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Reducing Travel Card Delinquencies: Cardholders

This article provides instructions for Government Travel Charge Card (GTCC) cardholders in reducing travel card payment delinquencies.

Cardholders are responsible for using their Travel Card in accordance with policy, including use of split disbursement and ensuring payment in full of their current and past due balances no later than the Citibank statement due date for both temporary duty (TDY) and permanent change of station (PCS) travel.

To help ensure that GTCC delinquencies are kept to a minimum, cardholders are reminded of the following GTCC policies:

Travel card delinquencies have risen sharply over the past several years, more than doubling pre-pandemic amounts. This is especially true for long-term delinquencies which remain unpaid at 151 or more days after the date of the billing statement. Delinquent payments have a negative impact on the Department’s ability to accomplish its travel mission and on the individual traveler/cardholder.

Travel card accounts that are delinquent are suspended from use, necessitating travelers’ use of personal funds.

Delinquent accounts are reported to cardholders’ supervisors and leadership, and Citibank can implement salary offsets to collect on long-term delinquent accounts. Longer-term delinquencies, when reaching 210 days past due, are written off by Citibank. Citibank then issues the cardholder an IRS form 1099, with the amount reported as taxable income.

Cardholder Guidance

• On your travel vouchers, calculate the dollar amount that was charged to your GTCC to be paid directly to Citibank.
• The Federal Travel Regulation and DoD Financial Management Regulation require voucher submission within five working days of completion of TDY or arrival at the new permanent duty station for PCS travel.
• Use your travel card for authorized travel expenses only; the card is not authorized for personal use. Unauthorized/personal use of the GTCC is prohibited and is reported to cardholder supervisors and leadership.
• For long-term travel, both TDY and PCS, ensure you submit interim vouchers for each 30-day increment of travel. For DTS, the scheduled partial payments capability meets this requirement.
• Ensure you complete mandatory and, as necessary, refresher training regarding usage policies and payment responsibilities. Cardholder training is available on TraX .
• Coordinate with your APC for access to CitiManager, which allows you to access and update your account information online. You can also access your billing statement, make payments, and sign up for alerts to remind you when a payment is due (or overdue) and verification that a payment has been received. You can likewise use the CitiManager mobile app to perform many of these same functions on the go.
• Review your monthly billing statement immediately upon receipt and ensure payment of all valid charges no later than the due date indicated on the statement. Dispute any invalid charges with Citibank within 60 days of receipt of your billing statement.
• Respond immediately to notifications from your APC and/or supervisor regarding delinquency notices or other program information.

Avoid the consequences of delinquency, which include but are not limited to: Counseling/reprimand or other administrative actions, Article 15 (for Military members), termination of the travel card account, additional late fees, and Salary Offset enrollment and fees.

For additional information, refer to the GTCC Program Cardholder information on the DTMO website, which includes an abbreviated Cardholder Edition of the of the GTCC Regulations .

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• Circular 230
• 1.32.4.1.1  Background
• 1.32.4.1.2  Authority
• 1.32.4.1.3.1  CFO and Deputy CFO
• 1.32.4.1.3.2  Credit Card Services Office
• 1.32.4.1.3.3  Managers
• 1.32.4.1.3.4  Travel Cardholders
• 1.32.4.1.3.5  Authorized Centrally Billed Account Users
• 1.32.4.1.3.6  Travel Management Office
• 1.32.4.1.4  Program Management and Review
• 1.32.4.1.5  Program Controls
• 1.32.4.1.6  Terms/Definitions
• 1.32.4.1.7  Acronyms
• 1.32.4.1.8  Related Resources
• 1.32.4.2.1.1.1  Exemption for Mandatory Use for International Travel
• 1.32.4.2.1.1.2  Payment Sources for Travelers with Exemptions
• 1.32.4.2.2.1  Authorized/Unauthorized Uses
• 1.32.4.2.2.2  National Treasury Employees Union Use of the Travel Card
• 1.32.4.2.2.3  Inappropriate Use of the Travel Card
• 1.32.4.2.3.1  Card Limits
• 1.32.4.2.3.2  Relocation Employees (Special Privileges)
• 1.32.4.2.3.3  Merchant Category Codes and Templates
• 1.32.4.2.4  Cash from Automatic Teller Machines Access
• 1.32.4.2.5  Record Retention Period for Travel Card Documentation
• 1.32.4.2.6.1  Electronic Credit Review
• 1.32.4.2.6.2  Activating the Travel Card
• 1.32.4.2.6.3  Ordering a Replacement Card
• 1.32.4.2.6.4.1  Travel Card Refresher Training
• 1.32.4.2.7.1  Statement Explanation
• 1.32.4.2.7.2  Dispute Process
• 1.32.4.2.7.3  Trip Cancellation
• 1.32.4.2.7.4.1  Payment Methods
• 1.32.4.2.7.4.2  Making/Expediting Payment
• 1.32.4.2.7.5  Travel Vouchers: Relationship to Travel Cards
• 1.32.4.2.8.1  Past Due Accounts
• 1.32.4.2.8.2  Suspension and Reactivation
• 1.32.4.2.8.3  Multiple Suspensions
• 1.32.4.2.8.4  Payments Returned for Non-Sufficient Funds
• 1.32.4.2.8.5  Cancellation
• 1.32.4.2.8.6  Cancelled Card and Need to Travel
• 1.32.4.2.8.7  Salary Offset for Undisputed Travel Card Debt
• 1.32.4.2.8.8  Reinstatement Process
• 1.32.4.2.9  Travel Card Account Changes
• 1.32.4.2.10  Travel Card Problems
• 1.32.4.3.1.1  Authorized Uses of the Centrally Billed Account
• 1.32.4.3.1.2  Unauthorized Uses of the Centrally Billed Account
• 1.32.4.3.1.3  Centrally Billed Account Ticket Authorization Process
• 1.32.4.3.1.4  Travel Voucher Considerations
• 1.32.4.3.1.5  Unused Tickets
• 1.32.4.3.1.6  Ticket Cancellation
• 1.32.4.3.1.7  Special Travel Considerations

Part 1. Organization, Finance, and Management

Chapter 32. servicewide travel policies and procedures, section 4. government travel card program, 1.32.4 government travel card program, manual transmittal.

October 19, 2023

(1) This transmits revised IRM 1.32.4, Servicewide Travel Policies and Procedures, Government Travel Card Program.

Material Changes

(1) IRM 1.32.4.1.6, Terms/Definitions, deleted the definition for Chip and PIN. A computer chip embedded in the card and personal identification number (PIN) used to enhance security.

(2) IRM 1.32.4.1.6 w), Terms/Definitions, revised the definition for Travel Management center (TMC).

(3) IRM 1.32.4.2.1.1(4)(g), Exemptions to Mandatory Use of Travel Card Policy, added text “Employees who have relocated and staying in temporary quarters.” Use of the government travel card for temporary quarters is encouraged but not required, per IRM 1.32.12.2 (16).

(4) IRM 1.32.4.2.2.1(1), Authorized/Unauthorized Uses, added Lyft and Photos for Passports/Visas to expense type category and text “Alcohol purchase without food is not authorized” to Meals expense category.

(5) IRM 1.32.4.2.2.1(4), Authorized/Unauthorized Uses, updated text “Lodging expenses are not authorized for local travel within a 50-mile radius of the employee’s official station and residence without approval from Director,Travel Management” to clarify policy.

(6) IRM 1.32.4.2.4(3), Cash from Automatic Teller Machine Access, the cash advance fee charged by the government credit card contractor was updated from 2% to 2.5% for the service.

(7) IRM 1.32.4.2.7.3(2), Trip Cancellation, added text “The cardholder must contact the hotel to cancel reservations booked directly with the hotel when booked via a block of rooms. Car and/or hotel only reservations invoice on the day the authorization is approved or on the day of arrival if not cancelled timely incurring a CGE reservation fee.”

(8) IRM 1.32.4.3.1.7, Special Travel Considerations, added bullet (8), Official Travel Paid by Other Federal Agencies or Entity.

(9) IRM 1.32.4.3.1.7 (7)(c), Special Travel Considerations, deleted first sentence and added text “Duluth will then book the personal travel portion”.

(10) Minor editorial changes made throughout the IRM for clarity and link updates.

Effect on Other Documents

Effective date.

Teresa R. Hunter Chief Financial Officer

Program Scope and Objective

Purpose : This IRM provides information regarding the Government Travel Card Program, including the Individually Billed Account (IBA) and Centrally Billed Account (CBA) programs.

Audience : All business units

Policy Owner : The CFO is responsible for travel card program policy, and related audits.

Program Owner : Credit Card Services is responsible for travel card-related administration, procedures and audits.

Primary Stakeholders : The CFO, Credit Card Services, travel cardholders, CBA users and managers.

Program Goals : Provide an effective travel card program that enables IRS employees to conduct official government travel to carry out their tax administration duties and ensure effective internal controls as outlined in OMB Circular A-123, Appendix B: Improving the Management of Government Charge Card Programs. The mandatory use of the travel card enables the IRS to obtain rebates offered by the credit card contractor.

This IRM provides information for the Government Travel Card Program including the IBA and the CBA programs. It applies to IRS employees who perform official government travel and supervisory and administrative personnel who direct or review and approve, official travel or reimbursement of expenses.

The Travel and Transportation Reform Act of 1998 (Pub. L. No. 105–264)

Responsibilities

The CFO, Deputy CFO, and Credit Card Services share joint responsibility for the Government Travel Card Program.

This section provides responsibilities for the following:

CFO and Deputy CFO

Credit Card Services office

Managers and approving officials

Travel cardholders

Authorized CBA users

Travel Management office

The CFO and Deputy CFO are responsible for Government Travel Card Program policy.

Credit Card Services Office

The Credit Card Services office is responsible for administration, procedures and oversight of the government travel card program.

Responsibilities for IBA and CBA accounts include:

Providing guidance and direction to travel cardholders and managers.

Assisting travel cardholders with travel card account maintenance changes.

Reviewing travel authorizations for appropriate information and approvals.

Performing reviews and monitoring travel card program activity.

Initiating appropriate action to notify Labor/Employee Relations and Negotiations of delinquent accounts and inappropriate use.

Safeguarding the CBA cardholder account numbers.

Authorizing the TMC to issue tickets that are charged to the CBA.

Reviewing, reconciling and certifying monthly CBA statements of account for payment and sending them to the CFO, Travel Management, Travel Operations office.

Ensuring payments to the government credit card contractor are properly and timely posted to the account.

Initiating and completing the dispute resolution process when unauthorized or erroneous/duplicate charges appear on the statements of account.

Reviewing the activity on the CBA to ensure: 1) travelers are not seeking reimbursement for CBA charges; 2) erroneous/duplicate charges are identified and resolved; 3) all charges are for travelers authorized to use the CBA for official government travel.

Maintaining statistical and narrative information related to the travel card program.

Providing CBA expenditure information to the business units.

Managers are responsible for:

Ensuring all employees obtain and use the government travel card for all official travel, except where specifically exempted.

Reviewing travel documents to ensure travel card expense claims are appropriate and business related.

Approving requests for travel card account maintenance changes such as card limits and cancellations.

Ensuring their employees are aware of the government travel card requirements.

Consulting with Labor/Employee Relations and Negotiations before meeting with a travel cardholder who is delinquent in paying their government travel card bill or who may have inappropriately used the travel card.

Concurring with or rejecting employee requests to use the CBA.

Ensuring that travel authorizations have the correct funding codes when the CBA is used to pay for the transportation.

Approving or disapproving employee travel authorization requests.

Ensuring that airfare/train and reservation fees charged to the CBA have the form of payment shown as CBA (not personal or Government Travel Card) on the employee’s travel voucher.

Travel Cardholders

Travel cardholders are responsible for:

Becoming familiar with the current IRS IRM 1.32.1, IRS Local Travel Guide and IRM 1.32.11, IRS City- to-City Travel Guide.

Using the government travel card only for travel-related expenses while performing official government travel.

Promptly filing travel vouchers.

Paying all charges and fees associated with the account timely.

Disputing any incorrect or unauthorized charges that may appear on the monthly statement of account timely.

Safeguarding the government travel card and account number from unauthorized use.

Complying with the terms and conditions of the Cardholder Account Agreement.

Authorized Centrally Billed Account Users

Authorized CBA users are responsible for:

Contacting the TMC to make a reservation.

Informing the TMC that the CBA will be used to purchase the common-carrier transportation tickets.

Obtaining the cost of the transportation ticket, the cost of the Concur Government Edition (CGE) fee and the reservation locator code from the TMC.

Notifying the TMC and Credit Card Services if an authorized trip is cancelled.

Identifying "CBA" as the method of payment for transportation costs charged to the CBA when filing travel vouchers.

Travel Management Office

The Travel Management office is responsible for IRS policies governing the travel card program.

Program Management and Review

Program Reports : Credit Card Services uses reports obtained from the credit card contractor’s electronic reporting system and from the Integrated Financial System (IFS) to monitor accounts and review transactions.

Program Effectiveness : Credit Card Services measures the effectiveness of travel card program oversight by performing continuous reviews of account data and monthly and quarterly reviews of travel card transactions to measure compliance and mitigate the risk of fraud and abuse.

Program Controls

The following chart describes the internal controls in place for using the government travel card:

Terms/Definitions

The following terms and definitions apply to this program.

Automatic teller machine (ATM) - The contractor provides this service allowing cash withdrawals from participating ATMs. The cash withdrawal and associated fees are charged to the standard travel card account. Cash from ATMs is only authorized for expenses that cannot be charged to the travel card while in official IRS travel status.

Billing cycle - The period of time commencing on the fourth day of the month and ending on the third day of the following month. All transactions that post to an account during a cycle are summarized on a statement of account issued by the government credit card contractor.

Card limit - The maximum cumulative amount that can be charged to an individually billed government travel card in any one billing cycle.

Concur Government Edition (CGE) reservation fee - A vendor fee that will auto-populate in a document when reservations are booked through Concur or by contacting the TMC directly. If a reservation is cancelled prior to ticketing, no transaction fee is incurred.

Centrally billed account (CBA) - A corporate travel card account set up for travelers who do not have an individually billed account to use for official IRS travel expenses (airline and train tickets only).

Delinquent account - Individually billed account with a balance due that remains unpaid for a period of 61 days or more from the closing date of the statement of account on which the charges first appeared.

Disputed item - An erroneous, duplicate, or over charge that appears as a transaction on an individually billed travel cardholder's statement of account. Travel cardholders are responsible for disputing timely any incorrect or unauthorized charges that may appear on their statement of account.

Electronic credit review - An electronic credit check performed by the government credit card contractor to research the applicants credit score, assessing creditworthiness based on credit history and current credit accounts.

Electronic travel system (ETS) - A web-based, integrated travel booking and reimbursement system that includes authorizations, vouchers and travel reservations for both domestic and foreign travel. The system's split disbursement function allows travelers to allocate the payment of individual expenses directly to the government credit card contractor.

Government credit card contractor - The bank that issues the travel card used by authorized IRS employees to pay for official travel expenses.

Inappropriate use - Use of the IRS government credit card to make purchases not approved, funded and authorized by or in conformance with applicable IRS travel card and CBA guidelines.

Individually billed account (IBA) - A government contractor-issued travel card used by authorized individuals to pay for official travel and transportation related expenses for which the contractor (bank) bills the employee and for which the employee is liable for paying.

Merchant category code (MCC) - A standard code assigned to every merchant that accepts a credit card identifying the category of goods, services, or activity they are involved with. The accuracy of the assigned MCC is the function of the merchant and MasterCard.

Merchant category code templates - A grouping of MCCs assigned to each individually billed travel cardholder's account based on the travel cardholder's anticipated purchasing activity. MCC templates are an element of the system of internal controls for the credit card program, designed to reduce the potential for inappropriate credit card use.

Restricted travel cardholder - A travel cardholder who did not consent to an electronic credit check or had a credit score of less than 660. A restricted travel card does not include a MCC template for miscellaneous expenses. In addition, restricted travel cardholders also do not have ATM privileges.

Split disbursement - An electronic travel system (ETS) functionally dividing a travel voucher reimbursement between the credit card contractor and the traveler. The balance owed to each is sent directly to the applicable party.

Standard travel cardholder - A travel card applicant who agreed to an electronic credit review and had a credit score of 660 or more. A standard travel card includes the MCC template for miscellaneous expenses and ATM access.

Statement of account - A summary of transactions (debits and credits) posted to the individually billed travel cardholder’s account during the billing cycle. The government credit card contractor will send a statement of account to the individually billed travel cardholder within five business days after the end of the billing cycle. Statements of account can be accessed through the government credit card contractor’s website.

Travel advance - A prepayment of estimated travel expenses paid to an IRS employee in advance of authorized official IRS travel. Travel advances are not available to standard travel cardholders.

