Government Travel Charge Card Regulations
May 2022
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DEFENSE TRAVEL MANAGEMENT OFFICE
1 and
Department of Defense
Government Travel Charge Card Regulations
*Blue text denotes new or updated guidance
Government Travel Charge Card Regulations
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Table of Contents
0401 POLICY AND PURPOSE ............................................................................................. 5
040101. Overview .............................................................................................................. 5
040102. Applicability ......................................................................................................... 5
040103. Compliance........................................................................................................... 5
0402 RESPONSIBILITIES ..................................................................................................... 7
040201. General Services Administration (GSA) .............................................................. 7
040202. Office of the Under Secretary of Defense (Personnel and Readiness) ................ 8
040203. Defense Travel Management Office .................................................................... 8
040204. Defense Finance and Accounting Service (DFAS) .............................................. 8
040205. DoD Component Heads/Defense Agency Directors ............................................ 8
040206. CBA Managers ..................................................................................................... 9
040207. Travel Cardholders ............................................................................................... 9
0403 GENERAL TRAVEL CARD INFORMATION ......................................................... 10
040301. Individually Billed Accounts ............................................................................. 10
040302. Centrally Billed Accounts .................................................................................. 11
040303. Electronic Access System (EAS) ....................................................................... 12
040304. Automated Teller Machine (ATM) Use ............................................................. 12
040305. Merchant Category Codes (MCCs) .................................................................... 13
040306. Rebates ............................................................................................................... 13
0404 TRAVEL CARD ELIGIBILITY ................................................................................. 13
*040401. DoD Personnel ................................................................................................... 13
040402. Foreign National Personnel ................................................................................ 14
040403. Non-appropriated Fund Instrumentality (NAFI) Employees ............................. 14
040404. Recruiting Personnel .......................................................................................... 14
040405. DoD Contractors ................................................................................................ 14
040406. DoD Volunteer Positions ................................................................................... 14
0405 USE OF THE TRAVEL CARD .................................................................................. 14
040501. Requirement for Use .......................................................................................... 14
040502. Failure to Use GTCC.......................................................................................... 14
*040503. Travel and Transportation Reform Act (TTRA) Statement ............................... 14
040504. Leave in Conjunction with Official Travel (LICWO) ....................................... 15
*040505. Permanent Change of Station (PCS) .................................................................. 16
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0406 EXEMPTIONS............................................................................................................. 16
040601. GSA Exemptions from the Mandatory Use of the travel card (IBA)................. 16
040602. DoD Exemptions from Mandatory Use of the Travel Card (IBA) .................... 17
040603. Exemption of Mandatory Use for Expenses ...................................................... 17
040604. Additional Exemptions ....................................................................................... 18
040605. Payment Methods Authorized When Exempt .................................................... 18
0407 NON-MANDATORY USE OF THE TRAVEL CARD.............................................. 18
040701. Card Use ............................................................................................................. 18
040702. Local Travel ....................................................................................................... 19
0408 TRAVEL CARD TRAINING ...................................................................................... 19
040801. APC Training ..................................................................................................... 19
*040802. IBA Cardholder Training ................................................................................... 19
0409 APPLYING FOR A TRAVEL CARD......................................................................... 19
*040901. IBA Applications................................................................................................ 19
040902. Issuance of IBA Cards by the Travel Card Vendor ........................................... 21
040903. CBA Applications .............................................................................................. 21
0410 PROGRAM MANAGEMENT CONTROL ................................................................ 22
041001. Requirement for Credit Score Checks ................................................................ 22
041002. Non-Qualifying Applicants ................................................................................ 22
041003. Performance Metrics .......................................................................................... 22
041004. Program Review ................................................................................................. 23
041005. Personal Use, Misuse, Abuse or Fraud .............................................................. 23
041006. Expenses Incident to Official Travel .................................................................. 24
041007. Split Disbursement ............................................................................................. 24
0411 AGENCY PROGRAM COORDINATOR DUTIES ................................................... 25
041101. General ............................................................................................................... 25
041102. APC Travel Card Guides.................................................................................... 25
041103. Records Retention .............................................................................................. 25
041104. Hierarchy Structure ............................................................................................ 26
041105. Transferring Cardholders Between Hierarchies ................................................. 26
041106. Closure of Accounts Upon Separation ............................................................... 26
*041107. Review Reports to Identify Inactive Accounts for Closure ............................... 26
041108. Monitoring and Reporting Delinquencies .......................................................... 26
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0412 TRAVELER REIMBURSEMENT AND PAYMENT RESPONSIBILITIES ............ 27
041201. Timely Reimbursement of Travel Expenses ...................................................... 27
041202. Cardholder Responsibilities ............................................................................... 28
*041203. Fees Chargeable by the Travel Card Vendor ..................................................... 29
0413 DELINQUENCY MANAGEMENT ........................................................................... 30
041301. Pre-suspension Notification for Accounts 45 Days Past Billing ....................... 30
041302. Suspension of Accounts 61 Days Past Billing ................................................... 30
041303. 91 Day Delinquency Notification to Supervisors .............................................. 30
041304. Cancellation of Accounts 121 Days Past Billing ............................................... 30
041305. Cancellation of an IBA Suspended Two Times ................................................. 31
041306. Reinstatement of Cancelled IBAs ...................................................................... 31
*041307. Mission Critical Travel for IBAs ....................................................................... 31
*041308. Mission Critical – PCS ....................................................................................... 31
*041309. Exception Status for CBAs ................................................................................ 32
041310. Reinstatement of Cancelled CBAs ..................................................................... 32
0414 TRAVEL CARD MANAGEMENT REPORTS ......................................................... 32
041401. General ............................................................................................................... 32
041402. Mandatory Reports for IBA ............................................................................... 32
041403. Mandatory Reports for CBA .............................................................................. 33
*041404. Additional and Optional Reports for IBA/CBA ................................................. 34
0415 COMPLIANCE ANALYTICS AND RECORD KEEPING ....................................... 35
ANNEX 1 CREDIT LIMIT CHARTS ...................................................................................... 36
*ANNEX 2 DELINQUENCY TIMELINE FOR IBA ................................................................ 37
ANNEX 3 DELINQUENCY TIMELINE FOR CBA ............................................................... 38
ANNEX 4 SAMPLE 61 DAY DELINQUENCY MEMORANDUM FOR IBA ..................... 39
ANNEX 5 SAMPLE 91 DAY DELINQUENCY MEMORANDUM FOR IBA ..................... 40
ANNEX 6 SAMPLE 121 DAY DELINQUENCY MEMORANDUM FOR IBA ................... 41
ANNEX 7 SAMPLE SUSPECTED MISUSE/ABUSE MEMORANDUM FOR IBA ............ 42
ANNEX 8 P.L. 112-194 GOVERNMENT CHARGE CARD ABUSE PREVENTION ACT OF
2012…………………………………………………………………………………………….43
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DEPARTMENT OF DEFENSE
GOVERNMENT TRAVEL CHARGE CARD REGULATIONS
0401 POLICY AND PURPOSE
040101. Overview
The Department of Defense (DoD) Government Travel Charge Card (GTCC) Regulations
are authorized by the DoDI 5154.31, Volume 4. The DoD policy is that the GTCC will be used by
all DoD personnel (military or civilian) to pay for all costs related to official government travel.
See Section 0406 for exemptions to mandatory use. Official government travel is defined as travel
under official orders while performing duties pertaining to official government assignments such
as temporary duty (TDY) and permanent change of station (PCS). The purpose of the GTCC is to
serve as the primary payment method for official travel expenses incurred by DoD personnel
(military or civilian). Refer to the Joint Travel Regulations (JTR), for information on authorized
travel expenses. Use of the card for expenses not authorized by the JTR is prohibited. Refer to the
Travel and Transportation Reform Act of 1998 (TTRA), Public Law 105-264 for additional
information regarding mandatory use of the travel card. Benefits of the GTCC Program include
but are not limited to the following:
A. Increases data capture, providing business intelligence to improve travel
programs, reduce overall travel costs and expand strategic sourcing opportunities
B. Improves audit readiness and program management
C. Reduces the need (and costs to the Department) for travel advances,
reconciliation and collection
D. Eliminates the need for travelers to pay for expenses with personal funds
E. Improves financial readiness and security of travelers
F. Increases rebates from the travel card vendor (see section 040306)
040102. Applicability
Travel card policies are applicable to all DoD personnel (military or civilian).
040103. Compliance
It is the responsibility of commanders and supervisors at all levels to ensure compliance
with this Regulation; to take corrective action when appropriate; to report incidents of travel card
personal use, misuse, abuse or fraud under investigation or management review to the appropriate
adjudicative facility in a timely manner using the appropriate personnel security system; and to
update the security system with the final disciplinary action taken. For additional information see
Section 041005.
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A. Commanders or Supervisors should ensure Agency Program Coordinators
(APCs) regularly review cardholder transaction activity to identify travel card personal use,
misuse, abuse, or fraud. Some examples of misuse uncovered by Inspector General audits include
using the GTCC to pay for adult entertainment, gambling, any expenses for other than the
cardholder (with the exception of authorized expenses for dependents when on PCS or permanent
duty-related travel), and excessive ATM cash withdrawals for amounts exceeding authorized
meals and incidental expense amounts. Particular attention should be focused on those cardholders
with history of previously reported personal use, misuse, abuse, or fraud. Supervisors/APCs should
strongly consider temporarily blocking from use or restricting card active start and end dates for
both standard and restricted accounts when not in an official travel status for cardholders with a
history of misuse (to include delinquency). APCs should immediately report any additional travel
card personal use, misuse, abuse or fraud to the Commander or Supervisor. On a case by case
basis, Commanders or Supervisors should consider whether available personnel assistance
programs would be beneficial when travel card personal misuse, abuse, or fraud is identified
related to gambling, financial or other concerns.
B. Military personnel who violate the specific prohibitions contained in
paragraph 041005 can be prosecuted under Article 92 of the Uniform Code of Military Justice
(UCMJ) for failure to obey a lawful order or regulation, as well as, any other applicable article of
the UCMJ based on the nature of the misconduct involved. In each case of improper, fraudulent,
abusive, or negligent use of the travel card by military personnel, including any use at
establishments or for purposes that are inconsistent with the official business of DoD or with
applicable standards of conduct (such as adult entertainment or gambling establishments), the
commander or supervisor of the responsible individual or parties will be informed in a timely
manner in order that appropriate corrective or disciplinary action may be taken. The intent of this
policy is to ensure that management emphasis is given to the importance of supervisors carefully
considering all of the facts and circumstances in reaching a disposition that is warranted,
appropriate, and fair. Actions available when military personnel misuse the travel card include
counseling, supplemental training on DoD Travel Card policy, recertifying their Travel Card
Statement of Understanding, admonishment, reprimand, non-judicial punishment (Article 15,
UCMJ), court-martial, and administrative separation. In taking corrective or disciplinary action
against military personnel who misuse the travel card, commanders or supervisors must use the
procedures established for each action by the appropriate Military Department and consult with
their legal advisors as necessary. In addition to corrective or disciplinary action, military personnel
who misuse their travel card may have their access to classified information modified or revoked
if warranted in the interests of national security. Commanders or supervisors must ensure that
security clearance reviews are conducted when the cardholder comes under investigation for travel
card misuse. DoD Components must incorporate these guidelines into their own policies and
advise the Defense Travel Management Office (DTMO) of administrative or disciplinary action
against military personnel for personal use, misuse, abuse, or fraud of DoD travel charge card.
Additionally, each Military Department must have a regulation providing that a violation of any
of the rules governing the use of travel cards by a person subject to the UCMJ is punishable as a
violation of Article 92, UCMJ, at minimum.
C. Civilian personnel who misuse or abuse the travel card may be subject to
appropriate administrative such as written or verbal counseling, recertifying their Travel Card
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Statement of Understanding and requiring supplemental training on DoD Travel Card policy or
disciplinary action up to, and including, removal from Federal service. It is DoD policy that
improper, fraudulent,
abusive, or
negligent
use of a travel card is
prohibited.
This includes
any use of a travel card at
establishments
or for purposes that are
inconsistent
with
conducting the official
business of the
DoD or with
applicable regulations (such as adult
entertainment or gambling establishments).
DoD
Components
must take action to
implement
travel
card
disciplinary
guidance for civilian
employees
as
necessary
.
