ARMY TRAVEL CARD PROGRAM - · PDF filearmy travel card program. 2. contract & task order: • contract structure: – gsa master contract for all federal agencies – dod task order

ARMY TRAVEL CARD PROGRAM

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ARMY TRAVEL CARDPROGRAM

FRANK RAGOARMY PROGRAM MANAGER

MICHELLE DOYLEASSISTANT PROGRAM MANAGER

OFFICE, ASSISTANT SECRETARY OF THE ARMY(FINANCIAL MANAGEMENT & COMPTROLLER)


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CONTRACT & TASK ORDER:

• CONTRACT STRUCTURE:– GSA MASTER CONTRACT FOR ALL FEDERAL AGENCIES– DOD TASK ORDER WITH CITI EFFECTIVE NOV 30, 2008

• PERIOD COVERED:– FOUR YEAR CONTRACT (NOV 08 - NOV 12)– THREE TWO YEAR OPTIONS (DEC 12 - NOV 18)

• INCLUDES SERVICES FOR:– INDIVIDUALLY BILLED ACCOUNTS (IBA)– CENTRALLY BILLED ACCOUNTS (CBA)


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PROGRAM FEATURES:

• VISA CARD W/ WIDE ACCEPTANCE• ON-LINE MANAGEMENT SYSTEM• CONTROLS: CREDIT CHECKS, MERCHANT CODES, CARD

TYPES W/ CHARGE LIMITS:– STANDARD CARD: $665 ATM CASH/$7500 TOTAL– RESTRICTED CARD: $365 ATM CASH/$4000 TOTAL

• FEES:– ATM CASH FEE OF 2% (REIMBURSABLE)– RETURNED CHECK FEE OF $29, LATE FEE OF $29

• BANK REBATES, BASED ON CHARGE VOLUME/SPEED OF PAY FOR IBA AND CBA


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TRAVEL & TRANSPORTATION REFORM ACT:

– EMPLOYEE MUST USE TRAVEL CARD FOR OFFICIAL TRAVEL EXPENSES

– AGENCY CAN EXEMPT TYPES OF PERSONNEL OR EXPENSE

– AGENCY MUST REIMBURSE TRAVEL EXPENSES W/IN 30 DAYS AFTER CLAIM

– AGENCY MAY COLLECT DELINQUENCY FROM PAY– UNDISPUTED AMOUNTS ONLY– AFTER NOTIFICATION/DUE PROCESS– COLLECTION NTE 15% OF DISPOSABLE PAY


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PROGRAM GUIDANCE

• DODFMR VOLUME 9 CHAPTER 3– OVERALL PROGRAM GUIDANCE

• DOD POLICY• ASSIGNS RESPONSIBILITY• IBA AND CBA REQUIREMENTS• EXEMPTIONS FROM MANDATORY USE OF IBA

• ARMY POLICY GUIDANCE– AUGMENTS DOD GUIDANCE

• ASA (FM&C) POLICY MEMORANDUM


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• POLICY GUIDANCE– ASA (FM&C) MEMORANDUM

• ADEQUATELY RESOURCE APC FUNCTION• REQUIRE MONTHLY REVIEW OF TRANSACTIONS• MANDATES APC/CARDHOLDER TRAINING• MANDATES CLOSING OF INACTIVE ACCOUNTS• DISCIPLINARY ACTION FOR ABUSE, MISUSE• DISCOURAGE USE FOR DEPLOYMENT TRAVEL• SECURITY CLEARENCE REVIEW


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• CARDHOLDER RESPONSIBILITIES– USE TRAVEL CARD FOR ALL OFFICIAL TRAVEL

EXPENSES (PL 105-264)– EXPENSES ARE LIMITED TO THOSE NORMALLY

REIMBURSED AT TRAVEL SETTLEMENT– CARDHOLDER ONLY EXPENSES– LIMIT CASH USAGE. USE TRAVEL CARD

WHENEVER POSSIBLE


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• CARDHOLDER RESPONSIBILITIES

– RETAIN ALL RECEIPTS– SUBMIT TRAVEL VOUCHER WITHIN 5 DAYS OF

RETURN OR EVERY 30 DAYS IF TDY IS OVER 45DAYS DURATION

– USE SPLIT DISBURSEMENT OPTION TO PAY ALLCHARGES

– PAY BALANCE IN FULL AND ON TIME.


