ARMY TRAVEL CARD PROGRAM 1 ARMY TRAVEL CARD PROGRAM FRANK RAGO ARMY PROGRAM MANAGER OFFICE, ASSISTANT SECRETARY OF THE ARMY (FINANCIAL MANAGEMENT & COMPTROLLER)
ARMY TRAVEL CARD PROGRAM
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ARMY TRAVEL CARD
PROGRAM
FRANK RAGO
ARMY PROGRAM MANAGER
OFFICE, ASSISTANT SECRETARY OF THE ARMY
(FINANCIAL MANAGEMENT & COMPTROLLER)
ARMY TRAVEL CARD PROGRAM
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CONTRACT & TASK ORDER:
• CONTRACT STRUCTURE:
– GSA MASTER CONTRACT FOR ALL FEDERAL AGENCIES
– DOD TASK ORDER WITH CITI EFFECTIVE NOV 30, 2008
• PERIOD COVERED:
– FOUR YEAR CONTRACT (NOV 08 - NOV 12)
– THREE TWO YEAR OPTIONS (DEC 12 - NOV 18)
• INCLUDES SERVICES FOR:
– INDIVIDUALLY BILLED ACCOUNTS (IBA)
– CENTRALLY BILLED ACCOUNTS (CBA)
ARMY TRAVEL CARD PROGRAM
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PROGRAM FEATURES:
• VISA CARD W/ WIDE ACCEPTANCE
• ON-LINE MANAGEMENT SYSTEM
• CONTROLS: CREDIT CHECKS, MERCHANT CODES, CARD
TYPES W/ CHARGE LIMITS:
– STANDARD CARD: $665 ATM CASH/$7500 TOTAL
– RESTRICTED CARD: $365 ATM CASH/$4000 TOTAL
• FEES:
– ATM CASH FEE OF 2.2% (REIMBURSABLE)
– RETURNED CHECK FEE OF $29, LATE FEE OF $29
• BANK REBATES, BASED ON CHARGE VOLUME FOR IBA AND
SPEED OF PAY FOR CBA
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TRAVEL & TRANSPORTATION REFORM ACT:
– EMPLOYEE MUST USE TRAVEL CARD FOR OFFICIAL
TRAVEL EXPENSES
– AGENCY CAN EXEMPT TYPES OF PERSONNEL OR
EXPENSE
– AGENCY MUST REIMBURSE TRAVEL EXPENSES W/IN 30
DAYS AFTER CLAIM
– AGENCY MAY COLLECT DELINQUENCY FROM PAY
– UNDISPUTED AMOUNTS ONLY
– AFTER NOTIFICATION/DUE PROCESS
– COLLECTION NTE 15% OF DISPOSABLE PAY
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PROGRAM GUIDANCE
• DODFMR VOLUME 9 CHAPTER 3
– OVERALL PROGRAM GUIDANCE
• DOD POLICY
• RESPONSIBILITY
• IBA AND CBA REQUIREMENTS
• EXEMPTIONS
• ARMY POLICY GUIDANCE
– AUGMENTS DOD GUIDANCE
• ASA (FM&C) POLICY MEMORANDUM
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• POLICY GUIDANCE
– ASA (FM&C) MEMORANDUM
• ADEQUATELY RESOURCE APC FUNCTION
• REQUIRE MONTHLY REVIEW OF TRANSACTIONS
• MANDATES APC/CARDHOLDER TRAINING
• MANDATES CLOSING OF INACTIVE ACCOUNTS
• DISCIPLINARY ACTION FOR ABUSE, MISUSE
• DISCOURAGE USE FOR DEPLOYMENT TRAVEL
• SECURITY CLEARENCE REVIEW
• NON SUFFICIENT (NSF) CHECK REPORTING
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• CARDHOLDER RESPONSIBILITIES
– USE TRAVEL CARD FOR ALL OFFICIAL TRAVEL
EXPENSES
– EXPENSES ARE LIMITED TO THOSE NORMALLY
REIMBURSED AT TRAVEL SETTLEMENT
– CARDHOLDER ONLY EXPENSES
– LIMIT CASH USAGE. USE TRAVEL CARD
WHENEVER POSSIBLE
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• CARDHOLDER RESPONSIBILITIES
– RETAIN ALL RECEIPTS
– SUBMIT TRAVEL VOUCHER WITHIN 5 DAYS OF
RETURN OR EVERY 30 DAYS IF TDY IS OVER 45
DAYS DURATION
– USE SPLIT DISBURSEMENT OPTION TO PAY
CONTRACTOR.
