1. Review Defense Travel Systems Travel Card
SHOW SLIDE #1: Review Defense Travel Systems Travel Card
References: DFAS-IN REG 37-1, DODFMR R, VOL 5, FM 1-06
Taught:
Supported:
1 hour
Facilitator Material: Each primary facilitator should possess a lesson plan, slide deck, course handouts, and practical exercise, DFAS-IN REG 37-1, DODFMR R, VOL 5, and FM All required references and technical manuals will be provided by the School House
Learner Material: Learners should possess standard classroom supplies, course handouts, practical exercises, DFAS-IN REG 37-1, DODFMR R, VOL 5, and FM 1-06FM. All required references and technical manuals will be provided by the School House.
Facilitator Actions: Classroom Setup 5 minutes, Classroom Breakdown 2 minutes
Testing Requirements/Assessment: Students will be assessed using “Go” or “No Go” on Professional Development and Leadership during the Capstone Exercise.
Motivator: DTS is a user-friendly, cost-effective, green solution that promotes efficiency, includes built-in security features, and provides complete privacy of operation.

2. Terminal Learning Objective
ACTION: Review Defense Travel Systems Travel Card
CONDITIONS: FM Leaders in a classroom environment working as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
STANDARD: With at least 80% accuracy (70% for international learners) you must:  
Applying for a Travel Card
Explain the traveler’s responsibilities when using the travel card
Review the Travel Card Basics
Translate Payment Policy
SHOW SLIDE 2: Terminal Learning Objective
ACTION: Review Defense Travel Systems Travel Card
CONDITIONS: FM Leaders in a classroom environment working as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
STANDARD: With at least 80% accuracy (70% for international learners) you must:
Applying for a Travel Card
Explain the traveler’s responsibilities when using the travel card
Review the Travel Card Basics
Translate Payment Policy
Safety Requirements: In a training environment, leaders must perform a risk assessment in accordance with FM 5-19, Composite Risk Management. Leaders will complete a DA Form 7566 COMPOSITE RISK MANAGEMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Note: During MOPP training, leaders must ensure personnel are monitored for potential heat injury. Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the MOPP work/rest cycles and water replacement guidelines IAW FM , NBC Protection, FM , CBRN Decontamination.
Risk Assessment Level: Low - Electrical Shock, Fire, Slippery Floors, Physical Injure/Strain, Tripping Tight Spaces in Classroom, and Influenza
Assessment: Low
Controls: Primary Instructor (PI) will ensure: All electrical cords are properly stored under desks, liquid containers have lids on them and all spills are immediately cleaned and mopped and allowed to completely dry before allowing students/personnel to walk on them. All chairs are ergonomically designed, adjust to individual preference and that all students are awake and paying attention in class. All cables/cords are properly plugged in, sheathed, and secured along tables, walls, and ceilings. No damaged or frayed cords/cables will be used. PI will brief proper hand washing techniques, the use of hand sanitizer, and evacuation procedures. All trash will be removed daily. Leader Actions: Detailed in-brief covering all aspects of safety to include daily classroom inspections, spills cleaned immediately, emergency exit plans, leader checks, hygiene procedures, and weekly safety briefings.
Environmental Considerations: Note: Instructor should conduct a Risk Assessment to include Environmental Considerations IAW FM , Environmental Considerations {MCRP 4-11B}, and ensure students are briefed on hazards and control measures. Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT.
Instructional Lead-in: DTS is a software program designed to cater to the unique travel needs of Department of Defense (DoD) personnel. DTS is a paperless concept that revolutionizes the Temporary Duty (TDY) travel processes by replacing manual operations as the way forward. The DoD has authorized DTS as the only tool to be used for planning and managing TDY trips.

3. Applying for a Travel Card
When applying for a travel card, an applicant will:
Contact your Agency Program Coordinator (APC)
APC will send an containing the information for the online application
Travel card program information
DoD Statement of Understanding
Applicant must complete the application form and return the following to the APC for further processing.
Signed application along with the supervisor’s signature
Signed DoD Statement of Understanding
Show slide # 3: Applying for a Travel Card
Learning Step / Activity 1. Applying for a Travel Card
Method of Instruction: DSL (large or small group discussion)
Facilitator to learner Ratio: 1:30
Time of Instruction: 10 Minutes
Media: PowerPoint Presentation, Printed Reference Materials
Facilitator's Note: Before facilitating this lesson, ask the learners which of the 21st Century Soldier Competency do they think pertain to this lesson? Facilitate a discussion on the answers given and at the end of the lesson revisit it and see if the learners still believe their choice are the same.
1. Character and accountability
2. Comprehensive fitness
3. Adaptability and initiative
4. Lifelong learner (includes digital literacy)
5. Teamwork and collaboration
6. Communication and engagement (oral, written, and negotiation)
7. Critical thinking and problem solving
8. Cultural and joint, interagency, intergovernmental, and multinational competence
9. Tactical and technical competence (full spectrum capable)
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The first step in obtaining a travel card is to contact their Agency Program Coordinator (APC). In most cases, the APC will initiate an online application for them. If an expedited card is needed or the online application process is not available, your APC will provide you with a hard copy IBA application.
Distribute copies of the travel card application form (DoD Individually Billed Account Card Setup) and discuss the fields mentioned in the form. The important fields are listed below:
Applicant’s name
Social Security Number (SSN)
Current address
Work and home phone numbers
Applicant’s authorization for a vendor-performed credit check
Applicant’s signature
Approval by the supervisor or commander
Your current address field, alert the learners that if their mailing address is a post office box, they must also provide a physical address where they can be contacted. They may provide their work or unit address.
If the credit check box is not initialed, the cardholder may receive a restricted card.
The applicant will also receive appropriate travel card program information from the APC. The APC will also require the applicant’s signature on the ‘DoD Statement of Understanding’ (SoU) for travel cardholders.
The applicant will not receive a travel card without a properly completed application, the signed SoU, and the Travel Card 101 WBT completion certificate.
Alert the learners that:
The applicant should ensure that he/she receives the billing statements at the mailing address provided on the form once their travel card account is set up. The statements should not be sent to their unit or agency.
No card will be issued without both the signed application and the DoD Statement of Understanding.
The DoD components may modify the DoD Statement of Understanding to reflect specific requirements.
It is important to read the card's terms and conditions before signing the application and to retain a copy of the form for the applicant’s records.

