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. The travel card should be used to the maximum extent possible to charge travel expenses. 0000011511 00000 n G. Limit travel advances to employees on the Agencys payroll (no invitational travelers). (4) A written agreement between the cardholder and the travel card vendor in which the cardholder agrees to make a monthly payment to the vendor. See 1.32.4.2.8.2 for additional information on suspended accounts. Cash from ATMs is only authorized for expenses that cannot be charged to the travel card while in official IRS travel status. The employee will be charged a non-reimbursable leisure fee. Record retention guidance is available on the IRS Source website by, selecting New travel card requests. A traveler who has a travel card cannot use the CBA unless they meet one of the following exceptions: Incur foreign travel transportation costs. 0000004422 00000 n At a minimum, the travel card must be used to pay for transportation, lodging, rental cars and rental car gas. Travelers should ensure that: If using ETS, the method of reimbursement should reflect CBA on the transportation ticket and the CGE fee. Information regarding on-line payments is available on the IRS Source website by, selecting Travel card payment methods. Information regarding electronic credit checks is available on the IRS Source website by, selecting Credit Check. 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). WebSalary offset is the collection (by deduction from the amount of pay owed to the cardholder) of any amount the cardholder owes to the travel card vendor as a result of undisputed Payments made by this method will post to the travel cardholders account immediately. Employees for whom the issuance of a government travel card would adversely affect the mission of IRS or put the employee at risk. The travel cardholders may use the government credit card contractors phone pay service to expedite payment by telephone using an electronic check service. The employee should then contact their manager. 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. 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. Authorized CBA users are responsible for: Contacting the TMC to make a reservation. 0000004334 00000 n Mandatory Use of the Government Travel Card. Information and procedures regarding account maintenance changes are available on the IRS Source website. GTCC bank will notify collection agencies and national credit bureaus when the account remains unpaid If a reservation is cancelled prior to ticketing, no transaction fee is incurred. WebThe Citi DoD Travel Card is accepted at greater than 35 million locations worldwide. 458 0 obj <> endobj A directorate of the Defense Support Services Center, under the Defense Human Resources Activity, An official website of the United States government, Government Travel Charge Card Regulations , Overseas COLA Spendable Income Tables Alt, Government Travel Charge Card Regulations [PDF, 46 pages], Travel and Transportation Reform Act of 1998 [PDF, 9 pages], Hosted by Defense Media Activity - WEB.mil. 0000015521 00000 n 481 0 obj <>stream Card limit - The maximum cumulative amount that can be charged to an individually billed government travel card in any one billing cycle. At this point, Salary Offset will be initiated by the bank. Employees should use the travel card to the maximum extent possible. 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. (13) IRM 1.32.4.2.8.2 (1), Suspension and Reactivation, updated the timeframe for suspension of a cardholders travel card account from 66 days to 61 days from the statement closing date on which the charge(s) first appeared, if the account is unpaid. Safeguarding the CBA cardholder account numbers. Creditworthiness reviews are an important internal control to ensure that travel cardholders are financially responsible. 0000019260 00000 n IRM 1.32.11, IRS City-to-City Travel Guide, 5 U.S.C. 0000007069 00000 n 0000006555 00000 n The travel card can only be used for official IRS travel and allowable travel-related expenses while in travel status away from an employees official station. 0000007533 00000 n Ensuring all employees obtain and use the government travel card for all official travel, except where specifically exempted. The ETS is for official government travel only. Split disbursement is the ETS default payment method. WebFSIS Directive 3830.2 Government Travel Charge Card Program FSIS Directive 4550.2 Garnishment of Wages for Child Support, Alimony and Commercial Debt 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. Approving or disapproving employee travel authorization requests. 498 0 obj <> endobj xref 0000004421 00000 n 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. Employees may not use their government travel card for any alcohol and alcoholic beverage for which a separate charge is made. (10) IRM 1.32.4.2.7.2 (1) and (3), Dispute Process, updated the timeframe to notify the government credit contractor of a dispute from within 60 days to 90 days from the date of the statement on which the charge(s) first appear. The manager will complete the Request for Consideration of Reinstatement Form and forward it to Credit Card Services. 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. Informing the TMC that the CBA will be used to purchase the common-carrier transportation tickets. 