, I recommend sending your accrual voucher to a person for payment purposes. The vMPF site may allow you to file the voucher but it will email the form to your finance's organizational inbox where it might get lost. That, of course, assumes that vMPF has the right email address on file. Finally, if you send it to a person you can always follow up with them where using vMPF is very nebulous.

Good Luck!

vMPF Accruals work just fine. You are right the email may be wrong, but AF works to keep them up to date and every 3-4 months each MAJCOM does a test on those emails...or at least they should.

You, the customer, should also receive a CC email after succesfully submitting an accrual. This email will also have the email address of the finance office the accrual was sent. See example below from a live test accomplished in Aug. So, if you want, you can also ping that same email and see if you get a reject, or set up a delivery and/or read receipt.

So bottom line, if YOU don't receive the CC, then your accrual was not submitted correctly or you entered your wrong email address.

PM me with your base name and I can work with my POCs to ensure the email in vMPF is correct...Only if you think it's wrong. And BTW, you can still file paper copy accruals. Thanks.

-----Original Message-----

From: System Generated Email [mailto:Do_Not_Reply@randolph.af.mil]

Sent: Monday, August 25, 2008 8:57 AM

To: FINANCE HELP LINE xxx AW/FM

Cc: (Accrual Submitter's Email address)

Subject: (Accrual Submitter's Name) has submitted an Accrual Travel Voucher

Name: Accrual Submitter's Name

Pay grade: MSG

SSAN: xxxxxxxxx

Duty Phone: DSN

Base: anybase

E-Mail Address: Accrual Submitter's Name@base.af.mil

Order Number: TO0001

I initially departed on 25 AUG 2008 from HOME and I arrived at HOME on 25

AUG 2008.

The daily rate for lodging at HOME was $0.

Split Option: PORTION

How much split: $0

Additional Remarks:

MAJCOM is conducting a test to confirm travel accrual request response time

from FSOs via vMPF. This is only a test. FSOs are only required to send

confirmation of this request to xxx within 48 hours of receipt. Please contact

xxx at DSN xxx if you have questions. Thank you!

This document contains information which must be protected IAW AFI 33-332

and DOD Regulation 5400.11. Privacy Act of 1974, as amended, applies.

[Finance_Guy]

PIPS & eFINANCE IS COMING

The days of active duty members having to wait weeks to attend a base in-processing briefing to file their PCS voucher will soon become a thing of the past! The Permanent Change of Station In-Processing System & the electronic Finance Workspace (PIPS/eFinance) application is in its final stages before we set the live application in motion. The system has received its‟ Authority To Connect (ATC) and Authority To Operate (ATO) and the program office is gearing up to start Initial Operating Capability (IOC). The sites scheduled for PIPS IOC are Altus AFB, Oklahoma and Little Rock AFB, Arkansas. They were granted free reign to become familiar with the application, which will be crucial to ensure a smooth transformation to PIPS. The two sites have been testing PIPS and have offered their expertise to finalize the user guides and quick reference tri-folds.

PIPS will offer members a secure, paperless way to submit PCS related financial documents with on-line assistance. PIPS will use a “wizard approach”, similar to “Turbo Tax”, to guide members through a PCS interactive in-processing session that will explain PCS entitlements based on information provided by the member. PIPS can be accessed via the secure web site application, eFinance Workspace, using their common access card and pin. Once a user navigates into the PIPS application, the system will use an easy to understand question and answer session to take the member through the process of completing a PCS Voucher from start to finish. The “wizard” technology will make it virtually impossible to overlook even the smallest details when completing a PCS-In voucher.

Because we know going PCS is often a confusing period in a military career, you‟ll be happy to know; in PIPS we haven‟t forgotten about the need for a PCS entitlement briefing to pass on relevant information. As a member signs into and starts using PIPS, they will be asked whether they are PCSing to an overseas location or to/within the continental United States. PIPS will use this response to present information based on their new duty location. Included in this briefing are links to entitlements and rates payable as well as to frequently asked questions relative to the PCS move.

