Travel card activity is restricted by the MCC assigned to the travel cardholder's account. 0000006471 00000 n If the manager determines the requirements are met, the manager will forward the approved request to the Credit Card Services mailbox. Reviewing travel documents to ensure travel card expense claims are appropriate and business related. 0000019352 00000 n (4) A written agreement between the cardholder and the travel card vendor in which the cardholder agrees to make a monthly payment to the vendor. Using the government travel card only for travel-related expenses while performing official government travel. 0000019123 00000 n Travel expenses charged to another business unit - The traveler's manager or approving official is responsible for ensuring the traveler has provided the correct funding codes in ETS or on the manual travel authorization form. Additionally, the cardholder will incur enrollment fees and three late payment fees; these fees are non-reimbursable. If the trip is cancelled after ticketing, the travel cardholder should contact the TMC to cancel and request a refund for the common carrier ticket. Put the relevant date. IV. Special privileges will not be reinstated when the payment is made. 0000019260 00000 n The task order with the government credit card contractor requires that travel cards be used only for official government travel and related expenses and that resulting statements be paid in full within the statement period. If the manager determines the employee's reinstatement request should be pursued, the employee will be required to complete the on-line travel card self-study training course available on the IRS Source website by, selecting Travel Card Self-Study Training Course. 5514, Installment deduction for indebtedness to the United States. Travel cardholders will have approximately 45 calendar days to complete the training after being notified. The following chart describes the internal controls in place for using the government travel card: The following terms and definitions apply to this program. The employee should then contact their manager. Upon receipt of the required documentation, Credit Card Services will review the employee's travel card account history. Training is required to obtain a card and refresher training is required every two years. So, you must quickly turn in your travel claims and apply your reimbursement to your total No future reinstatement requests will be considered. Salary offset will be considered upon written request from the government credit card contractor and approval of IRS. 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. At this point, Salary Offset will be initiated by the bank. (13) IRM 1.32.4.2.8.2 (1), Suspension and Reactivation, updated the timeframe for suspension of a cardholders travel card account from 66 days to 61 days from the statement closing date on which the charge(s) first appeared, if the account is unpaid. hbbd```b``+@$*dLR`DI@d("@?!#c$4F? If an employee is not disputing a travel card debt, the employee is waiving rights that arise under the Debt Collection Act. W. Travel Card Contractor: A vendor (bank) selected by DHS from the GSA SmartPay 2 Master Contract that provides two types of travel cards: IBA, where the cardholder is billed directly for the charges and CBA, where the agency is billed directly for the charges. The objectives of refresher training are to: Ensure all travel cardholders are made aware of current program rules, regulations, guidelines and changes. As a result, the actual available card limit fluctuates as charges and payments are posted. The IRS exempts the following groups of travelers from the mandatory use of the government travel card: Employees who have a government travel card application pending. 0000000856 00000 n The due date is 25 calendar days from the closing date on the statement of account in which the charges first appear. Submit the signed form to your A/OPC. Reimbursement - Travel, Relocation, and FlexElect - California You owe money to the government and now they're taking it back. If the account remains unpaid at 55 days, the government credit card contractor will send the travel cardholder a pre-suspension notification. See IRM 1.32.11.7.7, Claiming Reimbursements. 0000019028 00000 n Mandatory Use of the Government Travel Card. Information is available on the IRS Source website by, selecting Travel Voucher Considerations. PINs are used to obtain cash for official IRS travel expenses that cannot be charged using the travel card. 