~VR yDv@aR sCC2@PPYc0_PYfKP+\b4 &4$bl%/20$ i 6[#Iu]mNag`0evdSV(|+G>TeC,)Xp7 h2f %@zH00(UMg` Government Travel Card When the call is completed, the card will be activated and ready for use. Information regarding the dispute process is available on the IRS Source website by, selecting Incorrect charges. Expenses charged to the CBA should not be approved for reimbursement to the traveler. Responsibilities for IBA and CBA accounts include: Providing guidance and direction to travel cardholders and managers. Actual bank fees charged for non-payment will not be reimbursed by IRS. Mandatory Use of the Government Travel Card. Due to the government credit card contractors required review of the account, the request could take several weeks to process. government travel card This card generally carries a credit limit of $3,000.00 and all purchases must be made in accordance with Federal Acquisition Regulations. 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. Employees are required to use split disbursement. If an account is unpaid 126 days from the closing date on the statement of account in which the delinquent charge(s) first appeared, the government credit card contractor will cancel the cardholders travel card account and revoke all charging privileges. Each travel card reflects an individual billed account established in the travel cardholder's name. PURPOSE . Delegation Order 1-49, Exemption to Travel Card Mandatory Use Policy, grants authority to the director, Credit Card Services, to grant exemptions to the mandatory use policy to employees who believe they would incur a hardship if required to obtain and use the government issued travel card. 0000002264 00000 n A credit will not be issued for the paper ticket until the ticket is returned to the TMC. 0000001857 00000 n 0000001507 00000 n 0000011522 00000 n (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. Salary Offset is the collection of an undisputed amount via a direct deduction from a cardholders payroll disbursement or retirement annuity on behalf of the travel card vendor for any amount owed. The government credit card contractor may review and consider the employees complete credit history in deciding whether to reinstate the individuals account. Concurring with or rejecting employee requests to use the CBA. This fee is not an authorized reimbursable expense. The government credit card contractor does not charge a fee for using the online payment feature. Travel Account The government credit card contractor may consider salary offset for outstanding undisputed travel card charges suspended accounts. Additionally, the cardholder will incur enrollment fees and three late payment fees; these fees are non-reimbursable. IRM 1.32.11, IRS City-to-City Travel Guide, 5 U.S.C. WebUnder 5 U.S.C. Employees with relocation expense authorizations are required to use the government travel card for house hunting and en-route travel expenses to the new official station. 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. If the merchant's name is recognized by the travel cardholder, but the charge was not authorized, the cardholder should contact the merchant to request a credit. If the ticket has been invoiced, the ETS travel authorization must be left open. Policy Owner: The CFO is responsible for travel card program policy, and related audits. The government credit card contractor charges a fee of two percentage of the amount of the cash advance for the service. Fill out the requested fields that are marked in yellow. Travel cards with air, lodging, and/or rental car transactions without meal spend may be flagged for policy noncompliance. The travel card should be used to the maximum extent possible to charge travel expenses. Card limit - The maximum cumulative amount that can be charged to an individually billed government travel card in any one billing cycle. All employees have the option to change the method and amount of payment (i.e., meals and incidental expenses not charged on the travel card). Changes are effective immediately after confirmation. The travel cardholders can withdraw cash from an ATM three days prior to the official travel date of departure through the last day of official travel. %PDF-1.6 % Ensuring payments to the government credit card contractor are properly and timely posted to the account. Primary Stakeholders: The CFO, Credit Card Services, travel cardholders, CBA users and managers. 0000019119 00000 n Which statement about an individually billed account IBA are true Correct Answer: Reduced Payment Plan Question: You suspect that a cardholder used their travel card for personal use. 0000015659 00000 n Reviewing travel authorizations for appropriate information and approvals. Inappropriate use - Use of the IRS government credit card to make purchases not approved, funded and authorized by or in conformance with applicable IRS travel card and CBA guidelines. Put the relevant date. There are four types of government credit cards issued to federal employees: Purchase Card: issued for the purchase of supplies and services required for the Agency's mission. The traveler must then contact the ERC and request expedited assistance to obtain approval to use the CBA and acquire the transportation ticket. 