2015 GTCC SOP NEW YORK ARMY NATIONAL GUARD GOVERNMENT TRAVEL CHARGE CARD (GTCC) STANDARD OPERATING PROCEDURES (SOP) The practices listed in this SOP are recommended guidelines for success within the Government Travel Charge Card program. LTC Michael S. Murphy New York Army National Guard NYARNG GTCC SOP i Comptroller 25 August 2015 This Page Intentionally Left Blank NYARNG GTCC SOP 2 TABLE OF CONTENTS Page SECTION I – Introduction pg. 4 Responsibilities pg. 4 a. USP&FO pg. 4 b. Financial Manager pg 4 c. APC pg. 4 d. LPC pg. 6 e. Commanders/Supervisors pg. 7 f. Cardholder pg. 8 SECTION II - Hierarchy Levels pg. 9 SECTION III - Account Activation & Maintenance pg. 10-15 SECTION IV - Travel Settlement & Split-disbursement pg. 15 SECTION V - Travel Card Delinquency & Abuse pg. 16-19 SECTION VI - Centrally Billed Accounts (CBA’S) pg. 20 SECTION VII - Training pg. 21 SECTION VIII - APC Travel Card Reports pg. 21-23 Appendix A - References pg. 24 Appendix B - GTCC Application Forms pg. 29-28 Appendix C - LPC Appointment / Termination Record pg. 29 Appendix D – Potential Abuse Notification pg. 30-32 Appendix E - Delinquency Notification pg. 33-36 Appendix F - Reinstatement Memo from Commander pg. 37 Appendix G - APC Duty Description pg. 38 Appendix H - SECDEF Policy Memorandum pg. 39-48 Appendix I - Citibank CCRS Reports pg. 49-62 NYARNG GTCC SOP 3 SECTION I – INTRODUCTION 1. Purpose: The purpose of this document is to provide New York Army National Guard (NYARNG) travelers with guidance for using the Government Travel Charge Card (GTCC) program. This document establishes local policies as well as administrative, transportation, and financial standard operating procedures for all NYARNG users with a GTCC. The United States Property and Fiscal Office (USP&FO) for New York, Comptroller Division is the proponent for GTCC and will provide updates to these standard operating procedures as changes occur. 2. References: Required and related publications are listed in Appendix A. 3. Responsibilities: a. The United States Property and Fiscal Office (USP&FO) will: (1) Ensure the GTCC program follows DoD, DA, NGB and other regulatory and statutory guidance, policies and procedures. (2) Ensure an annual management control evaluation is conducted for the state and corrective action is taken where appropriate. b. The Financial Manager (FM) will: (1) Ensure the Agency Program Coordinator (APC) function is afforded enough time to properly manage all aspects of the GTCC program. (2) Ensure the GTCC program for the state complies with all DoD, DA, and NYARNG policies, regulations and this SOP. (3) Advise the USP&FO and senior leadership on local policies and procedures pertaining to the GTCC program. (4) Ensure the APC receives formal APC training within 90 days of appointment as the APC. (5) Ensure the APC reviews, at a minimum, the transactions of 10% of all active accounts on a monthly basis for fraud or abuse and reports all unauthorized transactions to the NYARNG COS for command emphasis. c. The APC will: (1) Receive formal APC training within 90 days of being appointed as an APC. Formal training can be attained through hands on training with the GTCC contractor, or online via TraX. https://www.defensetravel.dod.mil/passport NYARNG GTCC SOP 4 (2) Conduct initial and refresher briefings for Soldiers/employees on the GTCC program. Refresher training is required every three years in accordance with the DoD FMR Vol. 9, Ch 3, 030802. (3) Under supervision; manage and administer the GTCC program for the NYARNG. (4) Request, receive, and analyze reports provided by the GTCC contractor’s on- line program. DA policy requires that transactions for at least 10% of active accounts be reviewed on a monthly basis and report all unauthorized transactions to the Card Program Manager (CPM) APC in accordance with the Revenue Memorandum Circular- Financial (RMC-F) 09-155 (Individually Billed Account Monthly Reporting Requirements). It is NYARNG policy to review 100% of all reports. A review of all the transactions listed on abuse and delinquency reports will satisfy this requirement. Develop and provide management reports to senior leaders indicating delinquency and abuse trends. (5) Review open GTCC accounts on a monthly basis to identify and close accounts for separated personnel, or federal employees who do not qualify as frequent travelers. Deactivate, close or transfer GTCC for personnel retiring or transferring in accordance with HQDA policy. (6) Maintain cardholder files as outlined