1.32.4  Travel Card Program

Manual Transmittal

October 23, 2014

Purpose

(1) This transmits revised Internal Revenue Manual (IRM) 1.32.4, Service-wide Financial Policies and Procedures, Travel Card Program.

Material Changes

(1) This IRM has been reorganized and updated to more accurately serve as a reference for the Travel Card Program.

(2) Removed and replaced references to GovTrip with Electronic Travel System (ETS).

(3) Revised IRM signature from Chief, Agency Wide Shared Services (AWSS), to Chief Financial Officer (CFO).

(4) Established dual ownership of the Travel Card Program between CFO and AWSS, Credit Card Services.

(5) Removed travel advance as a use of the convenience check program.

(6) Added reference to the Government Charge Card Prevention Act of 2012 to the section on Inappropriate Use.

(7) Changed definition of Standard Travel Cardholder remove ability to purchase emergency supply items.

(8) Added the purchase of fuel for a POV for both local and city-to-city travel using the travel card.

(9) Added when cash can be withdrawn from a ATM machine.

(10) Removed section Expenses Exempt from Mandatory Use of Travel Card Requirement.

Effect on Other Documents

This supersedes IRM 1.32.4 dated October 17, 2012.

Audience

All Divisions and Functions

Effective Date

(10-23-2014)

Robin L. Canady,
Chief Financial Officer

1.32.4.1  (10-23-2014)
Overview

  1. Purpose: This Internal Revenue Manual provides information regarding the Government Travel Card Program.

  2. Policy Owner: CFO is responsible for Travel Card and Centrally Billed Account (CBA) Program policy, and audits related to program policy.

  3. Program Owner: AWSS is the Travel Card and Centrally Billed Account (CBA) Program owner and is responsible for administration, procedures, and audits related to these programs.

1.32.4.2  (10-23-2014)
Background

  1. This IRM provides information on the Travel Card Program and the Centrally Billed Government Travel Card Program. This section is for Internal Revenue Service employees who perform official government travel. It is also for supervisory and administrative personnel who authorize, direct, or review such travel, or certify reimbursement of travel related expenses.

1.32.4.3  (10-17-2012)
Authority

  1. The Travel and Transportation Reform Act of 1998 (Pub. L. No. 105–264)

1.32.4.4  (10-17-2012)
Related Resources

  1. IRM 1.32.1, Official IRS Local Travel Guide

  2. IRM 1.32.11, Official IRS City-to-City Travel Guide

  3. Federal Travel Regulation

  4. 5 U.S.C. 5514

  5. Employee Resource Center (ERC)

1.32.4.5  (10-23-2014)
Definitions

  1. The following terms are associated with the Government Travel Card Program:

    1. Automatic Teller Machine (ATM) - Contractor-provided service that allows cash withdrawals from participating ATMs. The cash withdrawal and associated fees are charged to the Standard Travel Card account. Cash from ATMs is only authorized for expenses that cannot be charged to the Travel Card while in official IRS travel status.

    2. Billing Cycle - The period of time commencing on the 4th of the month and ending on the 3rd of the following month. All transactions that post to an account during a cycle are summarized on a Statement of Account issued by the Government Credit Card Contractor.

    3. Card Limit - The maximum cumulative amount that can be charged to an individually billed Travel Card account in any one billing cycle. Card limits are used to strengthen internal controls by establishing the appropriate amount Travel Cardholders can spend in a billing cycle to accomplish their program responsibilities.

    4. Centrally Billed Travel Card Account - A corporate Travel Card account set up for travelers who do not have an individually billed Travel Card to use for official IRS travel expenses (airline and train tickets).

    5. Delinquent Account - Individually billed government Travel Card with a balance due that remains unpaid for a period of 61 days or more from the closing date of the Statement of Account on which the charges first appeared.

    6. Disputed Item - An erroneous, duplicate, or over charge that appears as a transaction on an individually billed Travel Cardholder's Statement of Account. Travel Cardholders are responsible for timely disputing any incorrect or unauthorized charges that may appear on their Statement of Account.

