Merchant category codes (MCC) are four-digit numerical standard codes that identify the type of goods and/or services the merchant provides. All transactions that post to an account during a cycle are summarized on a statement of account issued by the government credit card contractor. The ETS retains copies of the receipts for six years after fiscal year in which travel occurred. Labor has also promised to honour a commitment by the previous government to slash income taxes from 2024/25, cuts that are projected to cost a budget-busting A$254 billion over the first 10 years. Each travel card reflects an individual billed account established in the travel cardholder's name. 0000007533 00000 n 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. 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. 0000015173 00000 n 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. Standard travel cardholders are not authorized travel advances from Electronic Travel System (ETS). When the expiration date shown on the face of the travel card draws near, the government credit card contractor will send the travel cardholder a renewal card automatically. Both fees are reimbursable to the standard travel cardholder. Reviewing travel authorizations for appropriate information and approvals. Travel cardholders must be proactive in securing credits resulting from a dispute from merchants timely. IV. Answer: (1) Split Disbursement (2) Salary Offset (3) Mission Critical Status (4) Reduced Payment Plan 22. 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. At a minimum, employees must use the government travel card to pay for transportation, lodging and rental cars. For example, if a travel cardholder account is suspended in May 2020, the suspension will continue to be considered as the first suspension until May 2021 when it will drop-off of the 12-month calendar. 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. All employees who are required to travel must obtain and use the travel card for all official travel and transportation-related expenses. New employees who will travel are expected to obtain and use the government travel card within 45 days after they report to duty. DTMO is also responsible for developing, coordinating, and maintaining the Government Travel Charge Card Regulations [PDF, 46 pages]. If the account remains unpaid at 55 days, the government credit card contractor will send the travel cardholder a pre-suspension notification. WebFSIS Directive 3830.2 Government Travel Charge Card Program FSIS Directive 4550.2 Garnishment of Wages for Child Support, Alimony and Commercial Debt The remaining charges should be paid by the statement of account due date. Standard travel cardholders cannot request a travel advance. If the travel card becomes worn, damaged, or defective in any way, the travel cardholder can order a replacement card by contacting the government credit card contractor at the telephone number listed on the back of the card. Paying all charges and fees associated with the account timely. Authorizing the TMC to issue tickets that are charged to the CBA. At this point, Salary Offset will be initiated by the bank. The due date is 25 calendar days from the closing date on the statement of account in which the charges first appear. Approving or disapproving employee travel authorization requests. 458 0 obj <> endobj xref The Letter of Understanding between the director, Workforce Relations Division, and NTEU defines hardship as employees who have a history of personal or work-related credit card problems and employees whose religious tenets object to the use of credit cards in general. The mandatory use of the travel card enables the IRS to obtain rebates offered by the credit card contractor. WebWhen Salary Offset goes into effect, up to 15% of the cardholders disposable income may be withheld and used to pay the delinquent amount. 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 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 codes limit purchases to travel-related expenses. If a reservation is cancelled prior to ticketing, no transaction fee is incurred. Each charge and credit transaction that posts to the travel cardholder's account during the billing cycle will be itemized on the statement of account. The Government Travel Charge Card (GTCC) Program provides travelers with a safe, effective, convenient, and commercially available method to pay for official travel expenses. 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. Now, analysts expect it to be closer to A$5 billion. No more than 15% of the employee's disposable pay per pay period will be collected under this procedure. 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. This IRM provides information for the Government Travel Card Program including the IBA and the CBA programs. Approving requests for travel card account maintenance changes such as card limits and cancellations. Split disbursement is the ETS default payment method. The following chart describes the internal controls in place for using the government travel card: The following terms and definitions apply to this program. 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. Travel card activity is restricted by the MCC assigned to the travel cardholder's account. 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. Information about the dispute process is available on the IRS Source website by, selecting Canceled trip. 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. The government credit card contractor will reactivate a suspended travel card after payment has been received. 