Complying with the terms and conditions of the Cardholder Account Agreement. The Travel Management office is responsible for IRS policies governing the travel card program. 0000018936 00000 n This instruction is composed of several volumes, each containing its own Salary Offset Program. It should be received within five to seven business days from the date the properly completed application is entered in the government credit card contractor's on-line application system. 498 28 Travel card - A credit card used to pay for authorized official IRS travel and allowable travel related expenses. WebWhen Salary Offset goes into effect, up to 15% of the cardholders disposable income may be withheld and used to pay the delinquent amount. The travel cardholders can withdraw cash from an ATM three days prior to the official travel date of departure through the last day of official travel. Referring requests for petition for salary offset hearing to Government Payables and Funds Management office. The travel cardholder must pay all undisputed charges in full upon receipt of the statement of account. WebGovernment Code Section 19815.4(d) Government Code Section 19816; Government Code Section 19823; Title 2, California Code of Regulations, section 599.859; Title 2, California Offset may be At this point, Salary Offset will be initiated by the bank. Web7) ensure travel charge card contractors establish appropriate travel charge card spending limits and Merchant Category Code (MCC) blocks; 8) use Mandatory Salary Offset as per 301-76 of the FTR. WebUnder 5 U.S.C. 0000003619 00000 n Disputing any incorrect or unauthorized charges that may appear on the monthly statement of account timely. (7) IRM 1.32.4.2.2.1 (1), Authorized/Unauthorized Uses chart changes: added gasoline for a privately-owned vehicle (POV) expense type; for meals changed text from "Yes" to "No" , meals are not authorized for local travel unless in travel status for 12 hours or more; also updated expense type to include Uber. Government credit card contractor - The bank that issues the travel card used by authorized IRS employees to pay for official travel expenses. Put the relevant date. At the time of suspension, any special privileges assigned to the account, such as an increased card limit, will be revoked. Performing periodic audits to ensure that the travel cardholders employment status is current and closing those accounts that remained active after his or her last day of employment. 0000004334 00000 n A directorate of the Defense Support Services Center, under the Defense Human Resources Activity, An official website of the United States government, Government Travel Charge Card Regulations , Overseas COLA Spendable Income Tables Alt, Government Travel Charge Card Regulations [PDF, 46 pages], Travel and Transportation Reform Act of 1998 [PDF, 9 pages], Hosted by Defense Media Activity - WEB.mil. A credit will not be issued for the paper ticket until the ticket is returned to the TMC. Applicants with a FICO credit score of less than 660, or who do not consent to an electronic credit review will receive a restricted travel card. 5514, Installment deduction for indebtedness to the United States. All transactions that post to an account during a cycle are summarized on a statement of account issued by the government credit card contractor. Employees may request an exemption by sending an email with justification to their immediate manager. Additional information regarding the process for using the CBA is available on the IRS Source website by, selecting Travelers Centrally Billed Account process (Electronic travel users). Travel cardholders will receive a statement of account from the government credit card contractor if there is activity on the account or an outstanding balance. Information about the dispute process is available on the IRS Source website by, selecting Canceled trip. IRM 1.36.4, Administrative (Non-Tax) Debt Management, implements the IRS policy for salary offset. The cardholder must contact the hotel to cancel their reservation. 0000019215 00000 n Citi Government Travel Card Cardholder Guide The travel cardholders are responsible for disputing any incorrect or unauthorized charges that appear on their monthly statements of account timely. En-route common carrier transportation tickets authorized for the IRS employee's spouse or dependents can also be charged to the CBA. Disapproved (returned) requests will not include a justification in the email message from ETS. Employees with relocation expense authorizations are required to use the government travel card for house hunting and en-route travel expenses to the new official station. Our Customer Service Center If the manager determines the employee's reinstatement request should be pursued, the employee will be required to complete the on-line travel card self-study training course available on the IRS Source website by, selecting Travel Card Self-Study Training Course. 