PIPS also has a briefing area where the local Financial Services Office‟s can include information specific to their location for the member to review. The options for this area are endless. The FSO can supply specific contact information, hours of operation or other relevant information that has proven to be beneficial to members PCSing.

Once AF members arrive at their new duty station, PIPS will automate and standardize the documentation portion of the Financial Services In-Processing briefing. By using PIPS, members will be able to initiate and complete their Financial Services In-Processing from anywhere in the world using a CAC-enabled computer.

As we move closer to operational deployment in the coming weeks, we are anxious to hear comments from the field on how this is working and how we can better respond to the needs of the sites. PIPS will continue to evolve as our processes take shape for the future and we welcome your input to improve on its capabilities.

To see what PIPS has to offer, visit our AF Financial Systems Operations Community of Practice at: https://www.afkm.wpafb.af.mil/ASPs/DocMan/D...14&Tab=0%20

[Finance_Guy]

New set of Finance FAQs on the AF Portal. A beginning list of about 180, but may grow to around 1,600 FAQs/Knowledge articles. Add this one to your favorites.

Once in the Portal Main page, go here (or use the link at the bottom.

Life & Career: Money - Finance Central : Financial Services FAQs

Frequently Asked Questions is the place to go for answers to your pay, travel, and retirement/separation questions! Whether you are Active Duty, Civilian, or Reserve, you can search for specific answers by keyword or just browse the database to learn more about Financial Services.

Life & Career: Money - Finance Central : Financial Services FAQs

[stract]

some feedback for CASH Forms Lite...

1. If I spend 20 minutes filling out the info for my Travel voucher, and then realize I should have said "Yes" to the question about if I received an advance (in the form of an accrual voucher), I've learned that when I go back to fix this error, it then erases EVERYTHING else I've done, and I have to spend another 20 minutes recreating the meat of the voucher. Not cool.

2. Why doesn't it submit the form electronically to the local finance office, instead of forcing you to print and walk it over? Just like with OPRs/EPRs, I should be able to sign my document electronically via CAC. Or, if this isn't viable, due to also needing receipts, why not make it like DTS, where you get a page with a bar code to fax in, and you can fax in your receipts as well, so they become e-receipts? This would reduce the paper needed to file the voucher (4 copies of orders, 4 copies of voucher, etc). Maybe someone already thought of this and then thought of reasons it wouldn't work, but I figured I'd throw it out there just in case.

[Finance_Guy]

some feedback for CASH Forms Lite...

1. If I spend 20 minutes filling out the info for my Travel voucher, and then realize I should have said "Yes" to the question about if I received an advance (in the form of an accrual voucher), I've learned that when I go back to fix this error, it then erases EVERYTHING else I've done, and I have to spend another 20 minutes recreating the meat of the voucher. Not cool.

2. Why doesn't it submit the form electronically to the local finance office, instead of forcing you to print and walk it over? Just like with OPRs/EPRs, I should be able to sign my document electronically via CAC. Or, if this isn't viable, due to also needing receipts, why not make it like DTS, where you get a page with a bar code to fax in, and you can fax in your receipts as well, so they become e-receipts? This would reduce the paper needed to file the voucher (4 copies of orders, 4 copies of voucher, etc). Maybe someone already thought of this and then thought of reasons it wouldn't work, but I figured I'd throw it out there just in case.

Yeah, Cash Forms is not very usable in the case you presented. However, there is a new system in development that will have all the functionality you suggest. It will save data entry as you progress though the screens, you can fax (barcode) / upload back-up and it will be digitally sign using a CAC. Also can route to supervisor/approver electronically. The best option is you have visibility of the document and can see where it's located -- no more lost documents.

This new system is part of eFinance and is filling the gap for now since DTS cannot do all vouchers (mainly vouchers for reservists and all deployments). eFinance will also have other forms that can be submitted electronically like state of residence changes and exemption, Travel accruals/Partial Settlments, Family Separation Allowance claims, Insurance and Mortgage allotments, PCS advance pay request and # Dependent changes to COLA.

Look for eFinance to deploy within the next 1-2 months--the travel voucher should be complete by May 09.

