1. Define DTS & GTC U.S. ARMY SOLDIER SUPPORT INSTITUTE
NONCOMMISSIONED OFFICER ACADEMY
Topic 1: Overview and Objectives: Slides 2 to 14
Topic 2: Travel Card Basics: Slides 15 to 27
Topic 3: Obtaining and Using a Card: Slides 28 to 50
Topic 4: Travel Card Policies: Slides 51 to 65
Topic 5: Summary: Slides 66 to 70
Topic 6: Assessment: Slides 72 to 74 1

2. OUSD MEMO
Office of the Under Secretary of Defense (OUSD) Memo (excerpt): for Misuse of Government Charge Cards by Military Personnel
“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.”
SLIDE SHOW 2: OUSD Memo
The complete OUSD Memorandum can be viewed at

3. 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.”

4. 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

5. Public Law PL
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

6. Public Law PL
Establishes the requirement of split disbursement directly to the charge card vendor. PL
Requires each executive department and agency to evaluate the credit worthiness of
an individual before issuing the individual a Government Travel Charge Card (GTCC).

7. 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.

8. 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

9. Benefits of Using a Travel Card
An efficient tool for conducting official travel
Out-of-pocket expenses and personal
credit card use
Saves costs
Provides financial readiness
SLIDE SHOW 9: Benefits of Using a Travel Card
Bullet 1- An efficient tool for conducting official travel
Bullet 2- Reduces reliance on out-of-pocket expenses and personal credit card use
Bullet 3- Saves administrative costs incurred paper-based transactions, Save costs due to tax exemption status in select States
Bullet 4- Provides financial readiness, Reduces the need to issue traditional travel advances (cash/electronic funds transfer

10. Traveler’s Responsibilities
Official government travel expenses
Cardholder’s responsibility
Payment should be made in full
Ensure all information is current.
SLIDE SHOW 10: Travelers Responsibility
Bullet 1- Issued only for payment of Official government travel expenses. It is not authorized for personal expenses.
Bullet 2- Payments are the cardholder’s responsibility
Bullet 3- Review and reconcile your account statement in a timely manner. Pay the balance due in full, upon receipt of the billing statement.
Bullet 4- Cardholder receives the billing statement directly from the travel card vendor at the address provided on the card application. Cardholder must notify the APC and the travel card vendor of changes in contact information, such as a new address. 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.

11. Traveler’s Responsibilities (Cont.)
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

12. Traveler’s Responsibilities (Cont.)
SECURITY
See your Agency Program Coordinators (APC) when checking in or checking out of your organization
Lost or stolen
Beware of any identity theft
SLIDE SHOW 11: Traveler’s Responsibility (Cont.)
Bullet 1- See your Agency Program Coordinators (APC) when checking in or checking out of your organization
Bullet 2- 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.
Bullet 3- 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

13. 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.

14. 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.

15. Credit Limit
The credit limits for standard and restricted cards are shown in the table below.

16. 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.

17. ATM Access Travelers may use the travel card at ATMs; there is a fee
Assigned a personal identification number (PIN)
May not obtain ATM advances before three working days of travel.
SLIDE SHOW 18: ATM Access
Bullet 1- Travelers may use the travel card at ATMs to obtain cash needed to pay for ‘out-of-pocket’ travel-related expenses. The GTCC contractor will charge the cardholder a transaction fee for ATM use.
Bullet 2- The travel card vendor assigns a personal identification number (PIN) to each cardholder, together with card issuance to permit ATM access.
Bullet 3- Cardholders may not obtain ATM advances earlier than three working days before the scheduled travel.

18. Authorized Merchants
Travelers are required to use their travel card wherever a credit card is accepted, for authorized travel expenses.

19. Reimbursement Submit the travel voucher within five days
Interim vouchers should be submitted after every 30 days of long-term travel.
The AO must review the voucher
The voucher should be paid within 72 hours of AO approval.
SLIDE SHOW 20: Reimbursement
Bullet 1- The cardholder should submit the travel voucher within five days of returning from the trip
Bullet 2- If trip was not created in DTS interim vouchers should be submitted after every 30 days of long-term travel.
Bullet 3- The AO must 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.
Bullet 4- The voucher should be paid within 72 hours of AO approval. If not paid within two weeks, the traveler should inquire about the delay.

20. Applying for a Travel Card
When applying for a travel card, an applicant will:
Contact your Agency Program Coordinator (APC)
Travel card program information
DoD Statement of Understanding
Applicant must complete the application form and return to the APC for further processing.
SLIDE SHOW 20: Apply of r a Travel Card
Bullet 1- APC will send an containing the information for the online application
Signed application along with the supervisor’s signature and the signed DOD Statement of Understanding

21. Processing Routine Applications
APC Verification
APC Approval
Travel card vendor processing
Travel card receipt
SLIDE SHOW 22: Process routine Applications
Bullet 1- The APC will verify the information entered by the applicant and complete the billing hierarchy information.
Bullet 2- The APC will approve the application within three days of receipt of the completed application package.
Bullet 3- The travel card vendor processes the application and mails the card within two business days of receipt of the approved application.
Bullet 4- The travel card should be received within 10 days of submission of the application.