4. Processing Routine Applications
The APC will verify the information entered by the applicant and complete the billing hierarchy information.
The APC will approve the application within three days of receipt of the completed application package.
The travel card vendor processes the application and mail the card within two business days of receipt of the approved application. The travel card should be received within 10 days of submission of the application.
Show slide #4: Processing Routine Applications
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
When the APC receives the signed application form and the DoD Statement of Understanding, the application will be forwarded to the travel card vendor for processing. There are two situations in which an application is processed.
Processing Routine Applications
Processing Emergency Applications
The APC and travel card vendor will perform the following steps when processing routine applications:
The APC will verify the information entered by the applicant and complete the billing hierarchy information.
The APC will approve the application within three days of receipt of the completed application package.
The travel card vendor processes the application and mails the card within two business days of receipt of the approved application. The applicant should receive the card within 10 days of submission of the application to the travel card vendor.

5. Processing Expedited Applications
The APC will call the travel card vendor to request an expedited travel card
The APC will fax a hard copy application to the travel card vendor
Display ‘Expedited Application’ prominently on the application and verify the application has been received
Travel card vendor will process and forward expedited card within 24 hours to the address identified by the APC
Travel card vendor charges a fee for expedited travel cards. This fee is reimbursable and should be included on the voucher
Show slide #5: Processing Expedited Applications
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
An expedited application will be processed when a traveler is in a TDY status and requires a card or no longer has possession of their travel card due to loss or theft.
The APC and the travel card vendor perform the following steps when processing expedited applications:
The APC will call the travel card vendor to request an expedited travel card.
The APC will fax a hard copy application to the travel card vendor as soon as possible.
The APC will annotate “Expedited Application” prominently on the application and verify the travel card vendor whether the application has been received.
The travel card vendor will process and forward expedited cards within 24 hours to the individual cardholder’s stated address, the TDY location, or an address as otherwise directed by the APC.
The travel card vendor charges an additional fee for an expedited travel card. This fee is reimbursable and should be included on the travel voucher.

6. Receiving and Activating the Travel Card
After receiving the card:
Read the cardholder agreement which contains very important account information.
Retain the agreement for your records.
Sign the travel card and follow the instructions to activate the account and obtain a PIN.
** Note: If a card is not used in a 12-month period, the account may be closed
For a restricted card, the APC is required to contact the travel card vendor for activation and deactivation for each travel period.
Show slide #6: Receiving and Activating the Travel Card
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
When you receive the card, you should:
Read the cardholder agreement, which contains very important account information.
Retain the agreement for their records.
Sign the travel card and follow the instructions to activate the account and obtain a PIN.
If a card is not used in a 12-month period, the account may be closed.
For security purposes, the PIN, for ATM access, is provided separately. Also for a restricted card, the APC is required to contact the travel card vendor for activation and deactivation for each travel period.

7. LSA #1 Check on Learning Show Slide #7: LSA #1 Check on Learning
Facilitator’s Note: Ask the following Questions; (Facilitate discussion on answers given)
1. What is the first step in receiving a travel card?
Answer: The first step in receiving a travel card is to obtain an application form from the APC or the GTCC vendor’s Internet based electronic travel card management system.
2. If the credit check box is not initialed, the cardholder may receive?
Answer: A restricted card.
3. When would an APC request for an expedited processing of a travel card?
Answer: An APC would request for an expedited processing of a travel card when personnel are scheduled to travel within 5 working days.