0000003628 00000 n The Inappropriate Use Guide offers specific instances of misuse and their resolutions. Service Members Are Responsible Outstanding government travel credit card bills can result in a negative reporting on the service members civilian credit report, and the Department of Defense may salary offset a portion of the service members salary to pay the government travel credit card bill. When properly submitted travel claims are not paid by IRS within 30 days, IRS will reimburse a late payment fee. A supervisor signature is also required at most agencies. SUBJECT: Commercial Travel Management: DoD Government Travel Charge Card (GTCC) Program . 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 301-76 of the FTR. 0000019260 00000 n 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. 0000015659 00000 n WebThe Agency/Organization Program Coordinator (A/OPC) is the primary liaison between you and the bank. This generally, will occur two to four weeks prior to the expiration date. The Office of Management and Budget (OMB) Circular A-123, Appendix B, Chapter 6, Creditworthiness, requires all agencies to perform a credit check on new travel card applicants using a Fair Isaac Corporation (FICO) credit score. 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. The collection (by deduction from the amount of pay owed to a Service member 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. 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. 0000015567 00000 n 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. 0000019119 00000 n 0000007069 00000 n 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. 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 are required to use split disbursement. (15) IRM 1.32.4.2.9 (1) h., Travel Card Account Changes, deleted text "Transferring an account to a new IRS organization." All potential travel cardholders must first complete the travel card self-study training course. GTCC bank will notify collection agencies and national credit bureaus when the account remains unpaid If the merchant's name and the charge(s) are not recognized by the travel cardholder, the cardholder should immediately contact the government credit card contractor to initiate a transaction dispute so the unrecognized charge(s) can be removed and a new travel card issued. The accuracy of the assigned MCC is the function of the merchant and MasterCard. (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. 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. Disputing any incorrect or unauthorized charges that may appear on the monthly statement of account timely. The Individually billed account (IBA) travel card is a government contractor-issued travel card used by authorized individuals to pay for official travel and transportation related expenses for which the contractor (bank) bills the employee and for which the employee is liable for paying. 0000002280 00000 n ;+!sE~3@4qfN6 }nuJi3M7H486(uB@Smlg [9]@ Disputed item - An erroneous, duplicate, or over charge that appears as a transaction on an individually billed travel cardholder's statement of account. 481 0 obj <>stream Restricted travel cardholders are not granted ATM privileges. 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. IRM 1.32.11, IRS City-to-City Travel Guide, 5 U.S.C. Refer to the GTCC Regulations for GTCC policy and purpose, general travel card information, and special travel considerations. 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. *"r6f8QHYpYJ (PH$5rUL I\ZOH. 0000015604 00000 n (14) IRM 1.32.4.2.8.5 (1), Cancellation, updated timeframe for when the government credit card contractor will cancel a cardholders travel card account to 126 days from the closing date on the statement of account in which the delinquent charge(s) first appeared. Payments made by this method will post to the travel cardholders account immediately. All employees are required to obtain and use the IBA travel card for all official travel unless: A vendor does not accept the travel card; The director, Credit Card Services, has granted an exemption (see IRM 1.32.4.2.1.1 (1), Exemptions to Mandatory Use of Travel Card Policy; The manager, International Travel and Visitors Program/Official Passports, in LB&I has granted an exemption; or. 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. Which item is a benefit of using the travel card? So, you must quickly turn in your travel claims and apply your reimbursement to your total Added text The cardholder must contact the hotel to cancel their reservation.. Our Customer Service Center 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. The travel card can only be used for official government travel and travel-related expenses while in official travel status. Employees are not able to combine personal and official travel reservations in ETS. At the time of suspension, any special privileges assigned to the account, such as an increased card limit, will be revoked. 0000018805 00000 n WebOpen the template in our full-fledged online editing tool by clicking on Get form. 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. Restricted travel cardholder - A travel cardholder who did not consent to an electronic credit check or had a credit score of less than 660. Information and procedures regarding account maintenance changes are available on the IRS Source website. Special privileges are removed from the travel cardholder's account at the end of the relocation travel period. WebCiti Government Travel Card. The duration may be permanent or for a specific time period and should reflect the travelers business needs. If the account is reinstated and becomes past due again, Credit Card Services will cancel the account. 