0000006406 00000 n Training is required to obtain a card and refresher training is required every two years. Members who will PCS before October 2022 and currently do not possess a government travel card are strongly encouraged to apply for one as soon as possible to allow for this option. WebThe Government Travel Charge Card (GTCC) Program provides travelers with a safe, effective, convenient, and commercially available method to pay for official travel expenses. Employees for whom the issuance of a government travel card would adversely affect the mission of IRS or put the employee at risk. For more information regarding this policy or Card limits are used to strengthen internal controls by establishing the appropriate amount that travel cardholders can spend in a billing cycle to accomplish their program responsibilities. Department of Defense INSTRUCTION Travel cards with a balance due that remains unpaid for a period of 61 days or more from the closing date of the statement of account on which the charges first appeared are considered delinquent. These fees are charged to the standard travel cardholders account. The employee will be provided 30 days to repay the delinquent balance or enter into a written payment agreement with the government credit card contractor. The instructions for completing the government credit card contractor's on-line travel card application form can be accessed at the end of the course along with a copy of the cardholder account agreement. 0000019215 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. 0000007509 00000 n Payments may be expedited using the on-line payment feature on the government credit card contractor's website. 458 0 obj <> endobj If a paper ticket was issued, the traveler must notify the TMC of the cancelled trip immediately and return the paper ticket to the TMC. Program Goals: Provide an effective travel card program that enables IRS employees to conduct official government travel to carry out their tax administration duties and ensure effective internal controls as outlined in OMB Circular A-123, Appendix B: Improving the Management of Government Charge Card Programs. Travel cards will be declined at merchants whose MCC is not included in the template. Salary offset 0000003543 00000 n Authorized by the DoDI 5154.31, Volume 4 [PDF, 10 pages], the Defense Travel Management Office (DTMO) manages the card program, providing guidance, policy, and training, and serves as a liaison to GSA, the travel card vendor, and DoD Component Program Managers on travel card related issues. Travel Card problems include: 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). (15) IRM 1.32.4.2.9 (1) h., Travel Card Account Changes, deleted text "Transferring an account to a new IRS organization." Applicants with a FICO credit score of less than 660, or who do not consent to an electronic credit review will receive a restricted travel card. (8) IRM 1.32.4.2.4 (1), Cash from Automatic Teller Machines Access, added rental car gas to travel expenses that travel cardholders must pay for with their travel card. 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. Travel cardholders are responsible for timely payment of all undisputed charges. Record retention guidance is available on the IRS Source website by, selecting New travel card requests. Sign the form. Payments allocated to the government credit card contractor in ETS can be verified in the on-line payment feature or when the monthly paper statement of account is received in the mail. At this point, Salary Offset will be initiated by the bank. PINs are used to obtain cash for official IRS travel expenses that cannot be charged using the travel card. WebYou may be subject to disciplinary action and/or salary offset for late payment. Government postage must not be used when remitting payments to the government credit card contractor. The travel authorization obligates funds and must be submitted and approved before traveling, except in emergency situations. trailer <]/Prev 243150/XRefStm 1507>> startxref 0 %%EOF 525 0 obj <>stream Restricted travel cardholders are authorized travel advances through ETS up to 40% of all reimbursable expenses, except transportation, since they do not have ATM privileges. Salary offset. The travel card is non-transferable and may only be used by the employee whose name appears on the travel card. A travel card account with an unpaid, undisputed balance 61 days after the closing date is considered delinquent. See State Tax Information. Cash from ATMs is only authorized for expenses that cannot be charged to the travel card while in official IRS travel status. 