    7. Electronic Credit Review - The Office of Management and Budget (OMB) Circular A-123, Appendix B, Improving the Management of Government Charge Card Programs, requires all agencies to perform a credit check on new individually billed Travel Card applicants using a Fair Isaac Corporation (FICO) credit score. The Government Credit Card Contractor will electronically research the applicants credit score to assess credit worthiness based on credit history and current credit accounts. The resulting FICO score will determine whether the applicant is issued a Standard or Restricted individually billed Travel Card.

    8. 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. The system's split disbursement function allows travelers to allocate the payment of individual expenses directly to the Government Credit Card Contractor.

    9. Frequent Travel - Defined as two or more official IRS trips per year.

    10. Government Credit Card Contractor - The Bank that issues the Travel Card used by authorized IRS employees to pay for official travel expenses.

    11. Inappropriate Use - Use of the IRS government Credit Card to make purchases not approved, funded and authorized by or in conformance with applicable IRS Travel Card and CBA guidelines.

    12. Infrequent Travel - Defined as less than two official IRS government trips per year.

    13. Merchant Category Code (MCC) - A standard code assigned to every Merchant that accepts a Credit Card that identifies the category of goods, services, or activity they are involved with. The accuracy of the assigned MCC is the function of the Merchant and MasterCard.

    14. Merchant Category Code Templates - A grouping of MCCs assigned to each individually billed Travel Cardholder's account based on the Travel Cardholder's anticipated purchasing activity. MCC templates are an element of the system of internal controls for the Credit Card Program, designed to reduce the potential for inappropriate use of a Credit Card.

    15. Restricted Travel Cardholder - A Travel Cardholder who did not consent to an electronic credit check or had a credit score of less than 660. A Restricted Travel Card does not include the MCC template for miscellaneous expenses (used to obtain emergency copies for administrative summons). In addition, Restricted Travel Cardholders do not have ATM privileges.

    16. Split Disbursement - An Electronic Travel System (ETS) functionality that allows you to allocate the payment of individual expenses directly to the Government Credit Card Contractor.

    17. Standard Travel Cardholder - A Travel Card Applicant who agreed to an electronic credit review and had a credit score of 660 or more. A Standard Travel Card includes the MCC template for miscellaneous expenses (used to obtain emergency copies for administrative summons) and ATM access.

    18. Statement of Account - A summary of transactions (debits and credits) posted to the individually billed government Travel Cardholder’s account during the billing cycle. The Government Credit Card Contractor will send a Statement of Account to the individually billed government Travel Cardholder within five business days after the end of the billing cycle. Statements of Account can be accessed through the Government Credit Card Contractor’s website.

    19. Travel Advance - A prepayment of estimated travel expenses paid to an IRS employee in advance of authorized official IRS travel. Travel Advances are not available to Standard Travel Cardholders.

    20. Travel Card - A credit card used to pay for authorized official IRS travel and allowable travel related expenses. Each Travel Card reflects an individual account established in the Travel Cardholder's name. The term "individually billed" is synonymous with Travel Card, Credit Card, government issued Travel Card, and IBA.

    21. Travel Authorization - An electronic or written document submitted for approval to authorize official travel. The travel authorization obligates funds and must be submitted and approved before traveling, except in emergency situations.

    22. Travel Cardholder - The IRS employee who has been trained and authorized to use the individually billed Travel Card. The Travel Cardholder is the only authorized user of the Travel Card, and is responsible for safeguarding the Travel Card and account number to minimize the opportunity for theft or unauthorized use.

    23. 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.

    24. Travel Management Center (TMC) Fee - A fee charged by the TMC for ticketing a reservation. If a reservation is cancelled prior to ticketing, no transaction fee is incurred.

    25. Travel Voucher - A written request or electronic submission supported by documentation and receipts where applicable, for reimbursement of expenses incurred in the performance of official IRS and relocation travel.