ASA (FM&C) memorandum (referenced) in a secure area to protect the right to privacy of cardholders. (7) Develop and provide to the state’s senior leadership monthly reports and/or briefings on GTCC program performance metrics. (8) Provide management oversight for all subordinate hierarchy level (hierarchy level 5 and below); Local Agency Program Coordinators (LPCs). NOTE: When LPCs are assigned, the day to day program monitoring, maintenance and reporting functions listed as APC responsibilities will be performed by assigned LPCs under the APC’s guidance. (9) Establish and maintain a separate hierarchy for subordinate LPCs when they are assigned full APC authority for maintaining travel card accounts. (10) Conduct training for commanders/supervisors on their role in managing the NYARNG GTCC program for their Soldiers/employees. (11) Conduct training for subordinate LPCs. (12) Monitor and report the status of cardholder training throughout the chain of command. (13) Provide assistance to cardholders as necessary. NYARNG GTCC SOP 5 (14) Identify and coordinate special mission requirements with the GTCC contractor, DA, NYARNG CPM, and the responsible LPC when applicable. (15) Assist with the collection process of undisputed amounts owed to the GTCC contractor. (16) Create and verify GTCC delinquency reports and provide the information to commanders/supervisors for possible disciplinary action. (17) Analyze GTCC reports, identifying possible GTCC abuse, and provide the resulting information to commanders/supervisors for review and possible disciplinary action. (18) Manage accounts to increase or decrease available retail, ATM, and overall GTCC limits. (19) Advise through the NYARNG Comptroller to commanders/supervisors and senior leadership on GTCC issues to include card limits, restricted status, reinstatement and delinquency policies. (20) Assist cardholders with payment information and dispute/suspension procedures. (21) Activate and deactivate restricted cards to ensure they are only available for use to the cardholder while on official government travel. (22) Interpret and distribute program guidance. NOTE: The APC will assign duties and responsibilities to the LPC through the use of the DD Form 577 Appointment/Termination Record, see Appendix C. Both the APC and respective LPC will retain a copy of the DD Form 577 on file until superseded or rescinded. d. The LPC’s will: (1) Activate and deactivate restricted cards that correspond with the Soldier’s/employee’s official travel dates. (2) Ensure federal personnel under their charge update their DTS profile with their new card information. (3) Act as the reviewing authority for the chain of command for initial applications and renewal applications. (4) Ensure that personnel under their charge are familiar with provisions of this Standard Operating Procedure (SOP) regarding the use of the GTCC. NYARNG GTCC SOP 6 (5) Have primary responsibility to notify the chain of command regarding unauthorized use or delinquent accounts. (6) Have primary responsibility to recover GTCC from personnel that leave service/employment. (a) Notify the APC of GTCC account holders that have retired, separated, or transferred to other units, states or services. (b) Notify the APC when cardholders transfer into the unit or organization. Ensure the Soldier or employee has completed the on-line training and a current Statement of Understanding is on file with copies forwarded to the APC. (7) Ensure the cardholder completes the on-line training on the proper use of the GTCC, or a similar locally developed cardholder training program, and attach the completion certificate to the GTCC application. (8) Ensure each cardholder completes and understands the DoD Statement of Understanding and attaches a copy of the statement to the GTCC application. (9) Advise the APC if a restricted GTCC should be issued to an applicant. (10) Initiate reduction in spending limits, deactivation of card privileges, or account closure when card misuse is identified. (11) Initiate reinstatement of spending limits and re-activation of GTCC privileges, when appropriate. (12) Identify and coordinate special mission requirements with the APC. (13) Schedule/conduct GTCC briefings annually on the proper use of the GTCC. (14) Ensure cardholders submit travel vouchers within 5 business days after completion of travel using split-disbursement in accordance with DoD policy. (15) Assist cardholders in resolving issues related to travel voucher processing. When a cardholder