Edit to add attachment.

eFinance_Newsarticle_2May08.doc

Edited February 3, 2009 by Finance_Guy

[XL0901]

Anyone use the new PIPS program for filing your PCS vouchers? If so anything to say about it?

[Guest D-Bo]

Anyone use the new PIPS program for filing your PCS vouchers? If so anything to say about it?

Mixed feelings....took me about an hour, maybe less, but it was still painful. I had a few questions, so that took another 15 min of being on hold to get answered. In the end, all it does is fill out your voucher for you, but instead of taking 5 minutes to do it by hand, it takes a full hour. Its web based, so each page takes a while to load...but I did get paid in about a week. I would rather walk into finance and have them do it.

[Wing Sweep]

Finance Guy,

For all official travel, here's what I think would be the perfect solution.

I would like to walk into Finance, fill out a travel voucher form by hand, have my name called after waiting in line a few minutes, have the finance specialist look over my voucher/orders/receipts, correct any mistakes on the spot, have him make copies of all my paperwork, tell me "it looks good sir, you'll get your money in 7-10 days," and then drive back to my squadron. It worked 10 years ago and I guarantee you it would work today. It seems like this virtual kool-aid stuff is getting forced down Finance's throat (sts), but I would argue it is not what the customer wants. My suggestion is give guys the option to file vouchers the old school way or just go back to the old school way of doing things altogether.

I do appreciate you going on a website like this and getting opinions from "customers." This is probably one of the best ways to get honest feedback.

My 2 cents.

Thanks

[Finance_Guy]

**UPDATE: Live PiPS/eFinance https://efinancework...GovWarning.aspx (from .mil)

Most can use now to file non-DTS TDY vouchers to include Reservists. If you have not heard of this new system, contact your Finance office and ask them if you can begin using it now and if they say no, ask them why not.

Here is a test site you can give it a test drive -- need CAC reader & DO NOT Enter Personal info(make up a SSAN like 000112222

https://workspace-clone.securedatainc.com/EFINANCE/

Edited January 23, 2010 by Finance_Guy

[Goblin]

FG,

I'm inprocessing at Columbus from ROTC to be a UPT student. I was given the PiPS information but thats about as far as they were willing to help. Am I able to fill out everything online or should I go to the option where it says for me to "fill out" the PDFs and print them and bring em over to the office myself. Thanks!

LL

[Finance_Guy]

FG,

I'm inprocessing at Columbus from ROTC to be a UPT student. I was given the PiPS information but thats about as far as they were willing to help. Am I able to fill out everything online or should I go to the option where it says for me to "fill out" the PDFs and print them and bring em over to the office myself. Thanks!

LL

If they gave you a PIPS handout then don't use the PDFs. Go into eFinance and choose the PIPS option. I think you may find it's not too hard to complete your paperwork. The benefit is an all electronic filing process, no lost paperwork, and statistics have proven you will be paid faster. PM me or post here if you get stuck or need help. PIPS was designed to try and walk you through the data, then place it on the forms where the data needs to be. Of course let me know of any suggestions for improvements as I can upchannel those enhancements through my contacts. Thanks.

[Chida]

I tried it out for my CED travel voucher and it took 3 times longer than the PDF for the data entry. Plus, it would only let you claim certain predetermined expenses and if your expense wasn't predetermined it had to be specifically authorized by the AO. For example I needed to claim unaccompanied baggage (not excess baggage) and it wouldn't allow that, so I gave up.

I like DTS though. Its interface isn't the greatest but I get *paid* a heckuva lot more for TDYs now than with the paper version because finance used to nickel and dime me and with DTS I get exactly what I'm supposed to.

[lj35driver]

Not a big fan of it after my first experience with it when filing my Altus/PCS-TDY enroute voucher. The amount of time it took to input the info on each page and then wait on it to update was excruciatingly slow. Hellsworth completely ignored the tab for family sep pay and then gave me on-base meals available rate even though I was off-base. They had the proper documentation when it came to a Non-A and all the receipts, but still did their own thing. Those were just a couple of the big problems with the voucher that had to be fixed. The finance office here stated that they spend more time each day submitting suplementals to fix PiPs vouchers than they do anything else.