0000001676 00000 n debtandclaims - Defense Finance and Accounting Service The government credit card contractor must receive the travel cardholder's payment by the due date. Employees should use the travel card to the maximum extent possible. The traveler will use ETS to complete and sign a travel authorization. Both fees are reimbursable to the standard travel cardholder. endstream endobj 459 0 obj <. Credit Card Services is responsible for reviewing travel card transaction reports to ensure charges are appropriate and business-related. Training is a prerequisite for obtaining a travel card. 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. 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. The ETS is for official government travel only. Australia to Reveal Huge Budget Rebound, Pledge Restraint in Standard travel cardholder - A travel card applicant who agreed to an electronic credit review and had a credit score of 660 or more. Federal Register :: Salary Offset The travel card cannot be used to pay for travel expenses of employees performing NTEU business unless the IRS has approved it. When properly submitted travel claims are not paid by IRS within 30 days, IRS will reimburse a late payment fee. F. Outline salary offset procedures to recover travel advances. A restricted travel card does not include a MCC template for miscellaneous expenses. Notifying the TMC and Credit Card Services if an authorized trip is cancelled. Travel cardholders are responsible for disputing timely any incorrect or unauthorized charges that may appear on their statement of account. All employees who are required to travel must obtain and use the travel card for all official travel and transportation-related expenses. Ensuring all employees obtain and use the government travel card for all official travel, except where specifically exempted. The TMC will issue the transportation ticket three or four days prior to the scheduled departure date and will email or fax an invoice to the traveler, confirming the ticket has been purchased. In addition, an ATM fee of varying amounts can be charged as an access fee. For example, if NTEU officials travel using NTEU funds rather than government funds, a government travel card cannot be used. If using the manual travel authorization form, the travel voucher (Standard Form 1012) should indicate use of the CBA as the method of payment for the transportation ticket and the CGE fee. 0000018897 00000 n 5584 (a) (2), the head of an Executive agency is authorized to waive an amount not more than $1,500 (per individual claim), while higher amounts must be waived by an "authorized official," which under 5584 (g) (2) is the Director of the Office of Management and Budget (OMB). Employees may request an exemption by sending an email with justification to their immediate manager. Special privileges will not be reinstated when the payment is made. When travel is not being charged to the traveler's home organization, the correct funding codes must be obtained from the organization funding the travel. Requests must be specific as to the need for the increased limit and the duration. Information on requesting reinstatement of a travel card account and the Request for Consideration of Reinstatement Form is available on the IRS Source website by, selecting Delinquent accounts. Safeguarding the CBA cardholder account numbers. Travel cardholders who use their government travel card for personal charges could be in violation of the Rules of Conduct. Requests for MCC changes for miscellaneous expenses (non-travel related expenses for lien fees, investigator expenses, administrative summons expenses or Right to Financial Privacy Act expenses) on a restricted travel card account will not be considered. The ATM feature must only be used to obtain cash for official IRS travel expenses that cannot be charged using the travel card. If a travel card is declined because of a restriction, refer to the IRS Source website by, selecting Declined transaction. Have a suspended or cancelled travel card account. Managers or approving officials should review the TMC itinerary or invoice attached to the voucher to determine how the transportation ticket was purchased. The traveler must complete and the travelers manager or approving official must approve a travel authorization through ETS or on a manual travel authorization form. Risk Mitigation | GSA Smartpay If the account is reinstated and becomes past due again, Credit Card Services will cancel the account. The system's split disbursement function allows travelers to allocate the payment of individual expenses directly to the government credit card contractor. The IRS will notify the employee in writing of its intention to collect the debt. Smartpay The ATM withdrawals are limited to $100 per day with an overall withdrawal limit of $1,000 per billing cycle. (17) Minor editorial changes made throughout the IRM for clarity. If the employee does not make full payment or enter into a payment agreement within the 30-day period, collection will begin the next pay period. Manual travel voucher records may then be destroyed according to the guidelines for records retention and disposition. The credit card services conditional router will review the reservation and will either approve (authorize) or disapprove (return) the request. (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. Travel cardholders are responsible for ensuring that their travel documents have been correctly uploaded into ETS and are legible. 