0000018844 00000 n F. Outline salary offset procedures to recover travel advances. Payments to the government credit card contractor may be made by mail prior to receipt of the monthly paper statement of account. Information regarding the use of the government credit card contractors optional method to expedite payment is available on the IRS Source website by, selecting Travel card payment methods. Employees who are not eligible to receive a government contractor-issued travel card. The government credit card contractor will rarely reinstate a travel card account that was cancelled due to non-payment. Reviewing travel documents to ensure travel card expense claims are appropriate and business related. Merchant category code (MCC) - A standard code assigned to every merchant that accepts a credit card identifying the category of goods, services, or activity they are involved with. When the expiration date shown on the face of the travel card draws near, the government credit card contractor will send the travel cardholder a renewal card automatically. As recently as October, Chalmers had forecast a deficit of almost A$37 billion ($24.47 billion) for the year to end June 2023. Restricted travel cardholders are authorized travel advances through ETS up to 40% of all reimbursable expenses, except transportation, since they do not have ATM privileges. Policy Owner: The CFO is responsible for travel card program policy, and related audits. 0000015512 00000 n GSA provides a list of participating states with their applicable forms. Charging travel expenses of several travelers on one travel card. Defense Finance and Accounting Service Employees are not able to combine personal and official travel reservations in ETS. Indirect Travel - Personal and Official Travel Combined. The task order with the government credit card contractor requires that travel cards be used only for official government travel and related expenses and that resulting statements be paid in full within the statement period. (2) IRM 1.32.4.1.6, Terms/Definitions, deleted the definition for Infrequent Travel. (13) IRM 1.32.4.2.8.2 (1), Suspension and Reactivation, updated the timeframe for suspension of a cardholders travel card account from 66 days to 61 days from the statement closing date on which the charge(s) first appeared, if the account is unpaid. All potential travel cardholders must first complete the travel card self-study training course. Concurring with or rejecting employee requests to use the CBA. Relocating employees and family members may use the CBA for house-hunting trips and en- route travel if the employee does not hold a government credit card. 471 0 obj <>/Filter/FlateDecode/ID[<608322299C1F7C42B559F596E68FE4D4><1FE8327296AE1D4B998EDA280AB1A9AA>]/Index[458 24]/Info 457 0 R/Length 83/Prev 381212/Root 459 0 R/Size 482/Type/XRef/W[1 3 1]>>stream Credit Card Services is responsible for reviewing travel card transaction reports to ensure charges are appropriate and business-related. You owe money to the government and now they're taking it back. debtandclaims - Defense Finance and Accounting Service Using the government travel card only for travel-related expenses while performing official government travel. Payments made by this method will post to the travel cardholders account immediately. The option of consenting to an electronic review by the government credit card contractor is offered at the end of the travel card self-study training course. Chip and PIN - A computer chip embedded in the card and personal identification number (PIN) used to enhance security. Statements of account can be accessed through the government credit card contractors website. Department of Defense INSTRUCTION 0000004422 00000 n The Travel and Transportation Reform Act of 1998 (Pub. WebThe Agency/Organization Program Coordinator (A/OPC) is the primary liaison between you and the bank. Page Last Reviewed or Updated: 29-Jul-2021, Request for Taxpayer Identification Number (TIN) and Certification, Employers engaged in a trade or business who pay compensation, Electronic Federal Tax Payment System (EFTPS), Authorized Centrally Billed Account Users, Individually Billed Account Travel Card Program, Mandatory Use of Individually Billed Account, Exemptions to Mandatory Use of Travel Card Policy, Exemption for Mandatory Use for International Travel, Payment Sources for Travelers with Exemptions, National Treasury Employees Union Use of the Travel Card, Relocation Employees (Special Privileges), Cash from Automatic Teller Machines Access, Record Retention Period for Travel Card Documentation, Travel Vouchers: Relationship to Travel Cards, Payments Returned for Non-Sufficient Funds, Salary Offset for Undisputed Travel Card Debt, Authorized Uses of the Centrally Billed Account, Unauthorized Uses of the Centrally Billed Account, Centrally Billed Account Ticket Authorization Process, Treasury Inspector General for Tax Administration. Employees who combine personal travel with official travel must call Duluth at 866-442-9925. No transaction fee will be incurred and the fare will not be charged to the travel card. Travel cards may not be used to purchase personal items like clothing, toiletries, or gifts unless agency guidance is issued for specific items. Consulting with Labor Relations before meeting with a travel cardholder who is delinquent in paying government travel card bill or who may have inappropriately used the travel card. 0000003742 00000 n The following payment sources for allowable travel expenses are authorized for travelers who receive an exemption from the mandatory use of the travel card: CBA (for common carrier transportation expenses only). A travel card account with an unpaid, undisputed balance 31 days after the statement closing date on which the charge(s) first appeared is considered past due. Card limit - The maximum cumulative amount that can be charged to an individually billed government travel card in any one billing cycle. V. Temporary Members who will PCS before October 2022 and currently do not possess a