[contraildash]

I had to go through PIPS when I in-processed here at ETAR. It was a pain in the butt and my impression was that it just filled in the voucher for me. It was cumbersome, crashed multiple times, and about two hours slower than if I just rocked out a paper voucher.

Our SQ RA sucks so I'm still not in DTS, so all my recent vouchers have been done paper style, by me. It's sad that I can fill out a voucher, attach orders and receipts, get the voucher signed by two people, make copies of the whole thing, then drive over to finance and drop it off all quicker than going through PIPs or DTS.

I have been getting paid much quicker than I ever did through DTS, let alone the PIPs thing. At this point I'm not exactly pushing to get my DTS account un-fvcked.

[Goblin]

If they gave you a PIPS handout then don't use the PDFs. Go into eFinance and choose the PIPS option. I think you may find it's not too hard to complete your paperwork. The benefit is an all electronic filing process, no lost paperwork, and statistics have proven you will be paid faster. PM me or post here if you get stuck or need help. PIPS was designed to try and walk you through the data, then place it on the forms where the data needs to be. Of course let me know of any suggestions for improvements as I can upchannel those enhancements through my contacts. Thanks.

Just as an FYI...I went over to finance today after being paid for my PCS, and they informed me I also needed to fill out some PDFs by hand for them, i.e., State of Legal Residence, Uniform Allowance, Direct Deposit. So you can PCS with the PiPS, but in terms of in processing there are some forms that need to be filled out by hand.

-LL

[JarheadBoom]

Just filed a voucher with eFinance for the first time yesterday. Took about 4x longer than it normally takes me to fill out and print the 1351 electronically, copy and collate my receipts, and track down someone to sign it off. Scanning & emailing the receipts turned into asspain because the site will only accept uploads smaller than 2MB - between 3 sets of orders (with front AND back pages), amendments, billeting receipts, and hotel receipts (and the Non-As that go with them), I had to dial the scanning resolution way back to stay under that limit.

BUT... this may be the solution to the voucher-sucking black hole that resides somewhere in the building where McGuire's Finance office is located. Now, they can't claim to have never received the voucher, even after showing them the SQ voucher logbook where they printed-and-signed their acknowledgement of receiving that very same voucher (NSTFS. Yes, the situation really has degraded to that point around here).

edit - spelins an stuuf

Edited February 7, 2010 by JarheadBoom

[Finance_Guy]

Just as an FYI...I went over to finance today after being paid for my PCS, and they informed me I also needed to fill out some PDFs by hand for them, i.e., State of Legal Residence, Uniform Allowance, Direct Deposit. So you can PCS with the PiPS, but in terms of in processing there are some forms that need to be filled out by hand.

-LL

Sounds like you are an "Accession". First page on PIPS says it will not take care of all documents for accessions since finance needs most all the paperwork to build your pay record. Most who PCS do not complete a uniform allowance.

Maybe one day.

Just filed a voucher with eFinance for the first time yesterday. Took about 4x longer than it normally takes me to fill out and print the 1351 electronically, copy and collate my receipts, and track down someone to sign it off. Scanning & emailing the receipts turned into asspain because the site will only accept uploads smaller than 2MB - between 3 sets of orders (with front AND back pages), amendments, billeting receipts, and hotel receipts (and the Non-As that go with them), I had to dial the scanning resolution way back to stay under that limit.

BUT... this may be the solution to the voucher-sucking black hole that resides somewhere in the building where McGuire's Finance office is located. Now, they can't claim to have never received the voucher, even after showing them the SQ voucher logbook where they printed-and-signed their acknowledgement of receiving that very same voucher (NSTFS. Yes, the situation really has degraded to that point around here).

edit - spelins an stuuf

I've learned that a black & white document scan at 300dpi works best to keep the file size small. You also have the fax option.

One thing nice about eFinance is you can create your voucher as you go. No need to wait until after the TDY. But don't submit until your TDY is complete.

Had a good comment from an O-5 DO at a Sq--give the system kudus and said he was paid within 7 calendar days. The first few times may be a headache but I think once folks get used to using it the 4x longer may get quicker. But think of the time saved in trying to follow-up on "Where's my voucher?"