1.32.4.6  (06-01-2006)
Individually Billed Government Travel Card Program

  1. Frequent travelers are required to obtain and use the individually billed government issued Travel Card for all official travel, except where specifically exempted.

    1. Frequent travel is defined as two or more official IRS government trips per year.

    2. Managers are responsible for determining whether their employees are frequent travelers.

1.32.4.6.1  (10-23-2014)
Responsibilities

  1. The Chief Financial Officer (CFO) and Agency-Wide Shared Services (AWSS) share joint responsibility for the Government Travel Card Program. The CFO is responsible for Travel Card Program policy. AWSS is responsible for program administration and procedures.

1.32.4.6.1.1  (10-23-2014)
CFO, Financial Management, Financial Management Policy

  1. The CFO, Financial Management (FM), Financial Management Policy (FMP) Office is responsible for IRS policies governing the Travel Card Program.

1.32.4.6.1.2  (10-23-2014)
AWSS, Employee Support Services, Credit Card Services

  1. The AWSS, Employee Support Services (ESS), Credit Card Services (CCS) is responsible for administration, procedures, and oversight of the Government Travel Card Program including, but not limited to:

    1. Providing guidance and direction to Travel Cardholders and Managers.

    2. Initiating appropriate action to notify Labor Relations of delinquent accounts and inappropriate use.

    3. Assisting Travel Cardholders with Travel Card account maintenance changes.

    4. Performing reviews and monitoring Travel Card Program activity.

1.32.4.6.1.3  (10-17-2012)
Manager Responsibilities

  1. Managers are responsible for the following actions:

    1. Determining whether or not their employees are frequent travelers. Frequent travelers are required to obtain and use the government Travel Card for all official travel, except where specifically exempted.

    2. Reviewing travel documents to ensure Travel Card expense claims are appropriate and business related.

    3. Approving requests for Travel Card account maintenance changes, such as Card limits and cancellations.

    4. Ensuring their employees are aware of the government Travel Card requirements and for initiating appropriate and timely action to address instances of delinquency and inappropriate use.

    5. Consulting with their servicing Labor Relations staff before meeting with a Travel Cardholder who is delinquent in payment of the government Travel Card or who may have inappropriately used the Travel Card.

  2. Related guidance:

    1. The Inappropriate Use Guide offers specific instances of misuse and their resolutions.

    2. The Credit Card Misuse Guide to Penalty Determinations provides Labor Relations guidance for penalty determination for the misuse of the Travel Card.

1.32.4.6.1.4  (10-17-2012)
Travel Cardholder Responsibilities

  1. Travel Cardholders are responsible for the following actions:

    1. Becoming familiar with the current IRS IRM 1.32.1 Official IRS Local Travel Guide and IRM 1.32.11, Official IRS City-to-City Travel Guide.

    2. Using the government Travel Card for travel-related expenses while performing official government travel only.

    3. Promptly filing travel reimbursement vouchers.

    4. Timely paying all undisputed charges and fees associated with the account.

    5. Timely disputing any incorrect or unauthorized charges that may appear on the monthly Statement of Account.

    6. Safeguarding the government Travel Card and account number from unauthorized users.

    7. Complying with the terms and conditions of the Cardholder Account Agreement.

1.32.4.6.2  (10-17-2012)
Mandatory Use of Individually Billed Travel Card

  1. The Travel and Transportation Reform Act of 1998 and General Services Administration Federal Travel Regulation (FTR) require frequent federal travelers to obtain and use the government issued Travel Card for all official travel, except where specifically exempted.

  2. Frequent travelers are required to obtain and use the Travel Card for all official IRS travel.

  3. The Chief Financial Officer issued a policy statement and procedures (effective April 15, 2003) to implement mandatory use of the Travel Card and Prompt Payment of Vouchers. The IRS implemented these requirements in a signed Letter of Understanding between the Director, Workforce Relations Division and National Treasury Employees Union (NTEU).

