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DoDEA Travel Card Guidelines - Authorized Use, Payment Methods, and Delinquency Facts

This document provides guidelines for the Department of Defense Education Activity (DoDEA) Travel Card Program, including authorized use, payment methods, and important facts about card delinquency. It also highlights the importance of paying the card on time and using it only for official business travel expenses.

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DoDEA Travel Card Guidelines - Authorized Use, Payment Methods, and Delinquency Facts

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  1. Department of Defense Education Activity (DoDEA) Government Travel Charge Card Program Splash Screens and Handouts TITLETAB Guidelines – Travel Card Use 1 Forget Something… 2 One Great Idea Is… 3 Did You Know? 4 Don’t Forget… 5 Payment Methods… 6 Travel Card “If” Rule 7 Did You Know? Travel Card Charges 8 Travel Card “Delinquency Facts” 9 Did You Know? DTS 10 Change of Address 11 Cash Advance Fees 12 Foreign Currency Transactions 13 POINT OF CONTACT in RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

  2. Guidelines Travel Card Use • Authorized use of the Government Travel Charge Card (GOVCC) is reserved for purchases related to, and made during, official business government travel ONLY. It is each cardholder’s responsibility to ensure they understand the DoD policy relative to GOVCC use. Generally, the GOVCC will be accepted at merchant locations worldwide for the following types of service. • Lodging - Transportation • Auto Rental - Food • Fuel - ATM Access Travel Card DoDEA RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager • (transaction fees apply- Citi Advance Fee/ OCONUS- foreign currency conversion fee)

  3. Department of Defense Education Activity (DoDEA) Travel Card Pay now or… Forget something? …pay more Later!! Your Travel Charge Card payment must be received by the due date on the billing statement! charges a $29 late fee for accounts 61 past due.Note: Citi POINT OF CONTACT in RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

  4. Department of Defense Education Activity (DoDEA) Travel Card Another GREAT idea is… One GREAT idea is… …always prepare your travel voucher within 5 days of travel completion… and use the split disbursement option! …always pay your Travel Charge Card in full and on time!!! POINT OF CONTACT in RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

  5. Did you know? • Use your Government Travel Charge Card • to pay for your OFFICIAL business travel expenses. • DON’Tuse your Government Travel Charge • Card for personal use. • -Submit your Charge Card payment in full for each monthly bill. • DON’T wait to receive your monthly bill to file your travel voucher. • Your Travel Charge Card is issued in your name and liability for payment is your responsibility. Travel Card DoDEA RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager Now you do!

  6. Department of Defense Education Activity (DoDEA) Travel Card Don’t Forget…. When in doubt…. You may NOT use your Travel Card for personal purchases. The GOVCC is for DoD official travel and travel related expenses ONLY! …reread the GOVCC policy or call your local APC. http://www.dodea.edu/offices/fiscal/travel.cfm?sid=3 POINT OF CONTACT in RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

  7. Travel Card Government Card Services Unit (GCSU) Cardholder Assistance Citi GOVCC Payment Methods…. You are responsible for making full and timely payment of all charges to your account, regardless of the receipt of a travel reimbursement. The Citi GCSU is available to provide cardholder assistance 24/7! Worldwide (Toll-Free) Customer Service Numbers Are: Split disbursements are mandatory. You can accomplish a split disbursement by checking block #1 on DD 1351-2, and entering the total amount charged on the GOVCC for travel. EXAMPLE: Add Airline Ticket ($200), taxi ($10), and lodging ($100), and enter $310 in block #1. Select mode of payment under expense tab Primary 1-800-200-7056 Secondary 1-757-852-9076 (Worldwide Collect) POINT OF CONTACT in RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

  8. Travel Card “IF” Rules IF you have questions about a travel expense, contact your Agency Program Coordinator prior to charging it! IF you are not in an official travel status, DON’T CHARGE it! RULE OF THUMB: IF you cannot claim the expense on your reimbursement voucher DON’T CHARGE it! Travel Card DoDEA RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