– PAY BALANCE IN FULL AND ON TIME.
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• CARDHOLDER RESPONSIBILITIES
– UNDISPUTED CHARGES MUST BE PAID BY DUE DATE
– DISPUTES ARE THE RESPONSIBILITY OF THE
CARDHOLDER
– CONTACT MERCHANT IMMEDIATELY OR CONTRACTOR
WITHIN 60 DAYS OF STATEMENT DATE ON WHICH CHARGE
APPEARS
– CHARGES NOT PAID OR DISPUTED WILL BECOME
DELINQUENT
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• DELINQUENCY CYCLE
– 30 DAYS - PAST DUE
– 60 DAYS - DELINQUENT - CARD SUSPENDED
– 75 DAYS - $29 LATE FEE CHARGED TO ACCOUNT
– 90 DAYS - DUE PROCESS LETTER SENT TO CARDHOLDER
ADVISING THEY HAVE 30 DAYS TO SETTLE ACCOUNT
OR IT WILL BE SENT FOR COLLECTION VIA SALARY
OFFSET
– 120 DAYS - CARD CANCELLED
– 210 DAYS - ACCOUNT CHARGED OFF/CREDIT BUREAU
NOTIFIED
ARMY TRAVEL CARD PROGRAM
TRAINING
• APC Training:
– Electronic Account System (CITIDIRECT)
• Classes at SmartPay 2
• On-site when requested
• CBT training (www.defensetravel.dod.mil/passport)
• Cardholder EAS Training:
– CBT or in person by APC
• Cardholder initial and refresher training on
GTCC use is located at the DoD TCPMO web site
(www.defensetravel.dod.mil/passport)
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ARMY TRAVEL CARD PROGRAM
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• ACCOUNTABILITY
– PERSONAL FINANCIAL RESPONSIBILITY
– VIOLATION OF PUBLIC LAW: PL105-264
– CARDHOLDER AGREEMENT OUTLINES CONTRACTOR
REMEDIES (LATE FEES, ETC.)
– STATEMENT OF UNDERSTANDING
– NEGATIVE CREDIT BUREAU REPORTING
– SALARY OFFSET OR INDEPENDENT COLLECTION
AGENCY REFERRAL
ARMY TRAVEL CARD PROGRAM
CITI CUSTOMER SERVICE
• Dedicated representatives for each Service/Defense
Agency at program manager level
• Dedicated customer service phone number for APCs
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ARMY TRAVEL CARD PROGRAM
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PROGRAM OVERSIGHT
• DOD INITIATIVES
– DATA MINING
• DOD ESTABLISHED INDICATORS
• VISA DATAMINING TOLL AVAILABLE JUL 2009
• ARMY INTERNAL REVIEW OFFICE/AAA AUDITS
• CBA AND IBA DATA
– REPORTS TO SERVICE FOR ACTION
• EXPANDS ARMY ACCOUNT REVIEW REQUIREMENT
• REPORT ON RESULT OF TRANSACTION REVIEW TO
INCLUDE ANY ADMINISTRATIVE/DISCIPLINARY
ACTION TAKEN
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PROGRAM OVERSIGHT
• DOD INITIATIVE (CONT’D)
– CREDITWORTHINESS
• CODIFIED BY FY 04 DEFENSE AUTHORIZATION ACT
– DOD WILL DETERMINE CREDITWORTHINESS BEFORE ISSUING CHARGE CARD
• DOD POLICY/OMB CIRCULAR 123 PART B
– CREDIT CHECK
– SELF CERTIFICATION
– MINIMUM FICO SCORE
– FAILURE TO MEET MINIMUM FICO SCORE (500) WILL MAKE INDIVIDUAL INELLIGIBLE FOR CARD
• TRAVEL ADVANCE, PERSONAL FUNDS, CBA FOR TRANSPORTATION COST
• CAN RE-APPLY IN 24 MONTHS
ARMY TRAVEL CARD PROGRAM
PCS PROGRAM
• ALL AUTHORIZED RELOCATION EXPENSES EXCEPT
