The GTCC also offers insurance coverage for rental cars, lost luggage, and personal injury, and provides cardholders with better payment terms. Authorized uses are as follows: The travelers manager must authorize the traveler to use the CBA. 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 cardholders personal credit history. hb```b``9d31 +P#&B0l+%@sQF=I#0^cp&Q"2-*"B@ ysg(Df,V,-!0#N"L7%4.iqQ>7qZgaV!/iR:@jL:ar=NhIVfYg*6z. IRS employees should: Ensure the relocation authorization provides for house hunting and en-route travel. The controls and restrictions on travel card accounts are discussed below. The traveler must provide the following information immediately after the trip is cancelled: Date the TMC confirmed cancellation and/or date paper ticket was returned for refund; and. 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 Visitors Program/Official Passports, in LB&I has granted an exemption; or. The travel cardholder is responsible for payment of all undisputed charges upon receipt of the monthly statement of account. There are four types of government credit cards issued to federal employees: Purchase Card: issued for the purchase of supplies and services required for the Agency's mission. Authorizing the TMC to issue tickets that are charged to the CBA. Charging travel expenses of several travelers on one travel card. 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. 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 individuals tax return. Press the arrow with the inscription Next to move from field to field. The government credit card contractor must receive the travel cardholder's payment by the due date. Personal funds/personal charge card (except for purchases of common carrier tickets over $100). Concurring with or rejecting employee requests to use the CBA. A. 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. The travel card is non-transferable and may only be used by the employee whose name appears on the travel card. 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. Paying all charges and fees associated with the account timely. 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. 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. The employee will receive a notification of the amount of the bi-weekly deduction. 0000003552 00000 n Travelers who use the CBA cannot claim reimbursement for transportation and CGE fees on their travel voucher. %PDF-1.6 % Travel cardholders are responsible for ensuring that their travel documents have been correctly uploaded into ETS and are legible. Higher limits are provided for special circumstances such as extended travel. The renewal card will require activation. 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. Answers questions on the proper use of the travel account. Reply . They may use the ATM feature on their standard travel card for official IRS travel expenses that cannot be charged using the travel card. 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. 0000019123 00000 n The Military Services may further restrict/define this policy. Employees may not use their government travel card for any alcohol and alcoholic beverage for which a separate charge is made. 481 0 obj <>stream The following acronyms apply to this program. Creditworthiness reviews are an important internal control to ensure that travel cardholders are financially responsible. The IRS has implemented split disbursement and salary offset procedures for the government travel cards. Program Owner: Credit Card Services is the travel card programs owner and is responsible for related administration, procedures and audits. Other Miscellaneous Debts: Debts listed below are collected using the procedures in this paragraph. Service Members Are Responsible Outstanding government travel credit card bills can result in a negative reporting on the service members civilian credit report, and the Department of Defense may salary offset a portion of the service members salary to pay the government travel credit card bill. The Inappropriate Use Guide offers specific instances of misuse and their resolutions. All potential travel cardholders must first complete the travel card self-study training course. (3) IRM 1.32.4.1.6 (1) (d), Terms/Definitions, added the definition for Concur government edition (CGE) reservation fee. Travel cardholder - The IRS employee who has been trained and authorized to use the individually billed account. 0000001873 00000 n Payments may be expedited using the on-line payment feature on the government credit card contractor's website. 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. The CBA charges are billed and paid monthly. 0000006490 00000 n If the account is reinstated and becomes past due again, Credit Card Services will cancel the account. All employees who are required to travel must obtain and use the travel card for all official travel and transportation-related expenses. Last-minute travel - For last-minute travel, defined as Friday afternoon or weekend travel notification, the traveler may contact the TMC for transportation tickets. The ATM may be used three calendar days prior to the start of travel through the last travel day. Chief Counsel employees arrange travel through their respective Travel Office. hbbd```b``+@$*dLR`DI@d("@?!#c$4F? The traveler must then contact the ERC and request expedited assistance to obtain approval to use the CBA and acquire the transportation ticket. 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. Payments to the government credit card contractor may be made by mail prior to receipt of the monthly paper statement of account. 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. 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. This coverage will be secondary to the Common Carriers liability and only for the amount not covered by them. The monthly statement of account reflects activity on the account for the billing cycle. These fees are charged to the standard travel cardholders account. 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. The travel card should be used to the maximum extent possible to charge travel expenses. 0000001491 00000 n Can I use my government travel card for groceries? Upon receipt of the required documentation, Credit Card Services will review the employee's travel card account history. The Letter of Understanding between the director, Workforce Relations Division, 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. 0000000856 00000 n Reviewing, reconciling and certifying monthly CBA statements of account for payment and sending them to the CFO, Travel Management, Travel Operations office. Referring requests for petition for salary offset hearing to Government Payables and Funds Management office. 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. 0000018936 00000 n The card limit is the maximum cumulative amount that can be charged to a travel card account in a billing cycle. (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 credit card services conditional router will review the reservation and will either approve (authorize) or disapprove (return) the request. 0000004335 00000 n (15) IRM 1.32.4.2.9 (1) h., Travel Card Account Changes, deleted text "Transferring an account to a new IRS organization." 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. 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 along with a copy of the cardholder account agreement. 