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SMG2343.
1(06/28/2016)1SMG2343.
1FDASTAFFMANUALGUIDES,VOLUMEIII-GENERALADMINISTRATIONFINANCIALMANAGEMENTTRAVELGOVERNMENTTRAVELCHARGECARDPROGRAMANDATMADVANCEPROGRAMEffectiveDate:June28,2016Changed:January2,20201.
Purpose2.
Background3.
Reference/Authority4.
Definitions5.
Policy6.
Responsibilities7.
Procedures8.
EffectiveDate9.
HistoryAppendixA–HHSTraveler'sAgreementforGovernmentContractor-IssuedTravelChargeCardUsersAppendixB–FDAZeroTolerancePolicyMemoAppendixC–GovernmentTravelChargeCardDisputeResolutionProcessAppendixD–GovernmentTravelChargeCardInappropriateUseNoticesAppendixE–GovernmentTravelChargeCardUnauthorizedUseNoticesAppendixF–GovernmentTravelChargeCardDelinquencyNoticesAppendixG–TemporaryATMWithdrawalandTemporaryRestrictedCardHHSTravelCardIncreaseMemo1.
PURPOSE.
ThisguidewillprovideinstructionsregardingtheuseoftheGovernmentTravelChargeCardProgram.
SMG2343.
1(06/28/2016)22.
BACKGROUND.
ThisregulationwillprescribethepoliciesandproceduresgoverningtheFoodandDrugAdministration(FDA)TravelChargeCardProgram.
GeneralServicesAdministration(GSA)developedthetravelchargecardprogramtoprocuretransportationservicesandpayforperdiemandotherallowabletravelrelatedexpensesincurredduringofficialtravel.
ThegoaloftheprogramistoreduceFDA'scashrequirementsbydiminishingtheneedfortraveladvancesandimprovinginternalcontrols,cashmanagement,andadministrativeprocedures.
ThetravelchargecardisaprivilegeforFDAemployees,andemployeesmustfollowthepoliciesandproceduresoutlinedinthisguide.
3.
REFERENCE/AUTHORITY.
FDApolicyisconsistentwithguidancesetforthbythefollowingpoliciesregardingtheuseoftheGovernmentTravelChargeCardProgramandATMAdvanceswhileonofficialbusiness.
Theseinclude:A.
DepartmentofHealthandHumanServicesTravelPolicyManual,revisedNovemberof2014(https://www.
psc.
gov/transportation-services/resources/HHS-Travel-Policy-Manual.
pdf)B.
GovernmentChargeCardAbusePreventionActof2012,PublicLaw112-194,Section3(http://www.
gpo.
gov/fdsys/pkg/PLAW-112publ194/pdf/PLAW-112publ194.
pdf)C.
HumanResourcesManual(HRM),Instruction752:DisciplineandAdverseActions,datedMarch20,2009(http://www.
hhs.
gov/asa/ohr/manual/index.
html)D.
PayAdministration;CollectionbyOffsetFromIndebtedGovernmentEmployees,5CFRPart550RIN3206-AH63(http://www.
gpo.
gov/fdsys/pkg/CFR-2011-title5-vol1/pdf/CFR-2011-title5-vol1-part550.
pdf)E.
TheTravelandTransportationReformActof1998,P.
L.
105-264,112Stat.
2350(http://www.
gsa.
gov/graphics/fas/public_law_105-264_fam9831a_R2GXCI_0Z5RDZ-i34K-pR_R2GXCI_0Z5RDZ-i34K-pR.
pdf)F.
FederalTravelRegulations(FTR),41CFRParts301-51,301-52,301-54,301-70,301-71,and301-76.
(https://www.
gsa.
gov/cdnstatic/FTR.
pdf)SMG2343.
1(06/28/2016)3G.
GSASmartPay2Contract(https://smartpay.
gsa.
gov/sites/default/files/downloads/SmartPay2_MasterContract_R25-a9Y_0Z5RDZ-i34K-pR-2.
pdf)H.
InvestigationsOperationsManual2016,Chapter4.
2.
8.
3.
2-CashPayment(http://www.
fda.
gov/ICECI/Inspections/IOM/)I.
"PromptPayment",5CFRPart1315RIN0348-AB47(https://fiscal.
treasury.
gov/files/prompt-payment/5cfr1315.
pdfJ.
"StandardsofEthicalConductforEmployeesoftheExecutiveBranch,"5CFRParts2635(http://www.
ecfr.
gov/cgi-bin/text-idxc=ecfr&SID=06f812f26e7ed9f364bb87944757b912&rgn=div5&view=text&node=5:3.
0.
10.
10.
9&idno=5)K.
"SuspenseAccounts-ManualDisbursements,CollectionsandPayments",FDAStaffManualGuides2310.
13(http://www.
fda.
gov/downloads/AboutFDA/ReportsManualsForms/StaffManualGuides/UCM421795.
pdf)4.
DEFINITIONS.
A.
Agency/OrganizationProgramCoordinator(A/OPC)–Agency-designatedcoordinators,includingalternates,whoserveasthepointofcontactforandadministerthetravelchargecardprogram.
A/OPCsareassignedahierarchylevelbasedontheirlocationandresponsibilityscope.
Level1–BankCardCoordinatorLevel2–DHHSCoordinatorLevel3–FDACoordinatorLevel4–CenterCoordinatorLevel5/6–Sub-CenterCoordinatorGSAistheLevel1A/OPCfortheentireGovernmentTravelChargeCardProgram.
TheProgramSupportCenter(PSC)servesastheLevel2A/OPC.
B.
AutomatedTellerMachine(ATM)Advance-MoniesobtainedfromatravelchargecardviaATMorbankteller,whichisusedtocoveranticipatedout-of-pocket,incidentaltravelexpenses,suchasgroundSMG2343.
1(06/28/2016)4transportationoroccasionalmeals,andthatcannotbepurchasedwiththetravelchargecard.
C.
BillingError-Transactionsappearingonacardholder'saccountasquestionablecharges,duplicatebillings,orunauthorizedcharges.
D.
Cancellation-Permanentterminationoftravelchargecardprivileges.
E.
Cardholder-Thelegalagent(employee)usingthetravelchargecardtobuygoodsandservicesinsupportofofficialtravelandGovernmentbusiness.
Thecardholderholdstheprimaryresponsibilityforthecard'sproperuseandpayment.
F.
CardholderStatement-Astatement,listingalltransactionsduringthebillingperiod,whichissenttoeachcardholder.
G.
CashAdvance-Theestimatedtravelexpensesprepaidtoanemployeewhodoesnothaveatravelchargecard.
Cashadvancesmustbeobtainedinlimitedamountscommensuratewithactualtravel.
Thestandardamountis60percentofthemealsandincidentalexpenses(M&IE)fortheTDYlocation.
H.
Delinquency/DelinquentAccount-Atravelchargecardaccountbalancethatisunpaid31daysormorepasttheclosingdateofthestatement.
I.
Dispute-Awrittenchallengeofanunresolvedordisputedtransactiononthecardholder'sbillingstatement.
Cardholdersmustassertadisputeinwritingwithin60daysofthedateofthestatementreflectingthetransactioninquestioninordernottobeliableforpaymentofthetransactioninquestion.
J.
FairIsaacCreditOrganization(FICO)Score-Astandardcreditscorewhichproducesasubstantialportionofacreditreportthatcreditbureausselltolenderssotheycanassessanapplicant'screditriskandwhethertoextendtheapplicantcredit.
K.
Inspector-AnFDAemployeetaskedwithcollectingandpurchasingsamplesoffood,drugs,animalfeed,etc.
forthesolepurposeofinspectionsandtesting.