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. January 2012. Have a suspended or cancelled travel card account. (3) IRM 1.32.4.1.6 (1) (d), Terms/Definitions, added the definition for Concur government edition (CGE) reservation fee. If a travel card is declined because of a restriction, refer to the IRS Source website by, selecting Declined transaction. ` BZ endstream endobj 524 0 obj <>/Filter/FlateDecode/Index[152 346]/Length 34/Size 498/Type/XRef/W[1 1 1]>>stream The ATM withdrawals are limited to $100 per day with an overall withdrawal limit of $1,000 per billing cycle. 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. 0000015567 00000 n (5) IRM 1.32.4.2.1.1 (4) g., Exemptions to Mandatory Use of Travel Card Policy, deleted text Employee who are infrequent travelers. An employee who is expected to travel must obtain a government travel card unless exempt. The following chart describes the internal controls in place for using the government travel card: The following terms and definitions apply to this program. Credit Card Services will notify the manager of the government credit card contractors decision. 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. Employees may request an exemption by sending an email with justification to their immediate manager. WebUse this form when you have a nonexempt worker who will work a shift of six hours or less and both you and the worker wish to waive the required 30-minute meal break. Reviewing travel documents to ensure travel card expense claims are appropriate and business related. 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. endstream endobj 459 0 obj <. Web"Salary offset" is fancy talk for wage garnishment. endstream endobj startxref Information about the dispute process is available on the IRS Source website by, selecting Canceled trip. A standard travel card includes the MCC template for miscellaneous expenses and ATM access. The ATM may be used three calendar days prior to the start of travel through the last travel day. The traveler must complete and the travelers manager or approving official must approve a travel authorization through ETS or on a manual travel authorization form. Higher limits are provided for special circumstances such as extended travel. (15) IRM 1.32.4.2.9 (1) h., Travel Card Account Changes, deleted text "Transferring an account to a new IRS organization." Page 2 . WebThe Act allows an agency to collect from an employee's disposable pay any undisputed delinquent amounts that are owed to a travel charge card contractor, upon written request Paying all charges and fees associated with the account timely. trailer <]/Prev 243150/XRefStm 1507>> startxref 0 %%EOF 525 0 obj <>stream 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. Duluth will book a one-way official travel fare for the portion of travel between the official station and temporary duty (TDY) station. 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. For most travel cardholders, the card limit is $5,000 per billing cycle. Ensuring their employees are aware of the government travel card requirements. Examples of inappropriate use include: Using the card without prior travel authorization; Using the travel card by a non-authorized user; Purchasing meals within 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. A travel card account that was cancelled due to non-sufficient funds or multiple suspensions will not be considered for reinstatement. Employees are required to use split disbursement. 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. Upon receipt of the travel card, travel cardholders must verify the accuracy of the information on the transmittal document and on the travel card. %PDF-1.6 % The duration may be permanent or for a specific time period and should reflect the travelers business needs. Standard travel cardholders cannot request a travel advance. When a second instance of an NSF occurs in a rolling 12-month period, the government credit card contractor will automatically cancel the travel cardholders account. A new travel card applicant is an employee who has not had a government-issued travel card within the last 12 months. 105264). 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. Ensuring that travel authorizations have the correct funding codes when the CBA is used to pay for the transportation. 0000003742 00000 n 0000000016 00000 n Actual bank fees charged for non-payment will not be reimbursed by IRS. 0000015265 00000 n 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 contractors website. 0 This instruction is composed of several volumes, each containing its own Salary Offset Program. 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. Use this form The travel card can only be used for official government travel and travel-related expenses while in official travel status. 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. $28.50 The government credit card contractor will rarely reinstate a travel card account that was cancelled due to non-payment. A travel card will be mailed in a plain envelope to the applicant at the statement billing mailing address indicated on the application form. The objectives of refresher training are to: Ensure all travel cardholders are made aware of current program rules, regulations, guidelines and changes. 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 travel related expenses. Initiating appropriate action to notify Labor Relations of delinquent accounts and inappropriate use. 