June 6, 2022 —
R 061919Z JUN 22
FM COMCOGARD PSC WASHINGTON DC
SUBJ: GOVERNMENT TRAVEL CHARGE CARD (GTCC) PROGRAM: FINANCIAL AND TRAVEL SYSTEM TRANSITION GUIDANCE - UPDATE
A. ALCGPSC 056/22 GOVERNMENT TRAVEL CHARGE CARD (GTCC) PROGRAM: FINANCIAL AND TRAVEL SYSTEM TRANSITION GUIDANCE
B. ALCOAST 096/22 COMMANDANT DIRECTS STAND UP OF FSMS INCIDENT MANAGEMENT TEAM
C. Government Travel Charge Card (GTCC) Program Policies and Procedures, COMDTINST M4600.18 (series)
D. Joint Travel Regulations (JTR)
E. Personnel & Pay Procedures Manual, PPCINST M1000.0 (SERIES)
1. This message cancels reference (A), further restricts the use of the Centrally Billed Account (CBA), and extends the expanded use of the Government Travel Charge Card (GTCC) Individually Billed Accounts (IBA) to support travel until the Financial Systems Modernization Solution (FSMS) Incident Management Team (IMT) objectives are met as indicated in reference (B). These policy waivers offer a reliable means of financial support, particularly for Permanent Change of Station, Long-Term TDY, and Disaster Evacuation Orders. Members who currently do not possess a GTCC are strongly encouraged to apply for one as soon as possible to prevent unnecessary charges to the CBA.
2. Centrally Billed Account (CBA): FSMS/ETS2 vouchering and reconciliation difficulties with CBA expenditures make it necessary to limit the use of the CBA going forward. Effective immediately, the use of the CBA is suspended with the following exceptions. Any travel previously billed to the CBA may continue under the CBA. Newly arriving accessions, CG Auxiliarists, dependent medical or emergency travel, as well as separation, retirement travel and members who have lost their GTCC privileges may use the CBA for common carrier transportation tickets (air, rail, bus or ship). Personnel who have applied for but not yet received their GTCC may also use the CBA. In these cases, travelers and Approving Officials (AOs) shall include the following statement in the remarks section of travel authorizations: Use of the Centrally Billed Account (CBA) is authorized. Members using the CBA must create a Travel Authorization (TA) in the E-Government Travel System (ETS) so a document number is created and travel is approved (this includes dependent and medical travelers). CBA travel will NOT be authorized without an approved TA unless the travel is needed within 24 hours (immediate/emergency travel). AOs are charged with ensuring the "agency billed" drop down is properly selected in ETS when the CBA is authorized. When members are placed in immediate travel/deployment and the CBA is required, Form 4251 may be used to provide authorization to the Travel Management Center (TMC). In these cases it is the member's responsibility to complete a mandatory TA as soon as possible to create a document number for CBA reconciliation.
3. GTCC Payments: We are making progress in processing claims. 90% of TDY claims that had previous issues have been cleared, but more work remains. Accounts in good standing will continue to be monitored and placed into a mission critical status (MC) until the end of Fiscal Year 2022. This status will keep accounts in an active status and prevent adverse impacts resulting from debt while travel reimbursements are being processed. Travelers shall retain receipts and be prepared to immediately submit vouchers when travel is complete. New GTCC cardholders will immediately be placed into mission critical status. This status is designed to protect cardholders who cannot voucher due to system issues and shall not preclude members who are able to complete vouchers from doing so within three business days of completing travel.
4. Credit Limits: Travelers who require credit limit adjustments as a result of the inability to process travel claim reimbursements should contact their local Travel Manager. Travel Manager authorization to establish credit limits is temporarily increased from $9999 up to $19,999. Any requests above $20,000 will be forwarded to the GTCC program managers for DHS approval. Travel Managers are reminded to lower credit limits when the temporary increase is no longer needed.
5. Disaster Evacuation: GTCC is authorized for Member and Dependent Per Diem for the number of allowable evacuation days limited by the evacuation order and actual days evacuated. GTCC cardholders may withdraw up to $415 per week in cash at ATMs against their GTCC account to cover member and family M&IE Expenses while evacuated under evacuation orders.