government travel card are strongly encouraged to apply for one as soon as possible to allow for this option. The accuracy of the assigned MCC is the function of the merchant and MasterCard. All employees are required to obtain and use the travel card for required travel expenses unless they qualify for an exemption as outlined in IRM 1.32.4.2.1.1. Electronic travel system (ETS) - A web-based, integrated travel booking and reimbursement system that includes authorizations, vouchers and travel reservations for both domestic and foreign travel. It is not appropriate to request an increase in the card limit if there is an outstanding balance. The Individually billed account (IBA) travel card is a government contractor-issued travel card used by authorized individuals to pay for official travel and transportation related expenses for which the contractor (bank) bills the employee and for which the employee is liable for paying. The CFO, Deputy CFO , and Credit Card Services share joint responsibility for the Government Travel Card Program. If the account has been full paid and has no history of any payment being made with a check with non-sufficient funds or collection agency involvement, Credit Card Services will forward the request to the government credit card contractor. New employees who are exempt until they obtain a government travel card. (8) IRM 1.32.4.2.4 (1), Cash from Automatic Teller Machines Access, added rental car gas to travel expenses that travel cardholders must pay for with their travel card. hbbd```b``+@$*dLR`DI@d("@?!#c$4F? Payments by check, telephone or on-line that are returned by the government credit card contractor because of non-sufficient funds (NSF) will affect the travel cardholders account. The subject line of the message should be adjusted to read "Exemption Request" before forwarding. Personal use of the travel card or use of the travel card to pay for someone else's travel expenses is prohibited and may result in disciplinary actions. Identifying "CBA" as the method of payment for transportation costs charged to the CBA when filing travel vouchers. A comprehensive guide to travel time pay rules in Californiawhen employees are entitled to be paid for travel time and how to recover those lost wages. As a result, the actual available card limit fluctuates as charges and payments are posted. Travel management center (TMC) - A travel agency operating under General Services Administration (GSA) contract which provides transportation, lodging and rental car services to IRS employees. Travel Time Pay Rules in California (2023): The Ultimate Guide If an account is unpaid 126 days from the closing date on the statement of account in which the delinquent charge(s) first appeared, the government credit card contractor will cancel the cardholders travel card account and revoke all charging privileges. Airport travelers (reservation without ticket or no reservation) - Travelers who arrive at the airport during business hours without an airline ticket and who must use the CBA (due to having no travel card or their travel card was declined), may contact the TMC to secure a reservation. 0000002264 00000 n If the employee does not make full payment or enter into a payment agreement within the 30-day period, collection will begin the next pay period. For most travel cardholders, the card limit is $5,000 per billing cycle. A travel card will be mailed in a plain envelope to the applicant at the statement billing mailing address indicated on the application form. The billing cycle for travel cards closes on the third of each month. Salary Offset is the collection of an undisputed amount via a direct deduction from a cardholders payroll disbursement or retirement annuity on behalf of the travel card vendor for any amount owed. Managers or approving officials should review the TMC itinerary or invoice attached to the voucher to determine how the transportation ticket was purchased. Chief Counsel employees arrange travel through their respective Travel Office. $28.50 Informing the TMC that the CBA will be used to purchase the common-carrier transportation tickets. Upon receipt of the required documentation, Credit Card Services will review the employee's travel card account history. Strengthen the IRS travel card program internal controls. A travel card account with an unpaid, undisputed balance 61 days after the closing date is considered delinquent. Primary Stakeholders: The CFO, Credit Card Services, travel cardholders, CBA users and managers. Requests for a higher limit must be made with the approval of the travel cardholder's manager. Notifying the TMC and Credit Card Services if an authorized trip is cancelled. Travel cardholders who use their government travel card for personal charges could be in violation of the Rules of Conduct. The government credit card contractor will send a statement of account to the individually billed travel cardholder within five business days after the end of the billing cycle. Managers must retain copies of approved manual travel authorizations and vouchers, and all supporting documents for six years. 0000019027 00000 n Charges: Misuse of Government Credit Card WebGovernment Travel Charge Card Program. 0000003552 00000 n Department of Defense Travel Card Cardholder Guide Salary offset Travel cards with air, lodging, and/or rental car transactions without meal spend may be flagged for policy noncompliance. If an account remains unpaid for 151 days from the closing date of the statement period on the statement of account, the government credit card contractor may report the delinquency to the credit bureaus and it will appear on the travel cardholders personal credit history. 