Government Travel Charge Card Cardholder Training

Cardholder Training Government Travel Charge Card Cardholder Training

Agenda Travel Card Program Navy Policy Dos and Don’ts Delinquency Management Additional Program Information Takeaways

Travel Card Program Why use the Travel Card? Public Law 105-264 The Travel and Transportation Reform Act of 1998 mandates use of the Government Travel Charge Card for federal employees on official government travel DoD Financial Management Regulations (FMR) Volume 9 Chapter 3 Mandatory use for Frequent Travelers

Travel Card Program FMR Vol 9, Ch 3 Sec 030501. A: Unless otherwise exempt (see paragraph 0306 of this regulation), all DoD personnel are required to use the GTCC for all authorized expenses relating to official government travel. Official government travel is defined as travel under competent orders while performing duties pertaining to official Government assignments such as TDY and PCS (where applicable).

Key Players Commander/CO Shall: - Complete initial CO/SUPV training on CCPMD’s website - Appoint, in writing, an APC and an alternate APC - Ensure APCs receive training - Ensure the APC is part of the command’s check-in and check-out procedures for all personnel.- Require Travel Card Program updates- Ensure mandatory split disbursement

Key Players Commander/CO Shall: - Close, by way of the APC, a CH’s travel card account for documented fiscal irresponsibility or misuse/abuse.- Establish and enforce disciplinary actions for travel card misuse/abuse and delinquency. - Provide leadership support as needed to correct travel claim reimbursement issues in order to prevent/resolve delinquency.- Establish local procedures

Key Players APC Agency Program Coordinator (APC) is the primary liaison between the Cardholder and the Bank Your APC: Provides applications to establish a credit card account Controls credit limits Reviews monthly reports Monitors for Misuse, Abuse, and Delinquency Issues Provides Initial and Refresher training. Maintain Travel Card documentation

Key Players Cardholder Communication with your APC Complete training(initial and refresher) Sign Statement Of Understanding (SOU) Check-in/check-out with your APC Update your account information Notification of Lost or Stolen card Keep all receipts Timely completion of travel claims (within 5 business days of trip completion) Prompt and full payment File claim every 30 days on extended travel Use Split Disbursement

Key Player Comptroller The Comptroller is responsible for the Financial stability of the command. Funding for travel is disbursed through the commands Financial Office. The comptroller may be able to assist in providing the COC with guidance on how unsubmited vouchers adversely effect the Travel budget.

Key Player Your human Resources Department or Command Legal Department may be able to assist with prescribing disciplinary actions and answering Legal questions regarding travel card issues.

Key Players Lead DTA The DTA manages the Defense Travel System (DTS) and can assist with: Preparing Travel Authorizations Completing travel vouchers Setting up Partial Payments (if needed) Split disbursement

POLICY

Policy Proper use of Card Statement of Understanding Standard vs Restricted Fees

Policy Proper Use Use the travel card only while on official travel for: Lodging Transportation Meals Not for personal use For use by the Cardholder only Frequent/Infrequent Traveler

Policy List of Mandatory Expenses Airfare Rental Car Hotel Meals (whenever feasible) List of Exempted Expenses Laundry/Dry cleaning Taxi fares Tips

Statement of Understanding I certify that I have read the attached DoD government travel card policy and procedures in DoDFMR 7000.14-R, VOL 9, CH 3 (http//www.defenselink.mil/comptroller/fmr/09/09_03.pdf). I understand that the government travel charge card program is designed to improve the management, efficiency, and control of government travel. I also understand that I am authorized to use the card only for those necessary and reasonable expenses incurred by me for official travel. I will abide by these instructions issued by the Department. The above limitation on card usage also applies to automated teller machine (ATM) withdrawals. The amount of cash withdrawals may not exceed the cash limits established on the card. If my account is not delinquent and my travel orders authorize a larger advance, I can request an increase in the ATM limit through the Agency Program Coordinator (APC). I will, however, endeavor to charge expenses to the account wherever feasible rather than use cash withdrawals. I understand the Department’s policy requires mandatory use of split disbursement for all outstanding charges on the travel card for military personnel and civilian pers where labor bargaining obligations have been met.