Components
must
advise the DTMO of any
additional administrative or disciplinary
action against civilian
personnel for personal use, misuse, abuse or fraud of the DoD travel charge card,
or
any
recommended
legislation your
Component considers necessary
to
effectively take
disciplinary
action against DoD civilian
employees
for
improper, fraudulent,
or
abusive
use
of DoD travel cards. DoD policy requires
supervisors who
receive information
indicating
that
a civilian
employee
has
engaged
in any misuse of a travel card take
appropriate
action as
soon as practicable,
including
an
investigation
if warranted
.
The supervisor of the
responsible
individual(s)
must be informed as soon as possible
so
that
appropriate
corrective
or
disciplinary/adverse
action may be taken. In
addition,
civilian personnel who fail to satisfy an
indebtedness
arising from the use of
a
travel card or those who fail to do so in a timely manner
may be subject to corrective or disciplinary/adverse
action.
The intent is to ensure that
management emphasis is given to
personal
accountability for travel card misuse. The
circumstances of each individual case will
determine
the appropriate type of corrective or
disciplinary/adverse
action, if any,
which
may be imposed. The supporting Human Resources
Office must assist the appropriate supervisor who is considering corrective
or
disciplinary/adverse action on the selection of the charge and appropriate penalty
based
on
Component past practice, regulatory guidance, applicable case law and
good
judgment.
Coordination with the appropriate legal office must occur early in
the
process, as required by
Component
policy.
The review of the security clearance (or the modification or revocation of
such
security
clearances in light of this review) of the individual involved in travel card misuse
or abuse cases is not a disciplinary action and must not be treated as such. However, this does
not preclude a separate and independent review of such misuse or abuse by the appropriate
security managers. Modification
or
revocation of a security clearance will result in appropriate
action, which could include reassignment or removal for failure to meet or maintain a condition
of
employment.
C. Willful misuse of the travel card by DoD personnel (military or civilian)
may constitute a crime punishable under Federal (Title 18, U.S. Code) or State law.
0402 RESPONSIBILITIES
040201. General Services Administration (GSA)
GSA is responsible for issuing government-wide travel card policies and procedures for
implementation of the TTRA, and awards and administers a master contract for the travel card
program, which is part of the “GSA SmartPay® Program.” Through this contract, Federal agencies
can obtain several types of charge card products and services to support their mission needs. The
DoD tailored task order which further outlines DoD requirements for the GTCC is managed at the
DoD level.
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040202. Office of the Under Secretary of Defense (Personnel and Readiness)
(OUSD (P&R))
OUSD (P&R) will establish DoD-wide policies in accordance with the authority in DoD
Directive 5124.02 (Reference (a)), to establish and implement policy, assign responsibilities, and
provide procedures regarding the commercial travel program within the DoD and specifically
as set
forth in the DoDI 5154.31, Volume 4 for the DoD GTCC Program through DTMO.
040203. Defense Travel Management Office
DTMO is the Travel Card Program Manager for all DoD Components. DTMO
responsibilities are:
A. Managing the DoD tailored task order
B. Providing guidance, policy, and overall management of the DoD travel card
program
C. Acting as a liaison to GSA, the travel card vendor and DoD Component
Heads/Component Program Managers (CPMs) on travel card related issues
D. Meeting regularly with the CPMs to discuss and make critical decisions
concerning travel card administration throughout the DoD
E. Ensuring that travel card program training materials are made available
throughout the Department
040204. Defense Finance and Accounting Service (DFAS)
DFAS will facilitate traveler determination of any late payment fees or charges that may
be payable to a traveler under the TTRA as indicated in Section 041201.C and the Salary Offset
process as outlined in Section 041201.G.
040205. DoD Component Heads/Defense Agency Directors
The heads of the DoD Components are responsible for developing TTRA implementation
strategy for use in that Component. The Component Heads will also ensure all personnel, to
include APCs, Centrally Billed Account (CBA) Managers, and cardholders, are properly trained
on travel card use and policy.
A. Comptrollers. The Military Department Assistant Secretaries (Financial
Management and Comptroller) and Defense Agency Comptrollers, or equivalents, will ensure
program management responsibilities are accomplished within their respective Component, and
when so delegated to do so by their Component Head or Agency Director will designate a CPM.
The CPM will be designated in writing and identified both to the DTMO and the travel card vendor.
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B. DoD Component Program Managers. DoD personnel (military or civilian)
designated in writing by the Component Head/Agency Director or designee responsible for
establishing and managing their travel card program in accordance with this Regulation. Each
CPM is also responsible for establishing and maintaining the Component's organizational structure
("hierarchy") and notifying DTMO and the GTCC vendor of any changes in organizational
structure that affect the travel card program. CPMs will conduct periodic hierarchy level reviews,
to include validating hierarchy level structure and verifying point of contact information. This
process may be delegated down to lower hierarchy levels. CPMs will also ensure that Individually
Billed Accounts (IBAs) and CBAs are properly approved; reasonable credit limits are established
and maintained; and periodic reviews are performed to monitor credit limits and card utilization
(see Annex 1). CPMs must report cases of misuse not recorded or dispositioned in IntelliLink to
DTMO no later than 15 calendar days after the end of each fiscal quarter.
C. Agency Program Coordinators. DoD personnel (military or civilian) will be
designated in writing by a commander or director responsible for the management of the travel
card program. APC non-cardholder user accounts in the travel card vendor’s electronic access
system are established, maintained, deactivated or reactivated by their higher level APC or CPM.
APCs are not permitted to perform self-maintenance actions or reactivation of their own accounts
within the electronic access system. APCs are responsible to their respective Commander/Director
for program execution and management of the day-to-day operations of the DoD GTCC program.
Detailed APC duties can be found in Section 0411. Contractor personnel or Foreign National
employees may be designated as an APC at the discretion of the Component; however, their duties
as an APC must not include activities that are inherently governmental.
D. Commander / Supervisor. Responsible for monitoring compliance with
policy, to include responding to inquiries from APCs and determining administrative or
disciplinary actions.
040206. CBA Managers
DoD personnel (military or civilian) will be designated in writing by a commander or
director as responsible for the management of CBAs. Account managers are responsible for day-
to-day management and reconciliation of CBAs. Account managers must be familiar with their
designated payment office and designated billing office points of contact. Contractors may be CBA
managers but are not authorized to certify CBAs for payment. Contracted personnel and foreign
national employees may be designated as a CBA manager at the discretion of the Component;
however, their duties as a CBA Manager must not include activities that are inherently
governmental.
040207. Travel Cardholders
DoD personnel (military or civilian) who have been issued a travel card for use while
performing official government travel. Cardholders must adhere to the procedures set forth in this
Regulation and applicable DoD Component guidance, to include the travel card vendor’s
cardholder agreement and terms and conditions of use. Cardholders must verify receipt of the card
and set up their personal identification number (PIN) with the travel card vendor when they receive
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it, ensure their account is open and available for use prior to travel, and use the card for all official
travel expenses including meals as authorized in the JTR unless otherwise exempted in Section
0406. Cardholders may be exempt from taxes in regard to lodging in selected states. Travelers are
directed to obtain tax information on the GSA SmartPay® website and present the tax-exempt
form to the merchant for exemption to be applied. Cardholders are required to submit travel
vouchers within five working days of completion of travel and use split disbursement to pay all
expenses charged to the card directly to the travel card vendor. The travel card vendor will issue a
monthly billing statement to each cardholder. The amount due is payable no later than the due date
on the billing statement, regardless of the status of their travel reimbursement. Cardholders whose
accounts become delinquent may be subject to disciplinary or administrative action. The
cardholder is responsible for payment of any remaining balance of undisputed charges to the travel
card vendor. It is the cardholder’s responsibility to notify the APC and the travel card vendor of
changes in contact information such as a new address, new phone number, email address, name
change, or new employer. Cardholders whose mail has been returned to the travel card vendor for
non-delivery will have a return mail indicator placed on their account. A return mail indicator
temporarily blocks the travel card from use until the mailing address has been updated and or
verified by the cardholder or APC. Credit balance refunds will not be issued to cardholders who
have a return mail indicator. Cardholders are responsible for providing a signed Statement of
Understanding, or SOU (DD3120), and certificate of training to their APC upon initial card
issuance, arrival and in-processing into a new organization and every three years thereafter. The
DD3120 is available from the DoD Forms Management Office website at DD3120.
0403 GENERAL TRAVEL CARD INFORMATION
040301. Individually Billed Accounts
IBA cards are issued to DoD personnel (military or civilian) in order to access travel funds
from the individually billed GTCC account. Greater use of IBA cards will mitigate problems
associated with unused airline tickets and improper payments; reduce costs associated to
reconcile and pay Centrally Billed Account (CBA) invoices; and bring DoD practices in line with
Government Accountability Office (GAO) recommendations included in their GAO-04-398
report. IBA cards are not for personal use; not transferable, and for use only by the individual
issued the card. Using an IBA card to charge expenses for any individual other than the cardholder
and his/her authorized dependents (as permitted by Component policy for PCS or permanent duty-
related travel) is strictly prohibited. The individual cardholder is liable for payment of the full
undisputed amount indicated on the billing statement no later than the due date, regardless of the
status of their travel reimbursement. The cardholder must remain compliant with all Federal and
DoD laws, regulations, and policies when utilizing this government-issued method of payment.
The DoD Components determine whether, and under what conditions, authorized dependent travel
expenses may be charged to an IBA belonging to the sponsoring DoD military member or
employee.
A. Standard Travel Card. Standard cards are issued to individuals with a Fair
Isaac Corporation (FICO) credit score above 659. The credit, cash, and retail limits will be as
prescribed by the Department. Standard accounts are issued in an open status and are available for
use upon verification of receipt of the card and setting up a PIN. The APC, CPM, or DTMO have
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the authority to increase the limits on a temporary basis, as needed/when requested, to meet
mission requirements. Commanders or supervisors must validate the requirement to increase the
limit. Limits are raised on a temporary basis not to exceed 12 months and can be accomplished
within the travel card vendor’s electronic access system or by contacting the travel card vendor.
Approval authority/limits within the Department are communicated to the travel card vendor
through the DTMO. Commanders or supervisors may, through their APCs, decrease the available
cash and credit limits based on mission needs.
B. Restricted Travel Card. Restricted cards are issued to individuals with a
FICO credit score below 660. Individuals who do not consent to a credit score check (soft pull),
but still require a travel card must complete the alternate creditworthiness assessment form, the
DD form 2883, and answer all responses affirmatively to be issued a restricted card. In the same
manner as standard cards, restricted card accounts are issued in an open status and are available
for use upon verification of receipt of the card and PIN setup. Restricted cards are the same in
appearance as standard cards but have a lower default available credit limit than standard cards.
The credit, cash, and retail limits will be as prescribed by the Department and APCs, CPMs, and
DTMO are authorized to raise these limits temporarily in order to meet mission requirements.
Limits are raised on a temporary basis not to exceed six months and can be accomplished within
the travel card vendor’s electronic access system or by contacting the travel card vendor.
Commanders or supervisors may, through their APCs, adjust the available cash and credit limits
based on mission needs.
040302. Centrally Billed Accounts
A CBA is a travel card account issued to a DoD activity. CBAs are issued to make travel
arrangements and must be used in lieu of issuing an Optional Form (OF) 1169, Government
Transportation Request, for payment purposes. CBAs are a government liability; therefore,
payments are subject to 31 USC 1801 (Public Law 97-177), the “Prompt Payment Act of 1982,”
as amended. Prompt Pay Act information can be obtained at the US Department of Treasury,
Bureau of the Fiscal Service’s website. These accounts contain a unique prefix that identifies the
account as a CBA for official Federal Government travel. This prefix also identifies the account
as eligible for government travel rates including GSA City Pair Program rates and tax exemption.
The APC must forward any request to establish a CBA or increase a credit limit to the appropriate
CPM for approval. The CPMs will also ensure that periodic reviews are performed to monitor
credit limits and card utilization. CBAs are issued for the following purposes:
A. Transportation Accounts. Transportation CBA travel card accounts are
issued to DoD activities for use in purchasing transportation, including airline tickets, bus tickets,
and rail tickets. Due to the additional costs to the Department of maintaining and reconciling
CBAs, DoD restricts CBA transportation accounts use to the purchases of air, rail, and bus tickets
ONLY for travelers who have not been issued an IBA. These purchases are made through a
Travel Management Company (TMC) directly with the travel service provider or their agent (e.g.,
charter bus or air companies). The transportation office, or other designated DoD activity, receives
and is responsible for reconciling the transportation charges appearing on the invoice and for
verifying/certifying the invoices for payment. The transportation office, or other designated DoD
activity, will forward verified/certified invoices to the designated entitlement office (i.e., vendor
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pay) for computation and subsequent transmittal to the designated disbursement office. This will
be completed in a manner that allows payment to be made within the 30-day limitation prescribed
in the “Prompt Payment Act” thus avoiding any interest penalties.
