AFH 1 · Chapter 12 · Section 12.19

Government Travel Charge Card (GTCC)

Part of Developing Self · 3 sections · ~1094 words · WAPS PFE study material

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GTCC Purpose, Agency Program Coordinators, and Card Use

GTCC Program Intent

GTCC Purpose

The GTCC program is intended to facilitate and standardize Department of Defense travel, providing travelers a safe, effective, convenient, commercially available method to pay for expenses incident to official travel, including local travel.

Why GTCC Exists

GTCC Benefits

The travel card is used to:

Improve cash management
Reduce administrative workloads
Facilitate better service to travelers

GTCC Cost Savings

In addition, because of the refund feature of the travel card program, the program results in cost savings for the Department of Defense.

Agency Program Coordinators (APCs)

APC Definition

An APC is an individual (uniformed member, employee, contractor, or foreign national) designated in writing by a commander or director as responsible for the management of the GTCC program.

APC Responsibilities

APC Hierarchy Management

APCs are responsible for managing the travel card program within their hierarchy.

Reference

GTCC Regulation Reference

Department of Defense GTCC Regulation describes policies and procedures set forth through the DAF GTCC program.

Card Use

GTCC Mandatory Use

Unless otherwise exempted, all Department of Defense personnel are required to use the government-sponsored, vendor-issued GTCC for all expenses arising from official government travel.

Mandatory Categories

GTCC Mandatory Expenses

These expenses include:

Lodging
Transportation expenses
Local ground transportation
Rental car expenses authorized on travel orders

Incidental Use During Travel

Incidental Card Use

Cardholders, while in an official travel status, may use the card for non-reimbursable incidental travel expenses, such as:

Rental movies
Personal telephone calls
Exercise fees
Beverages

…when these charges are NOT part of a separate room billing or meal.

Pay All Charges

Pay All Via Split Disbursement

The cardholder is required to pay all charges (whether reimbursable or non-reimbursable) via split disbursement.

GTCC — Cash Advances, PCS Coordination, Payments, and Card Abuse

Cash Advances

Cash Advances Allowed

Cash advances may be made with the GTCC to pay for travel-related expenses.

ATM Advance Window

ATM 3-Day Window

Automated teller machine advances will NOT be obtained earlier than three working days before scheduled travel and are limited to authorized expenses exempt from mandatory card usage:

Meals
Incidentals
Miscellaneous expenses

ATM Fees

ATM Fees Bundled

Transaction fees for automated teller machine use are part of the incidental expense portion of per diem and are therefore NOT separate reimbursable expenses.

Permanent Change of Station Coordination

PCS GTCC Required

Individuals are required to use the GTCC during a PCS.

PCS Credit Increases

Credit limit increases and deferred payment options are available to accommodate the extended travel times of a PCS move.

GTCC Current During PCS

GTCC bills must be kept current while in a PCS status.

APC Notifications

The cardholder must notify:

The losing APC before departing the old duty station
The gaining APC upon reporting to the new duty station

Losing APC Actions

The losing APC will:

Update the travel card account to reflect "mission critical" status
Set a future date in the travel card company's system to deactivate the cardholder's account based on the PCS travel order report no later than date
Submit a transfer request to the travel card vendor so the individual is removed from that unit's reporting hierarchy level

Gaining APC Actions

The gaining APC will:

Ensure the transfer request is processed by the travel card vendor when the member arrives at the new station
Clear the deactivation date within the travel card vendor's system

How to Pay the Card Company

Cardholder Payment Responsibility

Cardholders are responsible for payment in full of outstanding balances due in the monthly billing statement from the travel card vendor.

Pay Within Cycle

Payments should be made promptly within the current billing cycle.

Split Disbursement Mandatory

Military service members must use the split disbursement feature in DTS, which automatically pays the credit card vendor for credit card charges incurred while on official travel.

Card Abuse

Official Status Only

The cardholder will only use the GTCC while in official travel status.

Misuse Not Tolerated

Commanders or supervisors will NOT tolerate the misuse of the GTCC.

Misuse Consequences

Cardholders who misuse their GTCC are subject to appropriate administrative or disciplinary action.

GTCC Delinquencies — Critical Day-Past-Due Timeline

Payment Responsibility

Cardholder Pays in Full

Cardholders are responsible for payment in full of the amount stated on the monthly billing statement.

31 Days Past Due — Suspension

31 Days = Suspended

Accounts that reach 31 days past due will be suspended and the cardholder will need to contact their respective Agency Program Coordinator (APC) to resolve the issue.

61 Days Past Due — Due Process Letter

61 Days = Due Process

For accounts that reach 61 days past due, the GTCC vendor will send a due process letter and impending salary offset procedures directly to the cardholder.

Letter Content

The letter will advise intent to submit account for salary offset status unless:

Balance is paid in full within 30 days, OR
An acceptable Reduced Payment Plan has been reached between the cardholder and the GTCC vendor

75 Days Past Due — First Late Fee

75 Days = First Late Fee

The first late fee is charged at two cycles plus fifteen days past due (day 75), and then another fee is assessed each cycle thereafter until the past due/delinquency amount is paid in full.

96 Days Past Due — Salary Offset

96 Days = Salary Offset

The travel card vendor will submit accounts that are 96 days past due for salary-offset processing to Defense Finance and Accounting Services (DFAS).

DFAS Calculations

DFAS will calculate:

Salary Offset start and stop dates
Number and amount of payments

Salary Offset Fees

Fees will also be added to the balance on the account when it is enrolled in Salary Offset and are NOT reimbursable.

181 Days Past Due — Charged Off

181 Days = Charged Off

Accounts 181 days past due will be considered in charged off status regardless of whether or not the cardholder is still enrolled in salary offset and payments are continuing to be made.

Charged Off = No Reinstatement

Cardholders in this situation are considered no longer eligible to be reinstated even when the balance is paid off.

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