Government Travel Charge Card Transition to GSA SmartPay 3

SmartPay Program Background Public Law 105-264 (Travel and Transportation Reform Act of 1998) is the genesis/underlying legislation governing the Government Charge Card Program Administered by GSA, through a Master Contract that includes purchase, fleet, and travel card programs SmartPay 2 contract period-of-performance expires 29 November 2018 For DoD, governed by DoDI 5154.31, Volume 4 (Government Travel Charge Card [GTCC] Regulations) DoD GTCC Program ~ 1.8M individually billed account cardholders ~5K centrally billed accounts

Transition Overview Current Government Travel Charge Card (GTCC) contract is transitioning to the new GSA SmartPay 3 contract on November 30, 2018 The current vendor, Citi, was also awarded the DoD SmartPay 3 task order Cardholders will be mailed new cards (new account numbers and expiration dates) in August – October 2018 All SmartPay2 accounts must be reconciled and paid in-full within 30 days of receiving final billing statement In most cases, new card numbers and expiration dates will be automatically uploaded into Defense Travel System Additional information on DTS functionality will be provided this summer *open accounts that are not suspended or cancelled; no more than 2 returned payments for insufficient funds within the last 12 months or 3 within the life of the SmartPay 2 account hat

What is Changing with SmartPay 3? ATM transaction fees: $4.50 per withdrawal Account application and creditworthiness evaluations Applicants can no longer allowed to opt-out of a credit worthiness evaluation If applicant does not authorize Citi to obtain a credit score, an alternate assessment (DD Form 2883) must be provided Salary Offset extended beyond close of master contract/task order Citi permitted to enroll SP2 accounts through May 29, 2019 Citi permitted to collect payments until the debt is paid or account becomes uncollectable

Key Points for Cardholders Update your mailing address in CitiManager by August 1 See How to Update Contact Information in CitiManager When your new card arrives, immediately follow the instructions on the front sticker to verify receipt and set up a PIN Use “silver” travel card until 11:59pm ET on November 29, 2018 and begin using the new “blue” SmartPay3 card for all official travel expenses including meals at 12:00am ET on November 30, 2018 Special instructions will be provided for those using DTS and traveling during the cutover

How to Prepare - Cardholders Ensure your contact information is up to date in CitiManager and in DTS Notify your Agency Program Coordinator (APC) of any long term TDY or PCS scheduled between July and November 2018, or travel during the cutover timeframe Pay all undisputed outstanding balances immediately Receipt verify your new card immediately upon delivery Carry both cards with you if traveling over the cutover / Go-Live period

How to Prepare – CBA Specialists and CBA Account Managers Update contact information in CitiManager Ensure all CBA discrepancies are resolved Zero out and close CBAs no longer needed Monitor payments, process transfer transactions, resolve negative balances and pay applicable prompt payment fees

How to Prepare – Defense Travel Administrators Remind travelers to update contact information in DTS profile Partner with your organization’s APC(s) to ensure travelers understand important SP3 transition Know/convey transition activities and timelines/actions specific to DTS Additional information will be provided later this summer Ensure travelers promptly file travel vouchers

Key Points for Agency Program Coordinators All SmartPay2 accounts must be reconciled and paid in-full within 30 days of receiving final billing statement Outdated or erroneous information in the Citi’s Electronic Access System (EAS) can have a significant impact on operations, SmartPay3 card deliveries, and make your job a lot harder New card numbers and expiration dates will be automatically uploaded into Defense Travel System Contact your Component Program Manager or your higher level APC with questions on the transition including card delivery schedule

Key Actions for APCs SmartPay 2 Clean Up Aggressively resolve, track, and report both IBA and CBA delinquencies Process credit balance refunds Resolve any un-deposited refunds Diligently run GTCC reports and take necessary actions Remind cardholders to keep accounts in good standing SmartPay 3 Preparation Clean up current travel card hierarchy structures Clean up/update APC and cardholder profiles Communicate to cardholders about updating their contact information in CitiManager, the importance of receipt verifying immediately when their card arrives, and when to use the new card Sign up for CitiManager alerts

SmartPay 3 Training for APCs August 7-9, 2018: GSA SmartPay Training Forum, New Orleans, LA September 2018: Citi is offering SmartPay 3 transition training (schedule will be posted in CLASS) Daily Webinars (Citi’s online tool – CitiManager, Reporting, Intellilink) Daily Classroom (2x per week, Washington, DC & Norfolk, VA) Regional training

Frequently Asked Questions – Cardholders What should I do if I am on long term TDY or in the middle of a PCS when my new card is mailed? Notify your APC about your travel plans as soon as possible. APCs may be able to assist with getting your new card mailed prior to the start of travel. You can also elect to have your card mailed to an alternate mailing address or if you set up a forwarding mailing address with your post office, your new card will be sent to your forwarding address. Can I make payments to both my SP2 and SP3 IBA via DTS during the cutover? New card numbers and expiration dates will be uploaded automatically in DTS. Citi will apply payment to the SP2 account balance first and any remainder will be applied to the SP3 account balance. Additional FAQs are available at https://www.defensetravel.dod.mil/site/SP3_cardholder.cfm

Frequently Asked Questions – APCs When and how will cards be distributed? New cards will be mailed in six waves starting in late August and continuing through the end of October, with overseas cards and CBAs being mailed first. Contact your Component Program Manager for a distribution schedule. I need to submit a GSA SmartPay 2 new card application, what should I do? GSA SmartPay 2 applications may be submitted through the established Component process (either online or paper) through November 16, 2018. Citi will stop accepting new SmartPay 2 applications at midnight on November 16, 2018, and will only make exceptions in rare cases during the period of November 17th to November 29th. If you have a new applicant traveling prior to November 30 and you believe it should be considered a rare exception, submit the application through the HL3 APC for Services and HL4 APC for Independent Agencies. Additional FAQs are available at https://www.defensetravel.dod.mil/site/SP3_APC.cfm

Resources Information for Cardholders: https://www.defensetravel.dod.mil/site/SP3_cardholder.cfm Information for Agency Program Coordinators: https://www.defensetravel.dod.mil/site/SP3_APC.cfm Outreach Materials: https://www.defensetravel.dod.mil/site/SP3_Outreach.cfm CitiManager: www.citimanager.com Contact your APC for your organization-specific resources