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. The IRS will notify the employee in writing of its intention to collect the debt. 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. Travel advance - A prepayment of estimated travel expenses paid to an IRS employee in advance of authorized official IRS travel. 0000001873 00000 n A template is a grouping of MCCs assigned to a travel cardholder's account based on anticipated use. 458 28 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. Added text The cardholder must contact the hotel to cancel their reservation.. 0000007509 00000 n 0000018897 00000 n Reply . Travelers who use the CBA cannot claim reimbursement for transportation and CGE fees on their travel voucher. Travel card is canceled when traveler retires or leaves the IRS. Policy Owner: The CFO is responsible for travel card program policy, and related audits. Referring requests for petition for salary offset hearing to Government Payables and Funds Management office. If the manager determines the requirements are met, the manager will forward the approved request to the Credit Card Services mailbox. 0000015604 00000 n A new travel card applicant with a credit score of 660 or higher will receive a standard travel card. L. No. Charging travel expenses of several travelers on one travel card. Travel cardholders are responsible for timely payment of all undisputed charges. En-route common carrier transportation tickets authorized for the IRS employee's spouse or dependents can also be charged to the CBA. All potential travel cardholders must first complete the travel card self-study training course. 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. Use of the travel card for temporary quarters is mandatory. Employees who are ineligible for a Government-issued travel charge card or routinely travel less than twice a year (see FSIS Directive 3830.2). Question: Which travel card policy will let a traveler pay off their GTCC bill in monthly installments to avoid Salary Offset? Employees are not able to combine personal and official travel reservations in ETS. As a result, the actual available card limit fluctuates as charges and payments are posted. Restricted travel cardholder - A travel cardholder who did not consent to an electronic credit check or had a credit score of less than 660. Can I use my government travel card for groceries? Offset may be from federal salary travel advances, travel or relocation voucher reimbursements, 0000007032 00000 n Restricted travel cardholders are authorized travel advances through ETS up to 40% of all reimbursable expenses, except transportation, since they do not have ATM privileges. Members who will PCS before October 2022 and currently do not possess a government travel card are strongly encouraged to apply for one as soon as possible to allow for this option. These collections are involuntary. Program Owner: Credit Card Services is the travel card programs owner and is responsible for related administration, procedures and audits. Upon receipt of the required documentation, Credit Card Services will review the employee's travel card account history. Travelers who do not have a travel card or have a travel card that is declining, may use the CBA. WebThe Government Travel Charge Card (GTCC) Program provides travelers with a safe, effective, convenient, and commercially available method to pay for official travel expenses. The designated IRS employee is responsible for making travel arrangements and completing the manual travel authorization form. 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. Employees who are not eligible to receive a government travel card. 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. Using the government travel card only for travel-related expenses while performing official government travel. Credit Card Services is responsible for reviewing travel card transaction reports to ensure charges are appropriate and business-related. Sign the form. SUBJECT: Commercial Travel Management: DoD Government Travel Charge Card (GTCC) Program . Employees with suspended or cancelled government travel cards. Actually turns out my last command didnt pay off my travel card from when I got sent on a trip 6 or so months ago . WebThe Travel and Transportation Reform Act of 1998 (Public Law 105-264) mandates the use of the Government contractor-issued travel account for all employees on official Government business. Providing CBA expenditure information to the business units. Information regarding each payment method is available on the IRS Source website by, selecting Travel card payment methods. One CBA account is established for each IRS business unit. The Individually billed account (IBA) travel card is a government contractor-issued travel card used by authorized individuals to pay for official travel and Assisting travel cardholders with travel card account maintenance changes. 0000001676 00000 n 0000019028 00000 n Travelers must present the form to the hotel at check-in. No more than 15% of the employee's disposable pay per pay period will be collected under this procedure. 0000019123 00000 n Reviewing, reconciling and certifying monthly CBA statements of account for payment and sending them to the CFO, Travel Management, Travel Operations office. 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 cardholders travel card account and revoke all charging privileges. 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.