6. Permanent Change of Station (PCS) and Long-Term Temporary Duty (TDY): The temporary waiver allowing use of GTCC for PCS and long-term TDY remains in effect. The restrictions contained in reference (C) for PCS greater than 15 days and TDY greater than 21 days are temporarily suspended. Policy regarding authorized purchases remain in effect IAW with references (C) and (D). The GTCC is only for official travel to cover authorized expenditures; however, the temporary policy waiver also remains to cover authorized dependent expenses during PCS.
a. Proper use of the GTCC for PCS consists of the following:
(1) Temporary Lodging Expense (TLE) at the old or new Permanent Duty Station (PDS): Charges related to this expense include lodging and meals while in temporary lodging. See Chapter 5, reference (D) for additional TLE information.
(2) Fuel for Privately Owned Vehicles (POV), but only if POV is the authorized mode of transportation for the PCS travel. This is not a directly reimbursed item; it is paid in the form of a Monetary Allowance in Lieu of Transportation (MALT). MALT is a flat-rate per mile and per vehicle entitlement based on the distance between the old and new PDS, as determined by the Defense Table of Official Distances (DTOD).
(3) Lodging and meals enroute: These items are not reimbursed directly. The member and dependents are entitled to a flat-rate per diem for the number of allowable travel days based on the mode of transportation, not to exceed actual travel days as outlined in Chapter 5, reference (D).
(4) Airfare/Train/Bus/Ferry for the member and concurrently traveling dependents and only if it is the authorized mode of transportation for the PCS travel. Personal travel arrangements made for Leave In Conjunction With Official (LICWO) travel cannot be purchased with the GTCC. See Chapter 3, reference (D) for further details regarding LICWO travel.
(5) Alaska Marine Highway System (AMHS) is paid for using the GTCC and purchased through the TMC service provider.
(6) Tolls and miscellaneous fees may be charged to the GTCC.
b. Misuse: Non-travel related expenditures will still be considered misuse. GTCC may not be used for local travel, team gear, permissive orders, retirement/separation, personally procured moves, during leave, to/from leave site, LICWO travel, or for cash withdrawals exceeding reimbursable amounts. Commanders/Supervisors will ensure travel cards are used only for official travel related expenses. Examples of misuse include, but are not limited to: (a) expenses related to personal, family or household purposes except for authorized PCS expenses, (b) cash withdrawals from an ATM used during non-travel periods or not related to official government travel requirements are "not authorized." This includes but is not limited to any withdrawal of a credit balance remaining on the card, (c) intentional failure to pay undisputed charges in a timely manner, and (d) ATM cash withdrawals taken more than three days prior to official government travel. Cardholders who misuse their travel card may be subject to administrative or disciplinary action, as appropriate.
c. Commands are reminded that particular attention is required for those newly reporting cardholders who typically would not have been issued a travel card from the departing unit. As soon as they have completed their travel claims, ensure the travel card limits are reduced to the $50 minimum limit.
7. GTCC Non-availability/Eligibility: If a GTCC Account cannot be established for a member then the CBA should be used to the maximum extent possible and the member may use a personal credit or debit card for related commercial lodging and M&IE costs. The Travel Management Center (CWT Sato) shall still be used for official travel reservations, including disaster evacuation reservations.
8. Applicability: This policy does not apply to accession, separation, or retirement travel, nor does it affect the payment of advance pay or advance Basic Allowance for Housing to pay for rental deposits. Additionally, this policy does not apply to PCS travel for civilian personnel, Selected Reserve members, or Individual Ready Reserve members as these populations do not use the same order writing and outbound interview processes.
9. GTCC Travel Managers may direct questions to Mr. Michael Duchossois at 703-254-7175 or Michael.A.Duchossois@uscg.mil.
10. Released by: RDML D. C. Barata, Commander, Personnel Service Center (PSC), and RDML J. P. Hickey, FSMS Incident Commander; Director of Operational Logistics (DOL), send.
11. Internet release is authorized.