1.32.4.6.2.1  (10-17-2012)
Exemptions to Mandatory Use of Travel Card Policy

  1. Delegation Order 1-49 grants authority to the Associate Director, Employee Support Services, Credit Card Services Branch to grant exemptions to the mandatory use policy to frequent travelers who believe they would incur a hardship if required to obtain and use the government issued Travel Card. Infrequent travelers are automatically exempted from using the government issued Travel Card and should not submit requests for an exemption.

  2. The Letter of Understanding between the Director, Workforce Relations Division and NTEU defines hardship as employees who have a history of personal or work-related credit card problems, and employees whose religious tenets object to the use of credit cards in general.

  3. Frequent travelers can apply for an exemption from the government issued Travel Card use through the Associate Director, Credit Card Services Branch if they believe they would incur a hardship if required to obtain and use the government issued Travel Card.

  4. Employees may request an exemption by sending an e-mail message with justification to their immediate Manager. If the Manager determines both requirements are met, frequent travel and hardship, the Manager will forward the request with his/her approval to the Credit Card Services mailbox, *AWSS-ESS-CCS. The subject line of the message should be adjusted to read "Exemption Request" before forwarding.

1.32.4.6.2.1.1  (10-23-2014)
Exemption for Mandatory Use for International Travel

  1. The Large Business and International Organization (LB&I) International Travel Office has been delegated the authority to grant exemptions to the mandatory use of the government issued Travel Card for IRS business outside the United States, except for Chief Counsel. Employees of Chief Counsel organize their travel through the Chief Counsel Travel Office.

  2. Information for submitting requests for exemption from the mandatory use of the Travel Card requirement for international travel can be found in the Travel Policy and Guidance section on the Employee Resource Center (ERC) website, select International Travel.

1.32.4.6.2.1.2  (10-23-2014)
Payment Sources for Travelers with Exemptions

  1. The following sources of payment for allowable travel expenses are authorized for travelers who receive an exemption from the mandatory use of the Travel Card:

    1. Centrally Billed Travel Card Account (for common carrier transportation expenses only).

    2. Personal funds/personal charge card (except for purchases of common carrier tickets over $100).

    3. Travel advances through ETS for IRS employees only.

1.32.4.6.3  (10-23-2014)
Use of the Individually Billed Government Travel Card

  1. The Travel Card can be used for official government travel and travel-related expenses only while away from the official station. The Travel Card cannot be used to charge expenses when the Travel Cardholder is not in official travel status.

    1. The ATM feature must only be used to obtain cash for official IRS travel expenses that cannot be charged using the Travel Card.

    2. Some states provide a lodging tax exemption for federal employees on official business. GSA provides a list of participating states with their applicable forms. See State Tax Information. Travelers must present the form to the hotel at check-in.

    3. The Travel Card is non-transferable and may only be used by the employee whose name appears on the Travel Card.

  2. Employee should use the travel card to the maximum extent possible. At a minimum, employee must use the Government travel card to pay for transportation, lodging, and rental cars.

  3. The Travel Card can be used to purchase fuel for a privately owned vehicle (POV) for travel between places of official business or other authorized points no more than one (1) calendar day prior to the start of official travel through one calendar day after the official travel ends.

1.32.4.6.3.1  (10-23-2014)
Authorized/Unauthorized Uses

  1. The Travel Card can only be used for official IRS travel and allowable travel-related expenses while in travel status away from your official station.

    Expense Type Authorized For City to City Travel Authorized for Local Travel When Expense is Authorized, Card Use is:
    Auto Rental Yes Yes Mandatory
    Baggage Fees Yes No Mandatory
    Common Carrier Transportation Tickets Yes No Mandatory
    Companion/Personal Airline Tickets, and additional charges for premium seats No No Unauthorized
    Emergency Purchases (maps when traveling in POV and emergency copies only for administrative summons) Yes Yes Optional
    Gasoline for a Government vehicle No No Unauthorized
    Gasoline for a POV Yes Yes Optional
    Gasoline for a Rental Car Yes Yes Mandatory
    Laundry or dry cleaning Yes No Optional
    Lodging (hotel, motel, and corporate housing) Yes No Mandatory
    Long Distance Calling (except when billed to room) No No Unauthorized
    Meals (including grocery stores) Yes No Mandatory if $15 or greater; optional if less than $15
    Meeting Space and Conference Fees No No Unauthorized
    Office Supplies No No Unauthorized
    Parking (long term, daily, hotel) Yes Yes Optional
    Postage (stamps, certified mail, etc.) No No Unauthorized
    Taxi and Shuttle Service Yes Yes Optional
    Vehicle Repairs No No Unauthorized