Statement of Understanding I understand that the issuance of this GTCC to me is an extension of the employee/employer relationship and that I am being specifically directed to: - Abide by all rules and regulations with respect to the GTCC. - Use the GTCC only for authorized official travel. - Pay all undisputed charges by the due date on the monthly billing statement. - Notify the APC of any problems with respect to my usage of the GTCC. - Notify the GTCC contractor and the APC if my GTCC is lost or stolen. (Card applicants must check off all the above provisions.) I also understand that failure on my part to abide by these rules or otherwise misuse the GTCC may result in disciplinary action being taken against me. I also acknowledge the right of the travel GTCC contractor and/or the APC to revoke or suspend my travel GTCC privileges if I fail to abide by the terms of this agreement or the cardholder agreement with the travel card contractor.

Policy Standard versus Restricted Standard Line Total Charge $7,500 Total Monthly ATM $665 Retail $250 Monthly Restricted Line Total Charge $4,000 Total Monthly ATM $365 Retail $100 Monthly Examples of Retail charges are conference fees, telephone calls, Department stores, misc general merchandise, and clothing stores

Citi Bank Fee Policy $ Late Fees: After 75 Days $29 every 30 days Reimbursable for MC status only Return Check Fees: $29 for insufficient funds Not reimbursable 3 returned payments will result in the account being closed permanently $

Citi Bank Fee Policy $ Expeditious Delivery of Card: $20 emergency card replacement for those on travel Reimbursable ATM usage: 2.2% of total transaction including fees charged by ATM Reimbursable $

Citi Bank Fee Policy $ Salary Offset: $85 for accounts reviewed but not enrolled $167 for enrolled accounts $25 DFAS processing fee $55 Citi Administration fees $87 late fees Reduced Payment Plan: To pay associated RPP fees $45 Setup fee $10 monthly maintenance fee Not reimbursable $

Citi Policies Returned Payments Close account Must apply for reinstatement Returned Statements Account will be closed Must call to update address Mission Critical not exempt

DOS AND DON’TS

Dos and Don'ts Types of Transactions Conference Fees Air Fare Cash Advances Declined Transactions

Misuse and Abuse Misuse. Inappropriate and unintentional use of the travel card for items not authorized by the employee’s travel orders or the DOD FMR. Abuse. Intentional use of the travel card to purchase items that are not incidental to official Government travel Be advised that all Cardholder Transactions are being monitored by your command Misuse and abuse of the travel card shall not be tolerated. CHs who misuse or abuse their travel cards shall be subject to appropriate administrative or disciplinary actions. Commander or head of the organization has the authority to suspend a CH’s classified access (security clearance) for misuse or abuse of their travel card.

Types of Transactions You can not use the card for these charges: Purchasing meals for a group Charge clothes to replace lost luggage Charge dinner for a group Charge souvenirs Use card to get credit balance refunds Use card at Gentlemen’s club Taking excess cash out (Cash amounts above authorized Per Diem limit) Purchase books or DVDs

Dos and Don'ts Travel Card may not be used for: PCS ( unless otherwise approved by CCPMD or if the requirements are Service specific) Training – (Processed with a Purchase Card using SF 182) Conference fees- Purchase card is the preferred method. Contact your APC before charging training on your GTCC to determine if the purchase card is a more feasible option. Funded Environmental and Morale Leave (FEML): All Dependent travel should be placed on the Centrally Billed Account (CBA)

Dos and Don'ts Cardholders must Check In/Out with APC Cardholder Refresher Training required every 3 years Cardholders must sign a new SOU when checking into a new command. Verify mailing address during Check In/Out.

Dos and Don’ts Use DTS or NAVPTO for booking airfares Costs may be more, but the tickets are refundable If you have to cancel flights, contact SATO/NAVPTO after the trip is cancelled in DTS. SATO/NAVPTO will initiate a credit refund for the flights.

Dos and Don’ts Use Credit instead of Cash Advances when feasible Visa is widely accepted Using multiple ATM withdrawals in conjunction with the GOVCC can exhaust travel funds. This could cause the member to be in a Due US status Offers more security than carrying large amounts of cash. Preferred use of the GOVCC instead of ATM withdrawals when feasible is outlined on the Statement Of Understanding (SOU) Commands can set cash limit as needed.

Dos and Don’ts Possible reasons and solutions for credit card Transaction Declines : -MCC Code not accepted - Call your APC. If the transaction is warranted, the APC will have CITI push the transaction through. Be advised the vendor where you are trying to make the purchase will have to call Citi to complete the transaction -Not enough funds- Plan Ahead - Make sure all pending vouchers have been processed and paid. Call your APC for a credit limit increase (if needed) prior to your departure - Citi shut down the card due to possible fraud - This is a precaution used by the bank to protect your account from possible fraud. You will need to call the bank to verify recent transactions. -Card may be in a deactivate status- Plan Ahead – Call your APC to make sure your account is active and in good standing prior to your departure -Card was suspended due to lack of payment – Make sure all previous vouchers are processed and paid prior to your departure. Call Citi to make a payment if necessary.