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• CARDHOLDER RESPONSIBILITIES

– UNDISPUTED CHARGES MUST BE PAID BY DUE DATE– DISPUTES ARE THE RESPONSIBILITY OF THE

CARDHOLDER– CONTACT MERCHANT IMMEDIATELY OR CONTRACTOR

WITHIN 60 DAYS OF STATEMENT DATE ON WHICH CHARGE APPEARS

– CHARGES NOT PAID OR DISPUTED WILL BECOME DELINQUENT


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• DELINQUENCY CYCLE– 30 DAYS - PAST DUE– 60 DAYS - DELINQUENT - CARD SUSPENDED– 75 DAYS - $29 LATE FEE CHARGED TO ACCOUNT – 90 DAYS - DUE PROCESS LETTER SENT TO CARDHOLDER

ADVISING THEY HAVE 30 DAYS TO SETTLE ACCOUNT OR IT WILL BE SENT FOR COLLECTION VIA SALARY OFFSET

– 120 DAYS - CARD CANCELLED – 210 DAYS - ACCOUNT CHARGED OFF/CREDIT BUREAU

NOTIFIED


TRAINING

• APC TRAINING:– ELECTRONIC ACCOUNT SYSTEM (CITIDIRECT)

• CLASSES AT SMARTPAY 2• ON-SITE WHEN REQUESTED BY HL 3• CBT TRAINING (www.defensetravel.dod.mil/passport)

• CARDHOLDER EAS TRAINING:– CBT OR IN PERSON BYAPC

• CARDHOLER INITIAL AND REFERESHER GTCC TRAINING IS LOCATED AT THE DOD TCPMO WEB SITE(www.defensetravel.dod.mil/passport)

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http://www.defensetravel.dod.mil/passport�


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• ACCOUNTABILITY– PERSONAL FINANCIAL RESPONSIBILITY– VIOLATION OF PUBLIC LAW 105-264– CARDHOLDER AGREEMENT OUTLINES CONTRACTOR

REMEDIES (LATE FEES, ETC.)– STATEMENT OF UNDERSTANDING– NEGATIVE CREDIT BUREAU REPORTING– SALARY OFFSET OR INDEPENDENT COLLECTION

AGENCY REFERRAL


CITI CUSTOMER SERVICE

• DEDICATED REPRESENTATIVES FOR EACH SERVICE AND AGENCY AT PROGRAM MANAGER LEVEL

• DEDICATED CUSTOMER SERVICE NUMBER FOR APCs 866-670-6462

• DEDICATED CUSTOMER SERVICE NUMBER FOR CARDHOLDERS 800-200-7056

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PROGRAM OVERSIGHT

• DOD INITIATIVES– DATA MINING

• DOD ESTABLISHED INDICATORS• VISA DATAMINING TOLL AVAILABLE AT HL 3 LEVEL• ARMY INTERNAL REVIEW OFFICE/AAA AUDITS• CBA AND IBA DATA

– REPORTS TO SERVICE FOR ACTION• EXPANDS ARMY ACCOUNT REVIEW REQUIREMENT• REPORT ON RESULT OF TRANSACTION REVIEW TO

INCLUDE ANY ADMINISTRATIVE/DISCIPLINARY ACTION TAKEN


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PROGRAM OVERSIGHT• DOD INITIATIVE (CONT’D)

– CREDITWORTHINESS• CODIFIED BY FY 04 DEFENSE AUTHORIZATION ACT

– DOD WILL DETERMINE CREDITWORTHINESS BEFORE ISSUING CHARGE CARD

• DOD POLICY/OMB CIRCULAR 123 PART B– CREDIT CHECK– MINIMUM FICO SCORE

– FAILURE TO MEET MINIMUM FICO SCORE (500) WILL MAKE INDIVIDUAL INELLIGIBLE FOR CARD

• TRAVEL ADVANCE, PERSONAL FUNDS, CBA FOR TRANSPORTATION COST

• CAN RE-APPLY IN 24 MONTHS


PCS PROGRAM

• ALL AUTHORIZED RELOCATION EXPENSES EXCEPT HHG AND REAL ESTATE

• MUST REGISTER WITH APC PRIOR TO DEPARTURE• ACCOUNT WILL BE PLACED IN MISSION CRITICAL

STATUS/PCS WITH START AND END DATE • ACCOUNT WILL NOT AGE OR INCUR LATE FEES WHILE

IN STATUS• ACCOUNT AGES CURRENT AT END DATE AND WILL NOT

GO DELINQUENT FOR 60 DAYS• VOLUNTARY ON THE PART OF THE CARDHOLDER

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CENTRALLY BILLED ACCOUNT• USE LIMITED TO INDIVIDUALS EXEMPT FROM

MANDATORY USE OF IBA • TWO TYPES OF CBA

– TRANSPORTATION ACCOUNT (4614 2600 AND 4614 2700)– UNIT CARD (4614 2900)