0000005834 00000 n If a travel card is declined because of a restriction, refer to the IRS Source website by, selecting Declined transaction. Actual bank fees charged for non-payment will not be reimbursed by IRS. The CBA can only be used for purchasing common carrier transportation tickets and related fees for official IRS travel while employees are in travel status away from their official station. (12) IRM 1.32.4.2.7.4.2 (5), Making/Expediting Payment, deleted text Travel cardholders using this optional payment method will incur a transaction fee. All travel card applications must be in the applicant's name as shown in IRS official personnel records or in approved pseudonym names and must be signed by the applicant. The document is stamped in ETS and the traveler receives a general email message indicating the status. More Information is available on the IRS Source website by, selecting Incorrect charges. The government credit card contractor makes the final determination on whether the account will be reinstated. Cardholders are not required to report to Credit Card Services if they are transferring to a new IRS organization. hb```I,\UB cb2p=\w9l_@%] @++ H6cxix4sB>8;XPH0 qw0et0Ft`$X47a@ :|PrDL&C 0Hn 1AuH#@Zu#R9pO3Q` B All employees are required to obtain and use the IBA travel card for all official travel unless: A vendor does not accept the travel card; The director, Credit Card Services, has granted an exemption (see IRM 1.32.4.2.1.1 (1), Exemptions to Mandatory Use of Travel Card Policy; The manager, International Travel and Visitors Program/Official Passports, in LB&I has granted an exemption; or. 0000000856 00000 n Maintaining statistical and narrative information related to the travel card program. Manual travel voucher records may then be destroyed according to the guidelines for records retention and disposition. Added text The cardholder must contact the hotel to cancel their reservation.. Performing reviews and monitoring travel card program activity. An employee who is expected to travel must obtain a government travel card unless exempt. The manager will complete the Request for Consideration of Reinstatement Form and forward it to Credit Card Services. This card generally carries a credit limit of $3,000.00 and all purchases must be made in accordance with Federal Acquisition Regulations. Australia to Reveal Huge Budget Rebound, Pledge Restraint in The government credit card contractor will not reinstate an account that has a history of payments returned for non-sufficient funds. Special privileges for travel cardholders with relocation expense authorization include an increased card limit and enhanced merchant category code templates. Travelers must pay any remaining travel card charges from a trip that was not directed via split disbursement to the government credit card contractor in ETS. Information regarding each payment method is available on the IRS Source website by, selecting Travel card payment methods. WebFSIS Directive 3830.2 Government Travel Charge Card Program FSIS Directive 4550.2 Garnishment of Wages for Child Support, Alimony and Commercial Debt Program Owner: Credit Card Services is the travel card programs owner and is responsible for related administration, procedures and audits. Restricted travel cardholders are not granted ATM privileges. If the merchant's name and the charge(s) are not recognized by the travel cardholder, the cardholder should immediately contact the government credit card contractor to initiate a transaction dispute so the unrecognized charge(s) can be removed and a new travel card issued. Go to the e-signature solution to e-sign the form. hbbb`b``3 +> q endstream endobj 499 0 obj <>/Metadata 150 0 R/PageLabels 142 0 R/Pages 145 0 R/StructTreeRoot 152 0 R/Type/Catalog/ViewerPreferences<>>> endobj 500 0 obj <>/ExtGState<>/Font<>/ProcSet[/PDF/Text]/Properties<>/Shading<>>>/Rotate 0/StructParents 0/TrimBox[0.0 0.0 216.0 540.0]/Type/Page>> endobj 501 0 obj <> endobj 502 0 obj <>stream Salary offset. The TMC will issue the CBA ticket and notify Credit Card Services of the emergency issuance. Refer to the "Mandatory Use of Travel Cards" Frequently Asked Questions on the IRS Source website for additional guidance. Creditworthiness reviews are an important internal control to ensure that travel cardholders are financially responsible. The PIN will be used at chip enabled merchant terminals and for standard travel cardholders to obtain cash from the ATM for official IRS travel expenses that cannot be charged using the travel card. Travelers should ensure that: If using ETS, the method of reimbursement should reflect CBA on the transportation ticket and the CGE fee. If the travel card becomes worn, damaged, or defective in any way, the travel cardholder can order a replacement card by contacting the government credit card contractor at the telephone number listed on the back of the card. (3) IRM 1.32.4.1.6 (1) (d), Terms/Definitions, added the definition for Concur government edition (CGE) reservation fee. Travel cards will be declined at merchants whose MCC is not included in the template. Travelers are responsible for payment of their IBA charge card bill in accordance with the cardholder agreement, even if the cardholder has not been reimbursed by IRS.
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