Travel card - A credit card used to pay for authorized official IRS travel and allowable travel-related expenses. Each travel card reflects an individual billed account established in the travel cardholder's name. The term "individually billed" account is synonymous with travel card, credit card, government issued travel card and IBA.

Travel authorization - An electronic or written document submitted for approval to authorize official travel. The travel authorization obligates funds and must be submitted and approved before traveling, except in emergency situations.

Travel cardholder - The IRS employee who has been trained and authorized to use the individually billed account. The travel cardholder is the only authorized user of the travel card and is responsible for safeguarding the travel card and account number to minimize the opportunity for theft or unauthorized use.

Travel management center (TMC) - A travel agency contracted by the IRS or the electronic travel system (ETS) to provide services to book and ticket transportation, lodging and rental car services to IRS employees on official travel.

Travel voucher - A written request or electronic submission supported by documentation and receipts, where applicable, for reimbursement of expenses incurred in the performance of official IRS and relocation travel.

The following acronyms apply to this program.

Related Resources

IRM 1.32.1, IRS Local Travel Guide

IRM 1.32.11, IRS City-to-City Travel Guide

Federal Travel Regulation

5 U.S.C. 5514, Installment deduction for indebtedness to the United States

The Inappropriate Use Guide offers specific instances of misuse and their resolutions.

IRS Manager’s Guide to Penalty Determinations provides Labor/Employee Relations and Negotiations guidance for penalty determinations for the misuse of the travel card.

Individually Billed Account Travel Card Program

The Individually billed account (IBA) travel card is a government contractor-issued travel card used by authorized individuals to pay for official travel and transportation related expenses for which the contractor (bank) bills the employee and for which the employee is liable for paying.

All employees are required to obtain and use the IBA travel card for all official travel unless:

A vendor does not accept the travel card;

The director, Credit Card Services, has granted an exemption (see IRM 1.32.4.2.1.1 (1), Exemptions to Mandatory Use of Travel Card Policy;

The manager, International Travel and Visitor’s Program/Official Passports, in LB&I has granted an exemption; or

The employee qualifies for an exemption under IRM 1.32.4.2.1.1 (4), Exemptions to Mandatory Use of the Travel Card Policy.

Mandatory Use of Individually Billed Account

The Federal Travel Regulation (FTR), 41 CFR Part 301-51.1 and 301-51.2, Paying Travel Expenses, requires use of the travel card for official travel unless the employee has an exemption.

All employees who are required to travel must obtain and use the travel card for all official travel and transportation-related expenses. The credit card contractor will bill the employee directly and the employee is required to pay the statement timely.

Exemptions to Mandatory Use of Travel Card Policy

Delegation Order 1-49, Exemption to Travel Card Mandatory Use Policy, grants authority to the director, Credit Card Services, to grant exemptions to the mandatory use policy to employees who believe they would incur a hardship if required to obtain and use the government issued travel card.

The Letter of Understanding between the director, Labor/Employee Relations and Negotiations, and NTEU defines hardship as employees who have a history of personal or work-related credit card problems and employees whose religious tenets object to the use of credit cards in general.

Employees may request an exemption by sending an email with justification to their immediate manager. If the manager determines the requirements are met, the manager will forward the approved request to the Credit Card Services mailbox. The subject line of the message should be adjusted to read "Exemption Request" before forwarding.

The IRS exempts the following groups of travelers from the mandatory use of the government travel card:

Employees who have a government travel card application pending.

Employees for whom the issuance of a government travel card would adversely affect the mission of IRS or put the employee at risk.

Employees who are not eligible to receive a government travel card.

New employees who are exempt until they obtain a government travel card. New employees who will travel are expected to obtain and use the government travel card within 45 days after they report to duty.

International travelers.

Employees with suspended or cancelled government travel cards.

Employees who have relocated and are staying in temporary quarters.

Exemption for Mandatory Use for International Travel

The LB&I International Travel Office has been delegated the authority to grant exemptions to the mandatory use of the government issued travel card for IRS business outside the United States, except for Chief Counsel employees. Chief Counsel employees arrange travel through their respective travel office.

Information for submitting requests for exemption from the mandatory use of the travel card requirement for international travel can be found in the CFO Travel Resources section on the IRS Source website.

Payment Sources for Travelers with Exemptions

The following payment sources for allowable travel expenses are authorized for travelers who receive an exemption from the mandatory use of the travel card:

CBA (for common carrier transportation expenses only).

Personal funds/personal charge card (except for purchases of common carrier tickets over $100).

Travel advances through ETS for IRS employees only.

Use of the Individually Billed Account

The travel card can only be used for official government travel and travel-related expenses while in official travel status.

The ATM feature must only be used to obtain cash for official IRS travel expenses that cannot be charged using the travel card. The ATM may be used three calendar days prior to the start of travel through the last travel day.

Some states provide a lodging tax exemption for federal employees on official business. GSA provides a list of participating states with their applicable forms. See State Tax Information. Travelers must present the form to the hotel at check-in.

The travel card is non-transferable and may only be used by the employee whose name appears on the travel card.

Employees should use the travel card to the maximum extent possible. At a minimum, employees must use the government travel card to pay for transportation, lodging, rental cars and rental car gas.

The travel card can be used to purchase fuel for a privately-owned vehicle (POV) for travel between places of official business or other authorized points no more than one calendar day prior to the start of official travel through one calendar day after the official travel ends.

Authorized/Unauthorized Uses

The travel card can only be used for official IRS travel and allowable travel-related expenses while in travel status away from an employee’s official station.

Expense Type Authorized For City to City Travel Authorized for Local Travel When Expense is Authorized, Card Use is: Auto rental Yes Yes Mandatory Baggage fees Yes No Mandatory Common carrier transportation tickets Yes No Mandatory Companion/personal airline tickets and additional charges for premium seats No No Unauthorized Emergency purchases (maps when traveling in a POV or a rental car, and a GPS attached to a rental car) Yes Yes Optional Gasoline for a government vehicle No No Unauthorized Gasoline for a POV Yes Yes Optional Gasoline for a rental car Yes Yes Mandatory Incidental expenses (such as laundry or dry cleaning - for domestic travel only) Yes No Optional Lodging (hotel, motel, corporate housing) Yes No Mandatory Long distance calling (except when billed to hotel room) No No Unauthorized Meals (including grocery stores) - Alcohol purchase without food is not authorized. Yes No (Unless in travel status for 12 hours or more) Mandatory if $15 or greater; Optional if less than $15 Meeting space and conference fees or reserving rooms for other travelers No No Unauthorized Non-travel related expenses (lien fees, investigator expenses, administrative summons expenses, copies third party records or Right to Financial Privacy Act expenses) Yes Yes Optional Office supplies No No Unauthorized Parking (long term, daily, hotel) Yes Yes Optional Photos for Passports/Visas (keep the receipt to claim the expense on the voucher) Yes Yes Optional Postage (stamps, certified mail, etc.) No No Unauthorized Taxi, Uber, Lyft and shuttle service Yes Yes Optional Vehicle repairs No No Unauthorized

Travel cards may not be used to purchase personal items like clothing, toiletries, or gifts unless agency guidance is issued for specific items.

Employees may not use their government travel card for any alcohol and alcoholic beverage for which a separate charge is made.

Lodging expenses are not authorized for local travel within a 50-mile radius of the employee’s official station and residence without approval from Director, Travel Management. See IRM 1.32.1.8, Per Diem Expenses for Local Travel, for more information.

Refer to the "Mandatory Use of Travel Cards" – Frequently Asked Questions on the IRS Source website for additional guidance.

National Treasury Employees Union Use of the Travel Card

The travel card cannot be used to pay for travel expenses of employees performing NTEU business unless the IRS has approved it. For example, if NTEU officials travel using NTEU funds rather than government funds, a government travel card cannot be used.

Inappropriate Use of the Travel Card

Credit Card Services is responsible for reviewing travel card transaction reports to ensure charges are appropriate and business-related. Questionable charges on a travel cardholder's statement of account will be referred to management through the appropriate Labor/Employee Relations and Negotiations office for further investigation and resolution. Travel cardholders who use their government travel card for personal charges could be in violation of the Rules of Conduct. The task order with the government credit card contractor requires that travel cards be used only for official government travel and related expenses and that resulting statements be paid in full within the statement period. Examples of inappropriate use include:

Purchasing items for personal use;

Using the card without prior travel authorization;

Using the incorrect credit card;

Use of the travel card by a non-authorized user;

Purchasing meals within the official work location/commuting area (unless employee is in official travel status entitled to meals and incidental expenses (M&IE));

Renting automobile without prior authorization; and

Charging travel expenses of several travelers on one travel card.

Card Controls

The controls and restrictions on travel card accounts are discussed below. If a travel card is declined because of a restriction, refer to the IRS Source website.,

Card Limits

The card limit is the maximum cumulative amount that can be charged to a travel card account in a billing cycle. For most travel cardholders, the card limit is $5,000 per billing cycle. The travel card limit considers unpaid charges from prior monthly billing cycles as part of the card limit. As a result, the actual available card limit fluctuates as charges and payments are posted.

Higher limits are provided for special circumstances such as extended travel. Requests for a higher limit must be made with the approval of the travel cardholder's manager. Requests must be specific as to the need for the increased limit and the duration. The duration may be permanent or for a specific time period and should reflect the traveler’s business needs. It is not appropriate to request an increase in the card limit if there is an outstanding balance. More information about requests to change card and ATM limits is available on the IRS Source website.

Relocation Employees (Special Privileges)

Employees with relocation expense authorizations are required to use the government travel card for house hunting and en-route travel expenses to the new official station. Use of the travel card for temporary quarters is mandatory.

Special privileges for travel cardholders with relocation expense authorization include an increased card limit and enhanced merchant category code templates. Special privileges are removed from the travel cardholder's account at the end of the relocation travel period.

Merchant Category Codes and Templates

Merchant category codes (MCC) are four-digit numerical standard codes that identify the type of goods and/or services the merchant provides. The codes limit purchases to travel-related expenses. Travel card activity is restricted by the MCC assigned to the travel cardholder's account.

A template is a grouping of MCCs assigned to a travel cardholder's account based on anticipated use. The travel card will then be accepted at merchants, such as airlines and hotels, whose MCC is included in the template for that travel card. Travel cards will be declined at merchants whose MCC is not included in the template.

Requests for MCC changes for miscellaneous expenses (non-travel related expenses for lien fees, investigator expenses, administrative summons expenses or Right to Financial Privacy Act expenses) on a restricted travel card account will not be considered.

Cash from Automatic Teller Machines Access

The ATM feature (available only to standard travel cardholders) may be used to obtain cash for official IRS travel expenses. The travel card should be used to the maximum extent possible to charge travel expenses. At a minimum, the travel card must be used to pay for transportation, lodging, rental cars and rental car gas.

The ATM withdrawals are limited to $100 per day with an overall withdrawal limit of $1,000 per billing cycle. The travel cardholders can withdraw cash from an ATM three days prior to the official travel date of departure through the last day of official travel.

The government credit card contractor charges a fee of 2.5% of the amount of the cash advance for the service. In addition, an ATM fee of varying amounts can be charged as an access fee. These fees are charged to the standard travel cardholders account. Both fees are reimbursable to the standard travel cardholder.

Restricted travel cardholders are not granted ATM privileges.

Standard travel cardholders cannot request a travel advance.

Standard travel cardholders can establish or change their card’s PIN at any time by calling the government credit card contractor. PINs are used to obtain cash for official IRS travel expenses that cannot be charged using the travel card. Changes are effective immediately after confirmation.

Information regarding ATM access is available on the IRS Source website.

Record Retention Period for Travel Card Documentation

Travel cardholders are responsible for ensuring that their travel documents have been correctly uploaded into ETS and are legible. The ETS retains copies of the receipts for six years after fiscal year in which travel occurred. See IRM 1.32.11.7.7, Claiming Reimbursements. Managers are not required to retain original receipts and vouchers if the voucher is filed using ETS. Managers must retain copies of approved manual travel authorizations and vouchers, and all supporting documents for six years. Manual travel voucher records may then be destroyed according to the guidelines for records retention and disposition.

Record retention guidance is available on the IRS Source website.

Training and Application Process

Training is a prerequisite for obtaining a travel card. All potential travel cardholders must first complete the travel card self-study training course. The instructions for completing the government credit card contractor's on-line travel card application form can be accessed at the end of the course. All travel card applications must be in the applicant's name as shown in IRS official personnel records or in approved pseudonym names and must be signed by the applicant.

A travel card will be mailed in a plain envelope to the applicant at the statement billing mailing address indicated on the application form. It should be received within five to seven business days from the date the properly completed application is entered in the government credit card contractor's on-line application system.

Travel cardholders will need to call the government credit card contractor at the number on the back of the travel card to establish a PIN. The PIN will be used at chip enabled merchant terminals and for standard travel cardholders to obtain cash from the ATM for official IRS travel expenses that cannot be charged using the travel card. Information regarding the training and application process for obtaining a travel card is available on the IRS Source website.

Electronic Credit Review

The Office of Management and Budget (OMB) Circular A-123, Appendix B, Chapter 6, Creditworthiness, requires all agencies to perform a credit check on new travel card applicants using a Fair Isaac Corporation (FICO) credit score. A new travel card applicant is an employee who has not had a government-issued travel card within the last 12 months. Creditworthiness reviews are an important internal control to ensure that travel cardholders are financially responsible.

The option of consenting to an electronic review by the government credit card contractor is offered at the end of the travel card self-study training course. A new travel card applicant with a credit score of 660 or higher will receive a standard travel card. Applicants with a FICO credit score of less than 660, or who do not consent to an electronic credit review will receive a restricted travel card. Information regarding electronic credit checks is available on the IRS Source website.

Activating the Travel Card

Upon receipt of the travel card, travel cardholders must verify the accuracy of the information on the transmittal document and on the travel card.

If there is an error on the transmittal document or travel card, the cardholder should contact Credit Card Services via IRS Service Central to correct the problem.

If the information is correct, the travel cardholder should activate the travel card by calling the government credit card contractor at the telephone number on the activation sticker. When the call is completed, the card will be activated and ready for use.

Travel cardholders will need to call the government credit card contractor at the number on the back of the travel card to establish a PIN. The PIN will be used at chip enabled merchant terminals and for standard travel cardholders to obtain cash from the ATM for official IRS travel expenses that cannot be charged using the travel card.

Ordering a Replacement Card

If the travel card becomes worn, damaged, or defective in any way, the travel cardholder can order a replacement card by contacting the government credit card contractor at the telephone number listed on the back of the card.

Card Renewal Process

When the expiration date shown on the face of the travel card draws near, the government credit card contractor will send the travel cardholder a renewal card automatically. This generally, will occur two to four weeks prior to the expiration date. The renewal card will require activation. Activation instructions will be provided on a sticker affixed to the renewal card. Activating the renewal card automatically cancels the expiring card. The expired card should be properly disposed of by cutting it up.

Travel Card Refresher Training

Travel cardholders are required to complete refresher training every two years. The objectives of refresher training are to:

Ensure all travel cardholders are made aware of current program rules, regulations, guidelines and changes.

Strengthen the IRS travel card program internal controls.

Travel cardholders will be notified via email with detailed instructions when they are required to complete the refresher course. Travel cardholders will have approximately 45 calendar days to complete the training after being notified.

Monthly Statements

Travel cardholders receive a statement from the government credit card contractor if there is activity on the account or an outstanding balance, unless the travel cardholder has selected "Go Paperless" on the government credit card contractor’s website.

The billing cycle for travel card accounts closes on the third day of each month.

Travel cardholders are responsible for timely payment of all undisputed charges.

Statement Explanation

Travel cardholders will receive a statement of account from the government credit card contractor if there is activity on the account or an outstanding balance. The statement of account is available electronically if the travel cardholder selects "Go Paperless" on the government credit card contractor’s website or is mailed to the statement billing mailing address provided by the travel cardholder. This will usually be the travel cardholder’s home address, unless the travel cardholder has specified a different mailing address.

The monthly statement of account reflects activity on the account for the billing cycle. The billing cycle for travel cards closes on the third of each month. Each charge and credit transaction that posts to the travel cardholder's account during the billing cycle will be itemized on the statement of account. The statement of account will show the total amount due and the payment due date.

The travel cardholder must review the statement of account for erroneous or unauthorized charges. If any of these charges are identified, the travel cardholder must take prompt action to resolve the dispute. More Information is available on the IRS Source website.

Dispute Process

The travel cardholders are responsible for disputing any incorrect or unauthorized charges that appear on their monthly statements of account timely. Travel cardholders must contact the government credit card contractor representative within 90 days from the "transaction date" of the erroneous charge(s).

If the merchant's name and the charge(s) are not recognized by the travel cardholder, the cardholder should immediately contact the government credit card contractor to initiate a transaction dispute so the unrecognized charge(s) can be removed and a new travel card issued. More information is available on the IRS Source website.

