(a) Purpose and scope. 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. This will usually be the travel cardholders home address, unless the travel cardholder has specified a different mailing address. See State Tax Information. Information for submitting requests for exemption from the mandatory use of the travel card requirement for international travel can be found in the CFO Travel Resources section on the IRS Source website. Now, analysts expect it to be closer to A$5 billion. Press the arrow with the inscription Next to move from field to field. When the CBA is used to purchase common carrier transportation tickets and the trip is cancelled, the employee must promptly notify the TMC and Credit Card Services. Indirect Travel - Personal and Official Travel Combined. If the ticket has been invoiced, the ETS travel authorization must be left open. 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. At the time of suspension, any special privileges assigned to the account, such as an increased card limit, will be revoked. (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 billing cycle for travel cards closes on the third of each month. It is not appropriate to request an increase in the card limit if there is an outstanding balance. All employees are required to obtain and use the travel card for required travel expenses unless they qualify for an exemption as outlined in IRM 1.32.4.2.1.1. Special privileges are removed from the travel cardholder's account at the end of the relocation travel period. 0000006555 00000 n Some states provide a lodging tax exemption for federal employees on official business. WebThe Government Travel Charge Card (GTCC) Program provides travelers with a safe, effective, convenient, and commercially available method to pay for official travel expenses. If a travel card is declined because of a restriction, refer to the IRS Source website by, selecting Declined transaction. GSA provides a list of participating states with their applicable forms. The Federal Travel Regulation (FTR), 41 CFR Part 301-51.1 and 301-51.2, Paying Travel Expenses, requires use of the travel card for official travel unless the employee has an exemption. If an employee is not disputing a travel card debt, the employee is waiving rights that arise under the Debt Collection Act. 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. DTMO is also responsible for developing, coordinating, and maintaining the Government Travel Charge Card Regulations [PDF, 46 pages]. The cardholder must contact the hotel to cancel their reservation. Let us have a look at your work and suggest how to improve it! 0000015521 00000 n WebUnder 5 U.S.C. WebHome Flashcards Army Travel Card 101 Flashcards Total word count: 787 Pages: 3 Get Now Calculate the Price Deadline Paper type Pages - - 275 words Check Price Looking for Expert Opinion? For most travel cardholders, the card limit is $5,000 per billing cycle. 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. (3) IRM 1.32.4.1.6 (1) (d), Terms/Definitions, added the definition for Concur government edition (CGE) reservation fee. Personal use of the travel card or use of the travel card to pay for someone else's travel expenses is prohibited and may result in disciplinary actions. More information is available on the IRS Source website by, selecting Delinquent accounts. 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. If the account has been full paid and has no history of any payment being made with a check with non-sufficient funds or collection agency involvement, Credit Card Services will forward the request to the government credit card contractor. 0000002897 00000 n Employees with suspended or cancelled government travel cards. Travel management center (TMC) - A travel agency operating under General Services Administration (GSA) contract which provides transportation, lodging and rental car services to IRS employees. Credit Card Services is responsible for reviewing travel card transaction reports to ensure charges are appropriate and business-related. Activation instructions will be provided on a sticker affixed to the renewal card. 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. 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 an account remains unpaid for 151 days from the closing date of the statement period on the statement of account, the government credit card contractor may report the delinquency to the credit bureaus and it will appear on the travel cardholders personal credit history. 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. 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. 0000007032 00000 n The statement of account will show the total amount due and the payment due date. En-route common carrier transportation tickets authorized for the IRS employee's spouse or dependents can also be charged to the CBA. F. Outline salary offset procedures to recover travel advances. 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. (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. Initiating appropriate action to notify Labor Relations of delinquent accounts and inappropriate use. The CBA is a credit card account that travelers can use to charge common carrier transportation expenses and is available to: Employees when issuance of the government contractor-issued travel card would adversely affect the IRS mission or put the employee at risk. The cash withdrawal and associated fees are charged to the standard travel card account. Standard travel cardholders are not authorized travel advances from Electronic Travel System (ETS). 0000004421 00000 n Travel cardholders will have approximately 45 calendar days to complete the training after being notified. Employees should use the travel card to the maximum extent possible. Travel cardholders are responsible for disputing timely any incorrect or unauthorized charges that may appear on their statement of account. Training is required to obtain a card and refresher training is required every two years. A credit will not be issued for the paper ticket until the ticket is returned to the TMC. The subject line of the message should be adjusted to read "Exemption Request" before forwarding. 