L.
LocalSamplePurchases-Purchasesmadewithinaninspector'slocaltravelareaforthesolepurposeoftestingandresearch.
M.
ManualPayment-AmanualpaymentisapaymentthatisnotinitiatedfromtheFDA'sfinancialsystem,UnifiedFinancialManagementSystemSMG2343.
1(06/28/2016)5(UFMS).
Instead,paymentsareenteredandprocessedusingTreasury'sSecurePaymentSystem(SPS)priortoaninvoicebeingcreatedinUFMS.
ThispaymentshouldberecordedinUFMSasaclearingpayment.
N.
MerchantCategoryCode(MCC)-Anumericalidentifierassignedbythebankandvalidatedbythesupplierforclassificationofproductsandservices.
O.
MisuseofGovernmentContractorBank-IssuedTravelChargeCard-Useofthetravelchargecardinanunauthorized,illegal,oradversemanner.
Examplesofmisuseincludeunauthorizedcashadvances,purchaseofnon-reimbursablepersonalexpenditures,useofthetravelchargecardwhennotinanofficialtravelstatus,andbecomingdelinquentinpaymentstothecontractorbank.
P.
OfficialTravel-Written,approvedauthorizationtotravelonofficialbusinessfortheFederalGovernmentthatwillresultinreimbursementforexpensesonatravelvoucher.
Q.
PaymentNet-Thetravelchargecardvendor'sinternet-basedsystem,whichprovidesavarietyofreportsrelatedtothetravelchargecardprogram.
Thereportsassistintheeffectivemanagementofthetravelchargecardprogram.
R.
RestrictedCard-Atravelchargecardwhichhasaloweredcreditlimitof$5,000andnoauthorizedATMcashwithdrawalallowance.
Employeeswhorefusethecreditworthinesscheckordonotpassthecreditworthinesscheckatthetimeofapplicationwillreceivearestrictedcard.
S.
SalaryOffset-Theamountanagencydeductsfromanemployee'ssalarypaymenttopayacontractorbankfortheundisputeddelinquenttravelchargecardbalancesincurredinconnectionwithofficialGovernmenttravel.
T.
SplitDisbursement-Splitdisbursementdividesatravelvoucherreimbursementbetweenthetravelchargecardvendorandthetraveler.
FDAmandatestheuseofsplitdisbursementforalltravelchargecardholders.
U.
Suspension-Thetemporaryterminationoftravelchargecardprivileges.
V.
TravelChargeCard-Abank-issuedGovernmentcreditcardusedsolelyforofficialGovernmenttravelortoobtainlocalsamples.
W.
TravelManagementCenter(TMC)-Aserviceforbookingcommoncarriers(e.
g.
air,rail,andbusconfirmationsandseatassignments),SMG2343.
1(06/28/2016)6lodgingaccommodations,andcarrentalservices;fulfillingreservations(i.
e.
ticketing);providingbasicmanagementinformationonthoseactivities;andmeetingotherrequirementsasspecifiedinFTR301-73.
106.
Atravelmanagementservicemayincludeatravelmanagementcenter(TMC),CommercialTicketOffice(CTO),anelectronicallyavailablesystem,orothermethodsofarrangingtravel.
X.
UnrestrictedCard-Atravelchargecardwhichhastheagency-standardcreditlimitof$12,500andATMcashwithdrawalallowanceof$500toberefreshedeverysevendays.
Y.
VisaIntelliLink-AspendingmanagementsystemforFDAtomanagecardholderexpendituresandcompletereportingononesingleplatformacrossmultiplegeographies.
Z.
Voucher-Awrittenrequest,supportedbydocumentationandreceiptswhereapplicable,forreimbursementofexpensesincurredintheperformanceofofficialtravel.
5.
POLICY.
A.
TravelChargeCardProgramEmployeeswhomeettheFTR,DHHSTravelPolicyManualregulations,andFDArequirementsforissuanceofthecardarerequiredtousethetravelchargecard.
Theuseofthetravelchargecardislimitedtoexpensesincurredinconjunctionwithofficialtravel.
TheprovisionsofthispolicyapplytoallFDAcivilserviceemployeesandcommissionedcorpsofficerswhohavebeenissuedorareapplyingforatravelchargecard.
Useofthetravelchargecardallowsemployeestotakeadvantageoffederaldiscountsathotels,andcarrentalcompanies.
Somelodgingfacilitieswillnothonorthetax-exemptformunlesstheemployeeispayingforlodgingwithatravelchargecard.
1.
QualificationforObtainingaTravelChargeCardandTravelChargeCardApplicationEmployeeswhotakefive(5)ormoretripsperyeararerequiredtoapplyforandusethetravelchargecard.
Cardholdersmustusethetravelchargecardtoperformofficialtravelandforallofficialtravelexpenses.
a.
TravelChargeCardIssuanceSMG2343.
1(06/28/2016)7EmployeeswhodonotcurrentlyhaveatravelchargecardmayapplyforthecardandanATMPersonalIdentificationNumber(PIN)ifapplicablethroughtheemployee'sLevel4orlowerA/OPC.
Beforeemployeesareissuedatravelchargecard,thefollowingdocumentsmustbesubmittedbytheemployeetotheLevel4orlowerA/OPC:(1)CertificateofcompletionoftheDHHStravelchargecardtraining(2)SignedHHSTraveler'sAgreementforGovernmentContractor‐IssuedTravelChargeCardUsers(3)SignedFDAZeroTolerancePolicyMemo(4)Completedtravelchargecardapplicationb.
TravelChargeCardLimitsandCreditWorthinessEffectiveJanuary22,2007,pursuanttoSection639oftheConsolidatedAppropriationsAct,2005(P.
L.
108-447)asreferencedintheCircular,allemployeesapplyingforatravelchargecardmustusethecontractorbankformthatrequirestheapplicanttoinitialtheiragreement/refusalforacreditscorecheckpriortoissuanceofatravelchargecard.
AnemployeewithaFICOscorebelow660,orwhorefusestopermitacreditscorecheck,willbeissuedarestrictedtravelchargecard.
ArestrictedtravelchargecardwillhavealowercreditlimitthantheFDAstandardcreditlimitandwillnothaveanyATMwithdrawalcapability.
Iftheemployeeisissuedarestrictedcard,theycanrequestanewcreditscorecheckiftheyfeeltheyareinabettercreditstandingthanatthetimeoforiginalapplication.
Itisrecommendedtoallowatleastsixmonthsbeforethecardholdersubmitsarequesttore-checktheircreditscore.
NeitherthecontractorbanknorFDAwillseeanyoftheemployee'screditfiledata.
AnemployeeissuedarestrictedcardduetoaFICOscorebelow660maycontactthecreditbureauiftheybelievethatthereisanerror.
Therewillbenofeechargedbythecontractorbankforthecreditscorecheck.
2.
UseandManagementoftheTravelChargeCarda.
TravelChargeCardUseSMG2343.
1(06/28/2016)8Thetravelchargecardwillbeemployedwheneverandwhereverpossibleforairlineandothercommoncarriertransportationservices,hotel/motel,restaurant,automobilerental,gasoline,andotherexpensesincurredwhileonofficialtravel.
UseofthecarddoesnotrelievethecardholderoftheresponsibilitytoemployprudenttravelpracticesandtoobservetherulesandregulationsgoverningtravelassetforthintheFTR,theDHHSTravelPolicyManual,theFDAZeroTolerancePolicy,andagency-specificpoliciesandprocedures.