    Note: Travel Cards should not be used to purchase items of a personal nature such as clothing, toiletries, or gifts.

  2. Refer to the "Mandatory Use of Travel Cards" – Frequently Asked Questions on the Employee Resource Center (ERC) for additional guidance.

1.32.4.6.3.2  (06-01-2006)
NTEU Use of the Travel Card

  1. If the IRS does not approve funding for travel expenses of employees performing NTEU business, the Travel Card cannot be used. Example: If Union officials travel using Union funds rather than government funds, the government Travel Card cannot be used.

1.32.4.6.3.3  (10-23-2014)
Inappropriate Use of the Travel Card

  1. Credit Card Services is responsible for reviewing Travel Card transaction reports to ensure charges are appropriate and business related. Questionable charges on a Travel Cardholder's Statement of Account will be referred to the appropriate Labor Relations Office and Manager for further investigation and resolution. Travel Cardholders who use their government Travel Card for personal charges could be in violation of the Rules of Conduct. The Task Order with the Government Credit Card Contractor requires that Travel Cards be used only for official government travel and related expenses, and resulting statements be paid in full within the statement period. Examples of inappropriate use include:

    1. Purchasing items for personal use;

    2. Using the Card without prior authorization;

    3. Using the incorrect credit card;

    4. Using the Travel Card by a non-authorized User;

    5. Purchasing meals within official work location/commuting area;

    6. Renting automobile without prior authorization; and

    7. Charging travel expenses of several travelers on one Travel Card.


    The Inappropriate Use Guide offers specific instances of misuse and their resolutions. The Government Charge Card Prevention Act of 2012 requires agencies to provide for appropriate adverse personnel actions to be imposed in cases in which employees fail to comply with applicable Travel Card terms. The Guide to Penalty Determinations provides Labor Relations guidance for penalty determinations for the misuse of the Travel Card.

1.32.4.6.4  (06-01-2006)
Card Restrictions

  1. The restrictions on Travel Card accounts are discussed below. If a Travel Card is declined because of a restriction, information about Travel Card accounts is available on the Employee Resource Center (ERC) website, select Problems.

1.32.4.6.4.1  (10-17-2012)
Card Limits

  1. The Card limit is the maximum cumulative amount that can be charged to a Travel Card account in a billing cycle. For most Travel Cardholders, the Card limit is $5,000 per billing cycle. The Travel Card limit considers unpaid charges from prior monthly billing cycles as part of the Card limit. As a result, the actual available Card limit fluctuates as charges and payments are posted.

  2. Higher limits are provided for special circumstances such as extended travel. Requests for a higher limit must be made with the approval of the Travel Cardholder's Manager. Requests must be specific as to the need for the increased limit and the duration. The duration may be permanent or for a specific time period, and should reflect the business needs of the traveler. However, it is not appropriate to request an increase in the Card limit if there are past due balances that are currently outstanding. More information about requests to change Card and ATM Limits is available on the Employee Resource Center (ERC) website, select Requests to Change Travel Card and ATM Limit.

1.32.4.6.4.2  (10-17-2012)
Relocation Employees (Special Privileges)

  1. Employees with relocation expense authorization are required to use the government Travel Card for house hunting and en-route travel expenses to the new official station. Use of the Travel Card for temporary quarters is not mandatory.