If the merchant's name is recognized by the travel cardholder, but the charge was not authorized, the cardholder should contact the merchant to request a credit. If the credit does not post in the next billing cycle, the cardholder should contact the government credit card contractor to initiate a transaction dispute. If the dispute is not initiated within the 90-day time-frame, the cardholder will be responsible for paying the charge(s).

After the travel cardholder notifies the government credit card contractor, disputed amounts may be deducted from "total payments due" . Travel cardholders must be proactive in securing credits resulting from a dispute from merchants timely. Travel cardholders must timely pay all charges on their statement of account that have not been disputed timely.

Information regarding the dispute process is available on the IRS Source website.

Trip Cancellation

When the travel card is used to purchase common carrier transportation tickets through ETS and the trip is cancelled, if the reservation has not been ticketed, the travel authorization and reservation in ETS must be cancelled by the travel cardholder. No transaction fee will be incurred and the fare will not be charged to the travel card.

If the trip is cancelled after ticketing, the travel cardholder should contact the TMC to cancel and request a refund for the common carrier ticket. The travel authorization should not be cancelled in ETS and; the Concur Government Edition (CGE) fee is non-refundable. The travel cardholder should prepare a travel voucher to claim reimbursement for the CGE fee. If a common carrier charge appears on the travel cardholder's statement of account, the travel cardholder must contact the government credit card contractor at the number shown on the back of the travel card to initiate the dispute process. The cardholder must contact the hotel to cancel reservations booked directly with the hotel when booked via a block of rooms. Car and/or hotel only reservations charge on the day the authorization is approved or on the day of arrival if not cancelled timely, incurring a CGE reservation fee. Information about the dispute process is available on the IRS Source website.

Payment Terms

The travel cardholder is responsible for payment of all undisputed charges upon receipt of the monthly statement of account.

The travel cardholder must pay all undisputed charges in full upon receipt of the statement of account. The government credit card contractor must receive the travel cardholder's payment by the due date. The due date is 25 calendar days from the closing date on the statement of account in which the charges first appear. The travel cardholder is responsible for paying undisputed charges timely regardless of whether reimbursement has been received.

Government postage must not be used when remitting payments to the government credit card contractor.

Payment Methods

The travel cardholders may pay their accounts through ETS, through the government credit card contractor's website, by mail, or by telephone. Information regarding each payment method is available on the IRS Source website.

The IRS has implemented split disbursement and salary offset procedures for the government travel cards.

Making/Expediting Payment

Employees are required to use split disbursement. Split disbursement is the ETS default payment method. All employees have the option to change the method and amount of payment (e.g., meals and incidental expenses not charged on the travel card). However, if the method and amount of payment is changed, employees will be required to explain why the default split disbursement payment method was not used, which will be evaluated as part of the ETS pre-audit process.

Payments allocated to the government credit card contractor in ETS can be verified in the on-line payment feature or when the monthly paper statement of account is received in the mail. Travelers must pay any remaining travel card balance that was not covered by split disbursement to the employees individual billed government travel card. The remaining charges should be paid by the statement of account due date. It is the travel cardholder's responsibility to ensure payments are posted as designated in ETS. Information regarding the split disbursement feature in ETS is available on the IRS Source website.

Payments may be expedited using the on-line payment feature on the government credit card contractor's website. Travel cardholders must provide their American Bankers Association (ABA) routing number, account number and dollar amount. The government credit card contractor does not charge a fee for using the on-line payment feature; however, there may be a fee charged by the travel cardholder's financial institution. Information regarding on-line payments is available on the IRS Source website.

Payments to the government credit card contractor may be made by mail prior to receipt of the monthly paper statement of account. Travel cardholders should include their 16-digit account number with the remittance. A copy of the electronic statement of account may be enclosed with the remittance. Information regarding payments by mail is available on the IRS Source website.

The travel cardholders may use the government credit card contractor’s phone pay service to expedite payment by telephone using an electronic check service. Payments made by this method will post to the travel cardholder’s account immediately. Information regarding the use of the government credit card contractor’s optional method to expedite payment is available on the IRS Source website.

Travel Vouchers: Relationship to Travel Cards

The travel cardholders must file their travel vouchers promptly since all travel card charges must be paid within 25 calendar days from the closing date of the statement of account on which they appear. Travelers are responsible for payment of their IBA charge card bill in accordance with the cardholder agreement, even if the cardholder has not been reimbursed by IRS. Actual bank fees charged for non-payment will not be reimbursed by IRS. When properly submitted travel claims are not paid by IRS within 30 days, IRS will reimburse a late payment fee. This late payment fee is equivalent to interest calculated using the prevailing Prompt Payment Act Interest Rate plus a fee equivalent to any late payment charge the bank would have charged the traveler had they not paid the bill. All interest paid on late vouchers is considered income for payments of $600 or more during the calendar year and must be reported on an individual’s tax return.

Delinquent Accounts

Travel cards with a balance due that remains unpaid for a period of 61 days or more from the closing date of the statement of account on which the charges first appeared are considered delinquent. Failure to pay undisputed charges is a conduct issue that could result in disciplinary action.

Past Due Accounts

A travel card account with an unpaid, undisputed balance 31 days after the statement closing date on which the charge(s) first appeared is considered past due. If an account is unpaid 45 days from the statement closing date, the government credit card contractor will send the travel cardholder a "past due" letter. If the account remains unpaid at 55 days, the government credit card contractor will send the travel cardholder a pre-suspension notification. A travel card account with an unpaid, undisputed balance 61 days after the closing date is considered delinquent.

Suspension and Reactivation

If an account is unpaid 61 days from the statement closing date on which the charge(s) first appeared, the government credit card contractor will suspend the cardholder’s travel card account and the travel cardholder will not be able to use the travel card. The government credit card contractor will reactivate a suspended travel card after payment has been received.

Charges that have been disputed (and confirmed by the government credit card contractor by email) will not be considered delinquent until the government credit card contractor makes a determination.

At the time of suspension, any special privileges assigned to the account, such as an increased card limit, will be revoked. Special privileges will not be reinstated when the payment is made.

Multiple Suspensions

If an account has been suspended two times during a rolling 12-month period for undisputed amounts and becomes past due again, the government credit card contractor can cancel the travel card account. A rolling 12-month period begins in one month and concludes 12 months later. For example, if a travel cardholder account is suspended in May 2020, the suspension will continue to be considered as the first suspension until May 2021 when it will drop-off of the 12-month calendar.

The government credit card contractor will issue a letter to notify the travel cardholder and offer the travel cardholder an opportunity to avoid cancellation if the past due balance is paid within ten days from the date of the letter. A second letter will be sent to the travel cardholder if the account has been cancelled due to failure to pay the outstanding amount within the ten-day period.

Payments Returned for Non-Sufficient Funds

Payments by check, telephone or on-line that are returned by the government credit card contractor because of non-sufficient funds (NSF) will affect the travel cardholder’s account.

Upon the first instance of an NSF payment, any special privileges assigned to the travel cardholder’s account, such as an increased card limit, will be revoked.

When a second instance of an NSF occurs in a rolling 12-month period, the government credit card contractor will automatically cancel the travel cardholder’s account. The government credit card contractor will not reinstate an account that has a history of payments returned for non-sufficient funds.

Cancellation

If an account is unpaid 126 days from the closing date on the statement of account in which the delinquent charge(s) first appeared, the government credit card contractor will cancel the cardholder’s travel card account and revoke all charging privileges.

If an account remains unpaid for 151 days from the closing date of the statement period on the statement of account, the government credit card contractor may report the delinquency to the credit bureaus and it will appear on the travel cardholder’s personal credit history. More information is available on the IRS Source website.

Cancelled Card and Need to Travel

If an employee's travel card account has been suspended or cancelled for non-payment and, then, the employee is required to travel, the following sources of payment for allowable travel expenses are authorized:

CBA for common carrier transportation expenses only

Personal funds/personal charge cards, except for purchases of common carrier tickets over $100

Travel advances.

Salary Offset for Undisputed Travel Card Debt

The authority for federal agencies to collect undisputed delinquent amounts incurred on an employee's travel card from the employee's disposable pay is contained in the Travel and Transportation Reform Act of 1998 (Pub. L. No.105-264).

IRM 1.36.4, Administrative (Non-Tax) Debt Management, implements the IRS policy for salary offset.

The government credit card contractor may consider salary offset for outstanding undisputed travel card charges suspended accounts. Selection for salary offset is made at the government credit card contractor’s discretion using established collection criteria. Salary offset will be considered upon written request from the government credit card contractor and approval of IRS. See 1.32.4.2.8.2, Suspension and Reactivation, for additional information on suspended accounts.

No more than 15% of the employee's disposable pay per pay period will be collected under this procedure. The debt covered by this collection procedure is lower in priority to all other involuntary collection, garnishment and offset actions and will not be collected if higher priority debt would result in collecting more than 15% of the employee's disposable pay for any given pay period.

When the IRS receives a written request from the government credit card contractor for collection of travel card indebtedness, the employee will be afforded due process before any salary amounts are withheld. The IRS will notify the employee in writing of its intention to collect the debt. The employee will be provided 30 days to repay the delinquent balance or enter into a written payment agreement with the government credit card contractor.

Salary offset will continue until the full amount of the debt is collected or the employee makes full payment.

If the employee does not make full payment or enter into a payment agreement within the 30-day period, collection will begin the next pay period. The employee will receive a notification of the amount of the bi-weekly deduction.

The salary offset provision arises under the debt collection procedures in 41 CFR § 301-76.100, which provide due process rights to employees, including written notice and the right to request a review of the debt. If an employee is not disputing a travel card debt, the employee is waiving rights that arise under the Debt Collection Act.

Reinstatement Process

The government credit card contractor will rarely reinstate a travel card account that was cancelled due to non-payment. A travel card account that was cancelled due to non-sufficient funds or multiple suspensions will not be considered for reinstatement. If an employee's travel card account was cancelled as a result of non-payment and the employee wants to pursue reinstatement, the outstanding balance on the account, including late fees, must be paid in full. The employee should then contact their manager.

If the manager determines the employee's reinstatement request should be pursued, the employee will be required to complete the on-line travel card self-study training course available on the IRS Source website. The manager will complete the Request for Consideration of Reinstatement Form and forward it to Credit Card Services.

Upon receipt of the required documentation, Credit Card Services will review the employee's travel card account history. If the account has been full paid and has no history of any payment being made with a check with non-sufficient funds or collection agency involvement, Credit Card Services will forward the request to the government credit card contractor.

The government credit card contractor makes the final determination on whether the account will be reinstated. The government credit card contractor may review and consider the employee’s complete credit history in deciding whether to reinstate the individual’s account. Credit Card Services will notify the manager of the government credit card contractor’s decision. Due to the government credit card contractor’s required review of the account, the request could take several weeks to process.

If the account is reinstated and becomes past due again, Credit Card Services will cancel the account. No future reinstatement requests will be considered.

Information on requesting reinstatement of a travel card account and the Request for Consideration of Reinstatement Form is available on the IRS Source website.

Travel Card Account Changes

Information and procedures regarding account maintenance changes are available on the IRS Source website. Account maintenance changes include:

Name change

Address and phone number changes

Canceling your travel card

Reactivating a closed travel card account

ATM Access, Usage and Limit Changes

Limit increase

Declined transaction

Travel Card Problems

Information and procedures regarding travel card problems are available on the IRS Source website. Travel Card problems include:

Lost, stolen or compromised travel card

Delinquent accounts

Canceled trip

Incorrect charges

Account credit

Centrally Billed Account Program

A corporate travel card account set up for travelers who do not have an individually billed account to use for official IRS travel expenses (airline and train tickets). One CBA account is established for each IRS business unit.

Centrally Billed Account Guidelines

The CBA is a credit card account that travelers can use to charge common carrier transportation expenses and is available to:

Employees when issuance of the government contractor-issued travel card would adversely affect the IRS mission or put the employee at risk.

Employees who are not eligible to receive a government contractor-issued travel card.

New employees who have not yet obtained their own travel card.

Invitational travelers.

Employees who have received a written exemption from the mandatory use of the travel card from the director, Credit Card Services; and

Relocating employees and family members may use the CBA for house-hunting trips and en- route travel if the employee does not hold a government credit card.

A traveler who has a travel card cannot use the CBA unless they meet one of the following exceptions:

Incur foreign travel transportation costs.

Have a suspended or cancelled travel card account.

Authorized Uses of the Centrally Billed Account

The CBA can only be used for purchasing common carrier transportation tickets and related fees for official IRS travel while employees are in travel status away from their official station. Authorized uses are as follows:

Airline tickets

Railway tickets

CGE fees for transportation ticketing

Unauthorized Uses of the Centrally Billed Account

Unauthorized uses of the CBA include:

Personal travel (airline and train)

Rental cars and gasoline

Lodging and meals

Centrally Billed Account Ticket Authorization Process

The traveler’s manager must authorize the traveler to use the CBA. The traveler will use ETS to complete and sign a travel authorization. The signed travel authorization reflecting CBA as the method of reimbursement will route systemically to a credit card services conditional router for review and approval.

The Credit Card Services conditional router will review the reservation and will either approve (authorize) or disapprove (return) the request. The document is stamped in ETS and the traveler receives a general email message indicating the status.

Approved (authorized) requests will route to the traveler's manager for review and approval of the trip. The TMC will issue the transportation ticket three or four days prior to the scheduled departure date and will email or fax an invoice to the traveler, confirming the ticket has been purchased.

Disapproved (returned) requests will not include a justification in the email message from ETS. Travelers may review the justification and/or status of a pending request by selecting Digital Signature from the pull-down list located at the bottom of the ETS screen.

Additional information regarding the process for using the CBA is available on the IRS Source website.

Travel Voucher Considerations

The CBA charges are billed and paid monthly. Travelers who use the CBA cannot claim reimbursement for transportation and CGE fees on their travel voucher. Travelers should ensure that:

If using ETS, the method of reimbursement should reflect CBA on the transportation ticket and the CGE fee.

If using the manual travel authorization form, the travel voucher (Standard Form 1012) should indicate use of the CBA as the method of payment for the transportation ticket and the CGE fee.

Managers or approving officials should review the TMC itinerary or invoice attached to the voucher to determine how the transportation ticket was purchased. Expenses charged to the CBA should not be approved for reimbursement to the traveler. Information is available on the IRS Source website.

Unused Tickets

If the CBA issued ticket is not used, the TMC will issue a refund automatically within 24 hours (no exchanges are permitted).

Ticket Cancellation

When the CBA is used to purchase common carrier transportation tickets and the trip is cancelled, the employee must promptly notify the TMC and Credit Card Services.

If an electronic ticket was issued using the CBA, the traveler must notify the TMC of the cancelled trip immediately and request issuance of a credit.

If the ticket has been invoiced, the ETS travel authorization must be left open.

If a paper ticket was issued, the traveler must notify the TMC of the cancelled trip immediately and return the paper ticket to the TMC. A credit will not be issued for the paper ticket until the ticket is returned to the TMC.

Travelers must notify Credit Card Services via an IRS Service Central ticket or by calling the ERC at 866–743–5748 (TTY: 866-924-3578) for assistance if a trip is cancelled. The traveler must provide the following information immediately after the trip is cancelled:

Original travel authorization number;

Date the TMC confirmed cancellation and/or date paper ticket was returned for refund; and

Travel dates.

Special Travel Considerations

Last-minute travel - For last-minute travel, defined as Friday afternoon or weekend travel notification, the traveler may contact the TMC for transportation tickets. Travelers who do not have a travel card or have a travel card that is declining, may use the CBA. The TMC will issue the CBA ticket and notify Credit Card Services of the emergency issuance. The traveler must complete and the traveler’s manager or approving official must approve a travel authorization through ETS or on a manual travel authorization form.

Travel expenses charged to another business unit - The traveler's manager or approving official is responsible for ensuring the traveler has provided the correct funding codes in ETS or on the manual travel authorization form. When travel is not being charged to the traveler's home organization, the correct funding codes must be obtained from the organization funding the travel.

Disapproved (returned) CBA transportation requests - Current travel cardholders who selected CBA as the method of payment for transportation in ETS and were disapproved, must cancel the current transportation reservation and create a new reservation using their travel card.

Airport travelers (reservation without ticket or no reservation) - Travelers who arrive at the airport during business hours without an airline ticket and who must use the CBA (due to having no travel card or their travel card was declined) may contact the TMC to secure a reservation. The traveler must then contact the Employee Resource Center (ERC) and request expedited assistance to obtain approval to use the CBA and acquire the transportation ticket.

Invitational travel - The business unit will designate an IRS employee to serve as a representative for the invitational traveler. The designated IRS employee is responsible for making travel arrangements and completing the manual travel authorization form.

Relocation travel - Tickets for common carrier transportation authorized for an IRS employee's spouse for travel associated with house hunting can be charged to the CBA. En-route common carrier transportation tickets authorized for the IRS employee's spouse or dependents can also be charged to the CBA. IRS employees should:

Ensure the relocation authorization provides for house hunting and en-route travel.