498 28 (6) IRM 1.32.4.2.1.1 (4) h., Exemptions to Mandatory Use of Travel Card Policy, deleted text Employees who have relocated and staying in temporary quarters. Employees are required to use their government travel card for temporary quarters in accordance with the rules governing mandatory use of the government travel card. An additional fee applies for each ticket issued. Travel cardholders are responsible for ensuring that their travel documents have been correctly uploaded into ETS and are legible. A template is a grouping of MCCs assigned to a travel cardholder's account based on anticipated use. More Information is available on the IRS Source website by, selecting Incorrect charges. 0000006406 00000 n Travel cardholders must provide their American Bankers Association (ABA) routing number, account number and dollar amount. Ensuring all employees obtain and use the government travel card for all official travel, except where specifically exempted. (16) IRM 1.32.4.3.1.7, Special Travel Considerations, added bullet (7), Indirect Travel - Personal and Official Travel Combined. If the information is correct, the travel cardholder should activate the travel card by calling the government credit card contractor at the telephone number on the activation sticker. 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. 481 0 obj <>stream Travelers should ensure that: If using ETS, the method of reimbursement should reflect CBA on the transportation ticket and the CGE fee. Travel cards may not be used to purchase personal items like clothing, toiletries, or gifts unless agency guidance is issued for specific items. 0000018897 00000 n Statements of account can be accessed through the government credit card contractors website. 0000003543 00000 n New employees who will travel are expected to obtain and use the government travel card within 45 days after they report to duty. Initiating and completing the dispute resolution process when unauthorized or erroneous/duplicate charges appear on the statements of account. Refer to the Joint Travel Regulations (JTR) [PDF] for information on authorized travel expenses. See IRM 1.32.1, IRS Local Travel Guide for more information. 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. The travel cardholder is responsible for paying undisputed charges timely regardless of whether reimbursement has been received. The travel authorization obligates funds and must be submitted and approved before traveling, except in emergency situations. %PDF-1.4 % and provide the employee due process in compliance with 41 CFR 301-54.100 prior to salary offset; Electronic travel system (ETS) - A web-based, integrated travel booking and reimbursement system that includes authorizations, vouchers and travel reservations for both domestic and foreign travel. 498 0 obj <> endobj xref Employees who combine personal travel with official travel must call Duluth at 866-442-9925. (1) IRM 1.32.4.1.6, Terms/Definitions, deleted the definition for Frequent Travel. Reply . The Inappropriate Use Guide offers specific instances of misuse and their resolutions. WebThe travel account is used for other than authorized purchases, and cancellation is approved by the program coordinator; or It is past due for undisputed amounts at 126 calendar days The ATM withdrawals are limited to $100 per day with an overall withdrawal limit of $1,000 per billing cycle. 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 following payment sources for allowable travel expenses are authorized for travelers who receive an exemption from the mandatory use of the travel card: CBA (for common carrier transportation expenses only). 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). 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. Use of the travel card for temporary quarters is mandatory. The ATM may be used three calendar days prior to the start of travel through the last travel day. 0000019215 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. L. No.105-264). Reviewing travel documents to ensure travel card expense claims are appropriate and business related. Split disbursement - An electronic travel system (ETS) functionally dividing a travel voucher reimbursement between the credit card contractor and the traveler. Travel cards will be declined at merchants whose MCC is not included in the template. Relocating employees and family members may use the CBA for house-hunting trips and en- route travel if the employee does not hold a government credit card. The traveler must then contact the ERC and request expedited assistance to obtain approval to use the CBA and acquire the transportation ticket. The IRS has implemented split disbursement and salary offset procedures for the government travel cards. All potential travel cardholders must first complete the travel card self-study training course. 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. Information regarding electronic credit checks is available on the IRS Source website by, selecting Credit Check. WebThe salary offset provision is currently being coordinated with our bargaining units as well. They may use the ATM feature on their standard travel card for official IRS travel expenses that cannot be charged using the travel card. endstream endobj 459 0 obj <. The travel cardholders are responsible for disputing any incorrect or unauthorized charges that appear on their monthly statements of account timely. A travel card account that was cancelled due to non-sufficient funds or multiple suspensions will not be considered for reinstatement. Failure to pay undisputed charges is a conduct issue that could result in disciplinary action. Cardholders are not required to report to Credit Card Services if they are transferring to a new IRS organization. endstream endobj startxref Employees are required to use split disbursement. Employees are not able to combine personal and official travel reservations in ETS. You owe money to the government and now they're taking it back. Ensuring payments to the government credit card contractor are properly and timely posted to the account. Charging travel expenses of several travelers on one travel card. At this point, Salary Offset will be initiated by the bank. 0000011522 00000 n (11) IRM 1.32.4.2.7.3 (2), Trip Cancellation, updated to remove references to Travel Management Center (TMC) fee and replaced with Concur Government Edition (CGE) reservation fee. (1) This transmits revised IRM 1.32.4, Servicewide Travel Policies and Procedures, Government Travel Card Program. 