8. LSA #1 Summary Show slide #8: LSA #1 Summary
Facilitator’s Note: In this lesson we discussed Applying for a Travel Card and also:
Processing Routine Applications
Processing Expedited Applications
Receiving and Activating the Travel Card

9. Explain the Traveler’s Responsibilities When Using the Travel Card
Use the card only for authorized official travel expenses.
Pay the balance due in full, upon receipt of the billing statement.
Complete and file travel vouchers within five days of completion of travel.
Submit interim travel vouchers every 30 days during long-term travel.
Review and reconcile your account statement in a timely manner.
Ensure that all personal information is current.
Show slide #9: Explain the traveler’s responsibilities when using the travel card
2. Learning Step / Activity 2. Explain the traveler’s responsibilities when using the travel card
Method of Instruction: DSL (large or small group discussion)
Facilitator to learner Ratio: 1:30
Time of Instruction: 10 Minutes
Media: PowerPoint Presentation, Printed Reference Materials
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
There are many benefits to using a travel card, you need to be aware of your responsibilities and must comply with all travel card program policies:
When using the travel card:
Use the travel card only for authorized official travel expenses. It is not authorized for personal use.
Ensure that all personal information, such as name, address, and phone number, is current wit the Agency Program Coordinator (APC) and travel card vendor
If the state you are traveling to exempts travel card taxes, determine if a tax exemption form is needed; if it is, fill it out and bring it on your travel

10. Traveler’s Responsibilities – During and After Travel
When traveling or upon return:
Complete and file travel vouchers within five business days of completion of travel
If authorization was created in DTS, and trip is greater than 45 days, partial payments should be scheduled
If authorization was created outside DTS, interim travel vouchers should be submitted every 30 days  
Show slide #10: Traveler’s Responsibilities – During and After Travel
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
When traveling or upon return:
Complete and file travel vouchers within five (5) business days of completion of travel.
If your authorization was created in DTS and is greater than 45 days, partial payments should be scheduled so that payment is made every 30 days.
If your authorization was created outside DTS, interim travel vouchers should be submitted every 30 days during long-term travel

11. Traveler’s Responsibilities – Billing Statement
When you receive the billing statement:
Pay the balance due in full
Review and reconcile your account statement in a timely manner
Show slide #11: Traveler’s Responsibilities – Billing Statement
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
 When you receive the billing statement:
Pay the balance due in full
Review and reconcile your account statement in a timely manner. This will allow you to catch any questionable transactions that you may need to dispute.

12. Traveler’s Responsibilities - Security
Notify the travel card vendor if your travel card is lost or stolen
Beware of any identity theft, fraudulent and telephone scams prompting you for personal account information
Never provide your account number or Social Security Number to anyone calling requesting the information
See your APC when checking in or checking out of your organization
Show slide #12: Traveler’s Responsibilities – Security
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)   
Notify the travel card vendor if your travel card is lost or stolen. It is also important to notify the APC so that they will follow up with the travel card vendor.
Beware of any identity theft, fraudulent and telephone scams prompting you for your personal account information. If you receive such requests, do not answer them, inform your APC immediately so that appropriate steps can be taken to halt the activity as soon as possible.
Never provide your account number or Social Security Number (SSN) to anyone calling you requesting the information. The travel card vendor already has that information but may ask you to provide other information to confirm your identity. If you have any doubt about the legitimacy of a call, use the 800 number on the back of your card to confirm the request before providing any information.
See your APC when checking in or checking out of your organization. Depending on the circumstances, your card may be transferred, deactivated, or closed.

13. OUSD Memo for Misuse of Government Charge Cards by Military Personnel
Office of the Under Secretary of Defense (OUSD) Memo (excerpt):
“It shall be DoD policy that in each case of improper, fraudulent, abusive, or negligent use of a government purchase or travel charge card by military personnel, including any use at establishments or for purpose that are inconsistent with the official business of DoD or with applicable standards of conduct, the commander or supervisor of the responsible individual or parties will be informed in a timely manner in order that appropriate corrective or disciplinary action may be taken.”
The complete OUSD Memorandum can be viewed at
Show slide #13: OUSD Memo for Misuse of Government Charge Cards by Military Personnel
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
DTS is a unique online resource designed to meet the frequent travel needs of DoD personnel. DTS is actually a “system of systems” that combines multiple functions and resources under the umbrella of a central system. It is a single software suite which combines six different functionalities related to TDY travel.
This unit you will learn about the basics of a travel card such as types of travel cards, benefits of using a travel card, laws and documentation governing the use of a travel card, and their responsibilities towards using a travel card. In addition, they will also learn about the steps to obtain and use the travel card.
Explain that military personnel who violate and misuse the travel card can be prosecuted under Article 92 of the Uniform Code of Military Justice (UCMJ) for failure to obey a lawful order or regulations, as well as any other applicable article of the UCMJ based on the nature of the misconduct involved.
Explain that the complete OUSD memorandum can be viewed at

14. OUSD Memo for Government Charge Card Disciplinary Guide for Civilian Employees
Office of the Under Secretary of Defense (OUSD) Memo Excerpt
“This memorandum implements 10 U.S.C. 2784a, as amended by section of the Nation Defense Authorization Act (NDAA) for Fiscal Year 2004, Public Law Section 2784a, as amended, now requires that the Department of Defense (DoD) issue regulation providing for appropriate corrective actions, including removal in appropriate cases, for employees who violate the regulations or are negligent or engage in misuse, abuse or fraud with respect to a Defense travel card. This act also requires an assessment of penalties. …,Public Law , previously required that DoD issue regulations providing for appropriate corrective actions for employee government charge card violations.”
The complete OUSD Memorandum can be viewed at
Show slide #14: OUSD Memo for Government Charge Card Disciplinary Guide for Civilian Employees
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The civilian personnel who misuse or abuse the travel card may be subject to appropriate administration or disciplinary action up to and including removal from Federal service.
The Office of the Under Secretary of Defense issued the memorandum so that United States Code 10, was amended so that appropriate corrective actions, including removal in appropriate cases, for employees who violate the regulations or are negligent or engage in misuse, abuse or fraud with respect to a Defense travel card.
The complete OUSD memorandum can be viewed at