Contact the TMC to make reservations.

Complete the manual travel authorization form.

Indirect Travel - Personal and Official Travel Combined

Employees are not able to combine personal and official travel reservations in ETS. The ETS is for official government travel only.

Employees who combine personal travel with official travel must call Duluth at 866-442-9925. Duluth will book a one-way official travel fare for the portion of travel between the official station and temporary duty (TDY) station. This fare must be purchased with the employee’s individually billed government travel card account (IBA) or the centrally-billed account (CBA) if traveler hasn’t received their IBA. Duluth will also note the total cost of a round-trip official travel fare on the itinerary/invoice, to be used on Form 15278, Cost Comparison worksheet.

Duluth will then book the personal travel portion. The personal ticket must be a fully refundable fare open to the public; otherwise, if official travel is canceled the employee will be responsible for the non-refundable fare. Government contract fares may not be used for personal travel. The employee will be charged a non-reimbursable leisure fee. An additional fee applies for each ticket issued. Both the tickets and associated fees must be charged to a personal credit/debit card, the IBA or CBA may not be used for the personal portion of the trip.

Official Travel Paid by Other Federal Agencies or Entity - Per IRM 1.32.11.10, Travel Payments from Other Federal Agencies, when an employee travels for another federal agency, the traveler has two options: Direct Reimbursement or Pay-In-Kind where the other agency/entity pays all expenses to the traveler.

Direct Reimbursement - The traveler completes an IRS ConcurGov authorization and voucher, no additional approval from Credit Card Services is needed.

Pay-In-Kind - The traveler must request and obtain approval prior to travel to use their IRS Government Travel Card from the director, Credit Card Services. An email request to *IRS CCS mailbox with subject line: Request to Use IRS Government Travel Card - Travel for Another Agency/Entity must include the travelers: Name TDY location Travel period/dates of travel Agency or Entity traveling for Documentation of event

More Internal Revenue Manual

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Agency/Organization Program Coordinators (A/OPCs) Travel Training

Lesson 4: Agency/Organization Program Coordinator (A/OPC) Responsibilities

What are some a/opc responsibilities.

• Oversees the travel program for your agency/organization to best support your mission.
• Develops agency program procedures and policies as necessary.
• Serves as the liaison between the card/account holder, the contractor bank, your management and the GSA Center for Charge Card Management (CCCM).
• Please note that the lead A/OPC may be supported by regional or field A/OPCs with distinct responsibilities.

Managing Card/Account Holders

• Maintains a current list of account names, account numbers, contact information of all current card/account holders and accounts.
• Maintains a current list of agency/organization points of contact for Designated Billing Offices (DBOs), Transaction Dispute Offices (TDOs) and Electronic Commerce/Electronic Data Interchange Offices (EOs), as applicable.
• Ensures card/account holders use the travel program correctly.
• Monitors account activity and manages delinquencies.
• Ensures that appropriate steps are taken to mitigate suspension or cancellation actions.
• Receives training before appointment and participates in refresher training a minimum of every three years (or less depending on agency/organization policies) in accordance with OMB Circular A-123, Appendix B [PDF, 71 pages] .
• Participates in annual training forums and disseminates information and lessons learned to other A/OPCs, account managers and card/account holders.
• Ensures that card/account holders are trained prior to receiving their travel account and that they take refresher training at a minimum every three years (or more often if required by your agency).

Master Contract/Task Order Compliance

• Oversees the business line for your agency/organization and establishes agency/organization guidelines.
• Directs the contractor bank to establish accounts.
• Serves as liaison between the card/account holder and the contractor bank.
• Provides on-going program guidance.
• Audits accounts as required.
• Keeps necessary account information current for the agency/organization.
• Please note that the terms and conditions of the GSA SmartPay® Master Contract can only be modified by the GSA SmartPay Contracting Officer. The A/OPC does not provide supervisory guidance to the contractor bank’s personnel.

Card/Account Holder Hierarchies

• Establishes card/account holder hierarchies, which are often associated with billing and organizational structures.
• Please note that hierarchy structures may vary from agency to agency due to each agency’s unique requirements. This includes the number of card/account holders managed by each A/OPC and the level of problem resolution. Once your agency determines the structure and requirements needed, the contractor bank will be able to assist with establishing your agency hierarchy levels.

Communication

• Keeps the lines of communication open with all key program participants, including senior management/leadership.
• Stays in touch with travel program participants by networking, asking questions and sharing policy changes, program information and/or other travel card/account information.
• Please note that A/OPCs should try to establish relationships with the card/account holders within your span of control. The better you understand each travel card/account holder’s travel history and needs, the more effective you can be in managing the program and preventing or detecting misuse and fraud.

How do I set up travel cards/accounts?

As the A/OPC, you are responsible for setting up and maintaining centrally billed accounts (CBAs) and individually billed accounts (IBAs). Refer to your contractor bank’s A/OPC Guide, Cardholder Guide and EAS Manual for detailed instructions on how to set up cards/accounts.

Typically, A/OPCs complete the following steps when setting up a new travel card/account:

Verify Creditworthiness Score

Agencies have to complete a credit check by using a consumer report from a consumer reporting agency and follow the guidelines outlined in the Fair Credit Reporting Act. These procedures must be followed when issuing a travel card/account to a new card/account holder. A satisfactory creditworthiness score must be obtained in order to issue a travel card/account to a new card/account holder.

Obtain Training Certificate

Each card/account holder must complete training prior to appointment and must take refresher training at a minimum of every three years. Card/account holders should understand their responsibilities and duties associated with having a GSA SmartPay Travel card/account. In addition, A/OPCs must ensure that the card/account holder is in compliance with agency-specific policy regarding card/account holder training.

Receive Completed Card/Account Application

Each prospective card/account holder must complete a card/account application. Once the card/account application has been approved, the card/account will be issued and can be registered in the EAS.

Set Authorization Controls

At the time of account setup within the EAS, the A/OPC will set authorization controls. A/OPCs can change authorization controls at any time in case you determine that some are too restrictive (or not restrictive enough). Use authorization controls as a tool to prevent fraud and misuse.

Here are some typical authorization controls:

• Single purchase limit - Restricting the dollar limit for an individual transaction.
• Monthly purchase limit - Restricting the cumulative dollar limit for purchases in one month. The monthly purchase limit may be set to any dollar amount equal to or greater than the single purchase limit.
• Number of transactions limit - Restricting the number of transactions per day and/or per month on each card/account.
• Merchant Category Code (MCC) restrictions - Purchases are restricted depending on the type of merchant (identified by the MCC). For fleet, instead of MCC, include the Product Number/Code.

Are credit checks required for travel card/account holders?

Yes, credit checks are required for travel card/account holders.

According to Public Law 112-194 (Government Charge Card Abuse Prevention Act of 2012) [PDF, 7 pages] : “Each executive agency has policies to ensure its contractual arrangement with each travel charge card issuing contractor contains a requirement that the credit- worthiness 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…”.

Agencies have to complete this evaluation by using a consumer report from a consumer reporting agency and follow the guidelines outlined in the Fair Credit Reporting Act. These procedures must be followed when issuing a travel card/account to a new card/account holder. The result of the creditworthiness check will determine whether or not you can issue a travel card/account to a new card/account holder.

A card/account holder that does not have a history of credit or has an unsatisfactory history of credit may not receive a travel card/account. These card/account holders, however, may still receive a restricted charge card in accordance with agency policies and procedures. OMB Circular A-123, Appendix B [PDF, 71 pages] also addresses this topic in detail.

What is the process for renewing IBA travel cards/accounts?

For renewing IBA travel cards/accounts:

• At least 90 calendar days prior to the expiration of each IBA card/account, the contractor bank shall submit a listing of each expiring card/account to the A/OPC.
• The list format shall be determined by the agency/organization.
• The listing shall contain all information necessary for the agency/organization to renew the card/account.
• Cards/accounts shall automatically renew unless otherwise directed by the A/OPC.
• Per OMB Circular A-123, Appendix B, a creditworthiness assessment shall be conducted for restricted card/account holders before the card/account holder is issued a renewed card/account.
• If cards/accounts are not to be renewed, the A/OPC will notify the contractor bank, in writing, 45 calendar days prior to card/account expiration date.

How are cards/accounts closed/terminated and what are the recommended exit procedures?

There are four steps to closing or terminating cards/accounts:

• Immediately notify the bank when a card/account holder leaves the agency/organization, is terminated from employment or no longer requires a travel card/account.
• Follow the card/account close out procedures from your contractor bank.
• Instruct the card/account holder to destroy/dispose of the card by cutting it into pieces.
• Review the master file/account holder listing to ensure the card/account is closed.

Are A/OPCs able to suspend or cancel a card/account?

Yes, A/OPCs are able to suspend or cancel a card/account.

Suspension is the process by which an account is deactivated due to delinquency or multiple pre-suspension actions. An account is considered past due if payment for undisputed principal amounts has not been received within 45 calendar days from the billing date.

An account can be canceled if an undisputed balance remains unpaid for the prescribed number of calendar days from the billing date. An account may also be canceled for numerous suspensions.

A reason must be documented for suspension or cancellation. Accounts may be canceled through your bank’s Electronic Access System (EAS) or through the bank’s customer service office. Under certain conditions, an A/OPC may request the contractor bank to delay or accelerate action for suspending or canceling an account.

In summary, please refer to the chart below:

* Please refer to your agency policy for specific delinquency stages as they may differ.

For more details on suspension/cancellation procedures, see the GSA SmartPay Master Contract, Section C.3.3.11 Suspension Procedures and Section C.3.3.12 Cancellation Procedures.

The bank is required to automatically reinstate suspended accounts upon payment of the undisputed principal amount unless otherwise specified by you. You may also notify the bank of any mission-related, extenuating circumstances for which the account should not be suspended within the notification timeframes mentioned previously. Once an account has been canceled, the contractor bank is under no obligation to reinstate the account.

Please note that the liability for CBA transactions rests with the agency/organization, while liability for IBA transactions rests with the individual card/account holder.

What is a write-off or credit loss?

A write-off is a canceled account with an unpaid balance determined to be uncollectible by the contractor bank.

What happens if a travel card/account is lost or stolen?

It is the card/account holder’s responsibility to immediately report the lost or stolen travel card/account to:

• The contractor bank.
• You, the A/OPC.
• Their supervisor.

Once a card/account has been reported as lost or stolen, the contractor bank immediately blocks that account from further usage and a new account number will be issued to the card/account holder.

Reporting the card/account as stolen does not relieve the card/account holder or the government of payment for any transactions that were made by the card/account holder prior to reporting it stolen. If you do not recognize a transaction appearing on your statement, you are responsible for notifying the contractor bank within 90 calendar days from the transaction date to initiate a dispute, unless otherwise specified by the agency/organization. This notification of transaction dispute may occur via the EAS, by telephone or other electronic means like email.

Please note that card/account holders relinquish their right to recover a disputed amount after 90 calendar days from the date that the transaction was processed.

How does the bank support the A/OPC?

The contractor bank can provide you with tools to assist in successful management of your agency’s travel program, including:

• Establishing and maintaining accounts.
• Providing an Electronic Access System (EAS).
• Providing data mining tools and assistance to help detect potential fraud/misuse.
• Providing forms and reports.
• Resolving disputes.

training.smartpay.gsa.gov

An official website of the General Services Administration

For further information, please contact: Your Servicing HR Office in your region.

Ventris C. Gibson Assistant Administrator for Human Resource Management

Citibank CitiDirect Government Card Services - The site allows travelers to find valuable information about their Citibank Travel Card Account such as account balances, and payment history.

To view the following documents you need Adobe Acrobat Reader. Click the image on the bottom of this page to get Adobe Acrobat Reader.

Individually Billed Account Set-Up form

CFO Memorandum of 7 August 2000 - Tougher action on travel card delinquencies needed.

CFO Memorandum of 10  July 2002 -    Policy changes for reducing delinquencies, and automation of Travel Administration processes.

Dir. Office of Financial Management Memorandum of 31 December 2002 - Role of Travel Charge Card Coordinators.

CFO Memorandum of 14  January 2003 -   Manager responsibilities for reducing delinquencies.

Fraud Information - Financial Crimes Enforcement Network Department of the Treasury's advise of two known fraudulent schemes.

UNCLASSIFIED (U)

TRAVEL AND TRAVEL ADVANCE MANAGEMENT

(CT:FIN-487;   10-05-2023) (Office of Origin:  CGFS/FPRA/FP)

4 FAM 461  scope and authority for travel

(CT:FIN-487;   10-05-2023)

a. This subchapter contains the fiscal policy related to contracted charge cards, travel advances, travel claims, congressional travel, educational travel, and gifts of travel expenses from a non-Federal source.  The policy stated herein must be used in conjunction with those procedures set forth in 4 FAM 410 , 4 FAM 420 , 4 FAM 430 , 2 FAM 960 , and the Department of State Standardized Regulations (DSSR).

b. 22 U.S.C. 4081 and 5 U.S.C. Chapter 57 contain the statutory authority for the manner in which travel is performed and the expenses for which the traveler can be reimbursed.  Officials responsible for financial management and administrative activities should use prudence and make businesslike decisions  when applying these regulations (see 14 FAM 561.2 ).  Other authorities cited herein govern specific aspects of granting travel advances and accepting payments from non-Federal sources.

4 FAM 462  TRAVEL APPLICABILITY

This subchapter applies to official travel as defined in 14 FAM 500 , Employee Logistics–Travel, for travelers in the Foreign Service and other U.S. Government travelers for whom specific provisions apply (see 14 FAM 511.2-1 ); volume 1 of the Joint Travel Regulations (JTR) for those travelers in the military or assigned to the military who are subject to the Foreign Affairs Manual; and in the Travel and Transportation Reform Act, and the Federal Travel Regulation (FTR) (41 CFR, subtitle F) for all other U.S. Government-authorized travel.  Generally, all travel should be processed in the Department’s electronic travel systems and coordinated through the travel management center consistent with 14 FAM 560 .

4 FAM 463  GOVERNMENT-CONTRACTEd Individual CHARGE CARDS

4 FAM 463.1  Mandatory Compliance

The Department, through the General Services Administration (GSA), authorizes the issuance and use of Government-contracted individually billed account (IBA) travel charge cards to U.S. direct hire (USDH) employees.  Compliance with the following regulations and policies is mandatory for employees who are required to be issued, use, and maintain Government-contracted IBA travel charge cards:

(1)  The Travel and Transportation Reform Act of 1998, Public Law 105-264, mandates that Federal employees use the Federal travel charge card for all payments of expenses for official Government travel, unless an exemption has been granted in accordance with the Federal Travel Regulation (FTR), 41 CFR, subtitle F;

(2)  The FTR implements statutory requirements and Executive branch policies for travel by Federal civilian employees and others authorized to travel at government expense;

(3)  The Government Charge Card Abuse Prevention Act of 2012, Public Law 112-194, requires all Federal agencies to establish certain safeguards and internal controls for government charge card programs and to establish penalties for violations, including removal when circumstances warrant.  See 3 FAM 4000 for information on disciplinary action for misuse, non-usage, abuse, untimely payment, or nonpayment;

(4)  OMB Circular No. A-123, Appendix B, prescribes policies and procedures to agencies regarding how to maintain internal controls that reduce the risk of fraud, waste, abuse, and error in government charge card programs, in accordance with the below definitions:

(a)   Abuse:   Use of a government charge card to buy authorized items, but at terms (e.g., price, quantity) that are excessive, is for a questionable government need, or both.  Examples of such transactions would include purchase of luxury or deluxe versions of products and services that exceed the government's actual requirements.

(b)   Delinquency/Delinquent Account:   An undisputed charge card account balance that is unpaid for more than 61 days past the statement date.

(c)  Fraud :  Any felonious act of corruption or attempt to cheat the government or corrupt the government's agents.  For the purposes of this guidance, use of government charge cards to transact business that is not sanctioned, not authorized, not in one’s official government capacity, not for the purpose for which the card was issued, or not as a part of official government business, are instances of fraud.  This list is not intended to be all inclusive.

(d)  Government Travel Charge Card :  An individually (IBA) or centrally (CBA) billed government travel account.  It is a travel charge card program used by authorized employees to pay for travel and transportation-related expenses in compliance with the applicable regulations and in support of the Department for official government business.

(e)  Improper Purchase :  An improper purchase is any purchase that should not have been made or that was made in an incorrect amount under statutory, contractual, administrative, or other legally applicable requirements.  Incorrect amounts include overcharges and undercharges.

(f)   Misuse :  Use of a Federal charge card for other than the official government purpose(s) for which it is intended.

(g)  Non-Usage :  Not using the government travel card for official travel expenses while on authorized government travel, absent a valid exemption.

(h)  Waste :  Any activity taken with respect to a government charge card that fosters, or results in, unnecessary costs or other program inefficiencies.