  2. Special privileges for Travel Cardholders with relocation expense authorization include an increased Card limit and enhanced Merchant Category Code template. Special privileges are removed from the Travel Cardholder's account at the conclusion of the relocation travel period. Information regarding special privileges for Travel Cardholders with relocation expense authorization is available on the Employee Resource Center (ERC) website, select Card Restrictions.

1.32.4.6.4.3  (10-23-2014)
Merchant Category Codes (MCC) and Templates

  1. An MCC is a four digit numerical standard code that identifies the type of goods and/or services the merchant provides. The codes limit purchases to travel-related expenses. Travel Card activity is restricted by the MCC assigned to the Travel Cardholder's account.

  2. A template is a grouping of MCCs assigned to a Travel Cardholder's account based on anticipated use. The Travel Card will then be accepted at merchants, such as airlines and hotels, whose MCC is included in the template for that Travel Card. Travel Cards will decline at merchants whose MCC is not included in the template.

  3. Requests for MCC changes for miscellaneous expenses (used to obtain emergency copies for administrative summons) on a Restricted Travel Card account will not be considered.

  4. Information Collection action will be terminated if the employee separates from the Service regarding MCCs, templates, and requesting temporary/permanent MCCs is available on the Employee Resource Center (ERC) website, select Card Declined.

1.32.4.6.5  (10-23-2014)
Cash from Automatic Teller Machines (ATM Access)

  1. The ATM feature (available to only Standard Travel Cardholders) may be used to obtain cash for official IRS travel expenses. The travel card should be used to the maximum extent possible to charge travel expenses. At a minimum, the travel card must be used to pay for transportation, lodging, and rental cars.

  2. The ATM withdrawals are limited to $100 per day with an overall withdrawal limit of $1,000 per billing cycle. The Travel Cardholders can withdraw cash from an ATM three (3) days prior to the official travel date of departure through the last day of official travel.

  3. The Government Credit Card Contractor charges a fee of 2% of the amount of the cash advance for the service. In addition, an ATM fee of varying amounts can be charged as an access fee. These fees are charged to the Standard Travel Cardholders account. Both of these fees are reimbursable to the Standard Travel Cardholder.

  4. Restricted Travel Cardholders are not granted ATM privileges.

  5. Standard Travel Cardholders cannot request a travel advance.

  6. Standard Travel Cardholders can establish or change Personal Identification Numbers (PIN) at any time by calling the Government Credit Card Contractor. PINs are used to obtain cash for official IRS travel expenses that cannot be charged using the Travel Card. Changes are effective immediately after confirmation.

  7. Information regarding ATM access is available on the Employee Resource Center (ERC) website, select Cash Automated Teller Machines (ATM).

1.32.4.6.6  (10-23-2014)
Record Retention Period for Travel Card Documentation

  1. Travel Cardholders are responsible for ensuring their travel documents have been correctly uploaded into ETS and are legible. ETS retains copies of the receipts for six years and three months so they are available for subsequent audits. See IRM 1.32.11.10.7. Managers are not required to retain original receipts and vouchers if the voucher is filed using ETS. Managers must retain copies of approved travel authorizations, travel vouchers, and original receipts if the Traveler submits a manual travel voucher. Manual travel voucher records may then be destroyed in accordance with the guidelines for record retention and disposition. Copies of records, such as manual authorizations and vouchers, and all supporting documents relating to official travel employees must be destroyed within six years and three months.

  2. Record retention guidance is available on the Employee Resource Center (ERC) website, select Record Retention Guidance.

1.32.4.6.7  (10-23-2014)
Training and Application Process

  1. Training is a prerequisite for obtaining a Travel Card. All potential Travel Cardholders must first complete the Travel Card Self-Study Training Course. The instructions for completing the Government Credit Card Contractor's on-line Travel Card application form can be accessed at the end of the course along with a copy of the Cardholder Account Agreement. 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.

  2. A Travel Card will be mailed in a plain envelope to the Applicant at the statement billing mailing address indicated on the application form. It should be received within five to seven business days from the date the properly completed application is completed in the Government Credit Card Contractor's on-line application system.

