U.S. General Services Administration
U.S. General Services Administration. Federal Acquisition Service.
Government Travel Charge Card
Program Overview – DoD Agencies
Mr. Scott Duplechain
Defense Travel Management Office
July 2014
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DoD Government Travel Charge Card Program: Management, Delinquency, and Best Practices, Slides of Public Law
An overview of the Defense Travel Management Office's Government Travel Charge Card (GTCC) program, including program management, delinquency progression, payment methods, best practices, and resources. It also covers customer support and training, allowing allowances and entitlements, and the role of the Defense Travel Management Office.
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U.S. General Services Administration
U.S. General Services Administration. Federal Acquisition Service.
Government Travel Charge Card
Program Overview – DoD Agencies
Mr. Scott Duplechain
Defense Travel Management Office
July 2014
Agenda
- Defense Travel Management Office Overview
- Government Travel Charge Card (GTCC) Program Overview
- Program Management
- Delinquency Progression
- Payment Methods
- Best Practices
- Resources
- Open Discussion
2
DTMO Role
Serves as the DoD’s Travel Card Program Manager for ~1.6M cardholders
- Manage DoD’s SmartPay® 2 task order
- Coordinate with GSA, DoD Components/Agencies
- Serve as the main interface with card vendor
- Develop DoD travel card policy and procedures
- Identify and manage DoD GTCC pilots
- Facilitate travel card training for DoD
- Review or initiate component review of card processes
- Assist with Centrally Billed Account (CBA) 4 reconciliation
4
References
OMB Circular A-123 App. B Revised
Public Law 105-
- Travel and Transportation Reform Act of 1998
Public Law 107-
- National Defense Authorization Act of 2003
DoDFMR, Vol. 9, Ch. 3, April 2014
JFTR/JTR
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Proper GTCC Usage
Official government travel expenses include:
- Lodging
- Meals (when possible)
- Rental Vehicle/Gas
- Transportation (airfare, train, etc.)
For cardholder, travel expenses only
Service/Agency will determine PCS/Dependents usage
Not for personal use
7
Card Types
- Total Credit Limit: $7,
- Total Monthly ATM Limit: $
- Total Monthly Retail Limit: $
- Credit Score 660 or Higher
Standard Travel Card
- Total Credit Limit: $4,
- Total Monthly ATM Limit: $
- Total Monthly Retail Limit: $
- APC “Activation/Deactivation” required for periods of travel/non-travel
- Restricted cards will be issued for cardholders who refuse to submit to the credit check
- Credit Score 500-
Restricted Travel Card
- Limited use
- Credit limit consistent with mission
- Government liability
- Account Manager responsible for management, and timely reconciliation
- New accounts must be approved by the CPM
Centrally Billed Accounts (TransportationAccounts and Unit Cards)
8
Credit Limit Thresholds (continued)
10
Citi Cardholder Fees
- Begins at 75 days Late Fee • $29 each 30-day cycle
- $29 fee for NSF check NSF Fee (non-reimbursable)
- $80 DFAS fee Salary Offset • $87 (late fee $29 x 3)
Re-Instatement^ • $29 fee (if approved)
Expedited CardDelivery • $20 fee
- ATM service fee 2.2% ATM Fees (^) • ATM user/terminal fee 11
Program Management – Key Personnel
Director
- Ensure compliance with regulations
- Takes appropriate action in cases of misuse/abuse
- Ensure APC is proactive in duties
Agency Program Coordinator
- Execute duties IAW Director intent
- Cardholder’s link to the program
- Part of the check-in/check-out process/routing chain Cardholder
- Use the GTCC within regulations
- Submit travel claims within 5days
- Utilize split disbursement during the travel settlement process
13
Agency Program Coordinator
APC must be: The right person for the job
- Independent performance/self-management Appropriate rank, grade and maturity Trained and certified Designated in writing by a Director Monitor unit’s GTCC program Provide director’s guidance Notify director of misuse and abuse Assist cardholders Increase/decrease credit limit Activate/deactivate cards 14
Metric Reporting
- 0.00% – 1.00% (Green)
- 1.01% – 2.00% (Yellow)
- >2.00% (Red)
IBA- Delinquent Accounts
- 0.00% – 1.00% (Green)
- 1.01% – 2.00% (Yellow)
- >2.00% (Red)
CBA- Delinquent Dollars
- 80% – 100% (Green)
- 60% – 79% (Yellow)
- 59% – Under (Red)
Split Disbursement
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Delinquency Timeline for IBA
Current
- File travel voucher within 5 days after completion of travel
- Receive statement
- Day 1 = The day after charges post to the cardholder’s statement
- Past Due status at day 31
- Disputed/Fraudulent transactions must be reported within 60 days of when the charge first appears on a statement
Suspended
- No new charges allowed on card
- Late fee applied at day 75
- Additional late fees applied at day 91 and each 30 day increment thereafter
- Receiving APC must transfer member into their HL regardless of delinquency
- Affects Command’s delinquency rate
Cancelled/Closed
- Submitted for enrollment in Salary Offset
- Member may request a travel advance if required to travel
- Receiving APC must transfer member into their HL regardless of delinquency
- Affects Command’s delinquency rate
Charge Off
- May charge off
- Could affect cardholder’s credit rating
- Delinquency removed from HL
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0 - 60 Days 61 - 125 Days 126 - 210 Days* 211 Days***
*Days = days past billing statement date
Causes of Delinquency
- Overspending
- Withdraws cash and continues to use the GTCC for charges
- Not properly utilizing Split Disbursement
- Need to adjust Split Disbursement amounts at the DTS Payment Totals page
- Split Disburse what is charged and never worry about becoming delinquent
19
Causes of Delinquency (continued)
- Misuse/Abuse
- Utilizing card for personal use
- Using ATM to withdraw credit balance refund
- Late submission of travel claim
- Travel claims should be submit within a minimum of 5 working days
- Coordinate with your LDTA if you do not have access to obtain the Unsubmitted Voucher report in DTS Report Scheduler
20