15. Laws and Other Documentation Governing Travel Cards
Public Law
Public Law
Public Law
Financial Management Regulation (FMR) –Volume 9, Chapter 3
DoD Statement of Understanding
Show slide #15: Laws and Other Documentation Governing Travel Cards
Facilitator’s Note: Ask the learners to share their experiences with respect to obtaining and using travel cards and facilitate discussion using the slide.
Public Law
Public Law
Public Law
Financial Management Regulation (FMR) –Volume 9, Chapter 3
DoD Statement of Understanding

16. Public Law
Also known as the Travel and Transportation Reform Act (TTRA) of 1998
Established the travel card program within the Department of Defense (DoD)
Mandates the use of a government sponsored travel card for costs associated with official government travel
Show slide #16: Public Law
 Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Establishes the travel card program within the Department of Defense (DoD)
Mandates the use of a government-sponsored travel card for costs associated with official government travel
The DoD Financial Management Regulation governs the travel card program for the DoD and each component travel card instruction delineates specific requirements for personnel.
Read the Public Law to the class.
Facilitator’s Note: The Travel and Transportation Reform Act (TTRA) of 1998 – Public Law mandates that federal employees use the GTCC for all payments of expenses related to official government travel unless an exemption has been granted in accordance with the Federal Travel Regulation (FTR), 41 Code of Federal Regulations (CFR) Information regarding exemption from mandatory use of the travel charge card is located in 41 CFR Part – Paying Travel Expenses, Joint Federal Travel Regulations (JFTR), and Joint Travel Regulations (JTR).

17. Public Law
Requires each executive department and agency to evaluate the credit worthiness of an individual before issuing the individual a Government Travel Charge Card (GTCC)
Show slide #17: Public Law
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The Public Law requires each Executive department and agency to evaluate the credit worthiness of an individual before issuing a GTCC.
Section 846 of the Consolidated Appropriations Act of 2006 (Public Law ) requires each Executive department and agency to “evaluate the credit worthiness of an individual before issuing the individual a government travel charge card.” 

18. Public Law
Establishes the requirement of split disbursement directly to the charge card vendor.
Show slide #18: Public Law
Facilitator’s Note: (Facilitator read and facilitate discussion on statement below)
The Public Law establishes the requirement of split disbursement directly to the credit card vendor.
Section 2784 of the Bob Stump National Defense Authorization Act for Fiscal Year 2003 (Public Law ) establishes the Management of travel cards “The Secretary of Defense may require that any part of a travel or transportation allowance of an employee of the Department of Defense or a member of the armed forces be disbursed directly to the issuer of a Defense travel card if the amount is disbursed to the issuer in payment of amounts of expenses of official travel that are charged by

19. Financial Management Regulation (FMR)
Establishes command, supervisory, and personal responsibility for use of the Government Travel Charge Card and the operation of DoD travel card program. 
It is the responsibility of commanders and supervisors at all levels to ensure compliance with this regulation.
Show slide #19: Financial Management Regulation (FMR)
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The Financial Management Regulation (FMR) establishes command, supervisory, and personal responsibility for use of the Government Travel Charge Card and the operation of DoD travel card program. It is the responsibility of commanders and supervisors at all levels to ensure compliance with this regulation.

20. DoD Statement of Understanding
The DoD Statement of Understanding must be signed by each traveler. It states that the applicant understands the provisions of the travel card program and proper use of the travel card. DoD components may modify the DoD Statement of Understanding to reflect specific organization requirements
Show slide #20: DoD Statement of Understanding
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The DoD Statement of Understanding must be signed by each traveler. It states that the applicant understands the provisions of the travel card program and proper use of the travel card. DoD components may modify the DoD Statement of Understanding to reflect specific organization requirements.

21. LSA #2 Check on Learning Show Slide #21: LSA #2 Check on Learning
Facilitator’s Note: Ask the following Questions; (Facilitate discussion on answers given)
Q1. Identify the public law that requires each executive department and agency to evaluate the credit worthiness of an individual before issuing the individual a Government Travel Charge Card (GTCC).
Answer: Public Law
Q2. Which law established the Travel Card Program within the Department of Defense (DoD)?
Answer: Public Law
Q3. Betty, a cardholder, receives a call inquiring about her Social Security Number (SSN). The caller introduces himself as an employee of the GTCC vendor and tells her that he needs the SSN to verify the validity of the card. What should Betty do in this case?
Answer: Betty should not provide her SSN to the caller. The GTCC vendor would already have that information.
Q4. If you have any doubt about the legitimacy of a call, use the 800 number on the back of your card to confirm the request before providing any information.
List some benefits of a travel card.
Answer: The benefits of a travel card are that it:
Is an efficient tool for conducting official travel
Provides streamlined, best practice processes that are consistent with private industry standards
Saves administrative costs incurred on paper-based transactions
Improves organization cash management
Enhances unit readiness
Q5. What are the primary responsibilities of a traveler with respect to using a travel card?
Answer: The primary responsibilities include:
Use the card only for authorized official travel expenses.
Pay the balance due in full, upon receipt of the billing statement.