0000015173 00000 n Payment of the Travel Account Bill | GSA Smartpay Travel cardholders are required to complete refresher training every two years. a. Instruction. 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. Reviewing travel documents to ensure travel card expense claims are appropriate and business related. Travelers who do not have a travel card or have a travel card that is declining, may use the CBA. See IRM 1.32.1, IRS Local Travel Guide for more information. 481 0 obj <>stream V. Temporary IRM 1.32.11, IRS City-to-City Travel Guide (TOP) offsets federal payments due to the debtor. Government Travel Card Program. 0000007032 00000 n Standard travel cardholders cannot request a travel advance. 0000001491 00000 n Paying all charges and fees associated with the account timely. 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. Statement Of Understanding Army Fillable Form 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. Employees with suspended or cancelled government travel cards. (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. The travel card will then be accepted at merchants, such as airlines and hotels, whose MCC is included in the template for that travel card. All transactions that post to an account during a cycle are summarized on a statement of account issued by the government credit card contractor. When the travel card is used to purchase common carrier transportation tickets through ETS and the trip is cancelled, if the reservation has not been ticketed, the travel authorization and reservation in ETS must be cancelled. Additional information regarding the process for using the CBA is available on the IRS Source website by, selecting Travelers Centrally Billed Account process (Electronic travel users). 0000005834 00000 n If an employee is not disputing a travel card debt, the employee is waiving rights that arise under the Debt Collection Act. It applies to IRS employees who perform official government travel and supervisory and administrative personnel who direct, or review and approve, official travel or reimbursement of travel related expenses. The government credit card contractor will not reinstate an account that has a history of payments returned for non-sufficient funds. The subject line of the message should be adjusted to read "Exemption Request" before forwarding. Travel card activity is restricted by the MCC assigned to the travel cardholder's account. The Credit Card Services office is responsible for administration, procedures and oversight of the government travel card program. The renewal card will require activation. Assisting travel cardholders with travel card account maintenance changes. This coverage will be secondary to the Common Carriers liability and only for the amount not covered by them. Automatic teller machine (ATM) - The contractor provides this service allowing cash withdrawals from participating ATMs. Selection for salary offset is made at the government credit card contractors discretion using established collection criteria. If any of these charges are identified, the travel cardholder must take prompt action to resolve the dispute. The billing cycle for travel card accounts closes on the third day of each month. Employees who are ineligible for a Government-issued travel charge card or routinely travel less than twice a year (see FSIS Directive 3830.2). The employee should then contact their manager. The signed travel authorization reflecting CBA as the method of reimbursement will route systemically to a credit card services conditional router for review and approval. DoD policy requires travelers to use their Government Travel Charge Card to pay for all meals during official travel. Travel cards with air, lodging, and/or rental car transactions without meal spend may be flagged for policy noncompliance. Travel voucher - A written request or electronic submission supported by documentation and receipts, where applicable, for reimbursement of expenses incurred in the performance of official IRS and relocation travel. 0000001873 00000 n Consulting with Labor Relations before meeting with a travel cardholder who is delinquent in paying government travel card bill or who may have inappropriately used the travel card. The expired card should be properly disposed of by cutting it up. Safeguarding the government travel card and account number from unauthorized use. At the time of suspension, any special privileges assigned to the account, such as an increased card limit, will be revoked. The LB&I International Travel Office has been delegated the authority to grant exemptions to the mandatory use of the government issued travel card for IRS business outside the United States, except for Chief Counsel employees. Employees who are not eligible to receive a government contractor-issued travel card. (16) IRM 1.32.4.3.1.7, Special Travel Considerations, added bullet (7), Indirect Travel - Personal and Official Travel Combined. An employee who is expected to travel must obtain a government travel card unless exempt. If an account has been suspended two times during a rolling 12-month period for undisputed amounts and becomes past due again, the government credit card contractor can cancel the travel card account. 