CardholdersshouldfollowtheguidanceintheDHHSTravelPolicyManual,Section10.
3.
5.
2UseoftheTravelChargeCard,whenusingtheirtravelchargecards.
Inaddition,FDArestrictsmostMCC'sthatofferservicesand/orproductsthatarenon-travelrelatedexpenses.
Asaprecautionarymeasureforthosemerchantswhoaremisclassifiedwithinthetravelchargecardprogram,cardholdersareprohibitedfromuseoftheirtravelchargecardtoprocuretheitemslistedintheDHHSTravelPolicyManual,Section10.
3.
5.
2,aswellasthefollowingadditionalitems:(1)Movierentals(2)Copy/faxservices(3)Internationalvisapurchases(4)Government-ownedvehiclesgas,supplies,orexpensesFDAprohibitstheuseofthetravelchargecardtopurchasefuelandprocureminormaintenanceservicesonGSAfleetoragency-ownedandleasedvehicles.
Useofthefleetcreditcardistheappropriatepaymentmethodforpurchasesincurredwhileoperatinggovernment-ownedvehicles;seeFDAStaffManualGuide(SMG)2173.
1,UtilizationofGovernmentVehicles,formoreinformationaboutfleetuseandmanagement.
b.
ExemptionstotheUseoftheTravelChargeCardGSAhasexemptedtravelexpensesand/orclassesofemployeesfromthemandatoryuseofthetravelchargecard.
ExemptionscanbefoundintheDHHSTravelPolicyManual,Section10.
3.
5.
3ExceptionstotheUseoftheTravelChargeCard.
c.
ImproperUseoftheTravelChargeCardSMG2343.
1(06/28/2016)9Thetravelchargecardmustonlybeusedforofficialtransportationandtravel-relatedexpenses.
CardholdersmustnotusethetravelchargecardtomakepersonalpurchasesorATMadvancesforpersonaluse.
Examplesofmisuseofthetravelchargecardinclude:(1)MakingpersonalpurchasesorATMadvancesforexpenseswhicharenotrelatedtoofficialtravel(abuse);(2)Failuretopay,orpayinatimelymanner,billsforofficialtravelexpensesevenintheabsenceofsubmitted/processedtravelvouchersorreceiptofreimbursementfortravelexpenses(delinquency);(3)Failuretousethetravelchargecardfortravel-relatedexpenseswhicharenotexemptbyregulationorpolicy(abuse);(4)Failuretopay,orpayinatimelymanner,unauthorizedorpersonalexpenses(abuseanddelinquency);(5)Failuretoproperlysecureand/orsafeguardthetravelchargecardtopreventmisusebyotherindividuals,includingco-workers,familymembers,and/orfriends(abuse);(6)Obtainingorpermittingissuanceofatravelchargecardunderfalsepretensesand/orwhenthereisnoofficialneedtotravel(abuse).
d.
TravelVoucherReimbursementCardholdersmustprepareandsubmitatravelvoucher,withrequiredreceipts,withinfive(5)workingdaysaftercompletionofatriporperiodoftravelorevery30daysifoncontinuoustravelstatus.
Cardholderswillbereimbursedfortravelandtravel-relatedexpensesauthorizedandallowableundertheFTRandFDA-specificpolicies.
DHHShasmandatedtheuseofsplitdisbursementwhichmeansthattheapprovedtravelvoucherreimbursementbetweenthecontractorbankandthecardholderwillbeprocessedseparately.
Travelcardchargesmadeforofficialtravelexpenseswillbereimbursedtothecontractingbank,whileapprovedexpenseswillbereimbursedtothetraveler.
Cardholdersmustmonitorbankstatementsinordertoverifypaymentsweremadebysplitdisbursement.
Anyremainingbalancesonthetravelchargecardmustbepaidimmediatelybythecardholder.
SMG2343.
1(06/28/2016)10Theuseofpersonalfundstofinancealltravelexpenses(excepttransportationtickets)onofficialtravelisauthorizedwhenanemployeehasbeencancelledfromtheuseofthetravelchargecard.
Whenpersonalfundsareused,employeeswillbereimbursedforqualifyingtravelexpensesbysubmittingapropertravelvoucher.
e.
ResponsibilitytoPayTravelChargeCardBillsinAccordancewithCardholderAgreementsCardholdersareresponsibleforreadingandadheringtothepoliciesandproceduresspecifiedinthecardholderagreementinordertoobtainatravelchargecard.
Underthecardholderagreement,thetravelchargecardbillisdueandpayableinfullwhendeliveredtothecardholder.
Theemployeeisliabletothecontractorbankforfullreimbursementofallchargesauthorizedbythecardholderexceptasdescribedbelowinsection5.
2.
fDisputedCharges.
.
UnderFTR301-52.
24,cardholdersmustpaytheamountsowedtothecontractorbankinaccordancewiththecardholderagreement,evenifthecardholderhasnotyetbeenreimbursedforthoseexpensesappearingonthebillingstatement.
Cardholdersareexpectedtocomplywiththisguidancebypromptlyresolvinganyoutstandingbalanceonthetravelchargecardaccount.
f.
DisputedChargesThecardholderagreementinformscardholdersabouthowtohandledisputedchargesonatravelchargecardbill.
Cardholdersarerequiredtodisputeanychargesdirectlywiththecontractorbankwithin60daysofthestatementdateonwhichtheoriginaltransactionappears.
SeeAppendixCformoreinformationonhowtosubmitadispute.
Oncethecontractorbankreceivesthedisputedcharge(s),theywillissueatemporarycredittothecardholder'saccountwhilethedisputeisbeingresearched.
Whilethebankisconductingthisinvestigation,thecardholderdoesnotneedtopaytheamountofthedisputedchargeanditwillnotbeconsideredpastdue.
Thecardholder'stravelchargecardwillnotbesuspendedforunpaiddisputedcharges.
SMG2343.
1(06/28/2016)11g.
LostorStolenCardsIfatravelchargecardislostorstolen,thecardholdermustcontactthecontractorbankandtheirLevel4orlowerA/OPCimmediately.
CardholdersmustnotwritetheirPINontheirtravelchargecardorstorethecardanywherethatisnotasecuredlocation.
Toavoidunauthorizedwithdrawals,cardholdersshouldnotifythecontractorbankandtheirLevel4orlowerA/OPCatonceiftheysuspectthattheirPINhasbeencompromised.
h.
LateFeesIfatravelerisnotreimbursedbytheFDAwithin30daysforexpensesproperlysubmitted,thenthetravelermaybeentitledtolatepaymentfees.
Latepaymentfeesconsistoftwoelements:(1)AlatepaymentfeecalculatedusingtheprevailingPromptPaymentActInterestRatebeginningonthe31stdayaftertherequiredpaymentdateandendingonthedatewhichpaymentismade;and(2)Anamountequivalenttoanylatepaymentchargethatthecardcontractorwouldhavebeenabletochargetheemployeehadthebillnotbeenpaid.
i.
RequestforManualPaymentIfatravelerhascompliedwithallresponsibilitiesinsection6.
EincludingsubmittingallexpensesproperlyandareimbursementhasnotbeendistributedduetoanFDAsystemerrorthetravelermayrequestamanualpayment.
ManualpaymentsrequirepriorapprovalfromtheOfficeofFinancialManagement(OFM)Director,orOFMDeputyDirector,ortheirdesignee.
3.
Deactivation,Reactivation,Suspension,orCancellationofaTravelChargeCardAccountsmaybesuspendedorcancelledbytheFDAforreasonssuchasdelinquency,misuse,orabuse.