B. Unit Travel Charge Cards. DoD Components may use unit travel charge
cards for group travel requirements (including meals, lodging and other travel related expenses)
only when it is cost effective, in the best interest of the mission, and authorized by the CPM. Unit
cards may not be used to circumvent required procurement/contracting activities and cannot be
used for mission related expenses. Components will limit the issuance of unit travel charge cards
whenever possible and maximize the use of IBAs. The travel card vendor must receive written
approval from the appropriate CPM before issuing a unit travel charge card. Unit cards cannot be
used in conjunction with travel authorizations or travel arrangements made through the Defense
Travel System. Additionally, reconciliation of the CBA Unit Card charges must be done outside
of the Defense Travel System (DTS). Upon receipt of each invoice, the designated unit cardholder
is responsible for reconciling the travel card charges and promptly providing the reconciled copy
of the statement to the unit account coordinator. The unit account coordinator is responsible for
reconciling the charges appearing on the corporate/billing account’s monthly statement which is a
composite (rollup) of all charges from all transacting cards assigned to that organization. The unit
account coordinator is also responsible for filing any disputes (see subparagraph 041202.C.) with
the travel card vendor. Once the billing statement is reconciled, the unit account coordinator will
obtain fund certification from the resource management office before forwarding certified billing
statements, with any required supporting documentation, to the designated entitlement office (i.e.,
vendor pay) for computation and subsequent transmittal to the designated disbursement office.
040303. Electronic Access System (EAS)
The travel card vendor provides an EAS to assist with travel card program management.
The EAS is accessed via the Internet and will be used by CPMs, APCs, cardholders, and other
authorized users to assist in the management of their travel card accounts by displaying account
and transaction data and by providing reporting capability. Individuals with access to the EAS will
use the system to the maximum extent possible. The CPMs will inform the travel card vendor of
any organizations (e.g., major commands, major subordinate commands, bases or installations)
that are unable to access the EAS. In cases where access to the travel card vendor’s EAS is not
available, reports may be provided by the vendor with approval of the CPM or DTMO.
040304. Automated Teller Machine (ATM) Use
Travelers may use their travel card (IBA or CBA unit card) at ATMs to obtain cash needed
to pay for “out-of-pocket” travel related expenses. Valid “out-of-pocket” travel related expenses
are those that cannot be charged on the travel card (see section 040603 for examples). The
cardholder will contact the travel card vendor to establish a PIN to gain ATM access. ATM
advances will not be obtained more than three working days before the scheduled departure date
of any official travel. The travel card vendor will charge the cardholder a transaction fee for ATM
use. In addition, ATM owners may charge a service fee for ATM access. These charges will appear
on the cardholder’s billing statement. ATM fees and cash advance fees for non-ATM cash
withdrawals associated with official government travel are not separately reimbursable, and
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instead are included in the incidental expense portion of the applicable locality per diem rate (see
JTR for exceptions related to OCONUS travel). Commanders or supervisors may direct the APC
to adjust ATM limits to accomplish specific missions or to reduce the potential of cardholders
overspending on the trip. ATM withdrawals during non-travel periods or not related to official
Government travel requirements are “not authorized” and are considered misuse (see paragraph
041005 for examples). This includes but is not limited to any withdrawal of a credit balance or any
amount the travel card vendor owes the cardholder. Commanders or supervisors may authorize a
travel advance, in writing, from a DoD disbursing office in situations where ATM access is not
feasible with the travel card.
040305. Merchant Category Codes (MCCs)
A MCC is a four-digit number assigned to a business by the charge card networks when
the business first starts accepting one of these cards as a form of payment. The MCC is used to
classify a business by the type of goods or services provided. The Department blocks some MCCs
to prevent inappropriate card use. The use of MCCs can be tailored to meet the mission needs.
040306. Rebates
A rebate is a benefit the DoD receives for the use and timely payment of the travel card.
The rebates are computed and distributed on a quarterly basis. Each Component will ensure the
rebates are properly recorded. The heads of DoD Components will determine the distribution of
rebates within their organizations. In accordance with OMB Circular A-123, Appendix B, unless
specific statutory authority exists allowing refunds to be used for other purposes, rebates will be
returned to the appropriation or account from which they were expended, and can be used for any
legitimate purchase by the appropriation or account to which they were returned, or as otherwise
authorized by statute. Pursuant to permanent authority enacted in the Fiscal Year 2008 DoD
Appropriation Act, Public Law 110-116, Section 8067, DoD rebates attributable to the use of the
Government purchase or travel card may be credited to operation and maintenance, and research,
development, test and evaluation accounts which are current when the rebates are received. This
includes the operational portion of a non-appropriated or working capital account. For example, if
a rebate is received in the new fiscal year against a bill that was paid in September of the previous
fiscal year, the rebate may be credited to the operations and maintenance and or research,
development, test and evaluation account(s) current after October 1 of the new fiscal year.
0404 TRAVEL CARD ELIGIBILITY
*040401. DoD Personnel
All DoD personnel, unless otherwise exempt, who may be required to perform travel as
part of their duties, will obtain and use an IBA travel card. DoD personnel will be issued only one
travel card. If a DoD civilian employee is also a member of a Reserve/Guard unit, the travel card
will be issued through the individual’s civilian agency, not his/her Reserve/Guard unit. When a
Reserve/Guard member is required to perform training or active duty, a copy of his/her military
orders must be provided to his/her DoD agency and the account must be transferred into the
appropriate Reserve/Guard hierarchy.
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040402. Foreign National Personnel
Foreign national personnel, with the exception of those serving in the U.S. Uniformed
Services, are not authorized to possess or use an IBA. Travel expenses for foreign national
personnel traveling in support of official DoD sponsored programs or activities may be placed on
a CBA or an alternative card product.
040403. Non-appropriated Fund Instrumentality (NAFI) Employees
NAFI employees of the DoD are authorized to use travel cards in conjunction with official
travel.
040404. Recruiting Personnel
Military personnel assigned to recruiting duty are authorized to use travel cards for official
reimbursable expenses in their local recruiting areas in addition to any official travel away from
their duty stations.
040405. DoD Contractors
DoD contractors are not authorized to possess or use any type of travel card, regardless of
the type of contract they are operating under.
040406. DoD Volunteer Positions
Individuals serving in voluntary positions are not eligible to obtain or use an IBA. The
transportation costs of DoD volunteers may be charged to a CBA.
0405 USE OF THE TRAVEL CARD
040501. Requirement for Use
Unless otherwise exempt (see section 0406), all DoD personnel (military or civilian) are
required to use the travel card for all authorized expenses relating to official government travel.
Official government travel is defined as travel under official orders to meet mission requirements.
040502. Failure to Use GTCC
Failure to use the travel card will not be used as a basis for refusal to reimburse the traveler
for authorized expenses. However, failure to use the travel card may subject the traveler to
appropriate administrative or disciplinary action.
*040503. Travel and Transportation Reform Act (TTRA) Statement
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All travel authorizations/orders will include the following statement notifying travelers of
the requirements of the TTRA: “The TTRA stipulates that the GTCC will be used by all U.S.
Government personnel, military and civilian, to pay for costs incident to official government travel
unless specifically exempt.” Travel Authorizations/Orders will also include:
A. Whether the traveler does, or does not, have a travel card.
B. If the traveler has a travel card, indicate whether the traveler is exempt from
mandatory use under TTRA. This statement also authorizes alternative payment methods.
C. That individuals with a travel card will obtain cash for those official
expenses that cannot be placed on the travel card, as authorized, through ATMs, rather than
obtaining cash advances from a DoD disbursing/finance office. Required to check component
specific policy for travel allowance advances.
D. Whether a CBA or an IBA will be used to purchase airline tickets in
accordance with the Joint Travel Regulations.
040504. Leave in Conjunction with Official Travel (LICWO)
Personal expenses associated with LICWO will not be placed on a GTCC, IBA or CBA,
(see JTR). LICWO is used at a traveler/cardholder’s own risk. If the official travel is cancelled
(i.e., there is no reimbursement for the official cost of the government/official ticket charged
against the IBA/CBA) or rescheduled for a later date, there is no entitlement/reimbursement for
the LICWO ticket to be changed or rescheduled. LICWO cases will be applied in the following
manner:
A. When air is the approved mode of transportation for travel, the TMC must
issue the official ticket from/to authorized locations prior to entertaining any LICWO travel
request. Once the official ticket has been issued, the traveler may have the option of using the
TMC for their leisure travel needs if allowed under the TMC contract.
B. When the TMC is used for leisure travel: The TMC, upon the traveler’s
request, must exchange the traveler’s official ticket, paid for by either an IBA or CBA, for a leisure
ticket incorporating the official value therein. The member must pay any additional costs (to
include transaction fees) due at the time of the ticket exchange. The traveler will be required to
pay any additional cost with cash, check, or personal credit card. If the form of payment used for
the official ticket was a CBA, the traveler may be required to sign a document acknowledging their
responsibility to turn back into the government any official value which was applied to their leisure
ticket if the official trip is cancelled for any reason. The document signed by the member may be
used as a tracking tool to notify their local disbursing office after 30 days should a pay adjustment
authorization (i.e., DD Form 139) become necessary. Electronic sweeps by the TMC will capture
unused leisure tickets where official value is incorporated therein, and if a traveler does not turn
the official value back into the government after 30 days a pay adjustment authorization may be
initiated.
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1. In cases where the cost of the official ticket is less than the LICWO
ticket, the TMC will issue the official travel ticket. The traveler may apply/exchange the official
ticket with the same carrier or a carrier that has an agreement with the issuing carrier for the
LICWO ticket. The traveler will be required to pay any additional cost with cash, check or personal
credit card.
2. In cases where the cost of the official ticket is more than the LICWO
ticket, the TMC will issue the official travel ticket. The traveler may apply/exchange the official
ticket with the same carrier or a carrier that has an agreement with the issuing carrier for the
LICWO ticket. The official ticket amount may be applied to the LICWO ticket. If the traveler used
an IBA to purchase the official ticket, the traveler will receive a credit on their GTCC from the
issuing carrier for the difference in fares. The traveler must request a new receipt for the lower
cost fare and must adjust the fare cost when making the claim for reimbursement within the travel
system used, providing both the original and adjusted receipts. If the traveler is using a CBA, the
CBA will receive a credit for the exchanged fare from the issuing carrier for the difference in fares.
C. When the TMC is not used for LICWO travel: If the official ticket issued
by the TMC was purchased with a CBA, and the ticket exchange is made directly with the airline,
the traveler is liable for any official value which was applied to their leisure ticket should the
official trip be cancelled for any reason. Electronic sweeps by the TMC will capture unused leisure
tickets where official value is incorporated therein, and if a traveler does not turn the official value
back into the government after 30 days a pay adjustment authorization may be initiated.
*040505. Permanent Change of Station (PCS)
Use of an IBA for PCS travel is at the discretion of the Component. If use of the IBA is
authorized by the Component, the Component will establish guidance on which expenses will be
placed on the IBA, to include for example allowing the GTCC to be used to pay for Dislocation
Allowance (DLA) or Temporary Lodging Allowance (TLA) expenses. Note that the IBA may not
be used to pay for GSA City Pair Fare flights when personal leave is combined with PCS travel.
For specific instructions concerning the use of City Pair airfares with a leave location involved,
refer to paragraph 040504.
0406 EXEMPTIONS
040601. GSA Exemptions from the Mandatory Use of the travel card (IBA)
The GSA has exempted the following classes of personnel from the mandatory use of the
travel card:
A. DoD personnel (military or civilian) who have an application pending for
the travel card.