(5)  OMB Memorandum M-13-21 requires the implementation of the Government Charge Card Abuse Prevention Act of 2012; and

(6)  OMB Memorandum M-12-21 promotes efficient spending to support agency operations.  Refer to Section 1 – Travel.

4 FAM 463.2  Applicability

a. All USDH employees who are expected to conduct temporary duty (TDY) or permanent change of station (PCS) travel more than two times in a fiscal year in order to carry out their official duties must apply for and use IBA travel charge cards.  For these employees, all official travel expenses must be paid by an IBA travel card unless:

(1)  A vendor does not accept the IBA travel charge card;

(2)  General Services Administration (GSA) has granted an exemption.  41 CFR 301-51.3 provides GSA exemptions for:

(a) Any employee with an application pending for the Government contractor-issued travel charge card;

(b) Any employee when issuance of the Government contractor-issued travel charge card would adversely affect the mission or put the employee at risk; and

(c) Any employee who is not eligible to receive a Government contractor-issued travel charge card; or

(3)  The agency head, or their designee authorized in 18 FAM 201.3 , has granted an exemption.

b. Employees referenced in subparagraph a must apply for an IBA charge card by following the instructions on the Travel Card Program SharePoint site.  

c.  Contact the CGFS Travel Card Program Office general mailbox at [email protected] for assistance and support of the IBA travel charge card.

4 FAM 463.3  General Contract Information

a. Employees, as cardholders, are issued IBA travel charge cards valid for 2 years.  The travel charge card issuing bank will automatically send a replacement card for the expiring card.

b. No interest or annual membership fees are assessed to the cardholder.  Preset expenditure limits are placed on the IBA travel charge card, and the cardholder is eligible for travel accident insurance, lost baggage insurance, and rental car insurance when purchasing transportation using the card.

c.  Where the IBA travel charge card is accepted, the cardholder may obtain cash from authorized contractor-affiliated banks or ATMs up to three business days prior to the start of travel.  Cash advances obtained after the final travel day may be considered misuse.  In those locations where the IBA travel charge card is not accepted, the cardholder may use a personal charge card to obtain cash for or pay official government travel expenses. 

4 FAM 463.4  Authorized IBA Travel Charge Card Use

a. An IBA travel charge card must be used according to the travel card cardholder agreement and used for all official government travel expenses as authorized on the Travel Order (i.e., TDY, PCS, Medevac, Evacuations).  For normal and routine travel, travelers must use their travel management center, which has the centrally billed account (CBA) to purchase air, rail, or ship transportation tickets and annual passes.  Authorization is needed from the approving official to purchase air, rail, or ship transportation tickets with IBA travel charge cards.  Verbal approval must be finalized via an amendment to the travel authorization. 

b. Misuse, non-use, and/or abuse of an IBA travel charge card may result in its suspension and/or disciplinary action (see 4 FAM 463.9 ).

4 FAM 463.5  Financial Obligation and Liability

4 FAM 463.5-1  Cardholder

The cardholder is liable for all authorized billed charges and is responsible for disputing any unauthorized charges with the travel charge card issuing bank and documenting all correspondence.  U.S. Government employees are required to pay their financial obligations in a proper and timely manner.

4 FAM 463.5-2  U.S. Government Liability

The U.S. Government assumes no liability for charges incurred on an IBA travel charge card issued to an employee, nor is the U.S. Government liable for charges on lost or stolen cards.

4 FAM 463.6  Settlement of IBA Travel Charge Card Bills

4 FAM 463.6-1  Payment of Monthly IBA Travel Charge Card Billings

Payment by the cardholder must be for the full amount billed, which is due and payable as specified in the travel charge card cardholder agreement.  Deferred payments are not allowed.  However, in certain situations such as an evacuation, where an employee needs extended payment terms, the IBA travel charge card can be placed in a “mission critical” status, which would prevent suspension of the card.  In order to be eligible for the “mission critical” status, the account must have been in a current payment status prior to the evacuation.  Payment of travel charge card bills are due in full on or around the 12th or 13th of the month.  A cardholder should contact the Travel Card Program at the first of the month if they are experiencing reimbursement delays.  The Travel Card Program will review the account and place in a “mission critical” status if needed.  Contact the Travel Card Program general mailbox at [email protected] to learn more about the “mission critical” status.

4 FAM 463.6-2  Review of Charges

The cardholder must review all charges to determine those not made by the cardholder and provide the travel charge card issuing bank a signed statement (affidavit of forgery) of any charges considered to be fraudulent; otherwise, all charges are the responsibility of the cardholder.  The cardholder is responsible for contacting the travel charge card issuing bank to resolve any disputes in billings and to assure that any entitled credits are applied.  Contact the Travel Card Program general mailbox at [email protected] for assistance with disputed charges.

4 FAM 463.7  Lost or Stolen IBA Travel Charge Cards

The cardholder is expected to exercise the same care for security of the IBA travel charge card and card number as for their own personal credit cards.  If a card is lost or stolen, the cardholder must notify the travel charge card issuing bank within 24 hours of discovery.  The cardholder will be provided a replacement card.

4 FAM 463.8  Suspension or Cancellation

a. Cardholder use of the IBA travel charge card will be suspended by the travel charge card issuing bank when:

(1)  The cardholder has been delinquent for more than 61 days past the statement date and the cardholder has not provided a valid and acceptable reason for delinquency to the issuing bank;

(2)  There is any confirmed habitual misuse of the IBA travel charge card (see 4 FAM 463.1 (4) for the definition of misuse); or

(3)  Two or more non-sufficient funds (NSF) payments are received within a 12-month period.

b. The cardholder’s IBA travel charge card is canceled by the travel charge card issuing bank upon separation from the Department.  Separating cardholders must contact their Travel Card Program Coordinator (A/OPC) or the Travel Card Program general mailbox at [email protected] to assist with closing their IBA travel charge card account.

c.  A travel advance will not be issued to an employee when use of the IBA travel charge card has been suspended or canceled.

4 FAM 463.9  Actions for Government Travel Card Misuse, Non-Usage, Abuse, and Delinquency

(CT: FIN-487;   10-05-2023)

a. Misuse, non-usage, and/or abuse of a U.S. Government-sponsored or issued credit card, or untimely payment or nonpayment of balance due, may result in disciplinary action (see 3 FAM 4000 ).

b. Travel card-specific actions the Department will take in response to acts of non-compliance are outlined in tables on the Travel Card Program SharePoint site.  For additional information contact the Travel Card Program office via email at [email protected] or toll free at 844-469-9407.  Also, see policies and regulations regarding IBA travel charge cards on the Travel Card Program SharePoint site.

4 FAM 464  TRAVEL ADVANCES

5 U.S.C. 5705 and the FTR (41 CFR Part 301-51) provide authority to grant a travel advance.  The purpose of a travel advance is to provide an employee authorized to travel at U.S. Government expense with funds to meet authorized travel expenses.

4 FAM 464.1  Applicability

a. USDH employees who require a travel advance should obtain and use the IBA travel charge card to advance cash for travel related expenses, regardless of the expected number of trips in a fiscal year, instead of requesting an official travel advance.  A travel advance will not be issued to USDH employees for TDY and PCS travel without prior written justification to the Comptroller, Bureau of the Comptroller and Global Financial Services (CGFS) or the Comptroller’s designee.   

b. Travel advances may be made available for TDY travel, primarily to locally employed staff, personal services contractors, and on an exception basis to USDH employees.  The exception basis is based on submitting a justification to the Comptroller, CGFS or designee for approval.  In addition, travel advances may be made available for invitational travel and medical evacuation (MEDEVAC) travel for an eligible family member.

c.  Advances for transfer allowances are not permitted.  Travelers must use the IBA travel charge card for transfer per diem and travel expenses.

d. A travel advance must be issued as an electronic funds transfer (EFT) whenever possible.  If EFT is not available, then cash may be advanced.  Travel advances for local employees may be provided on a pre-paid U.S. debit card (USDC) or other similar instruments.  If authorized, a travel advance may be issued to an employee who has proper identification and a valid travel authorization that cites the funds to be charged for the travel.

e. The term “employee” is defined in 41 CFR 301-1.2 as:

(1)  An individual employed by an agency, regardless of status or rank;

(2)  An individual employed intermittently in Government service as an expert or consultant and paid on a daily basis, such as a reemployed annuitant (REA); or

(3)  An individual serving without pay or at $1 a year (also referred to as “invitational traveler”).

f.  Travel advances for Department-authorized travel may be issued to individuals traveling under invitational travel, and to personal services contractors as defined in 3 FAM 9110 .  These individuals may be considered employees for the purpose of allowing them travel advances.  The terms and conditions regarding access to and recovery of travel advances to a personal services contractor must be included in the contract.  Other individuals who are not Government employees and who have not been issued invitational travel authorizations may not receive an advance of funds for the purpose of travel.

g. Suspension of an IBA travel charge card because of an employee’s nonpayment or misuse is not a valid reason for issuing a travel advance.

4 FAM 464.2  Calculation of the Advance

To calculate otherwise allowable travel advances, the factors in 4 FAM 464.2-1 through 4 FAM 464.2-5 must be considered.

4 FAM 464.2-1  Out-of-Pocket Expenses

Estimated out-of-pocket expenses are calculated on the type and estimated duration of travel.  Meals and incidental expenses (M&IE), as prescribed in the FTR for travel within the continental United States (CONUS), or as prescribed in chapter 925, Per Diem Supplement to the Department of State Standardized Regulations (DSSR) (Government Civilians, Foreign Areas) for travel outside CONUS, and miscellaneous expenses for taxis, tolls, parking, automobile rental, checked baggage charges, etc., are considered as out-of-pocket expenses.  See 14 FAM 560 – Allowable Travel and Miscellaneous Expenses and 14 FAM 570 – Per Diem.

4 FAM 464.2-2  Lodging Portion

The lodging portion is the daily amount designated for lodging for a specific locality as prescribed in the FTR for travel within CONUS, or as prescribed in chapter 925 of the DSSR for travel outside CONUS, unless a lesser rate is specified in the travel authorization.

4 FAM 464.2-3  Limitation of Advances

Travel advances are limited to 80 percent of the estimated combined total of out-of-pocket expenses and, when allowed, lodging.  Payments by the U.S. Government to a third party, such as payments for air, rail, or ship tickets, or lodging will not be considered in the calculation of allowed advance amount.  The 80-percent limit includes PCS travel when applicable, and travel to attend training.  The minimum travel advance allowed is $100.  Advances at 100 percent are not authorized except for non-U.S. citizen locally employed staff when the 80-percent limitation would create a financial hardship for that employee.  Advances for non-U.S. citizen locally employed staff at amounts above the 80-percent rate must be approved by the financial management officer at post.

4 FAM 464.2-4  Forty-Five Calendar Days

When travel advances are authorized, the total amount advanced to the traveler may not exceed 80 percent of the estimated expenses limited to 45 calendar days of travel status.  If travel exceeds 45 days, travelers must file an interim voucher to claim expenses, liquidate the existing advance and request a new advance not to exceed an additional 45 days.

4 FAM 464.2-5  Outstanding Advances

All prior travel advances issued to a traveler must be repaid (by voucher and/or direct refund) before the traveler may apply for an advance for transfer, separation, or further TDY travel.  A new advance is not allowed until prior outstanding advances for completed travel have been settled.  The responsible bureau or post financial management officer must provide authorization for the additional advance if one is justified (e.g., back-to-back TDY trips).

4 FAM 464.3  Travel Advance Application

Requests for payment of travel advances can be made through the Global e-Travel (GeT/E2) application for TDY travel when the travel authorization is created or after the travel authorization has been approved.  In the rare case that a PCS travel advance is requested, the PCS travel authorization must be approved by the Global Talent Management, Executive Office, Resources Management Division (GTM/EX/RMD) prior to CGFS Comptroller approval.  In addition, Form OF-261, Travel Advance Application, Voucher, and Account, is used by the traveler to apply for advances paid through the cashier.  The fiscal officer uses the form to make the payment and to account for the repayment(s).  The fiscal officer should make note of any outstanding travel advance balances and list them in blocks 8A-8C of Form OF-261.  Form OF-261 is processed in accordance with the following: 

(1)  A travel advance must be requested before the commencement of travel.  A supplemental advance may be authorized en route only when an amended authorization extends the period of the travel, if an emergency situation exists, or the post of departure has difficulty in obtaining U.S. dollars.

(2)  Financial management officers are responsible for determining when a travel advance should be made.  The request should be made no more than 14 days prior to departure, but must be made early enough to ensure that the funds are in the traveler’s account before departure.  Advances should be made via direct deposit to the traveler’s account or to a debit card.  In all cases, consider each traveler’s individual situation when making this determination.  An advance in cash may also be made by an authorized cashier from the cashier’s operating cash advance in accordance with 4 FAM 390 and should be requested no earlier than necessary as authorized by the financial management officer prior to travel departure.

4 FAM 464.3-1  Fiscal Data for Advances

The data required for travel advance requests must include:

(1)  The appropriation fund symbol for which the actual travel is chargeable;

(2)  The appropriate allotment chargeable;

(3)  The obligation number (travel authorization number);

(4)  The estimated date of travel completion;

(5)  The paying office’s Treasury symbol;

(6)  The date paid; and

(7)  The amount of the advance payment.

4 FAM 464.3-2  Type of Currency

Travel advances may be issued as direct deposit, debit card or cash when necessary.  Travel advances for host country travel are paid in local currency only.  For travel outside the host country, travel advances should normally be paid in U.S. dollars, unless use of local currency is a legal requirement.

4 FAM 464.3-3  Debit Card Travel Advances for Local Employees

Travel advances for locally employed staff may be provided on a pre-paid U.S. debit card (USDC) or other similar instruments.  This card option is primarily for locally employed staff that do not have bank accounts or access to host country ATM machines.  Travel advances posted to the USDC may be accessed by travelers worldwide at ATMs, hotels, and other point of sale terminals.  The pre-paid cards are funded in U.S. dollars, but can be used at any location where debit/credit cards are accepted.

4 FAM 464.4  Outstanding Travel Advances

The Comptroller General has defined a travel advance as a loan.  If it is not timely vouchered or refunded, the travel advance represents a debt to the U.S. Government.  The traveler will be notified when a travel advance becomes delinquent according to the Debt Collection Improvement Act, which provides for interest, penalties, and administrative charges to be assessed on the amount advanced on the 31st day from the date of the notice to the employee:

(1)  When the repayment of a travel advance is not made within 30 days of the initial debt notice sent to the traveler, collection will be in accordance with the Department’s debt collection regulations at 22 CFR Part 34 and the procedures set forth in 4 FAM 490 ;

(2)  If the traveler receives a salary from the Department, outstanding travel advances may be referred to payroll for salary offset;

(3)  Interest, penalties, and administrative charges will be assessed on amounts outstanding on the 31st day from the notice to the traveler;

(4)  Travelers who fail to repay outstanding advances within the required time may be subject to disciplinary action; and

(5)  Travelers will not be able to receive another advance if they fail to repay an existing outstanding travel advance.

4 FAM 464.5  Accounting for Travel Advance

The following procedures are utilized by the travel authorizing official; approving official; and/or administrative bureau/office fund manager to account for all travel advances issued against allotment accounts or other accounts as provided:

(1)  Outstanding overseas employee travel advances charged to post allotments are recorded in the Regional Financial Management System (RFMS/M) and are also reported in the applicable reporting system.  Responsible post management officers utilize these sources to control and clear outstanding employee travel advances.  Prior to payment of any travel voucher or issuance of another advance, the responsible post financial management officer must check RFMS/M to determine if the traveler has a prior outstanding advance;

(2)  Travel advances issued by posts for Washington-authorized TDY travel are charged to the post allotment when the travel originates and ends at the post;

(3)  Prior to payment of any travel voucher or issuance of another advance for domestic assigned travelers, the Global Financial Management System (GFMS), Travel Advance Query, is checked by the certifying officer to determine if the traveler has a prior outstanding advance; and

(4)  For collection or repayment made by a post for travel advances charged to a domestic-held allotment, copies of the Form OF-261, Travel Advance Application, Voucher and Account, clearly stating the traveler’s name and travel authorization number, is mandatory to confirm issuance. 

4 FAM 464.6  Repayment of Advances

4 FAM 464.6-1  Traveler Responsibility

a. The traveler is responsible for timely repayment of their travel advance by submitting a travel reimbursement voucher and/or by direct refund.

b. When travel is indefinitely postponed or canceled, any travel advance received must be repaid immediately.

c.  Travelers are responsible for entering travel advances provided outside of the Global e-Travel (GeT/E2) application in their GeT/E2 travel voucher/claim submission.