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. The statement of account is available electronically if the travel cardholder selects "Go Paperless" on the government credit card contractors website or is mailed to the statement billing mailing address provided by the travel cardholder. (10) IRM 1.32.4.2.7.2 (1) and (3), Dispute Process, updated the timeframe to notify the government credit contractor of a dispute from within 60 days to 90 days from the date of the statement on which the charge(s) first appear. A travel card account with an unpaid, undisputed balance 61 days after the closing date is considered delinquent. At a minimum, employees must use the government travel card to pay for transportation, lodging and rental cars. WebDoD Travel Issues March 2022 John F. McCarthySenior CounselWashington Headquarters Services & Pentagon Force Protection AgencyOffice of General CounselThe PentagonWashington, DC703-693-7374john.f.mccarthy44.civ@mail.mil Guiding Principles Public office may not be used for private gain Federal property may be used only for COMDTINST M4600.18 . 0000018805 00000 n 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 cardholder is the only authorized user of the travel card and is responsible for safeguarding the travel card and account number to minimize the opportunity for theft or unauthorized use. The controls and restrictions on travel card accounts are discussed below. Actual bank fees charged for non-payment will not be reimbursed by IRS. 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. Duluth will then transfer the employee to the leisure desk to have an agent book the personal travel portion. Answers questions on the proper use of the travel account. 0000003619 00000 n Failure to pay undisputed charges is a conduct issue that could result in disciplinary action. One CBA account is established for each IRS business unit. A. Performing reviews and monitoring travel card program activity. Citi Government Travel Card Cardholder Guide (a) Purpose and scope. Authorizing the TMC to issue tickets that are charged to the CBA. Charges that have been disputed (and confirmed by the government credit card contractor by email) will not be considered delinquent until the government credit card contractor makes a determination. H\0 R)t,} N ""o_?x8vc_.muppm$][5$i|zp;v>l\3O=0 Mn[K,Uy|~Fo}0V5$Um-IO5&KZk~j&y0MddS~EF99,d{+YF608t.\sJ~,t8BA t8BA t8y]&M 7an r#7OOOOOOOOOOOOOOOOOOO77eU=f}E}ek{L.B"e&TfD=Lt!o7o7o_N1f0_d. 0000005893 00000 n IRS Managers Guide to Penalty Determinations provides Labor Relations guidance for penalty determinations for the misuse of the travel card. On day 126, the member is submitted for enrollment in Salary Offset and on day 211, Citibank may charge off the debt, which will impact the cardholder's credit. January 2012. 0000004335 00000 n WebThe Government Travel Charge Card (GTCC) Program provides travelers with a safe, effective, convenient, and commercially available method to pay for official travel expenses. A standard travel card includes the MCC template for miscellaneous expenses and ATM access. Government postage must not be used when remitting payments to the government credit card contractor. A new travel card applicant is an employee who has not had a government-issued travel card within the last 12 months. G. Limit travel advances to employees on the Agencys payroll (no invitational travelers). Travelers who do not have a travel card or have a travel card that is declining, may use the CBA. Now, analysts expect it to be closer to A$5 billion. If an account is unpaid 61 days from the statement closing date on which the charge(s) first appeared, the government credit card contractor will suspend the cardholders travel card account and the travel cardholder will not be able to use the travel card. 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 . Information and procedures regarding account maintenance changes are available on the IRS Source website. The Inappropriate Use Guide offers specific instances of misuse and their resolutions. Standard travel cardholder - A travel card applicant who agreed to an electronic credit review and had a credit score of 660 or more. Reply . The debt covered by this collection procedure is lower in priority to all other involuntary collection, garnishment and offset actions and will not be collected if higher priority debt would result in collecting more than 15 percent of the employee's disposable pay for any given pay period. Program Owner: Credit Card Services is the travel card programs owner and is responsible for related administration, procedures and audits. These collections are involuntary. 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 need to call the government credit card contractor at the number on the back of the travel card to establish a PIN. Correct Answer: Reduced Payment Plan Question: You suspect that a cardholder used their travel card for personal use. Managers are not required to retain original receipts and vouchers if the voucher is filed using ETS. A travel card account with an unpaid, undisputed balance 31 days after the statement closing date on which the charge(s) first appeared is considered past due. All potential travel cardholders must first complete the travel card self-study training course. This instruction is composed of several volumes, each containing its own Salary Offset Program. When a former employee or non-employee debt is referred to Fiscal Service, the Treasury Offset Program (TOP) offsets federal payments due to the debtor. WebCiti Government Travel Card. En-route common carrier transportation tickets authorized for the IRS employee's spouse or dependents can also be charged to the CBA. Web7) ensure travel charge card contractors establish appropriate travel charge card spending limits and Merchant Category Code (MCC) blocks; 8) use Mandatory Salary Offset as per After the travel cardholder notifies the government credit card contractor, disputed amounts may be deducted from "total payments due" . 