Thecontractorbankmayalsocloseanaccountduetocardholderdelinquencyandsuspectedmisuse.
Level3orlowerA/OPCsmayalsodeactivate(temporarilysuspend)anaccountfornon-usagebythecardholders.
SMG2343.
1(06/28/2016)12a.
DeactivationandReactivationofInactiveAccountsCardholderaccountswhichhavenotbeenusedwithinthepriorsixmonthswillbesuspendedandcardsnotusedwithintheprior12monthswillbeclosedduetoaccountinactivity.
CardholderaccountsmayalsobedeactivatedbytheLevel3orlowerA/OPCsuponnotificationfromthecardholderimmediatesupervisorthatatravelchargecardisnotneededorthatthecardholderisnoteligibleforatravelchargecard(i.
e.
,thecardholderwillnotbetravelingmorethanfivetimesinayear).
Infrequenttravelersshouldcontactthecontractorbanktodeterminethestatusoftheirtravelchargecardforsubsequenttrips.
CardholderswithadeactivatedtravelchargecardwillneedtocontacttheirCenterA/OPCatleast72hourspriortotravelcommencementtohavetheirtravelchargecardreactivated.
Travelerswhosetravelchargecardshavebeenclosedmustreapplyforacardifitbecomesnecessaryoncemoreforthemtohaveanactivecard.
Forinformationabouttravelchargecardsforemployeesinvolvedindisasterreliefandemergencyresponseservices,refertotheDHHSTravelPolicyManual,Section10.
3.
6.
2.
b.
CardholderAccountswithDelinquentPaymentsInaccordancewiththeircardholderagreement,cardholdersareobligatedtopaytheundisputedbalancewithin30daysofthebillingstatementdate.
Cardaccountbalancesthataredelinquent,andthatarenotdisputedamounts,willbeeligibleforthesalaryoffsetprogram.
Whenthebalanceonacardholderaccountbecomesoneormoremonthsdelinquent,thecardwillbesuspended.
Accountbalancesthataredelinquent64daysormoreafterthefirststatementdateareautomaticallyreferredforsalaryoffsetandthetravelchargecardwillbecancelled.
Whensalaryoffsetisinitiated,thecardholderwillbenotifiedoftheireligibilityforsalaryoffset.
Thecardholderwillberequiredtoeitherpaythedelinquentbalanceorsetupapaymentplanwiththecontractorbanktopaytheundisputedbalanceinfull.
Ifneitheractionoccurs,thecardholderwillbenotifiedthatsalaryoffsetwillbeginatthestartofthenextpayperiod.
TheLevel4orlowerA/OPCshouldalsofollow-upwiththecardholderregardingbalancepaymentoncesalaryoffsetproceduresbegin.
SMG2343.
1(06/28/2016)13Cardholderswhohavelosttheirtravelchargecardprivilegesduetocardcancellation,delinquencies,ormisusewillnotbeauthorizedfortraveladvances.
TravelerswhoneedtoperformofficialtravelmustchargetheircommoncarriertransportationtotheFDAcentrallybilledaccounts.
Allothertravel-relatedcostsmustbepaidbythetravelerusingpersonalfunds.
Inadditiontotheconditionslistedabove,acardholderwillhavetheiraccountcancelledandbeprohibitedfromfurtherchargesifeitherofthefollowingconditionsoccurs:(1)Thetravelchargecardhasbeensuspendedtwotimesduringa12monthperiodfornon-paymentofundisputedprincipalamountsandispastdueagain;(2)Theaccounthashadpaymentsforwhichnon-sufficientfundswereavailabletwotimesduringa12monthperiod.
d.
ReinstatementofCardholderAccountsIndividualcardholderaccountswhichhavebeensuspendedorclosedbythecontractorbankduetodelinquencycanonlybereinstatedbythecontractorbank.
Inorderforanaccounttobereinstated,thefollowingcriteriamustbemet:(1)Theaccountmusthaveazerobalance.
Thelastpaymentmusthavebeenpostedfor10days,oritisnotedthatthepaymentwasamoneyorderorcashier'scheck.
(2)Theaccountactivitymusthavebeen60dayspastduelessthantwicewithinthelast12months.
(3)Theaccountactivitymustreflectlessthantwonon-sufficientfundscheckswithinthelast18monthsandnonon-sufficientfundscheckswithinthelastsixmonths.
(4)Theindividualmusthaveasatisfactorypersonalcredithistoryasevaluatedbythecontractorbank.
Ifcardholderaccountshavebeenclosedduetodelinquency,thecardholdermustwait12monthsfromthedateofaccountclosurebeforereapplyingforatravelchargecard.
SMG2343.
1(06/28/2016)14B.
ATMAdvancesforTravelAcardholdermayusethetravelchargecardtoobtainATMadvancesfortheexemptedexpensesdescribedintheDHHSTravelPolicyManual,Section10.
3.
5.
3ifauthorizedinadvancebyhis/hersupervisor.
ATMadvancesareusedtocoveranticipatedout-of-pocketincidentaltravelexpenses,suchasgroundtransportationoroccasionalmeals,whichcannotbepurchasedwiththetravelchargecard.
OnlytravelerswithanunrestrictedtravelchargecardwillbeabletoobtainanATMadvanceusingtheirtravelchargecard.
CardholdersareexpectedtoobtainATMadvancesusingthetravelchargecardandwillnotbepermittedtoobtainacashadvancefromFDA.
AnexceptionmaybemadeforthosecardholdersauthorizedforextendedforeigntravelthatmaynothaveaccesstoATMsincertainforeignlocationsinordertorefreshtheirATMadvance.
Inthesecircumstances,acashadvancemaybeissuedeventhoughhe/sheisatravelchargecardholder.
1.
ApprovalforandWithdrawalofATMAdvancesATMadvancesaretobeobtainedforauthorizedGovernmenttravelonly.
TheapprovedtravelauthorizationshouldindicatethatanATMadvanceisauthorizedandspecifythemaximumamounttobeobtained.
ATMadvancesshouldbewithdrawnnotmorethantwo(2)businessdayspriortothetrip.
FDAwillreimbursecardholdersforservicefeesincurredforATMadvances.
CashobtainedfromtheATMinamountsgreaterthanrequiredforthetraveldurationareconsideredexcessivecashadvancesandaresubjecttodisciplinaryactioninaccordancewithFDApolicy.
ActualuseofthetravelchargecardmaybeverifiedfromthereportsavailabletoallA/OPCs.
Whileintravelstatus,acardholdermayneedtomakeanemergencyATMwithdrawalwithoutpriorapproval.
IfanATMadvanceisobtainedwithoutpriorauthorizationonthetravelauthorization,aseparatestatementjustifyingthewithdrawalshouldbemadeinthetravelvoucherandauthorizedbythecardholder'ssupervisor.
Forcardholderswithunrestrictedcards,thecardlimitforATMadvancesis$500refreshedeveryseven(7)days.
CardholderswithrestrictedcardsorcardswhichhavebeensuspendedduetodelinquencydonothaveATMaccess.
However,acardholdermaysubmitarequestwithjustificationtotemporarilyincreasetheATMadvancelimitorrequestATMaccessonacase-by-casebasistomeetSMG2343.
1(06/28/2016)15theneedsofthecardholder'stravel.
SeeSection7.
Bofthisguidanceformoreinformationabouthowtosubmitsucharequest.
ATMwithdrawalsmaybemadeatapointconvenienttothecardholdersuchaspermanentdutystation,TDYlocation,orenroute,whileonofficialtravel.
However,inappropriatelocationssuchasliquorstoresorgamblingsitesarenotallowed.