experiences delay in processing a travel voucher, it could result in a delinquent GTCC account. Ensure the APC is notified when these situations occur. e. The commanders/supervisors are required to: (1) IAW Travel and Transportation Reform Act of 1998 (Public Law 105-264); ensure that all Soldiers/employees have a GTCC. Infrequent travelers who travel two or less times in a calendar year – are exempt from mandatory use of the GTCC, but are not prohibited from obtaining an IBA to meet mission requirements. NYARNG GTCC SOP 7 (2) Take appropriate corrective adverse action (IAW DOD FMR Vol 9, Ch 3 and AR 600-2, Ch 4-22, TPR 752, Public Law 112-194 – OCT. 5, 2012) when a cardholder is delinquent or has abused the GTCC. Refer to chapter 5 of this SOP for potential corrective adverse action. (3) Refer GTCC abuse and delinquency to the Security Manager, who will in turn refer the matter to the Central Clearance Facility for a determination on whether removal of the security clearance is warranted. (4) Execute periodic program reviews to ensure adequate oversight and compliance with program objectives as outlined in AR 11-2 (Managers’ Internal Control Program). f. The cardholder will: (1) Complete the on-line cardholder training, the Citibank application, and the DoD Cardholder Statement of Understanding prior to submitting an application for a GTCC. (2) Once the cardholder receives a card, they will ensure their DTS profile is updated with their new account information. (3) Through the chain of command, notify the LPC of a change of address, phone number, office or unit. (4) Use the card only for authorized TDY related reimbursable expenses. This includes such expenses as transportation, food, rental car, and lodging as agreed to on the Statement of Understanding and as approved on their DTS authorization. Cardholders can additionally use the card for PCS expenses. (5) Restricted users must contact their Chain of Command LPC to activate their GTCC once DTS orders are approved. (6) Cardholders will pay Citibank in full using the split-disbursement option, under mandatory split disbursement. When split-disbursement doesn’t cover the entire amount owed, the cardholder will use personal funds to pay Citibank the remaining amount owed by the billing due date indicated on the billing statement. Some of the options the cardholder can use to settle the debt are pay by phone (call the number on the back of the charge card) or pay by internet. Both of these options withdraw funds from the cardholder’s personal checking or savings account and do not incur any transaction fee. (7) Seek assistance from the commander/supervisor if a problem occurs such as a lost or incomplete travel voucher submission, or delayed voucher processing with the potential to cause a delinquent GTCC account. NYARNG GTCC SOP 8 (8) Promptly report a lost or stolen card to Citibank and LPC/APC. Report non- receipt of a card to the LPC or APC when, a card has not been received within two weeks of the application submission. (9) File a police report for the lost or stolen card to support contested charges made after the card was lost or stolen. (10) Travelers performing TDY in excess of 45 days will submit accrual travel settlement vouchers every 30 days. (11) Do not report the GTCC to creditors when applying for personal loans. Citibank does not report delinquency to credit bureaus unless the account is charged off (211 days or more past due). In this manner the GTCC will never affect the personal available credit of cardholders whose accounts remain current. SECTION II – HIERARCHY LEVELS 1. Hierarchies are established to aid in managing and reporting travel charge card account activities. DoD is HL1, DA is HL2, the ARNG CPM is the HL3, and states and territories are designated as HL4. Each state, territory or activity needs to evaluate its command structure to determine the best method for establishing hierarchies at level 5 and below. The following demonstrates the numbering convention for travel charge card hierarchy levels 5 and 6 (see figure 1): 2. When determining if LPCs are to be assigned, examine the command structure and support requirements of the GTCC program. LPCs will require a large investment in additional levels of management and will only work in a strong, supportive command environment that ensures that the GTCC accounts are maintained diligently and in accordance will all applicable DoD, DA, and ARNG policies, regulation and this SOP. Sample APC/LPC Hierarchy NYARNG GTCC SOP 9