4 FAM 464.6-2  Advance Refund Responsibility of Others

a. CGFS Post Support Unit, post financial management officers or bureau fund managers will ensure that all outstanding travel advances are deducted from travel reimbursement vouchers.  Post financial management officers or bureau fund managers must notify the traveler by memorandum, requesting that the advance be settled within 10 days if:

(1)  The final travel reimbursement voucher is not submitted within the time prescribed;

(2)  Repayment is not made following travel completion, indefinite postponement, or cancellation of travel; and/or

(3)  The approved amount of the voucher submitted is insufficient to cover the amount of advance outstanding and that the excess advance is due and payable.

b. Certifying officers must determine if outstanding travel advances have been properly deducted before certifying a travel voucher.  Travel advances made against a quarterly or annual authorization are deductible from the final voucher for that period.  Travel advances made against one travel authorization that are still outstanding will be deducted from the claim of another travel authorization.

c.  If settlement of the travel advance is not made within 10 days after the notification has been made, bureau fund managers or post management officers must refer the matter with appropriate fiscal data and surrounding details to the Global Financial Operations Directorate ( CGFS/F ) for collection action either by salary offset or other collection mechanisms for USDH employees and personal services contractors consistent with 4 FAM 490 .  Active employees must note that salary deductions will occur on an involuntary basis.  For active locally employed staff, post management officers must refer the matter with appropriate fiscal data and surrounding details to Global Compensation (CGFS/GC) for collection action by salary offset.

d. Monthly reports of outstanding employee travel advances are forwarded to post management officers and bureau fund managers by CGFS/F .  Notification and collection action is performed at the post or bureau as needed.  Post management officers and bureau fund managers will review the travel advance status reports and inform CGFS/F of errors and/or collection difficulties within 30 days after receipt of the report. 

e. Rate of exchange:  A travel advance is repaid by refund or voucher deduction in the same kind and amount of currency in which the advance was made utilizing the same exchange rate.

4 FAm 465  TRAVEL CLAIMS

4 FAM 465.1  Traveler’s Responsibility

(CT:FIN-487;   10-05-2023)

a. Travel should be conducted in accordance with the approved travel authorization.  Upon completion of travel, each traveler is required to submit an expense report (voucher/claim) within 5 business days from the travel ending date to account for the travel performed and for the related authorized costs.  If the submitted expense report (voucher/claim) is the final expense report (voucher/claim), the travel voucher should be marked as “FINAL”.  Travel is completed when the traveler arrives at the officially assigned post of duty or place of residence.

b. Travelers must include an itemized list of expenses and other information on all temporary duty travel claims.  All claimed expenses incurred during official travel regardless of amount should be listed in the travel voucher.  This list must include:

(1)  Airfare e-receipt which includes flight times, flight duration, seat class, and cost.  The e-receipt statement that the travel management center generates provides this data and is mandatory;

(2)  Itemized lodging receipts with daily rates and taxes charged, with proof of payment, regardless of amount;

(3)  Receipts for TQSE/HSTA meal matrix items are not required for payment, unless reimbursement patterns show trends that suggest invalid reimbursements or improper payments.  In these situations, the certifying officer may request receipts before payment;

(4)  Itemized rental car receipts with proof of payment (see 14 FAM 566.2-1 );

(5)  Authorized checked luggage fee receipts, regardless of amount;

(6)  Excess luggage fees receipts, regardless of amount.  Excess luggage is luggage exceeding the weight, size, or quantity limit for “authorized luggage”.  To be reimbursed, it must be required for an official purpose and must be specifically authorized in advance of travel with a justification in the remarks on the travel orders detailing the specific official purpose necessitating the transport and an estimated cost of such transport ( 14 FAM 568.1 );

(7)  Seat selection fee receipts, regardless of amount;

(8)  All other expenses that exceed $75 including daily meals for education travel claims and education allowance claims;

(9)  Any other expense that the bureau or office determines is necessary to complete the claim;

(10) Any other documentation that an approving official, voucher examiner, or certifying officer determines is necessary to complete the claim, to include the ability to request the IBA card statement; and 

(11) For long-term lodging, a signed copy of the lease is required during the authorized timeframe.  Lodging expenses must be directly attributable to official travel and be incurred as a direct consequence of the TDY assignment.  Lease periods must be within the official dates of travel, to include periods of leave.  When a traveler takes official days off or annual leave in conjunction with an official trip, the traveler is not entitled to any per diem on days when annual leave is taken (see 14 FAM 574 ).

4 FAM 465.1-1  When to File

a. A voucher/claim (expense report) for reimbursement of expenses must be submitted within:

(1)  Five workdays after completion of authorized TDY travel;

(2)  Five workdays after arriving for duty on post assignment or PCS travel; and

(3)  Five workdays after each 30 calendar days of extended travel, including Medevac, long-term training or training in conjunction with PCS.

b. Employees are not to postpone this submission until completion of delayed travel by the employee’s family or the delayed transportation of effects by submitting an interim voucher within the stated timeframe.

4 FAM 465.1-2  How to File Your Travel Voucher

CT:FIN-487;   10-05-2023)

a. TDY travel claims must be submitted through the Global e-Travel (GeT/E2) application.  In those rare instances where electronic voucher submission is not available, approved claims must be submitted on Form DS-189, Travel Reimbursement Voucher to [email protected].

b. PCS travel claims must be submitted through the PCS Travel Claim System via OpenNet.  PCS travel claims (Form DS-189, Travel Reimbursement Voucher and SF-1190, Foreign Allowances Application, Grant and Report for transfer allowance claims) not submitted through the PCS Travel Claim System may be manually submitted to [email protected]. 

c.  All training vouchers in conjunction with PCS travel should be submitted using the PCS travel claims application and administratively approved by the FSI Travel Center ([email protected]).

d. Each employee is responsible for submitting their travel voucher electronically.  Documentation that substantiates the claim (i.e., lodging receipts, transportation, tickets, fees, travel card statement and other documentation) must be scanned and uploaded to the electronic travel voucher system or attached to paper travel vouchers.  In addition, Form DS-4087, Authorization Request for Premium Class Air Travel, must be downloaded from myData or scanned and uploaded to the electronic travel system, if applicable.  Travelers may be requested to provide a receipt or receipts and substantiate or provide justification to clarify and validate any claimed expense or expenses that the bureau, office, post, or certifying officer determines is necessary to process the claim, regardless of amount.

4 FAM 465.1-3  Approving Official’s Responsibility

a. Before a voucher claiming reimbursement of travel expenses is presented for certification by the certifying officer, the voucher must be administratively approved by an official (see 4 FAM 424 ) who has a requisite personal knowledge that the travel was performed by the traveler during the period claimed or who is responsible for supervising the traveler.  The supervising official is to ascertain that any leave (annual or sick) taken while in travel status is being properly reported on the employee’s leave record and that no claim for reimbursement is being made for the period of leave on the travel voucher.

b. Administrative approval confirms that the traveler made the authorized trip and performed the expected official duties.

c.  Administrative approval of the travel vouchers by approving officials must be completed within 2 workdays of the traveler submitting the voucher.

d. When approving travel vouchers, officials who have been delegated authority to authorize or approve are required to ensure upon completion of travel that:

(1)  The travel was performed as directed;

(2)  The items of expense claimed are appropriate, reasonable, and in accordance with applicable regulations.  The following items should be approved in advance on the travel orders and annotated in the remarks section of the voucher: authorizing actuals, excess baggage (exceeding the weight, size, or quantity limit for “authorized luggage”), use of a rental car, larger size of rental car, early/late check in, and when granted, the use of personal credit card along with the reimbursable expenses and fees;

(3)  Funds have been obligated to pay for the travel; and

(4)  Outstanding travel advances related to the specific travel voucher have been subtracted from the net amount.

4 FAM 465.1-4  Voucher Review for Leave

The approving official should review each voucher to ascertain that any leave (annual or sick) taken while in travel status by the employee is being properly reported on the employee’s Time and Attendance record and the Department’s electronic travel system and that no claim for reimbursement is being made for the period of leave.

4 FAM 465.1-5  Voucher Review for Approval

Prior to certification, each travel reimbursement voucher is examined to ascertain that the following information is provided:

(1)  Dates for expenses incurred :  The travel expenses incurred by the employee or family member, or other traveler are for the period of travel stated in the travel authorization.  When the travel authorization directs attendance at meetings or conferences, the traveler may schedule the arrival for the day prior to and departure for the day after the conference.  Additional days before arrival and/or departure are for personal convenience and will be at the traveler’s expense.

      If the date of departure or return differs by more than 2 days from the date authorized on the original travel authorization, then the travel authorization must be amended.  An amendment to the travel authorization will also be required if the amount claimed exceeds the estimated expenses by $250 or more, and if the increased amount is beyond the traveler’s control, the amendment will state, “additional amounts claimed were erroneously omitted”;

(2)  Claimed amounts :  The amounts claimed on the voucher must be proper and in accordance with the applicable regulations as cited on the travel authorization, provisions of law, this regulation, or other applicable regulations;

(3)  Partial reimbursement vouchers :  Travelers must submit a partial reimbursement voucher for each 30 consecutive calendar days of reimbursable travel or training;

(4)  Amount payable to the traveler :  The amount allowed for interim payment or final settlement of a voucher, less any outstanding travel advance, is the amount to be certified as payable to the traveler;

(5)  Fiscal year charged :  The fiscal year being charged as shown on the travel authorization.

4 FAM 465.2  Prepayment Examination of Vouchers/Claims

Prior to certification, each travel reimbursement voucher is examined according to voucher audit standards.  These standards include internal audits contained in commercial off-the-shelf (COTS) software used to automate the generation and processing of travel vouchers, as well as edits and controls present in the Department’s financial management system(s) that process payment data from feeder systems.

4 FAM 465.3  Statistical Sampling

The audit of travel vouchers may be statistically sampled as required by the Government Accountability Office (GAO).  This includes the Department conducting post payment audits.

4 FAM 465.4  Certification for Payment of Approved Claims

All processed travel vouchers are certified for payment in accordance with 4 FAM 430 , on Voucher and Schedule of Payments or the electronic equivalent generated by the Department’s financial management system(s).  Certified payments are forwarded to Treasury or the servicing U.S. disbursing officer, according to 4 FAM 434 .  Vouchers are payable in U.S. dollars, except in foreign areas, locally employed staff are reimbursed in accordance with local currency laws or prevailing practice.

4 FAM 465.5  Residual Debit Card Balances

Locally employed staff advanced U.S. dollars for travel outside of their home country, who have U.S. dollar balances remaining on their U.S. debit card must first use the residual balances to liquidate any outstanding advance in accordance with the procedures necessary to settle their travel advance, see Chapter 7 of the Cashier User Guide.  Residual balances owed to the traveler will be paid in local currency.

4 FAM 465.6  Suspensions and Disallowances

Travelers must indicate on their voucher the total amount being claimed and the amount of any advance to be applied in determining the net amount due the traveler.  The voucher examiner or certifying officer must furnish the traveler an explanation, within the remarks of the Global e-Travel (GeT/E2) application, of any differences between the amount claimed and the amount approved for payment.  Travelers should review the remarks within GeT/E2 for information about disallowed expenses.  When the traveler has evidence (receipt) as support for or objects to a suspended or disallowed amount, the traveler may submit a reclaim voucher to which the evidence or an explanation is attached.

4 FAM 466  Congressional Travel

a. 22 U.S.C. 1754 authorizes using local currencies overseas for transportation, per diem, and other expenses for foreign travel for Members of Congress and congressional staff.  This authority establishes the appropriation to be charged as well as the authorizations and restrictions that are applicable to congressional delegations (CODEL) or staff delegations (STAFFDEL).

b. Particular procedures pertain to congressional travel only and include the rates to be paid, manner of payment, accounts charged, authorizations required, use and exchange of foreign currencies, and related reporting requirements.  For more detailed guidance, please see the Congressional Travel Reference Guide ALDAC, regularly updated by the Bureau of Legislative Affairs (H).

4 FAM 466.1  Authorization and Notification of Funds

4 FAM 466.1-1  Authorization Letter

a. The authorization (letter) required for purposes of 4 FAM 466 may be provided by the:

(1)  Speaker of the House of Representatives in the case of a member or employee of the House;

(2)  Chairman of a standing or select committee of the House of Representatives in the case of a member or employee of that committee;

(3)  President of the Senate, the President pro tempore of the Senate, the Majority Leader of the Senate, or the Minority Leader of the Senate, in the case of a member or employee of the Senate;

(4)  Chairman of a standing, select, or special committee of the Senate in the case of a member or employee of that committee or of an employee of a member of that committee; or

(5)  Chairman of a joint committee of the Congress in the case of a member or employee of that committee.

b. The authorization provided is the sole authority for financing the three basic elements of congressional travel (transportation, per diem, and other official expenses).  The authorization letter will specify the members of the delegation and the destination countries.  Changes in delegation composition or the country of destination must be specifically sanctioned in writing by the authorizer.

4 FAM 466.1-2  Notification of Post

a. The Department’s Congressional Travel Office (CTO) in the Bureau of Legislative Affairs (H/CTO) has been designated to oversee management of funds provided by Congress to support Congressional travel and to provide definitive guidance on all administrative issues related to such travel.  For each visit, CTO will send one or more cables to post which will provide accounting fiscal data and payment instructions for per diem, transportation, and other expenses in strict conformity with Congressional authorization letter(s).  The cable is the sole authority for financing Congressional travel and cannot be transferred between posts.  CTO cannot send the final authorization cable, including passenger manifest and fiscal data, until the Department receives the appropriate Congressional authorization letter(s).

b. The authorization may only be transmitted to posts by H, as the cable constitutes the legal authority to incur expenses to provide the support requested by the delegation.  Posts do not have this authority until the cable has been received from H.

4 FAM 466.2  Funding of Congressional Accounts

a. The Department administers the following congressional accounts at the request of and on behalf of the Congress:

b. Although the Department administers these accounts, they are not Department of State funds.  The authorizing statute, 22 U.S.C. 1754, assigns the responsibility for the use of these funds and their accountability to the Congress.  Thus, neither the Department in Washington, Charleston, nor any post abroad may incur any obligation for services to or finances for any Congressional Delegation (CODEL) or Staff Delegation (STAFFDEL) member not covered by a specific congressional authorization.

4 FAM 466.3  Per Diem and Other Expenses

4 FAM 466.3-1  Per Diem Allowed

a. Official Congressional travelers receive a per diem allowance, which is calculated as the sum of the applicable lodging reimbursement, plus the applicable meals and incidental expenses (M&IE) rate.  Such allowances are published in chapter 925, Per Diem Supplement to the DSSR (Government Civilians, Foreign Areas).  The authorizing statute, 22 U.S.C. 1754, further specifies that Congressional travelers receive in local currency owned by the United States an amount not to exceed the equivalent of $75 per day per person or the maximum per diem allowance established under the authority of 5 U.S.C. Chapter 57, subchapter I, for employees of the U.S. Government while traveling in a foreign country (the locality of travel), whichever is greater, exclusive of the actual cost of transportation. 

b. When no lodging cost is incurred (e.g., the traveler stays in no-fee U.S. Government quarters or in a private residence), the traveler is entitled only to the greater of either $75 or the M&IE rate.  In all instances, a minimum of $75 should be disbursed.

c.  When the Congressional authorizer specifically requests enhanced per diem to cover exceptional subsistence expenses, including lodging, deriving from special or unusual circumstances, the authorization cable must state explicitly the maximum per diem allowance and enhanced rate authorized.  In these instances, the enhanced per diem must be calculated as three hundred percent of the otherwise applicable per diem.

d. When no lodging costs are incurred but special circumstances have led the congressional authorizer to request an enhanced M&IE, the latter must be calculated as three hundred percent of the otherwise applicable M&IE rate or a lesser amount as specified by H in conformity with the Congressional authorization letter(s).

e. When post pays for meals, including in a representational capacity, for Congressional travelers receiving per diem, post is entitled to reimbursement.  However, post should not automatically deduct such costs from individual Congressional travelers’ M&IE without consulting first with the delegation and/or H/CTO.  While Members and staff are expected to pay their pro rata shares for official meals, the time and manner of such payment requires discussion with each delegation, as the House of Representatives and Senate follow separate rules and practices in this area.

f.  Posts are to disburse per diem monies in local currencies for each night spent in the country of jurisdiction.  If U.S. currency is specifically required to pay hotel expenses, or has been specifically provided for or requested in the authorizing cable, posts are authorized to disburse in dollars.  Posts with adequate U.S. dollar reserves may be requested to disburse dollars to the travelers to cover per diem for subsequent stops.

g. Per diem is computed on a full-day basis and is paid at the rate where the traveler is located at midnight.  Disbursements to congressional travelers are not advances and are not paid at the 80-percent limit applied to Executive Branch travelers.