22. LSA #2 Summary Show slide #22: LSA #2 Summary
Facilitator’s Note: In this lesson, we discussed:
The various laws and documentation governing travel cards are:
Public Law
Public Law
DoDFMR
DoD Statement of Understanding
Some of the benefits of using travel cards include:
Saving administrative costs incurred on paper-based transactions
Improving organization cash management
Enhancing unit readiness
Primary responsibilities of a traveler using a travel card are:
Use the card only for authorized official travel expenses
Pay the balance due in full, upon receipt of the billing statement

23. Review the Travel Card Basics
In order to obtain a travel card, an applicant first needs to set up an Individually Billed Account (IBA).
An IBA is issued only for payment of official government travel expenses. It is not authorized for personal expenses.
Payments for IBAs are the cardholder’s responsibility
Payment should be made in full for the amount stated on the monthly billing statement.
Cardholder receives the billing statement directly from the travel card vendor at the address provided on the card application.
It is cardholder’s responsibility to notify the APC and the travel card vendor of changes in contact information, such as a new address
Show slide #23: Review the travel card basics
3. Learning Step / Activity 3. Review the Travel Card Basics
Method of Instruction: DSL (large or small group discussion)
Facilitator to learner Ratio: 1:30
Time of Instruction: 10 minutes
Media: PowerPoint Presentation, Printed Reference Materials
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
In order to obtain a travel card, an applicant first needs to apply for an Individually Billed Account (IBA).
An IBA is issued only for payment of official Government travel expenses. It is not authorized for personal expenses.
Payments for individual accounts are the cardholder’s responsibility. The government is not liable for such accounts.
Cardholders are responsible for payment in full for the amount stated on the monthly billing statement.
The cardholder receives the billing statement directly from the travel card vendor at the address provided on the card application.
It is cardholder’s responsibility to notify the APC and the travel card vendor of changes in contact information, such as a new address.
Facilitator’s Note: There are two types of Individually Billed Accounts (IBAs):
Standard
Restricted

24. Standard Travel Card
Use of this type of card is limited to official travel expenses only.
Quasi-Generic cards will be issued for all new, re-issued and renewed travel cards.
Show slide #24: Standard Travel Card
 Facilitator’s Note: (Facilitator facilitate discussion using the slide)
Use of this type of card is limited to official travel expenses only.
Quasi-Generic cards will be issued for all new, re-issued and renewed travel cards

25. Restricted Travel Card
A restricted card is issued in the following situations:
An individual does not meet the credit requirements for a standard card.
If the individual declines a credit check.
Request by the commanding officer, supervisor, or APC.
Show slide #25: Restricted Travel Card
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Explain that a restricted card is issued in the following situations:
An individual does not meet the credit requirements for a standard card.
If the individual declines a credit check.
The Commanding Officer, supervisor, or APC may also request a restricted card be issued. Usually this is done only if there has been financial counseling in the past.
 A restricted card helps control delinquency by limiting the cardholder to a minimal amount of credit. The appearance of a restricted card is the same as the appearance of a standard card. However, restricted cards are inactive at issuance. The APC must be notified of travel so the restricted card can be activated for the specific period of travel.

26. Credit Limit
The credit limits for standard and restricted cards are shown in the table below.
Show slide #26: Credit Limit
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The credit limits for standard and restricted cards as shown in the table below.
The credit limits for standard and restricted travel cards differ with respect to the total credit limit, monthly ATM withdrawal limit and monthly retail limit.
The cardholder’s APC can temporarily raise the overall credit limits, with the Commanding Officer or supervisor's approval, in order to meet mission requirements.
If the cardholder’s APC increases the credit limit amount above a certain level, additional approval within the cardholder’s command, service, or agency chain of command is required.

27. Frequency of Travel
Frequent travelers: Travelers who travel or may be expected to travel three or more times in a twelve-month period.
Infrequent travelers: Travelers who travel less than three times in a twelve-month period.
Show slide #27: Frequency of Travel
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Facilitator’s Note: Ask the learners how frequently they travel on official trips. Depending on the answers, classify the learners into frequent and infrequent travelers.
Frequent travelers are travelers who travel or may be expected to travel three or more times in a twelve-month period.
Infrequent travelers are travelers who travel less than three times in a twelve-month period.   
While it is mandatory for frequent travelers to use travel cards, infrequent travelers are exempt from mandatory use.
Commanders may require infrequent travelers to use the travel card to meet mission requirements.
All travelers need to check with their APC or Component Program Manager (CPM) to learn about exemptions from mandatory use of the travel card.