B. Individuals traveling on an invitational travel order/authorization.
C. New appointees/recruits.
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040602. DoD Exemptions from Mandatory Use of the Travel Card (IBA)
These exemptions do not apply to DoD personnel (military or civilian) who are denied
travel cards because they do not accept the terms and conditions of the cardholder agreement or
refuse to complete (to include SSN and residential mailing address) and sign the account
application form. The exemption also does not apply when DoD personnel (military or civilian)
cancel their cards, for whatever reason, to include disagreement with existing or revised terms and
conditions of the cardholder agreement. In addition to the government-wide GSA exemptions, the
DoD has further exempted the following classes of personnel from mandatory use of the card:
A. Members of the Reserve Officers Training Corps (ROTC) and military
personnel undergoing initial entry or initial skill training prior to reporting to their first permanent
duty station.
B. Individuals who are denied a travel card for failing to meet the minimum
creditworthiness assessment criteria on the DD Form 2883 or whose travel card has been canceled
or suspended by the travel card vendor or the cardholder’s agency/organization.
C. Individuals whose travel card is lost, stolen, or damaged. The cardholder
must contact the travel card vendor immediately for a replacement card. The travel card vendor
will expedite the delivery to a specified location at no additional cost. A temporary exemption
applies while awaiting delivery of the new travel card.
D. Hospital patients and/or medical evacuees.
E. Prisoners.
F. DoD personnel (military or civilian) who use the card only for travel enroute
to a point of departure for deployment and cannot file a voucher prior to their deployment.
G. DoD personnel (military or civilian) traveling to or in a foreign country
where the political, financial, or communications infrastructure does not support the use of the
travel card.
H. DoD personnel (military or civilian) whose use of the travel card, due to
operational, security, or other requirements of a mission, would pose a threat to national security,
endanger the life or physical safety of themselves or others, or would compromise a law
enforcement activity.
I. Individuals employed or appointed on a temporary or intermittent basis
upon a determination by the individual’s supervisor or other appropriate official that the duration
of the employment or appointment or other circumstances pertaining to such employment or
appointment does not justify issuance of a travel card to such individual.
040603. Exemption of Mandatory Use for Expenses
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Expenses, including meals, incurred at a vendor that does not accept the travel card, such
as government dining facilities, coin-operated parking meters, toll booths, laundry facilities,
official local and long distance phone calls, etc. are exempt from the mandatory use of the travel
card (IBA). However, since cardholders are required to use the travel card for all official travel
related expenses, they should withdraw cash from an ATM to pay for these expenses, where
practicable.
040604. Additional Exemptions
DoD Component Heads, or their designees, may exempt additional expenses from the
mandatory use requirement of the travel card. Those exemptions covering classes of expenses or
personnel (vice exemptions for individuals) will be reviewed and forwarded by the CPM to DTMO
for approval prior to implementation.
040605. Payment Methods Authorized When Exempt
When an exemption is granted from the mandatory use of the travel card (IBA), one, or a
combination of, the following may be authorized for payment of travel expenses:
A. Personal funds, including cash or a personal credit card.
B. Travel advances and CBAs.
C. Alternative card products offered under the GSA SmartPay® contract.
D. Official Form 1169 (Government Transportation Request). GTRs are used
on an “exception only” basis when no other payment method within paragraph 040605 is available.
City-pair contractors (airlines that provide services under the GSA City-Pair Program),
however, are not required to accept the types of payments listed here with the exception of the
CBA. Charge cards issued under the GSA SmartPay® Program contract contain a unique numeric
prefix that identifies the account as an official travel card. This prefix identifies the account as
being eligible for government travel rates, including City-Pair Program rates, and tax exemptions
when permitted under state law.
0407 NON-MANDATORY USE OF THE TRAVEL CARD
040701. Card Use
If an individual is exempt from mandatory use of the travel card, he/she may elect to apply
for the travel card on a voluntary basis. If issued a travel card, travelers are required to use the card
in accordance with Section 040401. The Department’s policy on split disbursement of travel
reimbursement applies to any voluntary use of the travel card. Commanders/supervisors may
require individual travelers to obtain a travel card to meet mission requirements.
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040702. Local Travel
A travel card (IBA) may be used for local travel expenses, but such use is not required
under the TTRA. Use of an IBA for local travel is at the discretion of the Component. Local travel
is considered official travel when the individual is performing official duties in and around the
area of the permanent duty station; however, use of the travel card to purchase meals while in this
status is not permitted unless otherwise specified in the JTR.
0408 TRAVEL CARD TRAINING
040801. APC Training
When an individual is appointed as a new APC, it is mandatory that the appointee complete
the Travel Card Program Management APC Course that is available on DTMO’s Travel Explorer
(TraX). APCs will ensure a copy of the certification of completion is retained or can be found in
TraX. Refresher training is required every three years and may be obtained from other sources, as
approved by the CPM. A certificate of refresher training will be retained by the APC, either
electronically or in hard copy. APCs are encouraged to attend training on the use of the EAS
provided by the travel card vendor pursuant to its contract with the Government, to include the
GSA SmartPay® Forum and web-based training.
*040802. IBA Cardholder Training
When an individual receives a travel card for the first time, it is mandatory they complete
the “Programs & Policies – Travel Card Program – Travel Card 101 [Mandatory]” training course
that is available in TraX. Cardholders will ensure a copy of the certificate of completion is retained
by the APC or can be obtained from TraX. Refresher training and re-signing the DD3120 SOU is
required every three years and may be completed using the “Programs & Policies – Travel Card
Program – Travel Card 101 [Mandatory]” course or other sources as approved by the applicable
CPM. Refresher training and signed/updated GTCC SOU (DD3120) will be documented and
retained either electronically or in hard copy by the APC. These can be uploaded in the
cardholder’s profile in the vendor’s EAS.
0409 APPLYING FOR A TRAVEL CARD
*040901. IBA Applications
The online IBA application process is the most preferred; it is the easiest, quickest and
most efficient way to apply for a Travel Card and provides the added benefit of being able to track
its progress. A fillable PDF application form is also available on the travel card vendor’s website.
For the online application, the applicant is provided an invitation passcode and website link to
apply for a card. Before the APC can submit the application, the applicant must have completed
and signed a GTCC Statement of Understanding (DD3120) and provide a “Programs & Policies –
Travel Card Program – Travel Card 101 [Mandatory]” training completion certificate and either
agreed to a credit score check (soft pull) or completed a DD 2883 Alternate Credit Worthiness
Assessment form.
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A. Routine Applications. Once the applicant and supervisor have filled in their
required fields of the application, the APC will complete the final entries including billing
hierarchy specifics and ensure that all required information on the application is complete. If the
applicant completed a DD 2883 in lieu of authorizing a credit score, the APC annotates this on the
application. The APC then submits the online application or forwards the completed fillable PDF
application to the travel card vendor, who then proofs the finished application and establishes a
new IBA. If the APC submitted the application online, they will be able to monitor the application
status in real time in the travel card vendor’s EAS. SOUs and certificates can be uploaded in the
cardholder’s profile but DD2883s should not be uploaded nor submitted with the application.
B. Expedited Applications Procedures
1. Expedited applications will be used for personnel who are scheduled
to travel within five working days. Individuals must be reminded to plan ahead and apply for a
travel card far enough in advance to avoid the need for an expedited application.
2. An APC submits the application as expedited on behalf of the
applicant. It is the determination of the APC to process the application as expedited to meet an
upcoming travel requirement or upon the recommendation of the supervisor.
3. Cards will be shipped within 72 hours in an open status. The card
accounts are unavailable for use during shipping but will be made available for use by the bank
vendor once the cards are receipt verified.
4. The cardholder is responsible for verifying receipt of the card and
setting up a PIN.
C. Emergency Applications Procedures
1. Emergency applications procedures are for responses to natural
disasters (e.g., hurricanes, earthquakes), threats to national security, and military mobilization.
2. An APC submits an emergency application on behalf of the
applicant. Use of the emergency application process will be determined by the APC or CPM. The
application must be submitted through the travel card vendor’s dedicated agent by the HL3 or with
appropriate enterprise level coordination.
3. When necessary oral instruction will be provided by the APC to the
vendor to set-up an account and issue a card in the event of an emergency. The oral request will
be followed by a written confirmation and an application form conveyed electronically within five
(5) calendar days of the oral authorization. The confirmation must be sent to the dedicated agent
or the agency support box with supporting completed paper application.
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4. The travel card vendor shall process and initiate delivery of travel
cards within 24 hours of the request, including international requests. Travel cards will be sent by
overnight delivery at the travel card vendor’s expense. The card will be delivered in an open status.
5. The cardholder is responsible for verifying receipt of the card and
setting up a PIN.
D. Reapplying for an IBA. If the applicant was not successful in applying for a
travel card because they did not authorize a credit score check and provided a false response to
any of the true and false questions on the alternate creditworthiness assessment form, the DD form
2883, they may reapply and authorize a credit score check. In which case they will be issued a
travel card, either standard or restricted depending on their credit score. Individuals who refuse to
allow a credit score check or do not successfully complete a DD Form 2883, will not be issued an
IBA.
E. Account Upgrade (IBA). An account upgrade is a process by which a
cardholder may request to “upgrade” a restricted account to a standard account. Applicants must
agree to a new credit score check (soft pull) by the travel card vendor and must meet the minimum
credit score to be upgraded to a standard account.
040902. Issuance of IBA Cards by the Travel Card Vendor
Upon receipt of a properly completed and approved application, the travel card vendor will
issue the travel card and cardholder agreement within three working days. The travel card vendor
will mail the card to the individual cardholder’s mailing address on file with the travel card vendor,
the cardholder’s temporary duty location if applicable, or otherwise as directed by the APC. The
cardholder must establish his or her PIN when they receipt verify their card.
A. Quasi-Generic Card Design. Quasi-Generic cards are issued with the travel
card vendor’s generic commercial design, but do not contain any association with the DoD other
than the account number sequence. The quasi-generic card provides a level of protection for
cardholders whose association with the U.S. Government must be protected.
B. Card Technology. Travel cards include an imbedded chip in addition to the
magnetic stripe and contactless capability. Contactless cards are replacing existing cards when
they expire or are newly issued. Contactless cards utilize Near Field Communication (NFC)
technology and use the same encryption, authentication and data protection as chipped cards but
transactions are completed by tapping the card at contactless-enabled terminals. At Chip and PIN
terminals that are not contactless-enabled, the cardholder may be asked to enter a four-digit
Personal Identification Number (PIN) which is not required for contactless transactions. Retailers
who have not upgraded to chipped card technology may continue to use the magnetic stripe and
require a signature to complete transactions.
040903. CBA Applications
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All requests for CBAs must be forwarded to the applicable CPM for approval. Once
approval has been granted by the CPM for establishment of a CBA account, the hard copy
application form will be used. The requesting command must complete the application form and
submit it to the CPM for signature. The CPM will submit the application to the travel card vendor
for processing and monitor the travel card vendor's EAS regarding application status. The CPM is
responsible for providing the billing hierarchy information, the appropriate Bank Identification
Number (BIN) assignment and establishing and maintaining reasonable credit limits.
0410 PROGRAM MANAGEMENT CONTROL
041001. Requirement for Credit Score Checks
Title 10, United States Code (U.S.C.), Section 2784a requires the evaluation of
creditworthiness before issuing a travel card (IBA only). To meet this requirement, the travel card
vendor performs a credit score check (soft pull) on each new card applicant who agrees to the
credit score check. Depending on the credit score, applicants are eligible for a standard or restricted
card. At no time and in no case will the travel card vendor provide credit score check results to the
APC. If the applicant agrees to a credit score check, the fact that a credit score check has been
performed will appear on the credit bureau’s record for the applicant and will be evident to
subsequent credit grantors who request a credit score check. The issuance of a travel card and the
credit limit on the card will not be reported to the credit bureaus. This process is considered a “soft
pull” or a screening; the travel card vendor checks the applicant’s credit score to distinguish if they
are issued a standard or restricted card. This has no effect on an individual’s credit score.
041002. Non-Qualifying Applicants
Personnel who are denied an IBA travel card due to not authorizing a credit score check
and providing a false response to any of the true or false questions on the DD Form 2883, alternate
credit worthiness assessment form, are exempt from mandatory use of the card. However,
personnel who cancel their card, for whatever reason, to include disagreement with existing or
revised terms and conditions of the cardholder agreement, may not be eligible for a travel advance
and may be subject to administrative or disciplinary action.