4 FAM 466.3-2  Other Services

a. When “other services” are authorized, expenses for the following may be incurred on demand, without additional specific authorization, and are chargeable to the appropriate congressional account and sub-object code 2168:

(1)  Car and/or bus rental, including support vehicles;

(2)  Taxis, Ubers, and other “for hire” transportation paid by Embassy staff in support of the Congressional visit;

(3)  Control room(s), rental of office equipment (e.g., computers, printers, copiers, scanners or fax machines);

(4)  Supplies and publications;

(5)  Official long-distance phone calls, Embassy tie-lines; Internet access and Wi-Fi;

(6)  Support-related overtime pay;

(7)  Airport expeditors;

(8)  Interpreters and translators;

(9)  Wreaths and flowers for ceremonial purposes; and

(10) Shipping and mailing costs for official materials.

b. Unusual and extraordinary expenses require specific authorization from the congressional authorizer.  Such expenses are:

(1)  Charter of aircraft, including use of Embassy Air assets;

(2)  Purchase of airline tickets on foreign carriers;

(3)  Reciprocal hospitality functions;

(4)  Photographers or security guards; 

(5)  Special meeting rooms other than control rooms; and

(6)  Costs for post personnel travel and per diem while outside their duty station in support of Congressional travel.

c.  All anticipated Embassy support costs must be included in a cost estimate prepared for review by the Congressional authorizer of record before the delegation leaves the United States.  To ensure a timely review of the cost estimate, H will advise of its due date via email or cable.  If no due date is provided, post should send its cost estimate to H at least five days before the delegation leaves the United States. 

4 FAM 466.3-3  Accommodation Exchange

Upon departure of CODELs and STAFFDELs, unused local currencies disbursed to travelers from one of the two congressional funds may be converted to U.S. dollars through reverse accommodation exchange.  Final accountability for such conversions rests with the individual traveler.  Unspent monies disbursed and charged against either 00X0188.1 (Senate) or 00X0488.1 (House) may, at the option of the traveler, be returned at post for credit to the charged account.

4 FAM 466.4  Accounting and Reporting for Congressional Travel

4 FAM 466.4-1  Accounting Fiscal Data

a. Authorization cables provide the accounting fiscal data for obligating and liquidating charges and consist of an appropriation/allotment/obligation number.  Sub-objects, which are not included in the authorization cable but must be used for post level liquidations and reporting, are:

2167 for per diem; and

2168 for other official expenses.

Posts are to use only the above sub-objects; no other sub-objects apply:

(1)  Voucher documents supporting transactions must indicate full accounting data as shown in the authorization cable as well as the sub-object code; and

(2)  Expenditure amounts must be reported in U.S. dollars only.  For Foreign Service accountability (FSA) accounts, the USDO must process the charges and credits to the proper appropriation(s), as reported on Form SF-1221, Statement of Transactions According To Appropriations, Funds, and Receipt Accounts (Foreign Service Account). 

b. Any funds originally charged to 00X0188.1 (Senate) or 00X0488.1 (House) that are returned should be credited back to the proper account and obligation number.

4 FAM 466.4-2  Reporting

a. The Department is obliged to report promptly and fully to the Congress the itemized charges associated with support for foreign congressional travel, in order for Congress to meet its statutory reporting obligations pursuant to 22 U.S.C. 1754.  Posts must report within 15 days all disbursements of per diem or payments for lodging for each traveler, as well as itemizing the expenditures for authorized other services.  All expenditure reporting must be in U.S. dollars.

b. The information must be cabled to the Department: Attention H, with a copy to the Office of Accounting Operations (CGFS/F/AO).  EXCEPTION:  When the travel is incident to travel by members or staff of the State-Foreign Operations Subcommittees of the House and Senate Appropriations Committees, the information should be cabled to the Department: Attention M, with a copy to CGFS/F/AO.

c.  All supporting documentation must be retained at post and not sent to either the Department or Congress in Washington.

d. The following examples are the required cable report format for all funded Congressional travel:

(1)  Expenditures for CODEL Jones visit to (post name), (dates of visit);

(2)  Per diem—00X0488.1-2089-0H0489-2167 $ 1,900.00:

(break out Lodging and M&IE by Congressional traveler or provide a chart showing lodging, M&IE, and subtotals by traveler)

(3)  Per diem returned unspent (Jones) $ 100.00;

(4)  Other Expenses—00X0488.1-2089-0H0489-2168 $ 3,455.00:

(a)  Control Room $ 225.00

(b)  Overtime Local Staff $ 325.00

(c)  Representational event with civil society $ 500.00

(d)  Interpreters $ 120.00

(e)  Rental of Vehicles $ 485.00

(f)   Train/Rail Tickets for CODEL $ 200.00 (break out by Congressional traveler if possible)

(i)     Jones ($50)

(ii)    Adams ($50)

(iii)    Jefferson ($50)

(iv)   Smith ($50)

(g)  Train/Rail Tickets for Embassy staff $ 100.00 (break out by Embassy traveler is not required unless later requested by Capitol Hill)

(h)  In-country flights (Helo/Airplane) for CODEL $1,000.00 (break out by Congressional traveler if possible)

(i)     Jones ($250)

(ii)    Adams ($250)

(iii)    Jefferson ($250)

(iv)   Smith ($250)

(i)   In-country flights (Helo/Airplane) for Embassy staff $500.00 (break out by Embassy traveler not required unless later requested by Capitol Hill)

4 FAM 467  special travel provisions

4 FAM 467.1  Educational Travel

4 FAM 467.1-1  Scope

This section sets forth the policies and procedures for the acceptance and use of payments for the educational travel allowance.  This allowance permits one round trip annually between a school attended and the foreign post of assignment.  This benefit is primarily intended to reunite a full-time post-secondary student attending college (including the post-baccalaureate level), technical or vocational school with the employee/parent serving the U.S. Government in the foreign area.  Educational travel can commence from either the school or the post, but only one round trip between school and post is allowed annually.

4 FAM 467.1-2  Payment Guidelines

a. Payment or reimbursement of expenses incurred for educational travel, when authorized in accordance with 14 FAM 532.5 , may include actual expenses for transportation for the dependent child, authorized per diem at the maximum applicable rate for the authorized designated location locality rate of the school, and transportation expenses for unaccompanied air baggage (UAB), up to the weight allowance of 113 gross kilograms, or 250 pounds.

b. Employees whose dependents have been authorized educational travel may elect to store the dependent’s UAB at or in the vicinity of the dependent’s school in lieu of transporting the UAB back to the employee’s duty station during visits to post.  Refer to 14 FAM 500 , 14 FAM 600 , and Department of State Standardized Regulation (DSSR) 285.1 for applicable guidelines regarding the cost of storage that may be claimed.  When choosing this option, employees are responsible for making arrangements with a local storage facility and must pay all fees directly to the storage facility.

c.  Employees should refer to 14 FAM 610 and 14 FAM 620 before electing storage as an option over shipping a dependent’s UAB and must consult with post concerning documentation required for reimbursement.  The employee is also responsible for obtaining an estimate for shipping the UAB to determine the maximum amount of reimbursement of storage vs. shipment of UAB.  Claims for storage of UAB will be restricted to the lesser of the constructive cost of shipping UAB or costs of storing the UAB.

d. The employee should request reimbursement for authorized Educational Travel expenses using the established electronic travel system at post, whenever available; otherwise via Form DS-189, Travel Reimbursement Voucher.  The reimbursement request must include all necessary receipts and reference the authorization detailed on the post assignment travel orders.  The fiscal data charged for paying the claim will be the accounting data on the educational travel orders issued by the post for this post-funded expense.  These data must include the post allotment code, the associated appropriation symbol used to fund the educational travel, the obligation number, and budget object code 2162 (the code assigned to educational travel), as well as other relevant accounting data associated with educational travel orders.

4 FAM 467.2  Certain Gifts of Travel and Travel Expenses

4 FAM 467.2-1  Scope

a. This section sets forth the policies and procedures for the acceptance and use of payments for travel, subsistence, and related expenses from non-Federal sources in connection with official travel of employees at certain meetings and similar functions and on other occasions when travel expenses are paid by non-Federal sources.  Employees should refer to 2 FAM 962.12 for the standards to be used for approving and accepting such travel as a gift to the Department.  In some circumstances, the Department may receive payments in connection with the attendance of an accompanying spouse, as set forth in 2 FAM 962.12 .

b. This section does not authorize acceptance of such payments by an employee or accompanying spouse of an employee in their personal capacity.

c.  This section does not authorize solicitation by an employee or the Department from a non-Federal source for the covered travel.  Employees may inform non-Federal sources that there is either no or insufficient travel funds for the employee to participate in proposed travel.

4 FAM 467.2-2  Authority

a. 31 U.S.C. 1353 provides authority for agencies to accept payments from non-Federal sources in connection with the funding of official travel for meetings or similar functions.  Payments can only be accepted from non-Federal sources by the Department if they are for “travel, subsistence, and related expenses,” as outlined in this chapter.

b. 5 U.S.C. 5701; 5 U.S.C. 5709.

c.  41 CFR 301 and 41 CFR 304.

d. 22 U.S.C. 2697 provides authority for the Secretary of State to accept gifts (unconditional and conditional), to include a gift of travel expenses.  In circumstances where gift of travel expenses cannot be accepted under the authority of 31 U.S.C. 1353, the Department may accept them under the general gift acceptance authority of the Secretary of State as implemented in 2 FAM 960 .

4 FAM 467.2-3  Definitions

Conflicting non-Federal source :  Any person or entity other than the Government of the United States, when a Department-authorizing official determines that acceptance of a donation from such a source under the circumstances would cause a reasonable person with knowledge of all the relevant facts to question the integrity of Department programs and operations.

Meeting or similar function :  A conference, seminar, speaking engagement, training course, or similar event that takes place away from the employee’s official duty station and is sponsored or cosponsored by a non-Federal source (see 2 FAM 962.12 , paragraph d ).

Non-Federal source :  Any person or entity other than the Government of the United States and includes any individual, private, or commercial entity, nonprofit organization or association, state, local, or foreign government, or international or multinational organization.

Payment :  Funds paid for travel, subsistence, and related expenses by check or similar instrument to the Department or payment in kind.

Payment in kind :  Goods, services, or other benefits provided by a non-Federal source for travel, subsistence, and related expenses in lieu of funds paid to the Department by check or similar instrument for the same purpose.

Travel, subsistence, and related expenses :  The same types of expenses payable under the provisions of 14 FAM 500 , and when applicable, 41 CFR Chapter 301 of the Federal Travel Regulation (FTR) or volume 1 of the Joint Travel Regulations (JTR).

4 FAM 467.2-4  Delegation of Authority

The authority to approve acceptance of payment has been delegated to the management counselor at post for travel within the country of assignment and to the relevant bureau executive director for travel outside of a country of assignment and for all travel of employees stationed in Washington, DC.  Any gift for the travel of a person to whom authority has been delegated must be approved at the next higher level.  See 2 FAM 962.12 , paragraph b.

4 FAM 467.2-5  Conditions for Acceptance of Payments for Employee Travel

The authorized agency official must make certain determinations before payment can be accepted for an employee’s travel under this authority.  (See 2 FAM 962.12 , subparagraph d(1)).  Further, the Department-authorizing official must determine if the non-Federal source is disqualified on conflict-of-interest grounds.  Relevant factors are included in 2 FAM 962.12 , subparagraph d(3).

4 FAM 467.2-6  Payment From a Non-Federal Source Not Sponsoring the Event

In addition to accepting payment from a non-Federal source that is sponsoring the event, payments may also be accepted from a non-Federal source that does not have an interest in the subject matter of the meeting or similar function.  The payment must be provided in kind and consist of the types of services the non-Federal source generally provides, such as air passenger transportation services by commercial airline.  Payments can be accepted from more than one non-Federal source in connection with a single event so long as the total of such payments does not exceed the total cost of the trip.  Department-authorizing officials must make independent determinations for each non-Federal entity that is providing travel expenses.

4 FAM 467.2-7  Spousal Travel

a. Department-authorizing officials may approve acceptance of payment under this part from a non-Federal source for an accompanying spouse.  Requests must be submitted for approval to the Office of the Legal Adviser Office of Ethics and Financial Disclosure (L/EFD).  A determination must first be made that the spouse’s presence at the meeting or similar function is appropriate consistent with the standards and procedural requirements of 14 FAM 532.1 – Family Travel for Representational Purposes.

b. The accompanying spouse must not be deemed a U.S. Government employee for any purpose other than eligibility for payment of travel, subsistence, and related expenses. 

4 FAM 467.2-8  Payment Guidelines

a. Payment other than in kind:  Authorized payments from a non-Federal source for an employee and/or accompanying spouse, other than payments in kind, must be by check or similar instrument made payable to the Department of State and should be received by the employee or accompanying spouse on behalf of the Department.  Neither the employee nor the spouse is authorized to receive cash, a check, or a similar instrument made payable to the traveler.

b. Immediately give all checks or similar instruments to the appropriate Department official authorized to accept such payment for approval.  They will promptly forward it to the Department’s banking lockbox operation for deposit to the Department’s credit.  The Global Financial Operations Directorate (CGFS/F) will receive the standardized check deposit memorandum for the deposit and will record the credit to the Department’s financial system as a credit to the Department’s salaries and expenses appropriation or other appropriate account pursuant to the authority in 31 U.S.C. 1353(a).  These deposits will be credited at the appropriation level and will be allotted subsequently to the elements incurring the travel costs.

c.  When the acceptance of payment has been approved in advance, the agency may accept payment in excess of applicable limitations for travel in the continental United States or in non-foreign areas (per diem or actual expense allowances established in the Federal Travel Regulation (FTR) for travel in the continental U.S. and by the Secretary of Defense in the Joint Travel Regulations (JTR) for travel in non-foreign areas).  Under this arrangement, the non-Federal source must pay the full amount of the subsistence expenses at issue, and the accommodation or other benefit furnished must be comparable in value to that offered to or purchased by other similarly situated individuals attending the meeting.  When the applicable limitation will be exceeded, payment should be required in advance of the travel.

d. Payment in kind:  Generally, payment in kind from a non-Federal source may be accepted in excess of the limitations under the applicable travel regulations, provided that the non-Federal source pays the full amount of the subsistence expenses at issue, and the accommodation or other benefit is comparable in value to that offered to, or purchased by, other similarly situated individuals attending the meeting or similar function.  However, employees may not accept first-class, common carrier accommodations unless specifically approved by the Department.

e. Offer of free travel after official travel begins:  In circumstances where an authorizing official has approved the acceptance of a gift of travel, employees can accept additional travel expenses from the same non-Federal source if the expenses paid or provided in kind are comparable in value to other meeting attendees and there was no disapproval by the Department for these particular expenses.  In circumstances where the gift of travel expenses was not approved in advance (e.g., a hotel room is compensated but not known until the employee checks out of the hotel), authorized expenses may be accepted by submitting the facts and circumstances to the approving authority within 7 working days after the trip ends.  If the gift of travel is not approved, reimbursement to the donor will be required as described in 41 CFR 304-3.13(b)(3).

4 FAM 467.2-9  Travel Authorization

The employee and the spouse must travel pursuant to official Department of State travel authorizations in order to use payments covered by this section.

4 FAM 467.2-10  Reimbursement to Employee or Accompanying Spouse

a. Each employee or spouse on whose behalf a payment has been accepted under this chapter must file a travel claim on an authorized reimbursement form.  The employee or spouse will be reimbursed for expenditures in accordance with the Federal Travel Regulation or analogous provisions of the FAM and Joint Travel Regulations.

b. For purposes of filing a travel reimbursement claim, payments in kind for otherwise reimbursable expenses (such as transportation or lodging) are treated as if furnished by the U.S. Government.

4 FAM 467.2-11  Reporting

a. Semi-annual reports of payments, including payments in kind, of more than $250 accepted under the authority of 31 U.S.C. 1353 (see 2 FAM 962.12 , subparagraph d(1)) must be submitted to L/EFD.  That office must submit reports to the Office of Government Ethics by May 31 of each year with respect to payments in the preceding period beginning on October 1 and ending on March 31; and November 30 of each year for payments received beginning on April 1 and ending September 30.

b. For each event where payment in excess of $250 was accepted for an employee, the bureau executive directors and post management counselors should complete and submit a Form SF-326, Semiannual Report of Payments Accepted from a Non-Federal Source, to L/EFD.

c.  The Form SF-326 should contain the following information:

(1)  Each event for which payment of more than $250 is accepted, including the event’s description, sponsor, location, date;

(2)  The names of each employee and spouse (if applicable) for which such payment was accepted, including the employee’s position and dates of travel;

(3)  The identity of the non-Federal source from which payment was accepted; and

(4)  An itemization of the benefits accepted that includes a description of the type of benefit, the value, and whether it was provided by check or in kind.

d. Gift of travel expenses approved under 2 FAM 962.12 , subparagraph d ( 2 ), do not have to be reported on Form SF-326, but would instead be reported through the Gift Fund Registry.  See 2 FAM 964 .  Questions concerning whether travel is reportable should be provided to L/EFD.