Cardholdersmustalsobecognizantoftheirdestination'spoliticalclimateandenvironmenttoascertainwhetherlargesumsofcashcansafelybeintheirpossession.
2.
VoucheringforATMAdvancesWhenanATMadvanceisobtained,thereceiptshouldberetainedtobeincludedwiththetravelvoucheriftheATMadvanceisgreaterthan$75.
00.
Inaddition,theamountoftheATMtransactionfeeshouldbeindicatedonthetravelvoucherifthefinancialinstitutionand/ornetworkassessasurchargeforuseoftheirATM.
Thesesurchargeswillnotappearasitemizedchargesonthecardholder'smonthlystatementbutwillinsteadbeincludedaspartoftheamountwithdrawnforagiventransaction.
Cardholdersshouldincludethesurchargeontheirtravelvoucher.
ClaimsforATMfeeswillnotbeallowedwhen:a.
thetravelauthorizationdoesnotauthorizeanATMwithdrawalb.
withdrawalsexceedtheamountauthorizedc.
withdrawalsaremadeafterthelastdayoftraveld.
thevoucherdoesnotindicateandshowapprovalforanemergencywithdrawalandnootherATMauthorizationexistsonthetravelauthorizationIfthecardholderwithdrewanATMadvancebeforethetravelwassubsequentlycancelled,thecardholderisresponsibleforpayingtheamountbacktothecardaccount.
IfthecardholderincurredanATMfee,thecardholdershouldsubmitaclaimforreimbursementexplainingthecircumstancesofthetripcancellation.
Acopyofthetravelauthorizationandcancellationshouldbeattached.
SMG2343.
1(06/28/2016)16ATMadvancesshouldbereducedbytheamountofexpensesthatwillbechargeddirectlytothetravelchargecardortothetravelvoucherclaim.
3.
ATMAdvancesforLocalSamplesIfinspectorsorotherFDAemployeeshaveatravelchargecardandneedcashtopayforalocalsample,theyareauthorizedtousethetravelchargecardtowithdrawanATMadvancetopayforthesampleregardlessofwhethertheyareintravelstatus.
TheamountoftheATMwithdrawalshouldbelimitedtothecostofthesample.
Samplecostscannotbechargeddirectlytoyourtravelchargecard.
InspectorsshouldsubmitanitemizedclaimforsamplesalongwiththeATMfeebysubmittingalocalvoucherwhichincludesthesamplenumber.
Anydocumentationshouldbeprovidedaspartofthevoucher.
4.
AdvancesforTravelerswithCancelledCardsAcancelledtravelchargecardaccountreflectsunfavorablepastperformanceandwillbereportedtothecardholder'screditorganization.
Forthisreason,employeeswithcancelledtravelchargecardaccountsareconsideredhighriskintherepaymentoftraveladvances.
Inthecaseofextremehardship,employeeswhohavelosttheirtravelchargecardprivilegesmayrequestwrittenapprovalforacashadvanceonatrip-by-tripbasisfromtheirCenter/OfficeChiefExecutiveOfficer,whomayre-delegatethisauthoritytoalevelnotlowerthantheSeniorTravelOfficeroftheFDA.
Considerationofsuchrequestswillbemadeonacase-by-casebasis,andapprovalshouldnotbeassumed.
Awrittenrecordofallsuchapprovals,aswellasthebasisforeachapproval,willbemaintainedbytheCenterrequestingtheadvanceandtheLevel3A/OPC.
TheOfficeofInspectorGeneral(OIG)shallreviewtheserecordsduringprogramspecificaudits.
C.
FDAZeroTolerancePolicyTheobjectiveoftheFDAZeroTolerancePolicyistoeliminatemisuseandabuseinthetravelchargecardprogramsothatitdoesnotbecomenecessarytoimposedisciplinaryactionsonanyFDAemployee.
Properuseofthetravelchargecardeliminatestheneedtocanceltravelchargecardprivileges,reducingtheadministrativeburdenoftakingactionagainstemployees,lessensthestressforallinvolved,andpreservesthereputationofFDAanditsemployeestoachieveitsmissionandgoalswithintegrity.
SMG2343.
1(06/28/2016)17Thisregulationsetsforthanyinappropriatechargesanddelinquencies.
Thefollowingmisusesofthecardarestrictlyprohibited:1.
Unauthorizedchargesandchargesnotassociatedwithofficialtravel,suchaspersonalandfamilymemberuseofthecard.
AdditionalprohibitedactivitiesarelistedinSection5.
A.
2.
bofthisregulation.
2.
Chargeswhilenotinanofficialtravelstatus:a.
Useofthecardinthevicinityofthecardholder'sofficialdutystationorresidenceisprohibited,unlessusedinconnectionwithpurchasinglocalsamplesorforanauthorizedrentalcar.
b.
CashwithdrawalsfromanautomatedATMorbanktellerarealsoprohibitedunlessinconjunctionwithlocalsamplepurchases.
3.
Shareduseofthecardwithanotheremployeeforofficialtravelpurposes4.
Cardholderpermitsthetravelchargecardaccounttobecomedelinquent5.
Failuretousethecardwhileonofficialtravelunlessthereisanexemption6.
Failuretopayaccountswithsufficientfunds7.
FailuretoproperlyuseGovernmentvoucherreimbursementstorepaytravelexpenses8.
Excessivecashadvances,orcashadvancesnotcommensuratewithofficialtravelTheAgencyAssistantCommissioner(OC/OM),asdescribedintheCodeofFederalRegulations21C.
F.
R.
§10.
3,mayexemptanypayment,person,typeorclassofpayments,ortypeorclassofagencypersonnelfromtheuseofthetravelchargecard,iftheexemptionisdeterminedtobenecessaryintheinterestoftheFDA.
ForalistofExemptedAgencyEmployeesandTypesorClassesofPayments,pleaserefertotheDHHSTravelPolicyManual,Section10.
2.
GSAmustbenotifiedinwritingwithin30daysaftergrantingtheexemption,statingthereasonsfortheexemption.
AcopyoftheexemptionmustalsobeforwardedtotheLevel3A/OPC.
Thespendinglimitsissuedontravelchargecardsarebasedontheresultsofanemployee'screditworthinessassessmentandmustbeinSMG2343.
1(06/28/2016)18accordwiththeneedsofeachcardholder.
AnAgency-widedefaultlimitissetat$12,500foranacceptablecreditratingor$5,000foralowercreditrating(ratingsarebasedonGSA'spredeterminedFICOscorelimits)formosttravelchargecards.
TheselimitswillapplytoallnewcardsunlessFDAmanagementcanjustifyahigheramount.
MemorandaregardingthismattershallbesenttoandapprovedbytheLevel3A/OPC.
Possessionanduseofthetravelchargecarddoesnotrelievetheemployeefromobservingrulesandregulationsgoverningofficialtravel,includinguseofGovernmentcity-paircontractcarriers,AmericanFlagcarriers,Governmentcarrentalagreements,Governmentapprovedlodgingfacilities,ortheTravelManagementCenter.
Improper,fraudulent,abusive,ornegligentuseofatravelchargecardisprohibited.
AppropriateFDApersonnel,withtheadviceoftheOfficeofHumanResources,mayimposeappropriatecorrectiveactions,includingremovalincertaincases,foremployeeswhoarenegligentorengageinmisuse,abuse,orfraudwithrespecttothetravelchargecard.
AppropriateFDApersonnelmayimpose,butarenotlimitedto,thefollowingadministrativeand/ordisciplinaryactionsfordelinquencies,misuse,and/orabuse:a.
Issuealetterofcounselingtotheemployee;b.