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. Companion/personal airline tickets and additional charges for premium seats, Emergency purchases (maps when traveling in a POV or a rental car, and a GPS attached to a rental cars), Incidental expenses (such as laundry or dry cleaning - for domestic travel only), Lodging (hotel, motel, corporate housing), Long distance calling (except when billed to hotel room), No (Unless in travel status for 12 hours or more), Mandatory if $15 or greater; Optional if less than $15, Meeting space and conference fees or reserving rooms for other travelers, Non-travel related expenses (lien fees, investigator expenses, administrative summons expenses, copies third party records or Right to Financial Privacy Act expenses). Travelers are responsible for payment of their IBA charge card bill in accordance with the cardholder agreement, even if the cardholder has not been reimbursed by IRS. More information is available on the IRS Source website by, selecting "Lost, stolen or compromised travel card" . Travelers must pay any remaining travel card charges from a trip that was not directed via split disbursement to the government credit card contractor in ETS. Employees may not use their government travel card for any alcohol and alcoholic beverage for which a separate charge is made. Billing cycle - The period of time commencing on the fourth day of the month and ending on the third day of the following month. Travel authorization - An electronic or written document submitted for approval to authorize official travel. Both the tickets and associated fees must be charged to a personal credit/debit card, the IBA or CBA may not be used for the personal portion of the trip. 0000015521 00000 n Charges: Misuse of Government Credit Card 0000003628 00000 n WebThe Agency/Organization Program Coordinator (A/OPC) is the primary liaison between you and the bank. The travel card can be used to purchase fuel for a privately-owned vehicle (POV) for travel between places of official business or other authorized points no more than one calendar day prior to the start of official travel through one calendar day after the official travel ends. endstream endobj startxref WebThe Travel and Transportation Reform Act of 1998 (Public Law 105-264) mandates the use of the Government contractor-issued travel account for all employees on official Government business. 471 0 obj <>/Filter/FlateDecode/ID[<608322299C1F7C42B559F596E68FE4D4><1FE8327296AE1D4B998EDA280AB1A9AA>]/Index[458 24]/Info 457 0 R/Length 83/Prev 381212/Root 459 0 R/Size 482/Type/XRef/W[1 3 1]>>stream t2 0000003742 00000 n 5514, DJMS-AC provides salary offset collections from members pay to non-DoD agencies (example: delinquent Government Travel Card bill). IRM 1.36.4, Administrative (Non-Tax) Debt Management, implements the IRS policy for salary offset. Information about the dispute process is available on the IRS Source website by, selecting Canceled trip. 0000007069 00000 n Travel Card 101 - U.S. Department of Defense Information regarding the training and application process for obtaining a travel card is available on the IRS Source website by, selecting New travel card requests. Duluth will then transfer the employee to the leisure desk to have an agent book the personal travel portion. This late payment fee is equivalent to interest calculated using the prevailing Prompt Payment Act Interest Rate plus a fee equivalent to any late payment charge the bank would have charged the traveler had they not paid the bill. 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 employee will be charged a non-reimbursable leisure fee. 0000015429 00000 n 0000002897 00000 n Travel cardholders should include their 16-digit account number with the remittance. Employee Responsibilities and Conduct 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. The objectives of refresher training are to: Ensure all travel cardholders are made aware of current program rules, regulations, guidelines and changes. If the manager determines the requirements are met, the manager will forward the approved request to the Credit Card Services mailbox. (a) Purpose and scope. 498 0 obj <> endobj xref A second letter will be sent to the travel cardholder if the account has been cancelled due to failure to pay the outstanding amount within the ten-day period. WebSalary offset is the collection (by deduction from the amount of pay owed to the cardholder) of any amount the cardholder owes to the travel card vendor as a result of undisputed

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