4 FAM 467.2-12  Promotional Materials/Compensation for Poor Service

a. In general, OPM regulations at 5 CFR 2635.204(c)(3) provide that “an employee may not accept for personal use any benefit to which the Government is entitled as the result of an expenditure of Government funds.”  However, there are particular laws and regulations relating to travel benefits.

b. Consistent with the Federal Travel Regulation at 41 CFR 301-53.2 and Public Law 107-107, employees can retain for their personal use any promotional benefits or materials received from a travel service provider in connection with official travel if such items are obtained under the same conditions as those offered to the general public and at no additional cost to the Government.  This includes but is not limited to both frequent flyer miles and “hotel points.”

c.  Promotional benefits or materials you receive from a travel service provider in connection with your planning and/or scheduling an official conference or other group travel (as opposed to performing official travel yourself) are considered property of the Government, and you may only accept the benefits or materials on behalf of the Federal Government.

d. If you are involuntarily denied a confirmed reserved seat on a plane while on official travel, any payment you receive for liquidated damages must be given to the Federal Government.  However, if you are offered compensation in exchange for voluntarily vacating your seat, you may accept such compensation for personal use as long as:

(1)  Voluntarily vacating your seat will not interfere with performing your official duties;

(2)  Additional travel expenses incurred as a result of vacating your seat are borne by you and are not reimbursed; and

(3)  You are charged with annual leave to the extent your volunteering delays your travel during duty hours.

e. With regard to other forms of compensation for poor service as a result of official travel, consult L/EFD and the Office of the Legal Adviser Office of Management (L/M).

4 FAM 468  THROUGH 469 UNASSIGNED

Department of Defense Travel Card Benefits

Progress informed from the past, and inspired by the future, cardholder guide.

Official travel for the Department of Defense just became easier with the Citi Department of Defense Travel Card. When you are preparing to use your new card, please read What To Do When I First Receive My New Card . For more information regarding your new card, please read the Department of Defense Cardholder Guide .

Department of Defense Travel Insurance

As a cardholder, you will receive global travel accident and lost luggage insurance so you feel safe and secure wherever you travel with a Citi ® Commercial Card.

• Travel Accident Insurance Guide
• Lost Luggage Insurance Guide

Visa Guide to Benefits

In addition to the card benefits provided by Citi, Visa provides card benefits such as Car Rental Insurance and Travel and Emergency Assistance. For full details, please read the Visa Guide to Benefits .

Travel Tips

For more information on your Citi Department of Defense Travel Card, please read What to do Before, During and After travel .

Online Tools

Citi's global online tool, CitiManager ® , enables you to manage business expenses from anywhere around the globe from your computer or mobile device; you can view statements online, confirm account balances, sign up for email and SMS alerts, and much more. If you have not already signed up for the CitiManager ® tool, please log on to www.citimanager.com/login and click on the 'Self registration for Cardholders' link. From there, follow the prompts to establish your account.

For more information on the CitiManager ® tool, view our CitiManager ® Cardholder Quick Reference Guide .

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News release  originally published by the Department of Homeland Security.

Secretary Mayorkas Announces Extension and Redesignation of Ethiopia for Temporary Protected Status

Redesignation Allows Additional Eligible Ethiopian Nationals to Apply for TPS and Employment Authorization Documents

WASHINGTON – Secretary of Homeland Security Alejandro N. Mayorkas today announced the extension and redesignation of Ethiopia for Temporary Protected Status (TPS) for 18 months, from June 13, 2024, to December 12, 2025, due to ongoing armed conflict and extraordinary and temporary conditions in Ethiopia that prevent individuals from safely returning. The corresponding Federal Register notice provides information about registering as a new first-time applicant or current beneficiary for TPS under Ethiopia’s extension and redesignation.

After consultation with interagency partners, Secretary Mayorkas determined that an 18-month extension and redesignation of TPS is warranted because conditions that support Ethiopia’s designation are ongoing. Ethiopia continues to face armed conflict and violence in multiple regions of the country. Human rights abuses are prevalent, and civilians are facing indiscriminate attacks. Droughts, floods, and disease outbreaks have put millions of lives at risk. These overlapping humanitarian crises have resulted in ongoing urgent humanitarian needs.

Accompanying this announcement is a Special Student Relief notice for F-1 nonimmigrant students whose country of citizenship is Ethiopia so that eligible students may request employment authorization, work an increased number of hours while school is in session, and reduce their course load while continuing to maintain F-1 status through the TPS designation period.

“Temporary Protected Status provides individuals already present in the United States with protection from removal when conditions in their home country prevent their safe return,”  said Secretary Mayorkas. “That is the situation facing Ethiopians who arrived here on or before April 11 of this year. We are granting them protection through this temporary form of humanitarian relief that the law provides.”

The extension of TPS for Ethiopia allows approximately 2,300 current beneficiaries to retain TPS through December 12, 2025, if they re-register and continue to meet TPS eligibility requirements.

The redesignation of Ethiopia for TPS allows an estimated 12,800 additional Ethiopian nationals (or individuals having no nationality who last habitually resided in Ethiopia) to file initial applications to obtain TPS, if they are otherwise eligible and they established residence in the United States on or before April 11, 2024, and have continued to reside in the United States since then (“continuous residence”). Ethiopian nationals (and those without nationality who last habitually resided in Ethiopia) who arrive in the United States after April 11, 2024 are not eligible for TPS.

Re-registration is limited to individuals who previously registered for and were granted TPS under Ethiopia’s initial designation. Current beneficiaries under TPS for Ethiopia must re-register in a timely manner during the 60-day re-registration period from April 15, 2024, through June 14, 2024, to ensure they keep their TPS and employment authorization.

DHS recognizes that not all re-registrants may receive a new Employment Authorization Document (EAD) before their current EAD expires and is automatically extending through June 12, 2025, the validity of EADs previously issued under Ethiopia’s initial TPS designation.

U.S. Citizenship and Immigration Services (USCIS) will continue to process pending applications filed under previous TPS designation for Ethiopia. Individuals with a pending Form I-821, Application for Temporary Protected Status , or a related Form I-765, Application for Employment Authorization , as of April 15, 2024 do not need to file either application again. If USCIS approves a pending Form I-821 or Form I-765 filed under the previous designation of TPS for Ethiopia, USCIS will grant the individual TPS through December 12, 2025, and issue an EAD valid through the same date.

Under the redesignation of Ethiopia, eligible individuals who do not have TPS may submit an initial Form I-821, Application for Temporary Protected Status , during the initial registration period that runs from April 15, 2024 through December 12, 2025. Applicants also may apply for TPS-related EADs and for travel authorization. Applicants can request an EAD by submitting a completed Form I-765, Application for Employment Authorization , with their Form I-821, or separately later.

The Federal Register notice explains eligibility criteria, timelines, and procedures necessary for current beneficiaries to re-register and renew EADs, and for new applicants to submit an initial application under the redesignation and apply for an EAD.

ALCGPSC 056/22 - GOVERNMENT TRAVEL CHARGE CARD (GTCC) PROGRAM: FINANCIAL AND TRAVEL SYSTEM TRANSITION GUIDANCE - UPDATE

R 141433Z APR 22

ALCGPSC 056/22 SUBJ: GOVERNMENT TRAVEL CHARGE CARD (GTCC) PROGRAM: FINANCIAL AND TRAVEL SYSTEM TRANSITION GUIDANCE - UPDATE A. Government Travel Charge Card (GTCC) Program Policies and Procedures, COMDTINST M4600.18 (series) B. Military Assignments and Authorized Absences, COMDTINST M1000.8A C. Joint Travel Regulations (JTR) D. ALCGPSC 087/21 GOVERNMENT TRAVEL CHARGE CARD (GTCC) PROGRAM: FINANCIAL AND TRAVEL SYSTEM TRANSITION GUIDANCE E. ALCOAST 096/22 COMMANDANT DIRECTS STAND UP OF FSMS INCIDENT MANAGEMENT TEAM F. Personnel & Pay Procedures Manual, PPCINST M1000.0 (SERIES) 1. This message restricts the use of the Centrally Billed Account (CBA) and extends the expanded use of the Government Travel Charge Card (GTCC) Individually Billed Accounts (IBA) to support travel until the Financial Systems Modernization Solution (FSMS) Incident Management Team (IMT) objectives are met as indicated in reference (E). These policy waivers offer a reliable means of financial support in the absence of standard travel advances being processed or travel claim payments being promptly processed, particularly for Permanent Change of Station, Long-Term TAD, and Disaster Evacuation Orders. 2. Centrally Billed Account (CBA): FSMS/ETS2 vouchering and FINCEN reconciliation difficulties with CBA expenditures make it necessary to limit the use of the CBA going forward. The temporary waiver allowing all GTCC IBA cardholders to use the CBA is immediately terminated. The restrictions on GTCC cardholders from using the CBA for common carrier transportation expenses (i.e. airfare, train tickets, etc.) contained in reference (A) are reinstituted. GTCC holders may continue to use the CBA per policy for the noted exceptions in reference (A). Travelers and Approving Officials (AOs) shall include the following statement in the remarks section of travel orders: Use of the Centrally Billed Account (CBA) is authorized. Members using the CBA must create a Travel Authorization (TA) in the E-Government Travel System (ETS) so a document number is created and travel is approved (this includes dependent and medical travelers). When members are placed in immediate travel/deployment and the CBA is required, Form 4251 may be used to provide authorization to the Travel Management Center (TMC). In these cases it is the member's responsibility to complete a mandatory TA as soon as possible to create a document number for CBA reconciliation. 3. GTCC Payments: Accounts in good standing will continue to be monitored and placed into a mission critical status (MC) on a month-to-month basis. This status will keep accounts in an active status and prevent adverse impacts resulting from debt while travel claims are being processed. Travelers shall retain receipts and be prepared to immediately submit vouchers when travel is complete. New GTCC cardholders will immediately be placed into mission critical status. This status is designed to protect cardholders who cannot voucher due to system issues and shall not preclude members who are able to complete vouchers from doing so within three business days of completing travel. 4. Credit Limits: Travelers who require credit limit adjustments as a result of the inability to process travel claim reimbursements should contact their local Travel Manager. Travel Manager authorization to establish credit limits is temporarily increased from $9999 up to $19,999. Any requests above $20,000 will be forwarded to the GTCC program managers for DHS approval. 5. Disaster Evacuation: GTCC is authorized for Member and Dependent Meal and Incidental Expenses (M&IE) as flat-rate per diem for the number of allowable evacuation days limited by the evacuation order and actual days evacuated. GTCC cardholders may withdraw up to $415 per week in cash at ATMs against their GTCC account to cover member and family M&IE Expenses while evacuated under evacuation orders. 6. Permanent Change of Station (PCS) and Long-Term Temporary Duty (TDY): Effective immediately, a temporary waiver to use GTCC for PCS and long-term TDY is authorized. The restrictions contained in reference (A) for PCS greater than 15 days and TDY greater than 21 days are temporarily suspended. Policy regarding authorized purchases remain in effect IAW with references (A) and (C). The GTCC is only for official travel to cover authorized expenditures; however, a temporary policy waiver is granted to cover authorized dependent expenses during PCS. a. Proper use of the GTCC for PCS consists of the following: (1) Temporary Lodging Expense (TLE) at the old or new Permanent Duty Station (PDS): Charges related to this expense include lodging and meals while in temporary lodging. See Chapter 5, reference (C) for additional TLE information. (2) Fuel for Privately Owned Vehicles (POV), but only if POV is the authorized mode of transportation for the PCS travel. This is not a directly reimbursed item; it is paid in the form of a Monetary Allowance in Lieu of Transportation (MALT). MALT is a flat-rate per mile and per vehicle entitlement based on the distance between the old and new PDS, as determined by the Defense Table of Official Distances (DTOD). (3) Lodging and meals enroute: These items are not reimbursed directly, the member and dependents are entitled to a flat-rate per diem for the number of allowable travel days based on the mode of transportation, not to exceed the actual travel days used as outlined in Chapter 5, reference (C). (4) Airfare/Train/Bus/Ferry for the member and concurrently traveling dependents and only if it is the authorized mode of transportation for the PCS travel. Personal travel arrangements made for Leave In Conjunction With Official (LICWO) travel cannot be purchased with the GTCC. See Chapter 3, reference (C) for further details regarding LICWO travel. (5) Alaska Marine Highway System (AMHS) is paid for using the CBA and purchased through the TMC service provider. (6) Tolls and miscellaneous fees may be charged to the GTCC. b. Misuse: Non-travel related expenditures will still be considered misuse. GTCC may not be used for local travel, team gear, permissive orders, retirement /separation, personally procured moves, during leave, to/from leave site, LICWO travel, or for cash withdrawals exceeding reimbursable amounts. Commanders/Supervisors will ensure travel cards are used only for official travel related expenses. Examples of misuse include, but are not limited to: (a) expenses related to personal, family or household purposes except for authorized PCS expenses, (b) cash withdrawals from an ATM used during non-travel periods or not related to official government travel requirements are "not authorized." This includes but is not limited to any withdrawal of a credit balance remaining on the card, (c) intentional failure to pay undisputed charges in a timely manner, and (d) ATM cash withdrawals taken more than three days prior to official government travel. Cardholders who misuse their travelcard may be subject to administrative or disciplinary action, as appropriate. c. Check-out: Immediately upon receipt of orders, if not already a cardholder, the member must apply for a GTCC. Travel Managers should assist cardholders in the application process and determine if expediting a card is necessary to meet travel requirements. Travel Managers will adjust credit limits 10 days prior to the approved detach date to reflect the estimated cost of the PCS travel entitlements, allowing GTCC to be used for temporary lodging. It is important the traveler understands what PCS reimbursable entitlements are rated and their estimated dollar amounts. Upon completion and certification of the outbound interview, the traveler will be provided an endorsement to the PCS orders which contains the estimated dollar amount of the travel entitlements. The traveler will use this information to ensure charges placed on the GTCC do not exceed the amount that will be reimbursed upon PCS travel voucher settlement. Upon check-out, Travel Managers must counsel cardholders concerning proper use of the GTCC and who they should contact if issues arise. Any cardholder who requires assistance during the PCS travel period should contact their Travel Manager for their former command; if already reported to the new PDS, contact the Travel Manager of the new PDS. Members can determine who their supporting Travel Managers are under the contacts Portal page located at: https://cg.portal.uscg.mil/units/psc/psc-bops/GTCC%20Library/Forms/AllItems.aspx. If the cardholder is unable to reach the Travel Manager, Citi Customer Service should be contacted by calling the number on the back of the GTCC. d. Check-in: Cardholders must submit their PCS travel vouchers in a timely manner upon check-in at the new PDS, as outlined in Section H of reference (F). When the travel voucher is completed, ensure the split-disbursement amount in block 1 of the DD Form 1351-2 reflects all undisputed charges placed on or pending in the GTCC. If temporary lodging is still required at the time of completion of the travel voucher, the cardholder must include an estimate of the TLE charges in the split-disbursement amount. Other than payment for temporary lodging, no further charges will be placed on the GTCC after completion of the travel voucher. Cardholders must ensure they update their GTCC contact information immediately following the establishment of their address at the new PDS. If the cardholder does not have a Citimanager account, the Travel Manager should make the necessary changes or assist the cardholder to create a user profile in Citimanager: home.cards.citidirect.com /CommercialCard/ux. Cardholders must proactively review GTCC statements to ensure payment are made in full from the split-disbursement. Any remaining balance due after the posting of the split-disbursement must be paid immediately by the cardholder. Payment can be made via Citimanager at Citi Commercial Cards (citidirect.com), using the Citi mobile application, or by calling the number on the back of the card. If the split-disbursement exceeds the amount due, cardholders may obtain the amount of the credit balance via the same methods described above. The cardholder is solely responsible for ensuring the card balance is paid in full once claim processing becomes available again. e. Commands are reminded that particular attention is required for those newly reporting cardholders who typically would not have been issued a travel card from the departing unit. As soon as they have completed their travel claims, ensure the travel card limits are reduced to the minimum limits. 7. GTCC Non-availability/Eligibility: If a GTCC Account cannot be established for a member then the CBA should be used to the maximum extent possible and the member may use a personal credit or debit card for related commercial lodging and M&IE costs. The Travel Management Center, currently CWT Sato, should still be used for official travel reservations, including disaster evacuation reservations. 8. Applicability: This policy does not apply to accession, separation, or retirement travel, nor does it affect the payment of advance pay or advance Basic Allowance for Housing to pay for rental deposits. Additionally, this policy does not apply to PCS travel for civilian personnel, Selected Reserve members, or Individual Ready Reserve members as these populations do not use the same order writing and outbound interview processes. 9. GTCC Travel Managers may direct questions to Mr. Michael Duchossois at 703 -254-7175 or [email protected] or to Ms. Evelyn Carlene Curry at 703 -258-5996 or [email protected]. 10. Released by: RDML S. N. Gilreath, Commander, Personnel Service Center. The Service Center for Our Most Important Resource - Our People. 11. Internet release is authorized.

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