Deactivate,suspend,orcancelemployeeaccounts;andc.
ImposeadditionaldisciplinaryactionsdeemedappropriatebytheAgency.
Thecircumstancesofeachindividualcaseshouldbeconsideredwhendeterminingtheappropriatetypeofcorrectiveordisciplinary/adverseaction,.
ConsulttheHRM,"Instruction752:DisciplinaryandAdverseActions"forfurtherguidance.
NoFDAOfficialhastheauthoritytooverridethecontractorbank'spolicyregardingthesuspensionorcancellationofcardholderaccounts.
6.
RESPONSIBILITIES.
Theprimaryrolesandresponsibilitiesforthepolicydirectivesandrequiredprocedureswithinthischapterareasfollows:A.
ResponsibilitiesoftheCenter/OfficeChiefExecutiveOfficerSMG2343.
1(06/28/2016)191.
ReviewandprovideapprovalforrequestsandsupportingdocumentationfromthecardholderforrequestsfortemporaryATMwithdrawal,and/ortemporaryrestrictedorunrestrictedcardlimitincreaseB.
ResponsibilitiesoftheLevel3A/OPC1.
Completetravelchargecardtrainingandrecertifyeveryyeara.
MaintainafileofcertificatesofcompletionforallLevel4A/OPCsonelevellower2.
UsetheonlinereportingcapabilitiesinPaymentNettomonitorforcardholderdelinquencyandpotentialtravelchargecardmisuseandabusea.
MonitorLevel4andlowerA/OPCsaccessingVisaIntelliLinkandensurethatcasesarebeingfolloweduponinatimelymanner3.
ReviewandprovideapprovalforrequestsandsupportingdocumentationfromthecardholderforrequestsfortemporaryATMwithdrawal,and/ortemporaryrestrictedorunrestrictedcardlimitincreasea.
TemporarilymodifycardholderaccountswhenrequestsfortemporaryATMwithdrawaland/ortemporaryrestrictedorunrestrictedcardlimitincreasesareapproved4.
Reviewrequestsforcardholderaccountreinstatementandsubmitapprovedrequeststothecontractorbank5.
WorkwiththeLevel2A/OPCandthecontractorbanktoperformasemi-annualdeactivationofinactivecardaccounts6.
ClearcardholdersforseparationfromFDAoncethecardholderisverifiedtohavecompletedrequirementsforclosinganaccountC.
ResponsibilitiesoftheLevel4,5,and6A/OPCs1.
Establishnewcardholderaccountsandverifyemployee'scompletionofrequiredtravelchargecardtrainingrequirementsa.
ProvideemployeesrequestingacardwithacopyoftheDHHSandFDA-specificguidanceontheuseofthetravelchargecardandtheemployee'sresponsibilitieswhensigningthetravelchargecardapplicationSMG2343.
1(06/28/2016)20b.
Complete,sign,andforwardapplicationsfornewtravelchargecardstothecontractorbank2.
Ensurethatallcardholderscompletethetravelchargecardrefreshertrainingeverythreeyearsa.
Maintainafileofcurrentcertificatesofcompletionoftrainingforallcardholdersb.
Suspendaccountsifthecardholderdoesnotcompletethetraining3.
Completetravelchargecardtrainingandrecertifyeveryyeara.
MaintainafileofcertificatesofcompletionforalltheA/OPCsonelevellower(i.
e.
theLevel4A/OPCmaintainscertificatesforallLevel5A/OPCs)4.
ProvideanupdatedlistingofthenamesoftheLevel4andlowerA/OPCsandtheiralternate(s),withtheirmailingaddressandtelephonenumbers,totheLevel3A/OPConaquarterlybasis5.
UsetheonlinereportingcapabilitiesinPaymentNettomonitorforcardholderdelinquencyandpotentialtravelchargecardmisuseandabusea.
CreateanddocumentcasesofabuseandmisuseusingVisaIntelliLinkb.
Maintaindocumentationofthereasonfortravelchargecardsuspensionorcancellationc.
NotifytheOIG,contractorbank,andLevel3A/OPCofpotentialfraudd.
Monitorcardholders'accountsfordelinquencyandsuspendorcancelcardsasoutlinedinSection4.
A.
3.
cofthisguidance(1)Notifycardholderswhentheyaredelinquent(seeAppendixF)(2)NotifytheLevel3A/OPCsofanymission-relatedextenuatingcircumstancesforwhichacardholder'sdelinquentaccountshouldnotbesuspended(3)SuspendtravelchargecardswhenaccountsareoneormoredaysdelinquentSMG2343.
1(06/28/2016)21(4)Reactivatesuspendedtravelchargecardswhencardholdersareauthorizedtotravelandtheundisputedbalancehasbeenpaidinfull6.
ReviewrequestsandsupportingdocumentationfromcardholdersforrequestsfortemporaryATMwithdrawal,and/ortemporaryrestrictedorunrestrictedcardlimitincrease7.
VerifyinPaymentNetthatthetravelchargecardhasbeencanceledorthebalanceis$0whenancardholderleaves,retiresortransferstoanotherGovernmentagency8.
ReviewandapproverequestsforcardholderaccountreinstatementandsubmittotheA/OPConelevelhigher(e.
g.
,aLevel6A/OPCwillsubmittoaLevel5A/OPC)D.
ResponsibilitiesoftheCardholder'sImmediateSupervisor1.
Issuewrittennoticetothoseemployeeswhoareexpectedtotravelfive(5)ormoretimesperyearoftheirneedtoapplyforatravelchargecard,andthemandatoryusethereof2.
Signemployee'sapplicationsforthetravelchargecardasaninternalcontrolmeasuretoensurethattheemployeehasanofficialneedtoreceiveacardbeforeinitiatingadministrativeprocessing3.
ReviewandprovideapprovalforrequestsandsupportingdocumentationfromcardholdersforrequestsfortemporaryATMwithdrawal,and/ortemporaryrestrictedorunrestrictedcardlimitincrease4.
AuthorizecashadvancesinamountsinaccordancewiththeDHHSTravelPolicyManual,Section3.
3TravelAdvances5.
WhennotifiedbytheA/OPCofquestionableorinappropriatecharges,determineandcommunicatetheappropriatedisciplinaryactionstothecardholdera.
MaintaindocumentationofreferralstoOC/OO/OHRandresolutionofthereferralb.
RequestthattheA/OPCsuspendorcancelthecardifthereisapatternofinappropriateuseorinsufficientexplanationforrepeateddelinquenciesorsuspectedabuse/misuseSMG2343.
1(06/28/2016)226.
NotifytheLevel3orlowerA/OPCifacardholderisnolongereligibletohaveatravelchargecard7.
NotifytheLevel4orlowerA/OPCwhenancardholderistransferringbetweenofficeswithinFDA8.
EnsuretheappropriateofficialsignsanexitclearanceorotherformrequiredtodocumentcancellationofthecardwhenancardholderleavesFDAandthatthedepartingcardholderunderstandshis/herresponsibilitytopaytheirpropertravelchargecardchargesinfullandontimeE.
ResponsibilitiesoftheCardholder1.
Applyforatravelchargecardiftravelingfive(5)ormoretimesinayeara.
CompletethedocumentslistedinSection5.
A.
1ofthisguidanceandforwardthesigneddocumentstotheLevel4orlowerA/OPC2.
Completethetravelchargecardrefreshertrainingeverythree(3)years3.
UsethetravelchargecardforalltravelexpensesassociatedwithTDYtravelunlessanexemptionappliesa.