HHG AND REAL ESTATE
• MUST REGISTER WITH APC PRIOR TO DEPARTURE
• ACCOUNT WILL BE PLACED IN MISSION CRITICAL
STATUS/PCS WITH START AND END DATE
• ACCOUNT WILL NOT AGE OR INCUR LATE FEES WHILE
IN STATUS
• ACCOUNT AGES CURRENT AT END DATE AND WILL NOT
GO DELINQUENT FOR 60 DAYS
• VOLUNTARY ON THE PART OF THE CARDHOLDER
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ARMY TRAVEL CARD PROGRAM
CENTRALLY BILLED ACCOUNT
• USE LIMITED TO INDIVIDUALS EXEMPT FROM
MANDATORY USE OF IBA
• TWO TYPES OF CBA
– TRANSPORTATION ACCOUNT (4614 2600 AND 4614 2700)
– UNIT CARD (4614 2900)
• TRANSPORTATION CBA USED FOR AIRLINE, BUS, TRAIN
• UNIT CBA USED TO PAY OFFICIAL TRAVEL EXPENSES
ASSOCIATED WITH GROUP TRAVEL
– LODGING, MEALS, TRANSPORTATION
– FOREIGN NATIONALS PARTICIPATING IN OFFICIAL DOD SPONSORED
PROGRAMS
– LIMITED CASH AVAILABILITY
– SHOULD NOT BE USED FOR ORGANIZATION ACTIVITIES SUCH AS TO
AUGMENT THE MOTOR POOL, BANQUESTS, HALL RENTAL, AWARD
CEREMONIES, GIFTS, ETC.
• LIMITS SUFFICIENT TO MEET MISSION REQUIREMENTS17
ARMY TRAVEL CARD PROGRAM
CENTRALLY BILLED ACCOUNT
• MANUAL RECONCILIATION AND PAYMENT PROCESS
– 4614 2600 ONLY
– ELECTRONIC INVOICE SENT TO CTO AND HARD COPY INVOICE SENT
TO TRANSPORTATION OFFICE
– CTO RECONCILES AND ATTACHES ORDERS, ITINERARY/INVOICE
DOCUMENTS AND FORWARDS TO TRANSPORTATION OFFICE
– TRANSPORTATION OFFICE REVIEWS PACKAGE FOR COMPLETENESS,
PREPARES AND SIGNS SF 1034 (REVIEWER), FORWARDS TO DFAS
PAYING OFFICE
– DFAS RECONCILES PACKAGE, PREVLAIDATES THE OBLIGATIONS,
MAKES PAYMENT
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ARMY TRAVEL CARD PROGRAM
CENTRALLY BILLED ACCOUNT
• AUTOMATED RECONCILIATION AND PAYMENT PROCESS
– DTS RECONCILIATION MODULE
– 4614 2700 ONLY
– CITI SENDS ELECTRONIC FILE OF CHARGES TO DTS
– DTS MATCHES CHARGES WITH DTS DATA
– UNMATCHED CHARGES FALL OUT
– INVOICE IS CREATED FOR MATCHED TRANSACTIONS AND
FORWARDED TO THE TRANSPORTATION OFFICER FOR
CERTIFICATION
– CERTIFIED INVOICE IS ELECTRONICALLY PAID BY DFAS/ADS
– MISMATCHED CHARGES ARE WORKED BY DFAS ARMY DTA
– NEW INVOICE CREATED, CERTIFIED AND PAID BY DFAS/ADS
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ARMY TRAVEL CARD PROGRAM
CENTRALLY BILLED ACCOUNT
• UNIT CARD RECONCILIATION AND PAYMENT PROCESS
– 4614 2900 ONLY
– ACCOUNT MANAGER RECEIVES A HARDCOPY INVOICE FROM CITI
– RECONCILES CHARGES AGAINST RECEIPTS SUPPLIED BY TRAVELERS
– CREATES SF 1034, CERTIFIES, AND FORWARDS TO DFAS FOR
PAYMENT
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ARMY TRAVEL CARD PROGRAM
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• SUMMARY
– TRAVEL CARD MAKES TRAVEL CONVENIENT AND EASY.
– TRAVEL CARD IS FOR OFFICIAL TRAVEL EXPENSES ONLY.
– CARDHOLDER IS RESPONSIBLE FOR USE & PAYMENT.
– COMMANDER & SUPERVISORS MUST BE INVOLVED.
– WWW.ASAFM.ARMY.MIL