28. ATM Access
Travelers may use the travel card at ATMs to obtain cash needed to pay for ‘out-of-pocket’ travel-related expenses.
The travel card vendor assigns a personal identification number (PIN) to each cardholder, together with card issuance to permit ATM access.
Cardholders may not obtain ATM advances earlier than three working days before the scheduled travel.
The GTCC contractor will charge the cardholder a transaction fee for ATM use.
Show slide #28: ATM Access
 Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Travelers may use the travel card at ATMs to obtain cash needed to pay for ‘out-of-pocket’ travel-related expenses.
A personal identification number (PIN) is acquired when the card was issued to permit ATM access.
Cardholders may not obtain ATM advances earlier than three working days before the scheduled travel.
ATM withdrawals should be limited to the amount of anticipated cash expense for which the travel card is not accepted by the merchant.
The travel card vendor may charge the cardholder a transaction fee for ATM use. This charge, which appears on the cardholder’s billing statement, is a reimbursable expense. In addition, some banks charge a service fee for ATM access, which is also reimbursable.  
Cash advances, those that are deposited in your financial institution account, are not authorized for personnel who have been or are eligible to be issued individual travel cards.
Individuals who decline a credit check may be denied an advance.
Commanders and supervisors may authorize a cash advance in situations where ATMS are not readily available and the lack of money could put the accomplishment of the mission at risk.

29. Authorized Merchants
Travelers are required to use their travel card wherever a credit card is accepted, for authorized travel expenses.
Show slide #29: Authorized Merchants
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Travelers are required to use their travel card worldwide wherever a credit card is accepted for authorized reimbursable travel expenses.

30. Reimbursement
The cardholder should submit the travel voucher within five days of returning from the trip
If trip was not created in DTS interim vouchers should be submitted after every 30 days of long-term travel.
The AO must then review the voucher for any errors or omissions.
The AO will guarantee that all required receipts are included and that split- disbursement was used to pay the travel card vendor.
The voucher should be paid within 72 hours of AO approval. If not paid within two weeks, the traveler should inquire about the delay.
Show slide #30: Reimbursement
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The traveler will submit their voucher within five business days of returning from the trip. This will guarantee timely reimbursement, including split-disbursement to the travel card vendor, and prevent account delinquency.
If your travel is processed in DTS and your trip is greater than 45 days, you should use Scheduled Partial Payments (SPPs). These payments are sent every 30 days and ensure prompt payment of your travel card expenses to the travel card vendor.
If your travel is processed outside of DTS, you should submit interim travel vouchers every 30 days to ensure prompt payment of your travel card expenses to the travel card vendor.
The AO must then review the voucher for any errors or omissions. Additionally, the AO will guarantee that all required receipts are included, and that split-disbursement is used to pay expenses charged to the travel card.
The voucher should be paid within 3 days or 72 hours of AO approval. If the traveler has not been reimbursed within two weeks, the traveler should inquire about the reason for the delay.

31. LSA #3 Check on Learning Show Slide # 31: LSA #3 Check on Learning
Facilitator’s Note: Ask the following Questions; (Facilitate discussion on answers given)
1. Name the account a traveler needs to apply for in order to obtain a travel card.
Answer: Individually Billed Account (IBA)
2. Identify the type of travel card issued if the credit check of an individual comes back unfavorable.
Answer: Restricted Card
3. What is the credit limit for a restricted card?
Answer: $4000
4. Identify the type of card used by most cardholders.
Answer: Standard Card
5. Who is responsible for making payments for an IBA?
Answer: Cardholder

32. LSA #3 Summary Show slide #32: LSA #3 Summary
Facilitator’s Note: In this lesson, we discussed:
Most cardholders are issued a standard card.
A restricted card is issued if:
An individual does not meet the credit requirements for a standard card.
If the individual declines a credit check.
The commanding officer, supervisor, or APC may also request a restricted card be issued. Usually this is done only if there has been financial counseling in the past.
The credit limit for a standard and restricted card is $7500 and $4000 respectively.
Frequent travelers are travelers who travel or may be expected to travel three or more times in a twelve-month period.
Infrequent travelers are travelers who travel less than three times in twelve-month period.
While it is mandatory for frequent travelers to use travel cards, infrequent travelers are exempt from mandatory use.
Travelers may use the travel card at ATMs to obtain cash needed to pay for ‘out-of-pocket’ travel-related expenses.
If the voucher is submitted within five business days of returning from the trip, this will likely guarantee timely reimbursement, including split-disbursement to the travel card vendor, and prevent account delinquency.

33. Translate Payment Policy
You will receive a monthly billing statement when you use your travel card.
Billing statements list all charges and activities that occurred during the billing period.
Payment should be made in full by the due date whether or not reimbursement has been received.
Accounts are past due if not paid by the statement due date.
Accounts become delinquent and are suspended at 60 days after the statement date.
If there are incorrect transactions on the statement, the cardholder may dispute them.
Disputes must be filed within 60 days of the statement date on which the charges first appeared.
Dispute form may be obtained from your APC, the DTMO website or the Citi website.
Show slide #33: Translate Payment Policy
4. Learning Step / Activity 4. Translate Payment Policy
Method of Instruction: DSL (large or small group discussion)
Facilitator to learner Ratio: 1:30
Time of Instruction: 10 minutes
Media: PowerPoint Presentation, Printed Reference Materials
 Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
When the traveler start using the travel card, the traveler will receive a monthly billing statement if any transactions have been made to their account during the billing period.
The statement lists all charges and activities that occurred during the billing period.
Cardholders are expected to make payment, in full, by the due date whether reimbursement has been received or not received.
Accounts are past due if not paid by the statement due date.
Accounts become delinquent and are suspended at 61 days after the statement date.
If there are incorrect transactions on the statement, the cardholder may dispute them.
Disputes must be filed within 60 days of the statement date on which the charges first appeared.
Dispute form may be obtained from the organization’s APC, the DTMO website or the Citi website.