  9. Did you know? - All charges made with your Travel Card, to include charges that are later reversed, are included on the monthly DoDEA Travel Card Transaction Report. - The monthly DoDEA Travel Card Transaction Report is reviewed and validated each month against the official travel orders to identify potential inappropriate use and/or abuse of the Travel card privileges. - Cardholders are responsible for ensuring they present the correct Travel Card when charging official government travel expenses. The Travel Card Transaction Report lists all charges against the Travel Card, to include charges corrected “after-the-fact” by the cardholder. Travel Card DoDEA RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

  10. Travel Card “Delinquency Facts” • Cardholders will be notified via email when their account is 30 or more days delinquent. • An account more than 60 days delinquent will be suspended by Citi until it is no longer delinquent. The cardholder’s supervisor will be notified of the delinquency. • An account more than 75 days delinquent will incur a non-reimbursable $29.00/month late fee by Citi until it is no longer delinquent. The cardholder’s supervisor will be notified. • Accounts suspended 3 times in a 12 month period due to delinquency will be permanently closed by Citi. • Accounts closed due to delinquency can not be reopened, and the cardholder is thereafter ineligible to apply for a new account. • Accounts closed by Citi due to delinquency are reported to the credit bureau. • - Supervisors are informed of all delinquencies and are required to take action to rectify Travel Card delinquency problems. Travel Card DoDEA RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

  11. Travel Card Program • Did You Know? • Defense Travel System (DTS) • If you are a Government Travel Charge Cardholder, DTS will automatically identify and make payments called “Government Remit” to your Travel Card account for transportation and lodging expenses. • Cardholders may select additional charges to be paid directly to the bank, i.e., ATM, rental cars and meals. • Cardholders are encouraged to validate the expenses on their reimbursement travel voucher prior to submission to DFAS. Validation of your reimbursement voucher may preclude duplicate payments to the Bank and will ensure greater accuracy. Travel Card DoDEA RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

  12. Travel Card Program • Did You Know? • Banking Practices • Change of Address • It is the Cardholders’ responsibility to immediately notify the Bank or their A/OPC of their change of address. • Banking regulations do not authorize billing statements and/or new plastic to be forwarded to a cardholders’ forwarding address. • Consequently, when a statement and/or plastic cannot be delivered to a cardholder’s “address on file,” the statement and/or new plastic are returned to Bank of America, and the cardholders’ account is annotated with “Statement or Plastic Returned.” • Cardholders should call the toll-free Customer Service number at 1-800-200-7056, or contact • their A/OPC to submit a • change of address electronically. Citi Travel Card DoDEA RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

  13. Travel Card Program • Did You Know? • ALL cash advance fees are reimbursable and must be reflected on your travel reimbursement voucher: • ATM Terminal use fees: • The fee is reflected on the ATM receipt. The amount of the fee ($1.00 - $3.00) may vary depending upon the Bank. • Citi does NOT charge an ATM Terminal use fee when using the GOVCC. • Citi Cash Advance Fee: • The fee is NOT reflected on the ATM receipt, but will be included on your billing statement. Cash advance fees are as follows: • $2.00 for amounts $60.00 or less • 3% for amounts over $60.00 Travel Card DoDEA RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

  14. Travel Card Program • Did You Know? • Foreign Currency Transactions • When traveling overseas, your foreign currency transactions may be converted to dollars at the rate of exchange in effect at the time of the purchase. • Determining and validating foreign currency expenses, prior to submitting your reimbursement voucher to DFAS, is generally necessary to ensure accuracy and preclude errors in your reimbursement payments. • Employees who are in the process of preparing a reimbursement voucher for overseas travel can obtain a copy of their GOVCC transactions by contacting this office (Cubicle 8381). You will need to provide your name, and dates and itinerary of your overseas travel, to receive assistance. • Assistance is also available from Citi Customer Service Office at 1-800-200-7056. Travel Card DoDEA RMD/Manpower Analysis Branch Charlotte Pomeroy (703) 588 – 3333 Cubicle 8381 charlotte.pomeroy@hq.dodea.edu Component Program Manager Ericka Cobb (703) 588 – 3212 Cubicle 8380 ericka.cobb@hq.dodea.edu Agency/ Organization Program Manager

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