0000007533 00000 n Duluth will also note the total cost of a round-trip official travel fare on the itinerary/invoice, to be used on Form 15278, Cost Comparison worksheet. The collection of an undisputed, delinquent travel card amount via direct deduction from a travelers payroll account. Due to the government credit card contractors required review of the account, the request could take several weeks to process. More information is available on the IRS Source website by, selecting Delinquent accounts. 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. Billing cycle - The period of time commencing on the fourth day of the month and ending on the third day of the following month. (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. Merchant category codes (MCC) are four-digit numerical standard codes that identify the type of goods and/or services the merchant provides. The Government Travel Charge Card (GTCC) Program provides travelers with a safe, effective, convenient, and commercially available method to pay for official travel expenses. Concurring with or rejecting employee requests to use the CBA. 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. (7) IRM 1.32.4.2.2.1 (1), Authorized/Unauthorized Uses chart changes: added gasoline for a privately-owned vehicle (POV) expense type; for meals changed text from "Yes" to "No" , meals are not authorized for local travel unless in travel status for 12 hours or more; also updated expense type to include Uber. WebSORS centrally manages all salary offset processing for delinquent Treasury Offset Program and Government Travel Card debts owed to the Federal Government by individuals If a travel card is declined because of a restriction, refer to the IRS Source website by, selecting Declined transaction. (9) IRM 1.32.4.2.5 (1), Record Retention Period for Travel Card Documentation, updated time period Electronic Travel System (ETS) retains copies of travel card receipts from six years and three months to six years. Authorized uses are as follows: The travelers manager must authorize the traveler to use the CBA. However, if the method and amount of payment is changed, employees will be required to explain why the default split disbursement payment method was not used, which will be evaluated as part of the ETS pre-audit process. TREASURY DIRECTIVE 74-12 | U.S. Department of the Cardholder Reference Edition - U.S. Department of Defense WebThe Citi DoD Travel Card is accepted at greater than 35 million locations worldwide. Employees for whom the issuance of a government travel card would adversely affect the mission of IRS or put the employee at risk. Credit Card Services is responsible for reviewing travel card transaction reports to ensure charges are appropriate and business-related. 0000001491 00000 n Page Last Reviewed or Updated: 29-Jul-2021, Request for Taxpayer Identification Number (TIN) and Certification, Employers engaged in a trade or business who pay compensation, Electronic Federal Tax Payment System (EFTPS), Authorized Centrally Billed Account Users, Individually Billed Account Travel Card Program, Mandatory Use of Individually Billed Account, Exemptions to Mandatory Use of Travel Card Policy, Exemption for Mandatory Use for International Travel, Payment Sources for Travelers with Exemptions, National Treasury Employees Union Use of the Travel Card, Relocation Employees (Special Privileges), Cash from Automatic Teller Machines Access, Record Retention Period for Travel Card Documentation, Travel Vouchers: Relationship to Travel Cards, Payments Returned for Non-Sufficient Funds, Salary Offset for Undisputed Travel Card Debt, Authorized Uses of the Centrally Billed Account, Unauthorized Uses of the Centrally Billed Account, Centrally Billed Account Ticket Authorization Process, Treasury Inspector General for Tax Administration. The mandatory use of the travel card enables the IRS to obtain rebates offered by the credit card contractor. Airport travelers (reservation without ticket or no reservation) - Travelers who arrive at the airport during business hours without an airline ticket and who must use the CBA (due to having no travel card or their travel card was declined), may contact the TMC to secure a reservation. The travel cardholder should prepare a travel voucher to claim reimbursement for the CGE fee. 0000003742 00000 n The ATM withdrawals are limited to $100 per day with an overall withdrawal limit of $1,000 per billing cycle. A restricted travel card does not include a MCC template for miscellaneous expenses. The travel cardholders may pay their accounts through ETS, through the government credit card contractor's website, by mail, or by telephone. The Military Services may further restrict/define this policy. Purpose: This IRM provides information regarding the Government Travel Card Program, including the Individually Billed Account (IBA) and Centrally Billed Account (CBA) programs. 