34. Fee Policies Late fees Return check fees Pay by phone fees
Expedited delivery fees
ATM usage
Show slide # 34: Fee Policies
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The various fee policies are listed below.   
Late fees
Return check fees
Pay by phone fees
Expedited delivery fees
ATM fees

35. Late Fees
Applied to accounts beginning 75 days from the initial statement date.
A charge for each 30-day cycle, the account remains unpaid.
Not reimbursable unless the account is in Mission Critical Status or the Government is responsible for a delay in paying travel settlements.
Show slide #35: Late Fees
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Late fees are applied to accounts beginning at 75 days past the initial statement date.
There is a fee for each 30-day billing cycle thereafter if the account remains unpaid.
These fees are not reimbursable except in some cases when the late payment is a result of delays in paying travel settlements by the Government.

36. Return Check Fees
There is a non-reimbursable return check fee for insufficient funds.
Show slide #36: Return Check Fees
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
If the traveler uses a check to pay the travel card vendor and it is returned for insufficient funds, a returned check fee may be charged. This fee is non-reimbursable.

37. Expedited Delivery Fees
There is a reimbursable fee charged for expedite delivery of the travel card.
Show slide #37: Expedited Delivery Fees
 Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
There is a reimbursable fee charged for expedited delivery of the travel card. The amount of the fee should be included on the traveler’s voucher.

38. ATM Usage The fee for ATM usage reimbursable.
A terminal fee may also be assessed by the ATM owner.
Show slide #38: ATM Usage
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
The fee for ATM usage is reimbursable.
A terminal fee may also be assessed by the ATM owner.

39. Surcharge Fees
Surcharges are fees that merchants in the US and its territories are permitted to add to the cost of a purchase when using a charge/credit card.
This surcharge can be applied to all MasterCard or Visa branded credit cards, including the GTCC.
All merchants, are allowed to assess a surcharge, except in the below states
California, Colorado, Connecticut
Florida, Kansas, Maine, Massachusetts
New York, Oklahoma, and Texas
If merchants intend to impose the surcharge, they are required to notify before the purchase
The surcharge must be listed separately on the sales receipt.
Fees are reimbursable and should be included on your voucher.
Show slide #39: Surcharge Fees
 Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Surcharges are fees that merchants in the United States and its territories are permitted to add to the cost of a purchase when a customer uses a charge/credit card.
This surcharge can be applied to all MasterCard or Visa branded credit cards, to include the GTCC.
All merchants, are allowed to assess a surcharge, except in the below states
California
Colorado
Connecticut
Florida
Kansas
Maine
Massachusetts
New York
Oklahoma and
Texas
If a merchant intends to impose the surcharge on credit card purchase, they are required to notify you before the actual purchase.
The surcharge must be listed separately on the sales receipt.
These fees are reimbursable and should be included on your voucher.

40. Disputed Transactions
Once you have identified an incorrect transaction, first contact the merchant and request clarification to attempt to resolve the problem.
If the issue is not resolved with the merchant, is an unresolved transaction or a billing error, you will submit a dispute form to the travel card vendor within 60 days of the statement on which the transaction was posted.
You will receive a temporary credit for the disputed transaction until it is resolved.
Show slide #40: Disputed Transactions
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Facilitator’s Note: Ask the learners if at any time they noticed an incorrect transaction in their billing statement. If any participant answers in affirmative, ask the participant to share their experience how the disputed transaction was settled.
Facilitator’s Note: Explain that:
Once a cardholder has identified an incorrect transaction, they must contact the merchant first (the location or business where the charge was made) and request clarification to attempt to resolve the problem.
If the issue is not resolved with the merchant, is an unresolved transaction or a billing error, the cardholder must submit a dispute form to the travel card vendor within 60 days of the statement on which the transaction was posted.
The cardholder will receive temporary credit for the disputed transaction until it is resolved.

41. Disputed Transactions (Cont.)
If the dispute is resolved in the merchant's favor, the transaction is reapplied to the traveler’s account.
If resolved in the traveler’s favor, the amount is credited in traveler’s account.
The cardholder is responsible for disputing transactions within 60 days of the statement date; otherwise they are lliable foor payment of the charge.
The cardholder must complete and return an addtiional forms the travel card vendor may request.
Show slide # 41: Disputed Transactions (Cont.)
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
If the dispute is resolved in the merchant's favor, the transaction amount is reapplied to the individual’s account. If resolved in the traveler’s favor, the amount is credited in traveler’s account.
Alert the learners that:
The cardholder is responsible for disputing transaction within 60 days of the statement date; otherwise they are liable for payment of the charge.
The cardholder must complete and return any additional forms the travel card vendor may request.