UsethetravelchargecardonlyforauthorizedofficialGovernmenttravelexpensesandbeawareofwhatconstitutesmisuse;examplesofmisusecanbefoundinSection5.
2.
Bofthisguidance4.
EnsurethatthetravelchargecardandPINarekeptinasecurelocation.
5.
ReportlostorstolentravelchargecardsimmediatelytothecontractorbankandtheLevel4orlowerA/OPC6.
ObtainATMadvancesforexemptedexpenses7.
PreparerequestandsupportingdocumentationfortemporaryATMwithdrawal,and/ortemporaryrestrictedorunrestrictedcardlimitincrease8.
Submitproperreimbursementvoucherswithinfive(5)workingdaysfollowingcompletionofthetriporevery30daysifoncontinuoustravelSMG2343.
1(06/28/2016)239.
Paytravelchargecardbillsontimeregardlessofvoucherreimbursementstatusandusesplitdisbursementsothatthetravelchargecardwillautomaticallybepaid10.
RespondtoallA/OPCinquiriesabouttravelchargecardissueswithinoneweek.
11.
Completeandsubmitrequestsforcardaccountreinstatement12.
Contactthecontractorbanktodisputeachargewithin60daysfromthestatementbillingdateofthedisputedcharge13.
NotifytheA/OPCwhentransferringbetweenofficeswithinFDA14.
Whenleaving,retiring,ortransferringtoanotherGovernmentagency,contacttheA/OPCandthecontractorbanktocanceltravelchargecardprivilegesandensurethetravelchargecardaccounthasa$0balance7.
PROCEDURES.
A.
TrainingRequirementsInorderforparticipantsinthetravelchargecardprogramtostayup-to-dateonthelatestrulesandregulations,cardholdersarerequiredtocompletearefreshertrainingeverythreeyears.
TheLevel4orlowerA/OPCsareresponsibleforkeepingdocumentationofallcardholders'certificatesofcompletionofthetravelchargecardtrainingandbeabletofurnishallcertificatesuponrequest.
Cardholderswhodonotcompletetherefreshertrainingwillhavetheircardsuspendeduntiltheycompletethetraining.
Inaddition,A/OPCsarerequiredtocompletethetravelchargecardrefreshertrainingannually.
A/OPCsareresponsibleforkeepingacopyofthecertificatesofcompletiontheA/OPCsonelevellower;forexample,Level4A/OPCsmustkeeprecordsofalloftheLevel5A/OPCsforwhomtheyareresponsible.
A/OPCswhodonotcompletetherefreshertrainingwillbesuspendedandanotificationwillbesenttotheirsupervisorrequestingareplacementA/OPC.
B.
RequestsforTemporaryATMWithdrawaland/orTemporaryCardLimitIncreaseUndercertaincircumstances,cardholdersmayneedtohavetheircreditlimitincreasedontheirrestrictedorunrestrictedcard,requireATMaccessfortheirrestrictedcard,and/orincreasetheirATMaccesslimitontheirSMG2343.
1(06/28/2016)24unrestrictedcard.
AnyrequestsmustbesubmittedusingthememoinAppendixG.
EachtriprequiringarequestfortemporaryATMwithdrawalprivilegesand/orcardlimitincreasesmustbesubmittedseparatelyforapproval.
Thememoshouldprovidefulldetailswhenpossible,includingthetravelauthorizationnumber,purposeoftherequest,amountrequested,expensesassociatedwiththerequest,anddatesofthetravel.
RequestsforATMaccessforpurchasinglocalsamplesshouldincludethesamplenumberand/orassignmentnumber.
MemostorequesttemporaryATMwithdrawaland/orcardlimitincreasesmustbereviewedandapprovedbythecardholder'ssupervisorandtheirCenter/OfficeChiefExecutiveOfficerorExemptionAuthorizingOfficialDesignee.
PleaseconsultyourLevel4orlowerA/OPCfortheappropriatetimeframesforsubmittal.
OncetherequesthasbeenapprovedbythesupervisorandCenter/OfficeChiefExecutiveOfficer,therequestwillbesentforfinalapprovaltotheLevel3A/OPC.
OncetheLevel3A/OPCreceivesarequestfortemporaryATMwithdrawalprivilegesand/orcardlimitincreases,theywillhave10daystoreviewandadjudicateontherequest.
RequestsmustbesubmittedtotheLevel3A/OPCpriortothetraveloccurring.
Iftherequestisapproved,theLevel3A/OPCwillmakethetemporaryadjustmentforATMwithdrawalprivilegesand/orcardlimitincreasetothecardholder'saccountforthedurationofthetrip.
C.
MonitoringCardholderAccountsInordertoidentifypotentialmisuseandabuse,delinquency,andaccountswhichneedtobeclosed,Level4andlowerA/OPCsshouldreviewreportsandaccountsonamonthlybasisinPaymentNet.
Whenpotentialissuesareidentified,theLevel4orlowerA/OPCshouldnotifythecardholderand/orcardholder'ssupervisoroftheissue(s)andrequestjustificationordocumentationtodeterminewhetheradditionalfollow-upactionsarenecessary.
1.
DelinquencyLevel4andlowerA/OPCsshouldbereviewingreportsandaccountsonamonthlybasisinPaymentNettoidentifycardholderswithbalanceswhichare31ormoredaysdelinquent.
Whencardaccountsare1daydelinquentorgreater,theLevel4andlowerA/OPCwillsuspendthetravelchargecarduntiltheundisputedbalancehasbeenpaidinfull.
Whencardaccountsbecome31daysSMG2343.
1(06/28/2016)25delinquent,thecardholderaccountwillbeautomaticallysuspendedbythecontractorbank.
Whenthebalancebecomes64daysoverdueorgreater,thecardholderaccountbalancewillbereferredforsalaryoffsetproceduresandtheLevel4andlowerA/OPCswillcancelthecard.
At1day,31days,and64daysdelinquent,theA/OPCwillsendanoticetothecardholderandcopythecardholder'ssupervisor,theCenter/OfficeChiefExecutiveOfficer,andtheDirectoroftheOfficeofFinancialManagement(OFM)DivisionofTravelServices(DTS).
ForconsistentnotificationprocedureswithinFDA,usethedelinquencynoticesinAppendixFofthisguide.
2.
InactiveAccountsTheLevel3A/OPCwillworkwiththeLevel2A/OPC(ProgramSupportCenter)andthecontractorbanktoperformasemi-annualdeactivationofcardsthatremaininactiveduringasix-monthperiod.
WhencontactedbytheLevel3A/OPCthatacardholderaccount(s)hasbeenidentifiedfordeactivationduringthesemi-annualdeactivationofcards,theLevel4orlowerA/OPCshouldcoordinatewiththecardholder'ssupervisortodeterminetheneedforthecardholdertohaveatravelchargecard.
Level4andlowerA/OPCsshouldbereviewingreportsonamonthlybasistoidentifycardaccountswithaccountinactivityforanextendedperiodoftime.
Onceaccountshavebeenidentifiedwhichmeettheaccountinactivityperiodlistedabove,theLevel4orlowerA/OPCshouldcontactthecardholder'ssupervisortodeterminewhetherthereisaneedforatravelchargecardaccounttoremainopen.
Duringthesemi-annualdeactivationofcards,theLevel3A/OPCwillcontacttheLevel4orlowerA/OPCtoreachouttothecardholder'ssupervisor.
Ifacardholderhasalongperiodofaccountinactivitybuttheaccountcannotbecancelled,itisrecommendedthattheLevel4orlowerA/OPCsuspendthecarduntilthecardholderbeginstravel.
3.