041003. Performance Metrics
The Office of Management and Budget (OMB) Circular A-123, Appendix B, requires
Federal Agencies to establish performance metrics as a measure of effectiveness and as a
management control mechanism. Although reporting to OMB is no longer required, performance
metrics remain a valuable tool as an indicator of the “health” of the Department’s Government
Travel Charge Card Program. Delinquencies negatively impact program performance and long
term delinquencies may have adverse impacts on an organization’s mission readiness. To facilitate
meeting this requirement, the following performance measures have been established:
A. IBAs based on the percentage of open accounts delinquent.
Green: 0.00% - 1.00%
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Yellow: 1.01% - 2.00%
Red: > 2.00%
B. CBAs based on the amount of delinquent dollars.
Green: 0.00% - 1.00%
Yellow: 1.01% - 2.00%
Red: > 2.00%
041004. Program Review
Commanders, Supervisors and Agency Heads will ensure that periodic internal control
reviews are conducted for their travel card programs. 41 USC 1909 (Public Law 112-194), the
“Government Charge Card Abuse Prevention Act of 2012,” outlines the minimum requirements
to ensure effective management controls. To assist organizations with meeting these requirements,
a compliance checklist was published by OMB and GSA (see Annex 8). Organizations may use
the checklist, or incorporate those items into existing program management checklists to aid in
conducting required program reviews, or to assist external organizations (e.g., Inspector General)
with their reviews. Reviews must include: (a) verifying that cardholder transaction activity for
personal use, misuse, abuse or fraud is being monitored and reported to Commanders/ Supervisors
when identified, (b) ensuring travelers submit travel vouchers within five days of completion of
official travel and comply with split disbursement requirements in order to mitigate delinquency,
(c) ensuring credit limits are appropriate to meet mission requirements and consider reducing the
credit limit and automated teller machine limit for cardholders with prior misuse, (d) ensuring
unused accounts are closed, (e) ensuring the APC is a part of the check-in/checkout process, APCs
must verify account status before cardholders’ detachment, (f) ensuring APCs are running and
analyzing the reports identified in Section 0414 to assist with program management, and (g)
ensuring APCs are following the procedures required to notify delinquent cardholders (see section
0413) and (h) ensuring if misuse is discovered, a review of past transactions is made to identify
additional instances of misuse and that the cardholder is monitored more closely going forward to
include temporarily blocking the account, or specifying card active start and end dates for either
standard or restricted cards for non-travel periods and/or account closure. Findings of significant
weaknesses must be reported to the CPM in addition to the Command or Agency Head.
041005. Personal Use, Misuse, Abuse or Fraud
Personal use, misuse, abuse or fraud of the travel card will not be tolerated.
Commanders/supervisors will ensure travel cards are used only for official travel related expenses
(see section 040103). Examples of misuse can include, but are not limited to: (a) expenses related
to adult entertainment and gambling (as discovered by Inspector General audits), (b) purchases for
personal, family or household purposes except for authorized PCS expenses, (c) cash withdrawals
or advances used during non-travel periods or not related to official government travel
requirements are not authorized (includes but is not limited to any withdrawal of a credit balance
remaining on the card), (d) intentional failure to pay undisputed charges in a timely manner, and
(e) cash withdrawals or advances taken more than three working days prior to official government
travel. With the exception of expenses incident to official travel described in paragraph 041006,
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use of the travel card for personal expenses incurred during leave in conjunction with official travel
is not authorized. Cardholders who misuse their travel card may be subject to administrative or
disciplinary action, as appropriate. APCs must also ensure the accurate employment status of
cardholders who have been identified or referred to DoD management for travel card personal use,
misuse, abuse, or fraud. Annex 7 provides a sample memorandum to cardholders regarding
suspected personal use, misuse, abuse and fraud on the travel card.
041006. Expenses Incident to Official Travel
Expenses incurred in relation to or while on official travel may or may not be reimbursable
or appropriate for payment with the travel card (IBA).
A. The cardholder, while in a travel status, may use the travel card to charge
non-reimbursable hotel-related expenses incident to official travel such as in-room movie rentals,
personal telephone calls, exercise fees, and beverages, when these charges are part of a room
billing and are reasonable. Additional expenses incurred for spousal occupancy (hotel room) and
meals may be included if inherent to the traveler’s lodging billing statement even if the additional
expense is not reimbursable. The cardholder is required to pay all charges (whether reimbursable
or non-reimbursable) via split disbursement (see section 041007). Separate charges for airfare,
hotel rooms, rental cars or meals for spouses or family members are not authorized to be charged
on the IBA, except as determined by the Components for authorized dependent travel (i.e., PCS
travel).
B. In cases where the cardholder is required to pay for registration fees in
advance of travel, use of the IBA is acceptable in accordance with individual Component policy
and in accordance with the JTR. While it is acceptable to use the GTCC/IBA for registration fees,
the primary method of payment should remain the purchase card.
C. Mission related expenses are not permitted to be charged on the GTCC or
to be reimbursed on a travel voucher. Reimbursing these types of expenses on a travel voucher is
a direct violation of the JTR, a potential violation of appropriation law, and directly conflicts with
the requirements of audit readiness and the Office of Management and Budget’s direction to act
as a careful steward of taxpayer dollars, ensuring that Federal funds are used for purposes that are
appropriate, cost effective, and important to the core mission of executive departments and
agencies. The authority for reimbursing Service members and civilians for personal and mission
related expenditures is found in the DoD Financial Management Regulation, Volume 10, Chapter
11 “Payment as Reimbursement for Personal Expenditures,” Chapter 12 “Miscellaneous
Payments” and the “Department of Defense (DoD) Guidebook for Miscellaneous Expenses.”
While a mission related expense may be valid and reimbursable, it is not reimbursable using travel
funds. Organizational or local level guidance does not supersede these governing authorities and
Certifying Officers/Authorizing Officials may be held pecuniarily liable for any erroneously
approved expense.
041007. Split Disbursement
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All DoD personnel (military and civilian) are required to split disburse all undisputed
expenses charged to the travel card as a part of the travel settlement process. Payment for all travel
card charges will be sent directly to the travel card vendor via split disbursement as part of the
traveler’s voucher reimbursement. It is the cardholder’s responsibility to promptly pay the travel
card vendor directly for any outstanding charges not split disbursed at the time of the travel voucher
settlement. To support the split disbursement requirement, both DTS and MyTravel automatically
default air/rail (when charged to the IBA only), hotel, rental vehicle, and other miscellaneous, non-
mileage expenses identified by the traveler in the split disbursement amount paid directly to the
travel card vendor. The amount of any ATM withdrawals and any miscellaneous travel card
charges, to include but not limited to meals charged to the travel card must also be included in
their split disbursement amount paid directly to the travel card vendor. Traveler’s submitting
manual vouchers for travel processed outside of DTS or MyTravel are required to annotate the
split disbursement amount in the upper right hand section of the DD 1351-2. Approving officials
are responsible for ensuring that split disbursement amounts are properly annotated and must
return any travel vouchers that do not comply for correction and resubmission. For additional
information regarding split disbursement, refer to Title 10 U.S.C. 2784a.
0411 AGENCY PROGRAM COORDINATOR DUTIES
041101. General
An APC plays an important role in the proper management of the GTCC Program.
Commanders/supervisors must consider the significant workload associated with APC
responsibilities when determining how many personnel may be needed to manage their travel card
programs. The frequency of travel and the delinquency rate of the organization must also be taken
into account. Individuals appointed as APCs must have the skills necessary to properly manage
the travel card program. In addition, APCs must have access to the travel card vendor’s EAS to
run and work monthly reports. APCs have access to sensitive information and relay this
information to the chain of command for determination of appropriate action when necessary.
Commanders/supervisors must consider assignment of APC duties to civilian personnel where
practical in order to avoid the loss of knowledge of program responsibilities in high turnover
military positions. APCs will coordinate with their Travel Manager to ensure travel card
information is accurately included in the cardholder’s profile.
041102. APC Travel Card Guides
APCs must refer to the APC Travel Card Guides available on the DTMO website or made
available by their Component to assist them with performing their duties.
041103. Records Retention
Charge card information is sensitive and in some instances is considered PII. Therefore, it
must be protected based on the Privacy Act of 1974. APCs will maintain, or have access to all
pertinent records for cardholders assigned to their hierarchy, such as the statement of
understanding (SOU) DD Form 3120, certificates of training, alternate creditworthiness
assessment form, the DD Form 2883 when applicable, delinquency notices, and required reports
Government Travel Charge Card Regulations
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26
specified in Section 0414. Each APC, in conjunction with the travel card vendor, will maintain an
up-to-date list of current cardholders and accounts, to include information such as account names,
account numbers, addresses, and telephone numbers. Due to the sensitivity of the data contained
in these files, the data must be maintained in a secure container or area that precludes unauthorized
access. APCs maintaining these records must ensure they are marked and protected in accordance
with the provisions of the Privacy Act. Records may be retained in hardcopy, in a secure electronic
format, or an authorized document management system. Records will be retained for as long as
the card is active in accordance with the U.S. National Archives and Records Administration
(NARA) requirements, General Records Schedule (GRS) 1.1. However, records may be retained
longer at the discretion of the Component. Online applications are no longer required to be
maintained by the APC; the travel card vendor maintains the online application.
041104. Hierarchy Structure
The APC is responsible for maintaining his/her organizational hierarchy structure. This
hierarchy is the link that identifies cardholder accounts to correct organizations within a
Component. The APC is responsible for tracking arriving and departing cardholders through the
check-in and out processes to maintain the validity of the organizational hierarchy and the travel
card vendor reporting information. The establishment of a new hierarchy requires the approval of
the next higher level APC who has administrative rights over that hierarchy.
041105. Transferring Cardholders Between Hierarchies
The APC will follow the procedures published in the travel card vendor’s training guides
for using the EAS to transfer cardholders with open, closed, and suspended accounts. Travelers
attending formal training enroute to their next assignment will remain in the hierarchy of the losing
organization until completion of training. The receiving component must accept the account
regardless of account status and ensure any outstanding balance is paid during the travel settlement
process via split disbursement. The losing activity is required to notify the gaining activity of
detected travel card personal use, misuse, abuse, or fraud for any transferring cardholders.
041106. Closure of Accounts Upon Separation
APCs must close a travel card account upon a cardholder’s retirement, separation,
termination, or death. APCs must notify the cardholder’s supervisor of any outstanding balance
and ensure the balance is paid prior to final separation.
*041107. Review Reports to Identify Inactive Accounts for Closure
On a periodic basis, it is recommended that the APC review any reports provided or made
available by the travel card vendor to identify accounts for potential closure.
041108. Monitoring and Reporting Delinquencies
The APC will monitor and report all delinquencies to appropriate personnel and take
appropriate action (see section 0413 Delinquency Management for additional information).
Government Travel Charge Card Regulations
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0412 TRAVELER REIMBURSEMENT AND PAYMENT RESPONSIBILITIES
041201. Timely Reimbursement of Travel Expenses
A. Reimbursement Within 30 Days. Agencies will reimburse DoD personnel
(military or civilian) for authorized travel expenses no later than 30 days after submission of an
accurate and complete travel claim to the office where the claim is to be approved. Therefore, a
satisfactory recordkeeping system will be maintained by the approving official to track submission
and receipt of travel claims. For example, the approving office must annotate on travel claims
received by mail the date when the office received the claim. Travel claims submitted
electronically to the approving official are considered to have been received on the submission
date indicated on the email, or on the next business day if submitted after normal working hours.
The travel claim is considered to be received when the traveler signs the claim and it is routed to
the approving official.
B. Travel Claim Errors. A travel claim with an omission or an error will be
returned to the traveler within a seven day period. The notification will include the reason(s) why
the travel claim is not correct. Receipt of a corrected travel claim by the paying office
begins/restarts the 30-day payment period in which the government must make payment or pay a
late fee.
C. Late Payment Fees and Charges. Should payment of the travel settlement
take longer than 30 days following receipt by the office where the claim is approved, that office
may be required to pay a late payment fee to the traveler. This fee is payable, using the Prompt
Payment Act interest rate, beginning on the 31
st
day after the submission of a proper travel claim
and ending on the date that the payment is disbursed by the government. The only exception to the
requirement for this payment is that no payments are required for amounts less than $1.00. Interest
payment funding instructions can be found in the DoD Financial Management Regulation
(DoDFMR), Volume 10, Chapter 7. The Internal Revenue Service has determined that the late
payment fee is reportable as interest and that the payment equal to the late payment charge is to be
reported as additional wages. In addition, travelers may be reimbursed for late fees imposed by the
travel card vendor if the non-payment that incurred the late fee was a result of the government’s
untimely processing of the travel voucher.