42. Address Change
Cardholder should perms the following actions when changes occur to contact information:
Notify the travel card vendor using the form provided on the back of the statement.
Call travel card vendor’s toll free phone number
Contact the APC
Failure to notify the travel card vendor and APC of an address change may prevent the cardholder from receiving the travel card
billing statement on time.
Show slide #42: Address Change
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
In case of an address change, it is the cardholder’s responsibility to notify the organization’s APC and the travel card vendor of changes in contact information (e.g. new address, phone number, address, name change, or employer).
Cardholders should perform the following actions when changes occur to contact information:
Notify the travel card vendor by using the form provided on the back of the statement
Call the travel card vendor's toll free phone number
Contact the APC
Failure to notify the travel card vendor and APC of an address change may prevent the cardholder from receiving the travel card billing statement on time.

43. Lost or Stolen Card
Immediately call and report a lost or stolen travel card to the travel card vendor.
Follow up with APC.
Once a card is reported as lost or stolen, it will be immediately cancelled.
The travel card vendor will issue a travel card with a new account and PIN within 10 business days of receiving the notification of the lost or stolen card.
Show slide #43: Lost or Stolen Card
Facilitator’s Note: (Facilitator read and facilitate discussion using the slide)
Facilitator’s Note: Ask the learners to share their experience(s) if at any time they had lost their travel card or it was stolen.
Explain that in case of lost or stolen cards:
Cardholders should immediately call and report a lost or stolen travel card to the travel card vendor.
They should also follow up with their APC.
Once a card is reported as lost or stolen, it will be immediately cancelled.
The travel card vendor will issue a travel card with a new account and PIN within 10 business days of receiving the notification of the lost or stolen card.
Alert the learners that:
The cardholder is only responsible for valid charges made before the travel card was reported lost or stolen.
All previously authorized activities, disputed and undisputed, will be transferred to the new account.

44. LSA #4 Check on Learning Show slide #44: Check on learning
Facilitator’s Note: Ask the following Questions; (Facilitate discussion on answers given)
1. When is a travel card account suspended?
Answer: Travel card accounts become delinquent and are suspended at 61 days after the statement date.
2. What is the process of settling an unresolved disputed transaction?
Answer: In case of an unresolved disputed transaction, the cardholder must submit a dispute form to the travel card vendor within 60 days of the statement on which the transaction was posted.
3. Identify the methods used for notifying an address change.
Answer: The methods used for notifying an address change are:
Use the form provided on the back of the statement
Call the travel card vendor's toll free phone number

45. LSA #4 Summary Show slide #45: LSA #4 Summary
Facilitator’s Note: In this lesson, we discussed how translate all the different payment policy’s.

46. TLO Check on Learning SHOW SLIDE #46: TLO Check on Learning
Facilitator’s Note: Facilitator, have each group as a group write down one question from this lesson, give about five minutes. Once all groups have their question written, pass it to another group to answer it. Facilitate a discussion on each question.

47. Terminal Learning Objective
ACTION: Review Defense Travel Systems Travel Card
CONDITIONS: FM Leaders in a classroom environment working as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
STANDARD: With at least 80% accuracy (70% for international learners) you must:  
Applying for a Travel Card
Explain the traveler’s responsibilities when using the travel card
Review the Travel Card Basics
Translate Payment Policy
SHOW SLIDE #47: Terminal Learning Objective
Facilitator’s Note: Read TLO Or
Facilitator’s Note: In this lesson we discussed:
In this lesson we discussed Applying for a Travel Card and also:
Processing Routine Applications
Processing Expedited Applications
Receiving and Activating the Travel Card
The various laws and documentation governing travel cards are:
Public Law
Public Law
DoDFMR
DoD Statement of Understanding
Some of the benefits of using travel cards include:
Saving administrative costs incurred on paper-based transactions
Improving organization cash management
Enhancing unit readiness
Primary responsibilities of a traveler using a travel card are:
Use the card only for authorized official travel expenses
Pay the balance due in full, upon receipt of the billing statement
Most cardholders are issued a standard card.
A restricted card is issued if:
An individual does not meet the credit requirements for a standard card.
If the individual declines a credit check.
The commanding officer, supervisor, or APC may also request a restricted card be issued. Usually this is done only if there has been financial counseling in the past.
The credit limit for a standard and restricted card is $7500 and $4000 respectively.
Frequent travelers are travelers who travel or may be expected to travel three or more times in a twelve-month period.
Infrequent travelers are travelers who travel less than three times in twelve-month period.
While it is mandatory for frequent travelers to use travel cards, infrequent travelers are exempt from mandatory use.
Travelers may use the travel card at ATMs to obtain cash needed to pay for ‘out-of-pocket’ travel-related expenses.
If the voucher is submitted within five business days of returning from the trip, this will likely guarantee timely reimbursement, including split-disbursement to the travel card vendor, and prevent account delinquency.
Facilitator’s Note: Facilitator's at this time, have one learner from each group to explain the most important take away to them from this lesson. Facilitate a discussion on each answer.