22. Processing Expedited Applications
Request an expedited travel card
Display “Expedited Application”
With 24 hours
Expedited
SLIDE SHOW 23: Processing Expedited Applications
Bullet 1- 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
Bullet 2- Display ‘Expedited Application’ prominently on the application and verify the application has been received
Bullet 3- Travel card vendor will process and forward expedited card within 24 hours to the address identified by the APC
Bullet 4- Travel card vendor charges a fee for expedited travel cards. This fee is reimbursable and should be included on the voucher

23. Receiving and Activating the
Travel Card
After receiving the card:
Cardholder agreement
Sign the travel card, activate the account and obtain a PIN.
If a card is not used in a 12-month period, the account may be closed
For a restricted card, activation and deactivation required for each travel period.
SLIDE SHOW 23: Receiving & Activating
Bullet 1- Read the cardholder agreement which contains very important account information. Retain the agreement for your records.
Bullet 2- Sign the travel card and follow the instructions to activate the account and obtain a PIN.
For a restricted card, the APC is required to contact the travel card vendor for activation and deactivation for each travel period.

24. Payment Policy Monthly billing statement
Payment should be made in full
Delinquent and suspended at 60 days
Transactions may be disputed
SLIDE SHOW 24: Payment Policy
Bullet 1- 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.
Bullet 2- 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.
Bullet 3- Accounts become delinquent and are suspended at 60 days after the statement date
Bullet 4- 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.

25. Fees LATE 75 days from the initial statement date
Additional charges every 30-day cycle
Not reimbursable
Return Check - non reimbursable
Expedited - reimbursable
ATM - reimbursable.
SLIDE SHOW 25: Fees
Bullet 1- Applied to accounts beginning 75 days from the initial statement date.
Bullet 2- Additional charges for each 30-day cycle, the account remains unpaid.
Bullet 3- Not reimbursable unless the account is in Mission Critical Status or the Government is responsible for a delay in paying travel settlements.
Bullet 4- There is a non-reimbursable return check fee for insufficient funds
Bullet 5- There is a reimbursable fee charged for expedite delivery of the travel card.
Bullet 6- The fee for ATM usage reimbursable. A terminal fee may also be assessed by the ATM owner.

26. Fees (Cont.)
Surcharges- 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.
Except in the below states:
California, Colorado, Connecticut, Florida, Kansas, Maine, Massachusetts, New York, Oklahoma, and Texas
Merchants are required to notify before the purchase
Listed separately on the sales receipt
Fees are reimbursable
SLIDE SHOW 26: Fees (Cont.)
Bullet 1- 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.
Bullet 2- 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.

27. Disputed Transactions
Identified an incorrect transaction
Contact the merchant
Submit a dispute form within 60 days
Temporary credit
SLIDE SHOW 27: Disputed Transactions
Once you have identified an incorrect transaction,
Contact the merchant and request clarification to attempt to resolve the problem.
If the issue is not resolved with the merchant, unresolved transaction or a billing error submit a dispute form to the travel card vendor within 60 days of the statement on which the transaction was posted. The cardholder is responsible for disputing transactions within 60 days of the statement date; otherwise they are liable for payment of the charge. The cardholder must complete and return an additional forms the travel card vendor may request.
You will receive a temporary credit for the disputed transaction until it is resolved. 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.

28. Summary
The GTCC will be used by all DoD personnel to pay for all cost related to official Government travel
There are laws and policies that govern travel cards
Using a GTCC offers many benefits
There are two types of travel cards
Standard
Restricted
SLIDE SHOW 28: Summary
Bullet 1- The GTCC will be used by all DoD personnel (military or civilian) to pay for all cost related to official Government travel. Cardholders are required to use travel cards for all official travel expenses wherever credit cards are accepted. Cardholders are authorized to withdraw cash from ATMS to pay for out-of-pocket, travel-related expenses at locations where the card cannot be used.
Bullet 2- There are laws and policies that govern travel cards, such as eligibility, mandatory use, and the requirement for split-disbursement
Bullet 3- Using a GTCC offers many benefits. A travel card is an efficient tool for conducting official travel and enhances financial readiness.
Bullet 4 - There are two types of travel cards: standard and restricted. Most cardholders are issued a standard card. Restricted cards are issued under certain conditions such as the commanding officer, supervisor, or APC requests a restricted card be issued.
An IBA is issued for payment of official Government travel expenses only. It is not authorized for personal expenses.

29. Summary (Cont.)
No travel card will be issued without a properly completed application form and supporting documents
Activate upon receipt of card
Report a lost or stolen card to the GTCC
An account may be cancelled for several reasons.
Mission Critical Status if traveler location prevents filing interim vouchers.
SLIDE SHOW 28: Summary (Cont.)
Bullet 1- No travel card will be issued without a properly completed application form, the signed DoD Statement of Understanding and the Travel Card 101 completion certificate.
Bullet 2- Upon receipt of the card, the cardholder must read the cardholder agreement, sign the travel card, and follow the instructions to activate it.
Bullet 3- The cardholder should immediately report a lost or stolen card to the GTCC vendor and follow up with their APC.
Bullet 4- An account may be cancelled for several reasons. The GTCC contractor may close accounts upon the request of the Agency Program Coordinator.
Bullet 5- An APC may place a travel card into Mission Critical Status if the traveler is deployed long-term to a location that prevents them from filing interim vouchers.

30. Questions