D. Systems Modifications. As necessary, DoD Component travel systems will
be modified to capture the date of submission of a proper travel claim and compute entitlement for
late payment fees due as a result of untimely settlement.
E. Claims for Late Payment Fees. Payment of late fees must be calculated and
paid at the time the voucher is processed. Travelers who believe that late payment fees were not
included in the calculation of their travel vouchers may submit supplemental travel claims for late
payment fees. Each supplemental travel claim will be submitted through the office where the claim
is to be approved. That office will annotate the claim with the date that the original travel claim
was received.
Government Travel Charge Card Regulations
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F. Reduced Payment Plan. A plan offered by the travel card vendor to
delinquent cardholders that allows for payment of outstanding balance over a defined time period
as an alternative to Salary Offset. The Reduced Payment Plan cannot be initiated once Salary
Offset has begun. Failure to comply with the agreed-to payment schedule will result in automatic
referral for Salary Offset.
G. Salary Offset. Salary Offset is the collection (by deduction from the amount
of pay owed to the cardholder) of any amount the cardholder owes to the travel card vendor as a
result of undisputed delinquencies. Upon written request DFAS will, on behalf of the travel card
vendor, begin the process of Salary Offset. Accounts become eligible for Salary Offset when an
unpaid balance reaches 126 days past billing. Specifics on the procedures of Salary Offset are
contained in the DoDFMR, Volume 7A, Chapter 43, Section 4306 for military members and the
DoDFMR, Volume 8, Chapter 8, paragraph 080902 for DoD civilian employees.
041202. Cardholder Responsibilities
A. Monthly Statements. Cardholders are responsible for payment in full of the
undisputed amount stated on the monthly billing statement by the due date indicated on the
statement regardless of the status of their travel reimbursements. Accounts are considered past due
at 30 days past billing and delinquent if unpaid 61 days after the billing date. Cardholders are
responsible for reconciling their travel card account against claimed travel expenses, taking action
to avoid erroneous or improper payments, and minimizing credit balances on their account.
B. Long Term Travel. Long term travel is defined as travel greater than 45
days. While in a long term travel status, the traveler will file interim vouchers every 30 days in
order to receive partial payments and will use split disbursement as the means of settlement to
ensure payment to the travel card vendor to avoid delinquency. For DTS travel, cardholders must
request scheduled partial payments as part of the authorization process, ensuring that expenses
anticipated to be charged on the travel card are properly designated.
C. Disputed Charges. In the event that the billing statement includes charges
that the account holder considers questionable, the cardholder will first contact the merchant to try
to resolve the questionable charge. If unsuccessful, the cardholder will obtain a dispute form from
the APC for IBA, account manager for CBA, or from the travel card vendor’s website. The
cardholder or CBA Manager will complete and send the form to the travel card vendor. The
cardholder can find a Transaction Dispute Guide on the travel card vendor’s website, under APC
Guides. All disputes must be filed within 60 days of the date on the billing statement on which the
erroneous charge first appeared. It is the responsibility of the cardholder to ensure the dispute form
has been received by the travel card vendor. Once the dispute notification has been received by the
travel card vendor, the travel card vendor will issue a provisional credit for the amount of the
dispute pending resolution. Formally disputed charges will not age and the account will not
suspend for lack of payment. Any disputed charge identified in the reconciliation process will be
resolved in the manner prescribed in the GSA SmartPay® Master Contract. Should the travel card
vendor request additional information to research and resolve the dispute, the cardholder must
provide the requested information within the timeframe given. Disputes found in favor of the
merchant vendor or failure to comply will result in the disputed charge being placed back onto the
Government Travel Charge Card Regulations
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29
cardholders account, and the cardholder would be responsible for repayment as well as any
applicable late fees for IBA or Prompt Payment Interest charges for CBA.
*041203. Fees Chargeable by the Travel Card Vendor
A. The following fees may be charged by the travel card vendor:
1. Non-Sufficient Funds (NSF) Fee. A NSF fee will be applied to a
cardholder’s account when a payment is returned by the cardholder’s financial institution for
insufficient funds. NSF fees are not reimbursable. An account that has two (2) or more NSF
payments within a 12-month period or the 3
rd
NSF payment in the life of the account is subject to
immediate cancellation by the travel card vendor.
2. Reinstatement Fee. The reinstatement fee (see section 041306) is
non-reimbursable.
3. Late Fees. The first late fee is charged at two cycles plus fifteen days
past due (day 75) and then each cycle thereafter, until the past due/delinquency amount is paid in
full. A late fee may be reimbursable, if the late fee was charged as the result of a late reimbursement
to the traveler (DoD Financial Management Regulation, Vol. 9, Chapter 8).
4. Salary Offset Fees. Salary Offset fees (see section 041201.G) are
non-reimbursable.
5. Reduced Payment Plan Fee. The travel card vendor may offer a
reduced payment plan for which additional fees will be assessed, which is not reimbursable.
6. ATM Withdrawal/Cash Advance Fees. ATM and cash advance fees
may be charged by the travel card vendor and/or the ATM owner for each withdrawal. ATM fees
and cash advance fees for non-ATM cash withdrawals associated with official government travel
are included in the incidental expense portion of the applicable locality per diem rate and are not
reimbursable as a separate miscellaneous expense (see JTR for exceptions related to OCONUS
travel).
7. Merchant Surcharge Fees. Merchants in the United States (US) and
U.S. Territories are permitted to impose a surcharge (up to 4%) on consumers when they use a
Visa or Master Card credit/charge card. For more information on merchant surcharge fees, see
Visa’s website. For traveler reimbursement information, see JTR.
8. Foreign Currency Conversion Fees. Also listed as Cross Border
Processing Fees on cardholder statements. For each purchase made in other than US dollars, the
bank may pass along any charges assessed by the bankcard associations. The international
transaction fees will appear as a separate transaction on the billing statement.
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0413 DELINQUENCY MANAGEMENT
041301. Pre-suspension Notification for Accounts 45 Days Past Billing
At 45 days past billing, the travel card vendor will make pre-suspension reports available.
APCs will notify the cardholder (or the CBA Manager for CBAs) and the cardholder’s supervisor
that the account will be suspended in 15 days if the travel card vendor does not receive full payment
of all undisputed amounts. For IBAs, the APC will request that the supervisor notify the APC,
within 15 days, of any reason why the account cannot be suspended. The APC will keep a record
of the supervisor’s notification and related correspondence in accordance with records retention
requirements in paragraph 041103. Commanders/supervisors must ensure the individual has
properly filed/submitted a claim for reimbursement of travel expenses and that DoD policy on split
disbursement was adhered to. Annex 1 and 2 provide delinquency timelines for IBA and CBA.
041302. Suspension of Accounts 61 Days Past Billing
At 61 days past billing, the APC will notify the cardholder (or the CBA Manager for CBAs)
and the cardholder’s supervisor (by email where possible) that the account has been suspended
due to nonpayment (see Annex 4 for a sample letter). The APC will keep a record of the
supervisor’s notification and related correspondence in accordance with records retention
requirements in paragraph 041103. The travel card vendor will block charging privileges, to
include ATM access, until payment for the current amount due is received.
041303. 91 Day Delinquency Notification to Supervisors
At 91 days past billing, the APC will notify the cardholder (or the CBA Manager for
CBAs), the cardholder’s supervisor, and the second level supervisor (by email where possible) that
the account is still delinquent and subject to cancellation (see Annex 4 for a sample letter). The
APC will keep a record of the supervisor’s notification and related correspondence in accordance
with records retention requirements in paragraph 041103. The individual cardholder will receive
notice from the travel card vendor that his/her account will be cancelled and referred for Salary
Offset within 30 days if the balance is not paid in full.
041304. Cancellation of Accounts 121 Days Past Billing
At 121 days past billing, the travel card vendor will make available cancellation reports.
The APC will notify the cardholder (or the CBA Manager for CBAs), the cardholder’s supervisor,
and the cardholder’s chain of command (by e-mail where possible) that the cardholder’s account
has been cancelled (see Annex 5 for a sample letter). The APC will keep a record of the
supervisor’s notification and related correspondence in accordance with requirements in paragraph
041103. For IBAs, if no action is taken toward payment of the debt, collection action via a reduced
payment plan or Salary Offset will be initiated by the travel card vendor beginning on the 126th
day past billing. Once canceled, an account may be reinstated in accordance with subparagraph
041306. The travel card vendor reserves the right to deny the reinstatement request.
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041305. Cancellation of an IBA Suspended Two Times
Cancellation of an IBA may also occur if the account has been suspended two times during
a 12-month period for nonpayment of undisputed amounts and again becomes past due. Accounts
that have been suspended twice during a 12 month period will be considered (for cancellation
purposes) past due for the third time at 45 days past billing.
041306. Reinstatement of Cancelled IBAs
Accounts that have been cancelled due to delinquency may be eligible for reinstatement as
a restricted account. In order to be approved for reinstatement, cardholders must meet set criteria:
A reinstatement application is required, the individual must consent to a credit score check (soft
pull), and a non-reimbursable reinstatement fee is required. In addition, the balance must have
been paid in full for a minimum of 60 days; there have been no payments returned for nonsufficient
funds (NSF) in the previous 12 months, and there were no more than three (3) NSF payments in
the life of the account. The third NSF payment in the life of the account is subject to immediate
cancellation by the travel card vendor. The account will not be considered for reinstatement if the
previous account had been charged off as a bad debt. If the reinstated account is subsequently
canceled, the cardholder will not be considered for reinstatement a second time.
*041307. Mission Critical Travel for IBAs (TDY Travel)
Mission Critical travel is defined as TDY travel performed by DoD personnel (military or
civilian) under official orders that prevent the traveler from filing interim travel vouchers or from
scheduling partial payments to pay for charges to the travel card. Mission Critical status must be
reflected on the travel authorization/order and the CPM (or the APC dependent upon Component
procedures) must place the cardholder in a Mission Critical status before the account is suspended
(61 days past billing). Should there be an outstanding balance at the time the cardholder is removed
from Mission Critical status, the balance must be paid within 45 days of removal from this status.
Mission Critical status will not be authorized in cases where the individual is in a location where
the cardholder may file timely vouchers or utilize the Scheduled Partial Payments feature of DTS.
The APC/CPM may use the bulk maintenance features to put large groups into Mission Critical
(i.e., natural disasters, evacuations, etc.).
*041308. PCS Status
Permanent Change of Station (PCS) status is applied to an individually billed account while
an individual is traveling to a new permanent duty station, to keep the account open for use (not
suspended, cancelled, or charged off) regardless of the payment status while under the protection
of PCS status. PCS status allows the traveler more time to pay amounts charged during a PCS
move. Accounts may be placed in PCS status for up to 120 days, and cardholders have no more
than 60 days from the time of disenrollment in which to pay their outstanding balance. The
individual component policies determine whether an IBA can be used during PCS status per
section 040505.
Government Travel Charge Card Regulations
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*041309. Exception Status for CBAs
When a CBA is nearing suspension at 61 days past billing, CPMs may request the account
be placed in an exception status not earlier than 55 days past billing to allow for a temporary
reprieve from suspension pending posting of a scheduled payment. A payment must have been
initiated with remittance expected shortly. No more than three exception requests within a rolling
12 month period are permitted at the CPM level; requests beyond the third will require DTMO
approval upon submission of the updated DTMO 4
th
CBA exception request form. Approval of
these requests is at the travel card vendor’s discretion. If approved, accounts are normally placed
in exception status for a period not to exceed 30 days. Canceled accounts do not qualify for a CBA
exception. The request must be submitted by the CPM with the following information: Last (6)
digits of CBA central account number, date of last payment, number of days past due, reason for
delinquency, expected full reconciliation date, expected payment day and payment amount, and
exception justification.
041310. Reinstatement of Cancelled CBAs
When a CBA has been placed in a cancelled status (126 days past billing), CPMs may
request the account be reinstated upon payment in full. No more than one request within a rolling
12-month period is permitted without DTMO review and concurrence; approval of these requests
is at the travel card vendor's discretion. The reinstatement request must be submitted by the CPM
with the following information: last (6) digits of CBA central account number, date of last
payment, and reinstatement justification.