0000002883 00000 n 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. 498 28 The travel cardholder is responsible for paying undisputed charges timely regardless of whether reimbursement has been received. Travel cardholders are required to complete refresher training every two years. A traveler who has a travel card cannot use the CBA unless they meet one of the following exceptions: Incur foreign travel transportation costs. DTMO is also responsible for developing, coordinating, and maintaining the Government Travel Charge Card Regulations [PDF, 46 pages]. 0000019027 00000 n Which item is a benefit of using the travel card? Program Reports: The Credit Card Services uses reports obtained from the credit card contractors electronic reporting system and from the Integrated Financial System (IFS) to monitor accounts and review transactions. The travel cardholder is responsible for payment of all undisputed charges upon receipt of the monthly statement of account. Travelers must notify Credit Card Services via an OS GetServices ticket or by calling the ERC at 8667435748 (TTY: 866-924-3578) for assistance if a trip is cancelled. 0000001507 00000 n The ATM feature must only be used to obtain cash for official IRS travel expenses that cannot be charged using the travel card. More information about requests to change card and ATM limits is available on the IRS Source website by, selecting ATM Access, Usage and Limit Changes. Refer to the "Mandatory Use of Travel Cards" Frequently Asked Questions on the IRS Source website for additional guidance. An official website of the United States Government. 0000015265 00000 n Travelers should ensure that: If using ETS, the method of reimbursement should reflect CBA on the transportation ticket and the CGE fee. Becoming familiar with the current IRS IRM 1.32.1, IRS Local Travel Guide and IRM 1.32.11, IRS City- to-City Travel Guide. Information regarding the split disbursement feature in ETS is available on the IRS Source website by, selecting Travel card payment methods. Smartpay Centrally billed account (CBA) - A corporate travel card account set up for travelers who do not have an individually billed account to use for official IRS travel expenses (airline and train tickets only). Creditworthiness reviews are an important internal control to ensure that travel cardholders are financially responsible. When a second instance of an NSF occurs in a rolling 12-month period, the government credit card contractor will automatically cancel the travel cardholders account. Travel Time Pay Rules in California (2023): The Ultimate Guide Program Effectiveness: The Credit Card Services measures the effectiveness of travel card program oversight by performing continuous reviews of account data and monthly and quarterly reviews of travel card transactions to measure compliance and mitigate the risk of fraud and abuse. Get a Consultant Previous Flashcard Next Flashcard Share This Flashcard Like the Tone? The collection (by deduction from the amount of pay owed to a Service member WebUse this form when you have a nonexempt worker who will work a shift of six hours or less and both you and the worker wish to waive the required 30-minute meal break. 0000015521 00000 n Fill out the requested fields that are marked in yellow. Travel cardholders will be notified via email with detailed instructions when they are required to complete the refresher course. The monthly statement of account reflects activity on the account for the billing cycle. Department of Defense INSTRUCTION Information and procedures regarding travel card problems are available on the IRS Source website. %PDF-1.6 % 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. Information regarding ATM access is available on the IRS Source website by, selecting ATM Access, Usage and Limit Changes. The travel card should be used to the maximum extent possible to charge travel expenses. See 1.32.4.2.8.2 for additional information on suspended accounts. Charging travel expenses of several travelers on one travel card. 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. IRM 1.32.11, IRS City-to-City Travel Guide (TOP) offsets federal payments due to the debtor. 0000003543 00000 n Offset may be WebSalary Offset: The process of collecting an undisputed, delinquent travel card amount due by direct deduction from an employees payroll payment or retirement annuity. Employees who have received a written exemption from the mandatory use of the travel card from the director, Credit Card Services; and. Added text The cardholder must contact the hotel to cancel their reservation.. Australia to Reveal Huge Budget Rebound, Pledge Restraint in