Delinquency Management

Delinquency Timeline 6thof month: GTCC Statement Cycles Account Past Due 31 Days Account Delinquent 61 Days Account Suspended Account Delinquency 75 Days Late Fees Apply Account Delinquent 126 Days Account Cancelled Salary Offset Begins Account Delinquent 90 Days Due Process Notification Letter

Policy Travel Card Statement Billing Cycle is on the 6th of each month for Navy and Marines Due date is 25 days from the closing date Cardholder responsible for full payment regardless of whether reimbursement has been received (states on application)

Delinquency Management Split Disbursement Option Mandatory for military and civilians Direct payment to the Bank for designated amount Assists travelers in fulfilling their payment responsibilities See “How to Use Split Disbursement properly” under the Knowledge Nuggets tab @ https://www.navsup.navy.mil/ccpmd

Delinquency Management Split Disbursement Amount should Include ALL CHARGES: Hotel Rental Car Parking Fees Meals Cash Advances Cash Advance fees Airfare ATM Cash Advances and Fees Lodging Tax

Delinquency Management Ways to get your account balance Keep all receipts Call 1-800 on back of card Ask your APC Self-register with the bank for access to your account (Strongly Recommend) Use the link provided on your statement Only way to use the free online pay system

Delinquency Management DTS has a link to Citito review all your “Posted” charges. Go under “Expenses” then “Non-Mileage” and a box on the right called “Expense Summary” appears Good practice to review summary before submitting

Delinquency Management DTS Claims: DTS defaults to Air, hotel and rental Manually add other charges Click on “Additional Options” then on “Payment totals” Enter amounts in the appropriate blocks Meals charged, ATM cash advances, etc.

Delinquency Management Review your statement for correctness: Verify your balance Look for charges you did not make Look for double charges Pay balance or submit your voucher before the next billing cycle

Delinquency Management Disputed Transactions First attempt with the merchant Initiate the dispute process if: Issue not resolved with the merchant Transaction is a billing error Initiated within 60 days Of the statement date on which transaction posted If not filed, you are responsible for payment Follow any additional timelines set forth by the bank during the dispute process Accounts receive temporary credit for transactions in dispute

Delinquency Management Lost or Stolen Card Report immediately to Citi and to your APC New card will be sent to replace the lost or stolen card Cardholder responsible for all charges before date reported lost/stolen. Previous charges will be transferred to new account CH should put Citi customer service phone number into cell phone for easy reference in event card is lost or stolen

ADDITIONAL PROGRAM INFORMATION

Additional Program Information Mission Critical Engaged in activity in a remote location that would preclude member from filing an interim voucher In an area where a pay activity is not available for member to file an interim voucher or mailing an interim voucher is unfeasible due to operational limitations Unable to file a voucher due to the nature of their mission (the mission precludes member from being identified as a government employee)

Additional Program Information Mission Critical Only HL2 and HL3 APCs are authorized to place a CH in MC Account must be at least 31 days past due but no more than 60 Request must be made by the APC, not the Cardholder Orders must state “Mission Critical” Late fees reimbursable Settled within 45 days of removal Cardholders should only be placed in MC status if length of TAD is less than 120 days

Additional Program Information Beware of Scams Citi will NEVER send you an email or letter requesting you submit your personal information either online or over the phone. If you respond to one, immediately call Citiand your APC Report suspicious email to your APC

Example of Phishing Scam

Additional Program Information Citi and your Credit Report Your Citi account will not affect your credit score or show up on your credit report EXCEPTION: If the account charges off due to non-pay after 210 days

Additional Program Information https://www.navsup.navy.mil/ccpmd Policy and Administrative Notices Email Subscription Service Register on our website under “Quick Links” Knowledge Nuggets CH & APC refresher training

Takeaways Communicate with your APC Use the Travel Card only for all charges related to official government travel Use Split Pay Properly Keep all receipts Review your Statements Pay your balance on time/Submit your vouchers on time Check-in/Check-out with your APC CCPMD Mailbox E-mail: don_ccpmd_travelcard@navy.mil

Government Travel Charge Card Cardholder Training

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