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. 0000006406 00000 n This coverage will be secondary to the Common Carriers liability and only for the amount not covered by them. New employees who have not yet obtained their own travel card. (a) Purpose and scope. Travel cardholders will have approximately 45 calendar days to complete the training after being notified. Once you complete it, the A/OPC will submit the application for your travel account to the bank. Travel cardholders are responsible for disputing timely any incorrect or unauthorized charges that may appear on their statement of account. As a result, the actual available card limit fluctuates as charges and payments are posted. 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 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. Travelers may review the justification and/or status of a pending request by selecting Digital Signature from the pull-down list located at the bottom of the ETS screen. 0000001692 00000 n %PDF-1.6 % Put the relevant date. The billing cycle for travel cards closes on the third of each month. and provide the employee due process in compliance with 41 CFR 301-54.100 prior to salary offset; 0000001857 00000 n The personal ticket must be a fully refundable fare open to the public; otherwise, if official travel is canceled the employee will be responsible for the non-refundable fare. Selection for salary offset is made at the government credit card contractors discretion using established collection criteria. 498 0 obj <> endobj xref The authority for federal agencies to collect undisputed delinquent amounts incurred on an employee's travel card from the employee's disposable pay is contained in the Travel and Transportation Reform Act of 1998 (Pub. Page 2 . The manager will complete the Request for Consideration of Reinstatement Form and forward it to Credit Card Services. 0000003552 00000 n 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. Exceptional dedicated customer services, wherever you are. Approved (authorized) requests will route to the traveler's manager for review and approval of the trip. Policy Owner: The CFO is responsible for travel card program policy, and related audits. It is the travel cardholder's responsibility to ensure payments are posted as designated in ETS. See 1.32.4.2.8.2 for additional information on suspended accounts. Due to the government credit card contractors required review of the account, the request could take several weeks to process. hb```I,\UB cb2p=\w9l_@%] @++ H6cxix4sB>8;XPH0 qw0et0Ft`$X47a@ :|PrDL&C 0Hn 1AuH#@Zu#R9pO3Q` B The GTCC also offers insurance coverage for rental cars, lost luggage, and personal injury, and provides cardholders with better payment terms. (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. Last-minute travel - For last-minute travel, defined as Friday afternoon or weekend travel notification, the traveler may contact the TMC for transportation tickets. ~VR yDv@aR sCC2@PPYc0_PYfKP+\b4 &4$bl%/20$ i 6[#Iu]mNag`0evdSV(|+G>TeC,)Xp7 h2f %@zH00(UMg` Information and procedures regarding travel card problems are available on the IRS Source website. An additional fee applies for each ticket issued. 458 28 Reply . 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. Travel cardholders will be notified via email with detailed instructions when they are required to complete the refresher course. If the dispute is not initiated within the 90-day time-frame, the cardholder will be responsible for paying the charge(s). The Military Services may further restrict/define this policy. Ensuring payments to the government credit card contractor are properly and timely posted to the account. Employees should use the travel card to the maximum extent possible. PURPOSE . PINs are used to obtain cash for official IRS travel expenses that cannot be charged using the travel card. The cash withdrawal and associated fees are charged to the standard travel card account. The IRS will notify the employee in writing of its intention to collect the debt. (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. 0000007032 00000 n Information regarding the split disbursement feature in ETS is available on the IRS Source website by, selecting Travel card payment methods. Use of the travel card is mandated by the Travel and Transportation Reform Act of 1998 [PDF, 9 pages]. 0000019352 00000 n If an electronic ticket was issued using the CBA, the traveler must notify the TMC of the cancelled trip immediately and request issuance of a credit. 498 28 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). The travel cardholder should prepare a travel voucher to claim reimbursement for the CGE fee. Government Travel Card Program. Record retention guidance is available on the IRS Source website by, selecting New travel card requests. The government credit card contractor makes the final determination on whether the account will be reinstated. Employees for whom the issuance of a government travel card would adversely affect the mission of IRS or put the employee at risk. 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. Travel cardholders are required to complete refresher training every two years. Some states provide a lodging tax exemption for federal employees on official business. A credit will not be issued for the paper ticket until the ticket is returned to the TMC. 