  3. Standard Travel Cardholders will need to call the Government Credit Card Contractor at the number on the reverse of the Travel Card to establish a Personal Identification Number (PIN) for the ATM feature. The PIN will be used to obtain cash for official IRS travel expenses that cannot be charged using the Travel Card. Information regarding the training and application process for obtaining a Travel Card is available on the Employee Resource Center (ERC) website, select Application/Training Process.

1.32.4.6.7.1  (10-17-2012)
Electronic Credit Review

  1. The Office of Management and Budget (OMB) Circular A-123, Appendix B, Chapter 6, Creditworthiness, requires all agencies to perform a credit check on new Travel Card applicants using a Fair Isaac Corporation (FICO) credit score. A new Travel Card Applicant is an employee who has not had a government issued Travel Card within the last 12 months. Creditworthiness reviews are an important internal control to ensure Travel Cardholders are financially responsible.

  2. The option of consenting to an electronic review by the Government Credit Card Contractor is offered at the conclusion of the Travel Card Self-Study Training Course. A new Travel Card Applicant with a credit score of 660 or higher will receive a Standard Travel Card. Applicants with a FICO credit score of less than 660 will receive a Restricted Travel Card. Applicants who do not consent to an electronic credit review will be issued a Restricted Travel Card. Information regarding electronic credit checks is available on the Employee Resource Center (ERC) website, select Credit Checks.

1.32.4.6.7.2  (10-23-2014)
Activating the Travel Card

  1. Upon receipt of the Travel Card, Travel Cardholders must verify the accuracy of the information on the transmittal document and on the Travel Card.

  2. If there is an error on the transmittal document or Travel Card, the Cardholder should contact Credit Card Services via OS GetServices to correct the problem.

  3. If the information is correct, the Travel Cardholder should activate the Travel Card by calling the Government Credit Card Contractor at the telephone number on the activation sticker. When the call is completed, the Card will be activated and ready for use.

  4. Standard Travel Cardholders have Automated Teller Machine (ATM) access. The Standard Travel Cardholder may establish or change his/her Personal Identification Number (PIN) for the ATM feature by calling the number on the reverse of the Travel Card.

  5. Standard Travel Cardholders with ATM access will not be able to apply for travel advances. Information regarding activating and establishing or changing a PIN number is available on the Employee Resource Center (ERC) website, select Activating Your Card.

1.32.4.6.7.3  (06-01-2006)
Ordering a Replacement Card

  1. 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 reverse side of the Card.

1.32.4.6.7.4  (06-01-2006)
Card Renewal Process

  1. When the expiration date shown on the face of the Travel Card draws near, the Government Credit Card Contractor will automatically send the Travel Cardholder a renewal Card. Generally, this will occur within two to four weeks prior to the expiration date. The renewal Card will require activation. Activation instructions will be provided on a sticker affixed to the renewal Card. Activating the renewal Card automatically cancels the expiring Card. The expired Card should be properly disposed of by cutting it up.

1.32.4.6.7.4.1  (10-17-2012)
Travel Card Refresher

  1. Travel Cardholders are required to complete refresher training every two years. The objectives of refresher training are:

    1. Strengthen internal controls of the IRS Travel Card Program.

    2. Serve as a tool to ensure all Travel Cardholders are made aware of current program rules, regulations, guidelines, and changes.

  2. Travel Cardholders will be notified via e-mail with detailed instructions when they are required to complete the course. Travel Cardholders will have approximately 45 calendar days to complete the training after receipt of notification. Instructions for accessing Travel Card Refresher Training can be found on the Employee Resource Center (ERC) website.

1.32.4.6.8  (10-17-2012)
Monthly Statements

  1. Travel Cardholders receive a statement from the Government Credit Card Contractor if there is activity on the account or an outstanding balance.

  2. The billing cycle for Travel Card accounts closes on the 3rd of each month.

  3. Travel Cardholders are responsible for timely payment of all undisputed charges.


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