• TRANSPORTATION CBA USED FOR AIRLINE, BUS, TRAIN• UNIT CBA USED TO PAY OFFICIAL TRAVEL EXPENSES

ASSOCIATED WITH GROUP TRAVEL– LODGING, MEALS, TRANSPORTATION– FOREIGN NATIONALS PARTICIPATING IN OFFICIAL DOD

SPONSORED PROGRAMS– LIMITED CASH AVAILABILITY– SHOULD NOT BE USED FOR ORGANIZATION ACTIVITIES SUCH AS

TO AUGMENT THE MOTOR POOL, BANQUESTS, HALL RENTAL, AWARD CEREMONIES, GIFTS, ETC.

• LIMITS SUFFICIENT TO MEET MISSION REQUIREMENTS 17


CENTRALLY BILLED ACCOUNT

• MANUAL RECONCILIATION AND PAYMENT PROCESS– 4614 2600 ONLY– ELECTRONIC INVOICE SENT TO CTO AND HARD COPY INVOICE

SENT TO TRANSPORTATION OFFICE– CTO RECONCILES AND ATTACHES ORDERS, ITINERARY/INVOICE

DOCUMENTS AND FORWARDS TO TRANSPORTATION OFFICE– TRANSPORTATION OFFICE REVIEWS PACKAGE FOR

COMPLETENESS, PREPARES AND SIGNS SF 1034 (REVIEWER), FORWARDS TO DFAS PAYING OFFICE

– DFAS RECONCILES PACKAGE, PREVLAIDATES THE OBLIGATIONS, MAKES PAYMENT

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CENTRALLY BILLED ACCOUNT• AUTOMATED RECONCILIATION AND PAYMENT

PROCESS– DTS RECONCILIATION MODULE– 4614 2700 ONLY– CITI SENDS ELECTRONIC FILE OF CHARGES TO DTS– DTS MATCHES CHARGES WITH DTS DATA– UNMATCHED CHARGES FALL OUT– INVOICE IS CREATED FOR MATCHED TRANSACTIONS AND

FORWARDED TO THE TRANSPORTATION OFFICER FOR CERTIFICATION

– CERTIFIED INVOICE IS ELECTRONICALLY PAID BY DFAS/ADS– MISMATCHED CHARGES ARE WORKED BY DFAS ARMY DTA– NEW INVOICE CREATED, CERTIFIED AND PAID BY DFAS/ADS

• CONTACT ARMY’S TIER 2.5 HELP DESK: 877-676-6742, [email protected] FOR QUESTIONS

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mailto:[email protected]�


CENTRALLY BILLED ACCOUNT

• UNIT CARD RECONCILIATION AND PAYMENT PROCESS– 4614 2900 ONLY– ACCOUNT MANAGER RECEIVES A HARDCOPY

INVOICE FROM CITI– RECONCILES CHARGES AGAINST RECEIPTS

SUPPLIED BY TRAVELERS– CREATES SF 1034, CERTIFIES, AND FORWARDS TO

DFAS FOR PAYMENT

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CONTROLLED SPEND ACCOUNT

• MULTI USE CARD• ISSUED TO ALL TRAVELERS• NO CREDIT CHECKS• LOADED WITH DOLLAR LIMIT OF ENTITLEMENTS FOR

EACH TRIP WHEN ORDERS ARE CREATED IN DTS• NO ADVANCE OF TRAVEL ENTITLMENTS• USE FOR EXPENSES SIMILAR TO TRADITIONAL GTCC

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CONTROLLED SPEND ACCOUNT

• DECLINING BALANCE ACCOUNT• AMOUNT LIMITED TO ENTITLEMENTS FOR INDIVIDUAL

TRIP• PROCEDURE TO INCREASE LIMIT BASED ON MISSION

REQUIREMENTS• ATM • COMPLETE TRIP REPORT IN DTS• SPLIT ALL CHARGES TO CITI• BALANCE BELONGS TO TRAVELER• REMAIN ON CARD, EFT TO FINANCIAL INSTITUTION,

ATM WITHDRAWAL

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ARMY IG REVIEW

TRAINING

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• SUMMARY

– TRAVEL CARD IS FOR OFFICIAL TRAVEL EXPENSES ONLY

– CARDHOLDER IS RESPONSIBLE FOR USE & PAYMENT

– COMMANDER & SUPERVISORS MUST BE INVOLVED

– WWW.ASAFM.ARMY.MIL

Documents

ARMY TRAVEL CARD PROGRAM - · PDF filearmy travel card program. 2. contract & task order: • contract structure: – gsa master contract for all federal agencies – dod task order