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Pay & Personnel News Updates from our Branches

Government Travel Charge Card Program Updates and PCS Reminders

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08 MAY 18
BT
UNCLAS //N04600//
ALCGPSC 069/18
SUBJ: GTCC PROGRAM UPDATES AND PCS SEASON REMINDERS 
A. Government Travel Charge Card (GTCC) Program Policies and Procedures, 
COMDTINST M4600.18 (SERIES) 
1.  This message seeks to raise awareness of general programmatic concerns 
and provide GTCC guidance as we move into the summer transfer season. 
2.  Travel Card Use. In general, cardholders are required to use their travel 
card for all authorized, reimbursable travel expenses unless specifically 
exempt in Ref A. These exemptions include Temporary Duty (TDY) of more than 
21 days, Permanent Change in Station (PCS) duration of over 15 days, cases 
where the card is not accepted by the vendor, or prohibited such as group 
meals where the check cannot be split. Provided below are specific examples 
where card use is not authorized:
     a. Permissive Orders. Permissive orders do not include reimbursement for 
travel expenses and therefore card use is prohibited.  
     b. Team Gear or Equipment. Government material required by multiple 
members of a group or team is not considered a reimbursable travel expense 
for an individual member and must be paid for by other procurement methods. 
     c. Tuition. While conference registration fees including those for 
training conferences may be reimbursable travel expenses, tuition for 
regularly scheduled courses is not.  
     d. Local Travel.  The travel card can only be used when the cardholder 
has travel orders and is not authorized for local travel expenses.   
     e. TDY Over 21 Days. For TDY travel over 21 days, the travel card shall 
not be used unless interim travel claims are submitted at least every 21 days 
which requires the travel orders to be document type 13 orders.  
     f. Leisure in Conjunction with Official Travel. Use of the member’s GTCC 
or the CBA, and the GSA contracted fares for travel other than between 
official duty stations is not authorized. Special rules and fare restrictions 
apply to leisure in conjunction with official travel.  Travelers are 
encouraged to review the Leisure in Conjunction with Official Orders (LICWO) 
FAQ sheet available at https://www.dcms.uscg.mil/Portals/10/CG-
1/psc/bops/GovTrvl/Required-Use-of-TMC-Lodging-FAQs.docx or contact their 
Servicing Personnel Office (SPO) prior to booking any leisure travel. 
3.  Permanent Change of Station (PCS) Issues. Relocation to a new duty 
station can be both exciting and stressful on the member and the family. 
Provided below are a few helpful reminders to ensure cardholders use their 
travel card correctly during the move: 
     a. PCS Duration. If the duration of the PCS travel will exceed 15 days, 
including leave, compensatory absence, proceed-time, and temporary duty in 
conjunction with the PCS, the card shall not be used. This does not apply to 
Temporary Lodging Allowance (TLA). The card may be used to cover hotels and 
meals in conjunction with the TLA entitlement, but reimbursement claims must 
be submitted every 15 days to allow for timely payment of the GTCC bill. In 
the case of Temporary Lodging Expense (TLE), card use is subject to the 15-
day rule addressed above. If PCS travel duration will exceed 15 days, ensure 
the traveler requests a travel advance to cover the expenses. 
     b. Dependent Travel. The GTCC shall not be used for dependent travel 
expenses such as meals, lodging, and transportation tickets. Instead members 
should request travel advances and ensure their PCS travel orders authorize 
the use of the Centrally Billed Account (CBA) for dependent travel. 
     c. Transportation of Household Goods. The GTCC is not authorized for the 
transportation of household goods (for example: U Haul rental), privately 
owned vehicles, mobile homes and boats per Ref A. This includes Personally 
Procured Moves (PPM). 
     d. Alaska Marine Highway System (AMHS) Reservations.  Personnel 
traveling into or out of Alaska via the AMHS ferry system are encouraged to 
review the current data on reservations and cancellation policies detailed on 
the following website - 
https://www.dcms.uscg.mil/GOVTrvl/Traveler_Information/#AMHS_Reservation_Poli
cy_Change .
     e. Trailers/Recreational Vehicles (RV).  Movement of a trailer (boat, 
camper, U Haul) or even driving an RV is not a reimbursable travel expense 
and therefore associated expenses are not authorized to be charged to the CBA 
or the Individually Billed Account. This is particularly important for travel 
within the northwest that involves the Alaska Marine Highway System.  This 
would be considered part of a Do It Yourself (DITY) move and reimbursable 
under a separate process.
     f. Lodging Reservations.  Lodging reservations for PCS travel do not 
need to be made via the Travel Management Center (TMC) - ADTRAV.  
     g. City Pair Program Fares and Pets.  Travelers are reminded of the 
requirement to purchase GSA City Pair Program fares for official travel via 
the TMC.  In cases where the family includes pets and the GSA airline fares 
do not accommodate their travel, the member should consider the travel as 
LICWO for one or more travelers who need to travel with the pet on a non-GSA 
contract flight.  This travel must be paid for with a personal credit card, 
cannot use other contracted government fares (often called DG fares), and the 
reimbursement would be limited to the lower of the actual cost or the GSA 
Contracted fare cost.  
     h. Credit Limit Increases. As part of your travel preparations, 
travelers should verify the credit limit on their GTCC is sufficient to meet 
their authorized, reimbursable travel expenses. Cardholders can view their 
credit limit in Direct Access under the Self-Service, Employee, View, My 
Credit Card Data or by contacting their Travel Manager who can also increase 
the limit if needed. 
4.  Critical Travel Card Address Updates. In the next few weeks, DHS will 
award a task order under the new GSA SmartPay3 contract to a new bank for the 
Travel Card Program.  This bank will not be JPMC.  It is critical that all 
cardholders ensure their mailing address in the current JPMC bank system is 
up-to-date through the entire summer.  New travel cards will be mailed out 
during Sep-Oct 2018 by the new bank.  GTCC cardholders are reminded that they 
need to contact the bank any time their mailing address changes.  There is no 
data connection between Direct Access and the bank system for the cardholder 
address so these updates are not automatic.  The bank may be reached by 
calling the number on the back of the GTCC, 888-297-0781.
5.  All questions should be directed as follows: 
     a. Cardholders shall direct GTCC questions to their unit GTCC Travel 
Manager. Members can determine who their supporting Travel Managers are under 
the contacts page located at https://www.dcms.uscg.mil/GOVTrvl/Contacts/ . 
     b. GTCC Travel Managers: direct questions to Ms. Carlene Curry at 703-
258-5996 or Evelyn.C.Curry@uscg.mil or Mr. Matt Ruckert at 703-201-3080 or 
Matthew.T.Ruckert@uscg.mil.
6.  Released:  CAPT G. T. Prestidge, Commander, Personnel Service Center. The 
Service Center for our most important resource – Our People.
7.  Internet release is authorized.