0414 TRAVEL CARD MANAGEMENT REPORTS
041401. General
Reports are considered primary program management tools and are made available via the
travel card vendor’s EAS, and DTS. The travel card vendor will make reports available to the APC
to help in identifying upcoming suspensions or cancellations of delinquent accounts within
specified timeframes. Due to the sensitive nature of all travel card reports, the reports and all
information contained therein must be properly safeguarded at all times in accordance with the
Privacy Act and DoD policy. Reports are considered personnel records and as such must be
retained by the APC for no less than two years from the as of date. Reports that are required in
support of an ongoing investigation or audit may be required to be retained for an additional time
period to support completion of the investigation or audit. This retention may be in the form of
paper files and or electronic files.
041402. Mandatory Reports for IBA
The following reports are mandatory. APCs are expected to obtain mandatory reports at a
minimum of once per cycle and take corrective action as necessary to maintain proper program
management. The reports noted below are titled based on the report name in the travel card vendor
EAS. Components may also require additional mandatory reports.
Government Travel Charge Card Regulations
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33
A. Account Activity Text Report. This report displays all transaction activity
for a specified billing cycle. APCs will use the report to review a minimum of 10% of transactions
to identify a variety of administrative concerns including improper credits, declines, reversed
charges as well as potential misuse transactions.
B. Account Listing Report. This report identifies cardholder names, addresses,
telephone numbers, and account numbers assigned under the APC’s hierarchy. APCs will use this
report to ensure correct information is on file with the travel card vendor; and notify the travel card
vendor of any needed corrections. APCs will ensure that cardholders no longer assigned to their
organization/hierarchy are either transferred appropriately or that their account has been closed.
C. Declined Authorizations Report. This report lists all account transactions
presented for approval that were declined and includes the decline reason, and type of attempted
purchase (ATM, purchase, or cash). The report assists APCs and CPMs with taking corrective
action to allow authorized transactions to be accepted and processed, or in identifying attempted
potential misuse, abuse, and or fraud. This report should be used often to identify and resolve
declines in a timely manner in order to ensure cardholders in a travel status are better able to use
their card for authorized use.
D. Delinquency Report-Hierarchy. This report identifies delinquent accounts
and ages the delinquencies by time frame (i.e., 31, 61, 91, 121, or more days past billing). APCs
will use this report to aggressively work all delinquencies.
E. DoD Travel IBA Aging Analysis or IBA Aging Analysis Summary Report.
These reports identify detailed account delinquencies and summary level information by
Component hierarchy. APCs will use one or both of these reports to get a point in time listing of
their delinquencies. These reports must be run at the completion of each cycle.
041403. Mandatory Reports for CBA
The following reports are mandatory. APCs or Program Managers are expected to run these
reports after the completion of all accounts cycles and take corrective action as necessary to
maintain proper program management.
A. Declined Authorizations Report. This report lists all account transactions
presented for approval that were declined and includes the decline reason, and type of attempted
purchase (ATM, purchase, or cash). The report assists APCs and CPMs with taking corrective
action to allow authorized transactions to be accepted and processed, or in identifying attempted
potential misuse, abuse, and or fraud.
B. Delinquency Report. This report identifies delinquent accounts and ages the
delinquencies by timeframe (e.g., 31, 61, 91, 121, or more days past billing). APCs and account
managers will use this report to aggressively work all delinquencies.
C. DoD Travel CBA Aging Analysis. This report identifies summary level
delinquency information by Component hierarchy. For the purposes of determining delinquency
Government Travel Charge Card Regulations
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metrics, DoD uses an ‘as of’ date of the 29
th
of the month, since CBA billing cycles vary across
the Department.
*041404. Additional and Optional Reports for IBA/CBA
Listed within this paragraph are additional/optional reports that the travel system or travel
card vendor offers for additional program management. The reports noted below are titled based
on the report name in the travel system or travel card vendor EAS.
A. Account Info List Report (DTS). This DTS report identifies DTS travelers
and their profile settings to include travel card account information. APCs will coordinate with
their DTS administrator to ensure travel card account information is correctly included and
maintained in DTS.
B. Account Renewal Report. This report identifies those cardholders whose
cards are coming due for renewal. APCs should review the information on this report monthly and
take appropriate action.
C. CBA NCV Report. Net Charge Volume Summary Report available by
Hierarchy and Cycle Date.
D. Credit Balance Refund Report. This report provides a list of accounts that
have received a credit balance refund. Use this report to determine which accounts have a credit
balance refund owed and to assist cardholders with obtaining the refund.
E. Mission Critical Report. This report provides a listing of accounts that have
been placed in Mission Critical status. The APC will use this report to identify accounts that have
been deemed Mission Critical and to check against orders to ensure that accounts continue to
qualify for Mission Critical status.
F. PCS Status Report. This report identifies accounts in a PCS status that are
related to a PCS move. Use this report to identify cardholders who have been placed in PCS status,
as result of a PCS move and ensure removal from the status as appropriate.
G. Pre-suspension Report. This report lists accounts that are nearing
suspension and identifies account names, account numbers, status, balances past due, and the
number of days that each account is past due. APCs should use the information from this report to
notify commanders and supervisors to ensure their travelers make prompt payment of their account
balance.
H. Returned Check Report. This report provides a list of all cardholders that
incur payment reversal transactions within a specified hierarchy level and time frame. APCs
should use this report to determine where account holders have made payments with insufficient
funds.
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I. Suspension Report. This report lists accounts that have been suspended and
are nearing cancellation and identifies account names, account numbers, status (suspended or
canceled), date of status, balances past due, and the number of days that each account is past due.
APCs should use this report to notify cardholders and leadership of the potential cancellation of
an account.
J. View CBA Listing (DTS). This DTS report identifies CBA accounts and
their current expiration date by DTS Organization Code, which aids APCs on what CBA accounts
need to be updated in DTS.
0415 COMPLIANCE ANALYTICS AND RECORD KEEPING
Visa® IntelliLink is a web based tool that uses self-learning algorithms to provide the DoD
with automated compliance analysis of all travel card spend to identify potential misuse and policy
violations. Each transaction is attributed a predictor score based on actual situational factors and
historical data comparisons of similar transactions with a higher score indicating increased
potential policy compliance concerns. Additionally, IntelliLink provides comprehensive access to
cardholder transaction activity and spending patterns. Finally, the IntelliLink Compliance Module
is a record keeping tool that includes automated data gathering on questionable transactions,
collaboration functionality to facilitate follow up inquiries to verify transaction validity, oversight
escalation and disposition documentation. Use of IntelliLink is mandatory at hierarchy levels two
and three, while also highly encouraged at hierarchy level four and below.
On no less than a monthly basis:
A. Review Analytics Module results.
B. Flag questionable transactions and create cases for instances of potential
misuse.
C. Follow up on and close any pending actions on flagged transactions and
open cases from the previous month.
D. Enter case notes and disposition decisions on misuse and potential misuse
transaction activity into IntelliLink that was reported from lower levels or
discovered outside of IntelliLink.
For additional information, guidance, and or access to IntelliLink, contact your CPM or higher
level APC. Additional training resources for IntelliLink are found in the Citi Learning Center.
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ANNEX 1 CREDIT LIMIT CHARTS
Army, Marine Corps, Navy, and Air Force
*Standard
and
**Restricted
Accounts
Default
APC
(HL4-7)
Approval
Maximum
APC
(HL3)
Approval
Maximum
CPM
(HL2)
Approval
Maximum
DTMO
Approval
Maximum
Credit
*$7,500
**$4,000
$15,000
$25,000
$50,000
No
Maximum
Travel
*$7,500
**$4,000
$15,000
$25,000
$50,000
No
Maximum
Cash***
*$250
**$250
$5,000
$10,000
$25,000
No
Maximum
Retail***
*$250
**$100
$500
$1,000
$2,000
No
Maximum
DoD Independent Agencies
*Standard
and
**Restricted
Accounts
Default
APC
(HL5-7)
Approval
Maximum
APC
(HL4)
Approval
Maximum
CPM
(HL3)
Approval
Maximum
DTMO
Approval
Maximum
Credit
*$7,500
**$4,000
$15,000
$25,000
$50,000
No
Maximum
Travel
*$7,500
**$4,000
$15,000
$25,000
$50,000
No
Maximum
Cash***
*$250
**$250
$5,000
$10,000
$25,000
No
Maximum
Retail***
*$250
**$100
$500
$1,000
$2,000
No
Maximum
Credit limit increases above the default amount must be accompanied and supported by
documented mission needs for official or authorized travel.
*Standard Account credit limit increases are based on mission requirements and are limited to no
more than 12 months.
**Restricted Account credit limit increases are based on mission requirements and are limited to
no more than 6 months.
***Cash and Retail limits are per monthly billing cycle. The full limit becomes available when
the balance is paid any time during the billing cycle.
Government Travel Charge Card Regulations
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*ANNEX 2 DELINQUENCY TIMELINE FOR IBA
DELINQUENCY TIMELINE for IBA
CURRENT
SUSPENDED
CANCELLED/CLOSED
CHARGE OFF
1 to 60 Days*
61 to 125 Days*
126 to 210 Days*
211 Days*
File travel voucher
within 5 days after
completion of travel
Receive statement
Day 1 = The day
after charges post to
the cardholder’s
statement
Past Due status at day
31
Disputed/Fraudulent
transactions must be
reported within 60
days of when the
charge first appears
on a statement
No new charges
allowed on card
The first late fee is
charged at two
cycles plus fifteen
days past due (day
75) and then each
cycle thereafter
after
Receiving APC
must transfer
member into their
HL regardless of
delinquency
Effects Command’s
delinquency rate
Submitted for enrollment
in Salary Offset
Member may request a
travel advance if required
to travel
Receiving APC must
transfer member into their
HL regardless of
delinquency
Effects Command’s
delinquency rate
May charge off
Could affect
cardholder’s credit
rating
Delinquency
removed from HL
*Days = days past billing statement date
Government Travel Charge Card Regulations
May 2022
38
ANNEX 3 DELINQUENCY TIMELINE FOR CBA
DELINQUENCY TIMELINE for CBA
CURRENT
SUSPENDED
CANCELLED/CLOSED
CHARGE OFF
1 to 60 Days*
61 to 125 Days*
126 to 210 Days*
211 Days*
Receive statement
Day 1 = The day
after charges post to
the organization’s
statement
Past Due status at day
31
Prompt Pay Act
(PPA)-Interest is
incurred at day 31
Disputed/Fraudulent
transactions must be
reported within 60
days of when the
charge first appears
on a statement
No new charges
without CBA
exception granted
by travel card
vendor
PPA interest is
being accrued until
payment receipt
Effects Command’s
delinquency rate
At 61- 90 days
exceptions must be
approved by
CPM/HL 2-3
At 91-125 days
exceptions must be
approved by
DTMO/HL 1
PPA interest is being
accrued until payment
receipt
At 126 days and beyond
no further exceptions
can/will be approved
Reinstatement of account
upon payment in full and
CPM approval
Cannot transfer to another
HL
May charge off
Could affect the
organization’s
ability to open new
CBA accounts
Delinquency
removed from HL
*Days = days past billing statement date
Government Travel Charge Card Regulations
May 2022
39
ANNEX 4 SAMPLE 61 DAY DELINQUENCY MEMORANDUM FOR IBA
MEMORANDUM FOR (NAME OF CARDHOLDER’S IMMEDIATE SUPERVISOR)
SUBJECT: DELINQUENT GOVERNMENT TRAVEL CHARGE CARD PAYMENT
NOTIFICATION – 61 DAYS
We have been informed by the travel card vendor that (cardholder's name) is 61 days
delinquent in payment of his/her account. The total amount due is $_____. The account is subject
to a $29 late fee at the point the account becomes 75 days delinquent and an additional $29 late
fee for each subsequent billing cycle until the delinquency is resolved.
(Provide the specific information regarding the delinquent charges.)
The travel card contract requires that all outstanding, undisputed charges be paid by the due
date specified on the billing statement. The travel card vendor has suspended card privileges for
this cardholder due to non-payment. The cardholder is required to be notified of this action and
counseled concerning the non-payment and use of the travel card. Cardholders on temporary duty
more than 45 days are required to submit travel vouchers for payment every 30 days and maintain
their travel card account in a current status. The Department’s policy requires mandatory use of
split disbursement for all outstanding charges on the travel charge card for all DoD personnel
(military or civilian) where applicable.
Noncompliance, or failure to adhere to the guidelines for the travel card, may result in
disciplinary action in accordance with applicable statutory, regulatory, or contractual provisions
and applicable Master Collective Bargaining Agreement for bargaining unit employees.
