Each agency or department receives a rebate based upon the total amount of travel expenses that are charged to the government card. A service member using a government travel credit card for official travel has the obligation to understand all the rules for how it can and can not be used. There are a lot.
In addition, each individual trip may have its own specific authorizations. For example, you may be authorized a rental car on one trip but not on the next trip. Once you go to enter the travel claim into the Defense Travel System DTS , you have to know how to code each item properly.
It can be overwhelming for those who are new to the system or who don't travel frequently. Military members are responsible for paying their government travel credit card bills promptly, regardless of whether they have been reimbursed by the military.
This can create stress and financial hardships. Outstanding government travel credit card bills can result in a negative reporting on the service member's civilian credit report, and the Department of Defense may "salary offset" a portion of the service member's salary to pay the government travel credit card bill.
This can happen even when the service member has filed a legitimate travel claim in an accurate and timely manner.
Anyone who has ever used the DTS to file a travel claim knows that it can be difficult. This is a problem because of the issue above. When DTS is hard, it is that much harder for service members to file their claims efficiently.
There are no provisions in the government travel card system for things that can delay billing and repayment. This might include submarine service, deployments, time in the field. Because the government travel credit card is tied only to the service member, there is no provision for a spouse , friend, or co-worker to make payments or handle problems. Service members may be placed in "mission critical" status to be allowed additional repayment time, but this requires that they be able to communicate with their Component Program Manager, relay the necessary information, and that their Component Program Manager is in a situation where they can make these changes.
It's an imperfect system. The same problems occur with PCS moves. As the service member changes commands and addresses, information can be lost or changed incorrectly.
Do be aware that vendors report to the Department when the card is used for non-travel related expenses. Do submit payment in full for the travel card bill before the statement due date.
Do respond in a timely manner to your operating division and bank on receipt of a delinquency notice. A mutual agreement can be reached to rectify any problem immediately. Do contact the bank customer service number in a timely manner if you have questions about your monthly bill. Do retain your receipts while on travel so you have accurate information to file a travel claim and to reconcile your monthly statement. Do file your travel Voucher within five 5 business days after trip completion.
Do use Split Disbursement. Prior to traveling, remember to contact the travel card vendor to establish a personal identification number to gain ATM access. Another area that may cause travelers some confusion is determining what is considered an incidental expense in regards to official travel. Automatic teller machine fees, baggage tips and transportation tips are part of daily incidental expenses and cannot be claimed under a separate expense.
This will ensure that cardholders are up to date on what is and is not an allowed purchase with the GTCC. Finally, remember that all claims have to be submitted within five days of completion of your travel. Actions available when military personnel misuse the travel card include counseling, admonishment, reprimand, non-judicial punishment Article 15, Uniform Code of Military Justice UCMJ , court-martial and administrative separation. Civilian personnel who misuse or abuse the travel card may be subject to appropriate administrative or disciplinary action up to, and including, removal from federal service.
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