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. The Individually billed account (IBA) travel card is a government contractor-issued travel card used by authorized individuals to pay for official travel and The Travel and Transportation Reform Act of 1998 (Pub. Refer to the GTCC Regulations for GTCC policy and purpose, general travel card information, and special travel considerations. 0000002883 00000 n 0000015604 00000 n Travel advances are not available to standard travel cardholders. When the IRS receives a written request from the government credit card contractor for collection of travel card indebtedness, the employee will be afforded due process before any salary amounts are withheld. The travel authorization should not be cancelled in ETS and; the Concur Government Edition (CGE) fee is non-refundable. a. Instruction. Both fees are reimbursable to the standard travel cardholder. (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. Correct Answer: Reduced Payment Plan Question: You suspect that a cardholder used their travel card for personal use. Put the relevant date. A restricted travel card does not include a MCC template for miscellaneous expenses. 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. The Military Services may further restrict/define this policy. 0000001692 00000 n Cash from ATMs is only authorized for expenses that cannot be charged to the travel card while in official IRS travel status. Using the government travel card only for travel-related expenses while performing official government travel. Salary offset. The expired card should be properly disposed of by cutting it up. The employee qualifies for an exemption under IRM 1.32.4.2.1.1 (4), Exemptions to Mandatory Use of the Travel Card Policy. Strengthen the IRS travel card program internal controls. Obtaining the cost of the transportation ticket, the cost of the CGE fee and the reservation locator code from the TMC. The traveler will use ETS to complete and sign a travel authorization. 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. The remaining charges should be paid by the statement of account due date. Merchant category code templates - A grouping of MCCs assigned to each individually billed travel cardholder's account based on the travel cardholder's anticipated purchasing activity. Actual bank fees charged for non-payment will not be reimbursed by IRS. trailer <<195A1B81E92C4F0BB0505D6B8FA21F5F>]/Prev 240088/XRefStm 1491>> startxref 0 %%EOF 485 0 obj <>stream 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. Chief Counsel employees arrange travel through their respective Travel Office. The government credit card contractor will reactivate a suspended travel card after payment has been received. Office of Personnel Management Annuity Payments: 25 percent of disposable pay, which is the amount of your pay after deductions required by law are subtracted Social Security Administration Payments: 15 percent of disposable pay Federal Salary Offset: 15 percent of disposable pay Higher limits are provided for special circumstances such as extended travel. New employees who are exempt until they obtain a government travel card. WebGovernment Code Section 19815.4(d) Government Code Section 19816; Government Code Section 19823; Title 2, California Code of Regulations, section 599.859; Title 2, California A copy of the electronic statement of account may be enclosed with the remittance. Reviewing, reconciling and certifying monthly CBA statements of account for payment and sending them to the CFO, Travel Management, Travel Operations office. Go to the e-signature solution to e-sign the form. 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. The Travel Management office is responsible for IRS policies governing the travel card program. 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. Travel advance - A prepayment of estimated travel expenses paid to an IRS employee in advance of authorized official IRS travel. 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. 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. 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. If an account is unpaid 45 days from the statement closing date, the government credit card contractor will send the travel cardholder a "past due" letter. Answer: (1) Split Disbursement (2) Salary Offset (3) Mission Critical Status (4) Reduced Payment Plan 22. Offset may be from federal salary travel advances, travel or relocation voucher reimbursements, 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 who are ineligible for a Government-issued travel charge card or routinely travel less than twice a year (see FSIS Directive 3830.2). The collection of an undisputed, delinquent travel card amount via direct deduction from a travelers payroll account. Travel cardholders are required to complete refresher training every two years. The government credit card contractor may consider salary offset for outstanding undisputed travel card charges suspended accounts. The controls and restrictions on travel card accounts are discussed below. Managers or approving officials should review the TMC itinerary or invoice attached to the voucher to determine how the transportation ticket was purchased. Paying all charges and fees associated with the account timely. 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. 0000002280 00000 n hbbd```b``+@$*dLR`DI@d("@?!#c$4F? An employee who is expected to travel must obtain a government travel card unless exempt. The travel card should be used to the maximum extent possible to charge travel expenses. 0000019352 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.
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