The delinquent balance may be resolved by one of the following actions: (1) payment in full
or (2) an agreed upon repayment schedule with the travel card vendor. Billing questions may be
directed to the travel card vendor at the number printed on the billing statement for that purpose.
Questions concerning the travel card program may be directed to (APC’s name) at (telephone
number).
Please have the cardholder sign below to acknowledge receipt of this delinquent notification
and return to me with your written response, outlining the actions taken, within 5 working days.
Signature
Agency Program Coordinator
cc: Cardholder
I acknowledge receipt of this memorandum.
(Name, Grade, Organization) (Date)
Government Travel Charge Card Regulations
May 2022
40
ANNEX 5 SAMPLE 91 DAY DELINQUENCY MEMORANDUM FOR IBA
MEMORANDUM FOR IMMEDIATE/SECOND LEVEL SUPERVISOR
SUBJECT: DELINQUENT GOVERNMENT TRAVEL CHARGE CARD PAYMENT
NOTIFICATION – 91 DAYS
The 91-day delinquent notification list from the travel card vendor has been received and
(cardholder’s name) is now 91 days delinquent on his/her account. The total amount due is $___.
The attached 61-day notification memorandum previously informed the immediate supervisor
that the payment on the cardholder's travel card account was delinquent. The travel card vendor
sent a letter notifying the cardholder of their due process and impending Salary Offset
procedures. The account became subject to a non-reimbursable $29 late fee on the date the
account became 75 days delinquent; an additional $29 non-reimbursable late fee will apply for
each subsequent billing cycle until the debt is resolved.
(Provide specific information regarding the delinquent charges.)
The travel card contract requires all outstanding, undisputed charges be paid by the due
date specified on the billing statement. If no action is taken to settle this debt, the travel card vendor
will cancel the account at 126 days past billing. Travel card charging privileges have been
suspended as of (date). These privileges may be restored upon full payment of the amount owed
prior to cancellation. The cardholder must be notified and counseled. Cardholders on temporary
duty more than 45 days are required to submit travel vouchers for payment every 30 days and
maintain their travel card account in a current status. The Department’s policy requires mandatory
use of split disbursement for all outstanding charges on the travel charge card.
Noncompliance or failure to adhere to the guidelines for the travel card may result in
disciplinary action in accordance with applicable statutory, regulatory, or contractual provisions
and applicable Master Collective Bargaining Agreement for bargaining unit employees.
The delinquent balance may be resolved by payment in full or an agreed upon repayment
schedule with the travel card vendor. Billing questions may be directed to the travel card vendor
at the number printed on the billing statement for that purpose. Questions concerning the travel
card program may be directed to (APC name).
Please have the cardholder sign below to acknowledge receipt of this delinquent
notification and return it to me with your written response, outlining the actions taken, within 5
working days.
Signature
Agency Program Coordinator
cc: Cardholder
I acknowledge receipt of this memorandum.
(Name, Grade, Organization) (Date)
Government Travel Charge Card Regulations
May 2022
41
ANNEX 6 SAMPLE 121 DAY DELINQUENCY MEMORANDUM FOR IBA
MEMORANDUM FOR COMMANDER/DIRECTOR
SUBJECT: CANCELLATION OF TRAVEL CARD - 121 DAY DELINQUENT PAYMENT
NOTIFICATION
The 61 and 91 day delinquent notification memoranda, dated __ and __ respectively,
notified the immediate supervisor and second level supervisor of the past due account for
cardholder (name). It has been brought to our attention that this cardholder has a delinquent travel
card balance of $__ that is now over 121 days delinquent. To date, no arrangement has been made
with the travel card vendor to resolve this debt. Therefore, the account has been canceled. The
cardholder has received notice of impending Salary Offset from the travel card vendor. If the
cardholder is not eligible for Salary Offset, the travel card vendor may begin official collection
action. Collection action may include credit bureau notification of the employee’s failure to pay.
Additionally, delinquent cardholders are subject to a $29 non-reimbursable late fee per billing
cycle for each billing cycle following the point at which the account became 75 days delinquent.
(Provide specific information regarding the delinquent account.)
The cardholder may request reinstatement with the approval of the commander or director.
Reinstatement, at the travel card vendor’s discretion, is conditioned on a new credit score (soft
pull), no outstanding balance, and payment of all late fees.
Noncompliance or failure to adhere to the guidelines for the travel card may result in
disciplinary action in accordance with applicable statutory, regulatory, or contractual provisions
and applicable Master Collective Bargaining Agreement for bargaining unit employees.
Please contact (Agency Program Coordinator) at (telephone number), should further
questions arise. Please have the cardholder sign to acknowledge receipt of this notification and
return it with your written response, outlining the actions taken, within 5 working days.
Signature
Agency Program Coordinator
cc: Cardholder
I acknowledge receipt of this memorandum.
(Name, Grade, Organization) (Date)
Government Travel Charge Card Regulations
May 2022
42
ANNEX 7 SAMPLE SUSPECTED MISUSE/ABUSE MEMORANDUM FOR IBA
MEMORANDUM FOR CARDHOLDER
SUBJECT: SUSPECTED MISUSE/ABUSE NOTIFICATION
I am the Government Travel Charge Card (GTCC) Agency Program Coordinator for {Activity}. I
received and reviewed a travel card activity report dated {date} from the travel card vendor
indicating that your GTCC was used when not on official travel or was used while in an official
travel status, but for unauthorized use. In accordance with the DoD Travel Card Regulations,
https://travel.dod.mil/GTCC-Regs, misuse/abuse of the card will not be tolerated. This report
indicates that your card was used for {list suspected non-official travel purchases and dates}.
Supporting travel documentation for this timeframe is not available.
Please provide information to justify use of the card during the timeframe listed above. If
there is no justification provided by {provide a suspense date}, your supervisor will be apprised of
this issue and your card account will be monitored for additional potential misuse and may be
closed or made unavailable for use while in a non-travel status.
If you have any questions, please contact me.
{APC name}
{APC email}
{APC phone}
Distribution:
{Cardholder name}
{Supervisor name}
Government Travel Charge Card Regulations
May 2022
43
ANNEX 8 P.L. 112-194 GOVERNMENT CHARGE CARD ABUSE PREVENTION ACT OF
2012
P.L. 112-194 Description and
Reference
Responsible Office/
References
Tools/Reports
available
§ 1909.3 - “Management of Travel
Cards" [Amends Section 2 of the
Travel and Transportation Reform
Act (TTRA) of 1998 (P105-264; 5
U.S.C. 5701 note) by adding the
following new subsection: (h)
Management of Travel Cards to
include the following 112-194
provisions:
T1.
§ 1909. 3(1) - "Required Safeguards
and Internal Controls" - The head of
each executive agency that has
employees that use travel charge
cards shall establish and maintain
the following internal control
activities to ensure the proper,
efficient, and effective use of such
travel charge cards:
T2.
§ 1909.3(1)(A) - There is a record in
each executive agency of each
holder of a travel charge card issued
on behalf of the agency for official
use, annotated with the limitations
on amounts that are applicable to
the use of each such card by that
travel charge cardholder.
Components /
041103 Records
Account Listing Report
T3.
§ 1909.3(1)(B) - Rebates (Refunds)
based on prompt payment, sales
volume, or other actions by the
agency on travel charge card
accounts are monitored for accuracy
and properly recorded as a receipt of
the agency that employs the
cardholder.
Components /
040306 Rebates
Detail/Summary Rebate
Reports
T4.
§ 1909.3(1)(C)- Periodic reviews
are performed to determine whether
each travel charge card holder has a
need for the travel charge card
Components /
041107 Review
Reports to Identify
Accounts for
Closure
Account Activity Text
Report
Government Travel Charge Card Regulations
May 2022
44
T5.
§ 1909.3(1)(C)- Appropriate
training is provided to each travel
charge cardholder and each official
with responsibility for overseeing
the use of travel charge cards issued
by an executive agency.
DTMO /
Responsible for
policy and training
through web based
training in TraX /
Component -
Responsible for
compliance / 0408
Travel Card
Training
DTMO TraX courses
T6.
§ 1909. 3(1)(D) - Each executive
agency has specific policies
regarding travel charge cards issued
for various component organizations
and categories of component
organizations, the credit limits
authorized for various categories of
card holders, and categories of
employees eligible to be issued
travel charge cards, and designs
those policies to minimize the
financial risk to the Federal
Government of the issuance of the
travel charge cards and to ensure the
integrity of travel charge card
holders.
DTMO / 0403
General Travel Card
Information / 0404
Travel Card
Eligibility
T7.
§ 1909.3(1)(E) - Each executive
agency has policies to ensure its
contractual arrangement with each
travel charge card issuing contractor
contains a requirement that the
creditworthiness of an individual be
evaluated before the individual is
issued a travel charge card, and that
no individual be issued a travel
charge card if that individual is
found not creditworthy as a result of
the evaluation (except that this
paragraph shall not preclude
issuance of a restricted use, prepaid,
declining balance, controlled-spend,
or stored value card when the
individual lacks a credit history or
has a credit score below the
minimum credit score established
Components /
041001
Requirement for
Credit Score Checks
/ GSA
SmartBulletin 31
Both the GSA
SmartPay© Master
Contract and the DoD
Tailored Task Order
include this requirement
Government Travel Charge Card Regulations
May 2022
45
by the Director of the Office of
Management and Budget.)
T8.
§ 1909.3(1)(E) - Each executive
agency utilizes effective systems,
techniques, and technologies to
prevent or identify improper
purchases.
Components /
041005 Misuse /
041405 Data
Analytics and
Misuse Case
Management
Visa IntelliLink - Data
Analytics Tab,
Compliance Tab
T9.
§ 1909.3(1)(F) - Each executive
agency ensures that the travel
charge card of each employee who
ceases to be employed by the
agency is invalidated immediately
upon termination of the employment
of the employee (or, in the case of a
member of the uniformed services,
upon separation or release from
active duty or full-time National
Guard duty).
Components /
041106 Closure of
GTCC Cardholders
Ensure APC is listed on
Checkout Sheet
T10.
§ 1909.3(1)(G) - Each executive
agency shall ensure that, where
appropriate, travel card payments
are issued directly to the travel card-
issuing bank for credit to the
employee’s individual travel card
account.
Components /
041007 Split
Disbursement
T11.
§ 1909. 3.b "Inspector General
Audit" - The Inspector General of
each executive agency with more
than $10,000,000 in travel card
spending shall conduct periodic
audits or reviews of travel card
programs to analyze risks of illegal,
improper, or erroneous purchases
and payments. The findings of such
audits or reviews along with
recommendations to prevent
improper use of travel cards shall be
reported to the Director of the
Office of Management and Budget
and Congress.
DoDIG
Government Travel Charge Card Regulations
May 2022
46
T12.
§ 1909. 3.c "Penalties for
Violations" - Consistent with the
guidance prescribed under
paragraph (2), each executive
agency shall provide for appropriate
adverse personnel actions to be
imposed in cases in which
employees of the executive agency
fail to comply with applicable travel
charge card terms and conditions or
applicable agency regulations or
commit fraud with respect to a
travel charge card, including
removal in appropriate cases.
Components /
040103 Compliance
/ 041005 Personal
Use, Misuse, Abuse
or Fraud
§ 1909.4 - "Management of
Centrally Billed Accounts".
References
CB1.
§ 1909. 4.a - "Required Internal
Controls For Centrally Billed
Accounts" - The head of an
executive agency that has
employees who use a travel charge
card that is billed directly to the
United States Government shall
establish and maintain the following
internal control activities:
CB2.
§ 1909.4.a.1 - The executive agency
shall ensure that officials with the
authority to approve official travel
verify that centrally billed account
charges are not reimbursed to an
employee.
Components / JTR
Itinerary/Invoice
provided by the Travel
Management Company
(TMC) indicates IBA or
CBA usage
CB3.
§ 1909.4.a.2 - The executive agency
shall dispute unallowable and
erroneous charges and track the
status of the disputed transactions to
ensure appropriate resolution.
Components /
041202.C Disputed
Charges
Incorporated into TMC
contracts; CBA
reconciliation processes
and procedures include
reporting/tracking
disputed transactions
CB4.
§ 1909. 4.a.3 - The executive
agency shall submit requests to
servicing airlines for refunds of
fully or partially unused tickets,
when entitled to such refunds, and
track the status of unused tickets to
ensure appropriate resolution.
Components
Incorporated into CBA
reconciliation processes
and procedures