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. No transaction fee will be incurred and the fare will not be charged to the travel card. Ensuring that airfare/train and reservation fees charged to the CBA have the form of payment shown as CBA (not personal or Government Travel Card) on the employees travel voucher. 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. Let us have a look at your work and suggest how to improve it! The travel cardholders may use the government credit card contractors phone pay service to expedite payment by telephone using an electronic check service. The salary offset provision arises under the debt collection procedures in 41 CFR 301-76.100 , which provide due process rights to employees, including written notice and the right to request a review of the debt. $28.50 5514, Installment deduction for indebtedness to the United States. Use of the travel card for temporary quarters is mandatory. Correct Answer: Reduced Payment Plan Question: You suspect that a cardholder used their travel card for personal use. The travel card should be used to the maximum extent possible to charge travel expenses. The controls and restrictions on travel card accounts are discussed below. Payments by check, telephone or on-line that are returned by the government credit card contractor because of non-sufficient funds (NSF) will affect the travel cardholders account. Refer to the Joint Travel Regulations (JTR) [PDF] for information on authorized travel expenses. Travel cardholders are responsible for ensuring that their travel documents have been correctly uploaded into ETS and are legible. 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). The Travel Management office is responsible for IRS policies governing the travel card program. Upon receipt of the travel card, travel cardholders must verify the accuracy of the information on the transmittal document and on the travel card. 0000003543 00000 n Upon receipt of the required documentation, Credit Card Services will review the employee's travel card account history. Initiating and completing the dispute resolution process when unauthorized or erroneous/duplicate charges appear on the statements of account. 0000005834 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. 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. The collection of an undisputed, delinquent travel card amount via direct deduction from a travelers payroll account. Invitational travel - The business unit will designate an IRS employee to serve as a representative for the invitational traveler. Employees who combine personal travel with official travel must call Duluth at 866-442-9925. Payments to the government credit card contractor may be made by mail prior to receipt of the monthly paper statement of account. 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. The travel cardholders must file their travel vouchers promptly since all travel card charges must be paid within 25 calendar days from the closing date of the statement of account on which they appear. L. No.105-264). Use this form Questionable charges on a travel cardholder's statement of account will be referred to management through the appropriate Labor Relations office for further investigation and resolution. 0000003742 00000 n 0000011511 00000 n The expired card should be properly disposed of by cutting it up. The travel authorization should not be cancelled in ETS and; the Concur Government Edition (CGE) fee is non-refundable. Web"Salary offset" is fancy talk for wage garnishment. The subject line of the message should be adjusted to read "Exemption Request" before forwarding. The travel cardholder must pay all undisputed charges in full upon receipt of the statement of account. Statement of account - A summary of transactions (debits and credits) posted to the individually billed travel cardholders account during the billing cycle. Payments may be expedited using the on-line payment feature on the government credit card contractor's website. If an employee's travel card account has been suspended or cancelled for non-payment and, then, the employee is required to travel, the following sources of payment for allowable travel expenses are authorized: CBA for common carrier transportation expenses only, Personal funds/personal charge cards, except for purchases of common carrier tickets over $100. The travel card cannot be used to pay for travel expenses of employees performing NTEU business unless the IRS has approved it. 0000004422 00000 n Assisting travel cardholders with travel card account maintenance changes. 0000001491 00000 n The government credit card contractor charges a fee of two percentage of the amount of the cash advance for the service. See IRM 1.32.11.7.7, Claiming Reimbursements. 0000006471 00000 n WebSalary Offset: The process of collecting an undisputed, delinquent travel card amount due by direct deduction from an employees payroll payment or retirement annuity. New employees who are exempt until they obtain a government travel card. Credit Card Services will notify the manager of the government credit card contractors decision. Statements of account can be accessed through the government credit card contractors website. WebThe Act allows an agency to collect from an employee's disposable pay any undisputed delinquent amounts that are owed to a travel charge card contractor, upon written request 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.
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