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. Refer to the "Mandatory Use of Travel Cards" Frequently Asked Questions on the IRS Source website for additional guidance. Primary Stakeholders: The CFO, Credit Card Services, travel cardholders, CBA users and managers. Performing periodic audits to ensure that the travel cardholders employment status is current and closing those accounts that remained active after his or her last day of employment. endstream endobj startxref 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. The travel cardholder must review the statement of account for erroneous or unauthorized charges. Put the relevant date. 0000018897 00000 n 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 government credit card contractor charges a fee of two percentage of the amount of the cash advance for the service. WebHome Flashcards Army Travel Card 101 Flashcards Total word count: 787 Pages: 3 Get Now Calculate the Price Deadline Paper type Pages - - 275 words Check Price Looking for Expert Opinion? (1) This section establishes FMS's procedures for the centralized offset of Federal salary payments to collect delinquent Travel card - A credit card used to pay for authorized official IRS travel and allowable travel related expenses. 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. Salary Offset is the collection of an undisputed amount via a direct deduction from a cardholders payroll disbursement or retirement annuity on behalf of the travel card vendor for any amount owed. Offset may be from federal salary travel advances, travel or relocation voucher reimbursements, 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. G. Limit travel advances to employees on the Agencys payroll (no invitational travelers). In addition, restricted travel cardholders also do not have ATM privileges. WebUnder 5 U.S.C. 0000019260 00000 n One CBA account is established for each IRS business unit. 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. Travel card activity is restricted by the MCC assigned to the travel cardholder's account. Travelers should ensure that: If using ETS, the method of reimbursement should reflect CBA on the transportation ticket and the CGE fee. The government credit card contractor may review and consider the employees complete credit history in deciding whether to reinstate the individuals account. A new travel card applicant is an employee who has not had a government-issued travel card within the last 12 months. F. Outline salary offset procedures to recover travel advances. WebThe Agency/Organization Program Coordinator (A/OPC) is the primary liaison between you and the bank. Authorized CBA users are responsible for: Contacting the TMC to make a reservation. If there is an error on the transmittal document or travel card, the cardholder should contact Credit Card Services via OS GetServices to correct the problem. Employees who combine personal travel with official travel must call Duluth at 866-442-9925. 458 0 obj <> endobj xref Travel cards may not be used to purchase personal items like clothing, toiletries, or gifts unless agency guidance is issued for specific items. The designated IRS employee is responsible for making travel arrangements and completing the manual travel authorization form. Chip and PIN - A computer chip embedded in the card and personal identification number (PIN) used to enhance security. The ATM feature must only be used to obtain cash for official IRS travel expenses that cannot be charged using the travel card. Travelers do not need to use personal funds for mission-related travel expenses, can manage their GTCC account online, and reimbursement is streamlined through DoDs travel systems. (12) IRM 1.32.4.2.7.4.2 (5), Making/Expediting Payment, deleted text Travel cardholders using this optional payment method will incur a transaction fee. Sign the form. 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 . ` BZ endstream endobj 524 0 obj <>/Filter/FlateDecode/Index[152 346]/Length 34/Size 498/Type/XRef/W[1 1 1]>>stream 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. 0000018844 00000 n 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. 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. 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. Added text The cardholder must contact the hotel to cancel their reservation.. Have a suspended or cancelled travel card account. 458 28 Employees with suspended or cancelled government travel cards. The accuracy of the assigned MCC is the function of the merchant and MasterCard. Travel cardholders will have approximately 45 calendar days to complete the training after being notified. A comprehensive guide to travel time pay rules in Californiawhen employees are entitled to be paid for travel time and how to recover those lost wages. Travel cards with air, lodging, and/or rental car transactions without meal spend may be flagged for policy noncompliance. Credit Card Services will notify the manager of the government credit card contractors decision. Travel cardholders will be notified via email with detailed instructions when they are required to complete the refresher course. 0000002897 00000 n The ETS retains copies of the receipts for six years after fiscal year in which travel occurred. Ensuring all employees obtain and use the government travel card for all official travel, except where specifically exempted. 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. Lodging expenses are not authorized for local travel within a 40-mile radius of the employees official station or residence that is performed within one day and does not involve an overnight stay or lodging expenses. 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 cardholders account. 5584 (a) (2), the head of an Executive agency is authorized to waive an amount not more than $1,500 (per individual claim), while higher amounts must be waived by an "authorized official," which under 5584 (g) (2) is the Director of the Office of Management and Budget (OMB). More information is available on the IRS Source website by, selecting "Lost, stolen or compromised travel card" . WebFSIS Directive 3830.2 Government Travel Charge Card Program FSIS Directive 4550.2 Garnishment of Wages for Child Support, Alimony and Commercial Debt 0000001507 00000 n Travelers must present the form to the hotel at check-in. IRM 1.32.11, IRS City-to-City Travel Guide, 5 U.S.C. Employees who have received a written exemption from the mandatory use of the travel card from the director, Credit Card Services; and. PURPOSE . See 1.32.4.2.8.2 for additional information on suspended accounts. Split disbursement - An electronic travel system (ETS) functionally dividing a travel voucher reimbursement between the credit card contractor and the traveler. This section provides responsibilities for the following: The CFO and Deputy CFO are responsible for Government Travel Card Program policy. Safeguarding the government travel card and account number from unauthorized use. The government credit card contractor will rarely reinstate a travel card account that was cancelled due to non-payment. Disputed item - An erroneous, duplicate, or over charge that appears as a transaction on an individually billed travel cardholder's statement of account. Employees who are not eligible to receive a government contractor-issued travel card. This card generally carries a credit limit of $3,000.00 and all purchases must be made in accordance with Federal Acquisition Regulations.
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