MisuseandAbuseLevel4andlowerA/OPCsshouldmonitoraccountscloselyforpotentialmisuseandabuseasoutlinedintheFDAZeroTolerancePolicyandpurchasesfromrestrictedMCC's.
WhenpotentialmisuseandabuseisdetectedbytheLevel4andlowerA/OPC,thecardwillbesuspendedimmediatelywhiletheissueisbeinginvestigated.
IftheSMG2343.
1(06/28/2016)26cardholderisonactivetravel,thecardshouldnotbesuspendeduntilafterthetravelhasbeencompleted.
Oncethecardhasbeensuspended,anon-supervisoryLevel4orlowerA/OPCwillsendnoticetothecardholdertorequestthatdocumentationbeprovided.
Thecardholdershouldmakeeveryefforttorespondtorequestsforjustificationanddocumentationinatimelymanner.
Ifmisuseorabuseisidentifiedafterreviewingdocumentationprovidedbythecardholder,anon-supervisoryLevel4orlowerA/OPCwillreachouttothecardholderandthecardholder'ssupervisorwithamemotooutlinetheissueandstepsrequiredforremediatingtheissue.
AsoutlinedintheZeroTolerancePolicy,thecardholder'ssupervisormayimposeappropriatecorrectiveactions,including:a.
Requiringthecardholderretakethetravelchargecardtraining;b.
Issuingaletterofcounselingtothecardholder;c.
Deactivating,suspending,orcancelingcardholderaccounts;d.
ImposingadditionaldisciplinaryactionsdeemedappropriatebytheAgency.
ForconsistentnotificationprocedureswithinFDA,thenon-supervisoryLevel4andlowerA/OPCsshouldusetheinappropriateusenoticefoundinAppendixDtonotifytravelersofquestionablechargesincurredwhileintravelstatusortheunauthorizedusenoticefoundinAppendixEtonotifytravelersofchargesincurredwhilenotintravelstatus.
Incasesofpotentialfraud,theOIG,contractorbank,andOFMshouldbenotified.
D.
ReinstatementofAccountsbytheContractorBankIfacardholderhashadtheiraccountsuspendedorclosedbythecontractorbank,arequesttohavetheiraccountreinstatedmaybesubmittedtotheirLevel4orlowerA/OPC.
ThecardholderaccountmustmeetallofthecriteriaoutlinedinSection5.
A.
3.
dofthisguidance.
TherequestmustbeapprovedbyalllowerlevelsofA/OPCsuptotheLevel3A/OPC.
IftheLevel3andalllowerA/OPCsapprovethereinstatementrequest,itwillbesubmittedtothecontractorbankforapproval.
Thecontractorbankwillthenmakethefinaldecisionwhethertoreinstatethecardholderaccount.
SMG2343.
1(06/28/2016)27E.
ClosinganAccountWhenleavingtheFederalgovernment,retiring,ortransferringtoanotherFederalagency,thecardholderisresponsiblefornotifyingtheirA/OPCandthecontractorbanktoclosetheiraccount.
Cardholdersmustensurethattheiraccounthasa$0balancebeforeleavingtheFDA.
IfthecardholderhasacreditduetoFDA,thecardholdermustsendachecktoFDA.
Ifacreditisduetothecardholder,thenthecardholdermustrequestthatthecontractorbanksendachecktothecardholder.
CardholdersthenhavetheoptiontodisposeofthecardorturnitintotheirA/OPCorsupervisortobedisposedof.
TheLevel3orlowerA/OPCshouldverifythatcardholdershaveclosedtheiraccountpriortoleavingFDA.
Level3orlowerA/OPCsshouldalsoensurethatacardholder'stravelchargecardhasa$0balancebeforeclearingthecardholderfromseparatingfromFDA.
8.
EFFECTIVEDATE.
TheguidewassignedbyPeterKelchner,ActingDirector-OfficeofFinancialManagement,effectiveJune28,2016.
9.
DocumentHistory–SMG2343.
1,"GovernmentTravelChargeCardProgramandATMAdvanceProgram"STATUS(I,R,C)DATEAPPROVEDLOCATIONOFCHANGEHISTORYCONTACTAPPROVINGOFFICIALInitial05/04/2010N/aOC/OA/OFO/OFMWilliamCollinson,Director,OFMRevision06/28/2016N/aOO/OFBA/OFO/OFMPeterKelchner,ActingDirector,OFMChange11/04/2019UpdateURLsinSect.
3OO/OFBA/OFO/OFMSahraI.
Torres-Rivera,Director,OFMChange01/02/2020UpdateURLforAppendixCOO/OFBA/OFM/DTSEvanChiverton,Director,DivisionofTravelServicesBacktoGeneralAdministration,VolumeIII(2000-3999)SMG2343.
1(06/28/2016)28APPENDIXA–HHSTraveler'sAgreementforGovernmentContractor-IssuedTravelChargeCardUsersHereistheURLfortheHHSTraveler'sAgreementforGovernmentContractor-IssuedTravelChargeCardUsers:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM195147.
doc).
APPENDIXB–FDAZeroTolerancePolicyMemoHereistheURLfortheFDAZeroTolerancePolicyMemo:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM474158.
pdf).
APPENDIXC–GovernmentTravelChargeCardDisputeResolutionProcessHereistheURLfortheGovernmentTravelChargeCardDisputeResolutionProcess:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM644468.
pdf).
APPENDIXD–GovernmentTravelChargeCardInappropriateUseNoticesHereistheURLfortheGovernmentTravelChargeCardInappropriateUseNotices:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM474171.
docx).
APPENDIXE–GovernmentTravelChargeCardUnauthorizedUseNoticesHereistheURLfortheGovernmentTravelChargeCardUnauthorizedUseNotices:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM474176.
docx).
APPENDIXF–GovernmentTravelChargeCardDelinquencyNoticesHereistheURLfortheGovernmentTravelChargeCardDelinquencyNotices:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM474180.
docx).
APPENDIXG–TemporaryATMWithdrawalandTemporaryRestrictedCardHHSTravelCardIncreaseMemoSMG2343.
1(06/28/2016)29HereistheURLfortheTemporaryATMWithdrawalandTemporaryRestrictedCardHHSTravelCardIncreaseMemo:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM474185.
pdf).
1(06/28/2016)1SMG2343.
1FDASTAFFMANUALGUIDES,VOLUMEIII-GENERALADMINISTRATIONFINANCIALMANAGEMENTTRAVELGOVERNMENTTRAVELCHARGECARDPROGRAMANDATMADVANCEPROGRAMEffectiveDate:June28,2016Changed:January2,20201.
Purpose2.
Background3.
Reference/Authority4.
Definitions5.
Policy6.
Responsibilities7.
Procedures8.
EffectiveDate9.
HistoryAppendixA–HHSTraveler'sAgreementforGovernmentContractor-IssuedTravelChargeCardUsersAppendixB–FDAZeroTolerancePolicyMemoAppendixC–GovernmentTravelChargeCardDisputeResolutionProcessAppendixD–GovernmentTravelChargeCardInappropriateUseNoticesAppendixE–GovernmentTravelChargeCardUnauthorizedUseNoticesAppendixF–GovernmentTravelChargeCardDelinquencyNoticesAppendixG–TemporaryATMWithdrawalandTemporaryRestrictedCardHHSTravelCardIncreaseMemo1.
PURPOSE.
ThisguidewillprovideinstructionsregardingtheuseoftheGovernmentTravelChargeCardProgram.
SMG2343.
1(06/28/2016)22.
BACKGROUND.
ThisregulationwillprescribethepoliciesandproceduresgoverningtheFoodandDrugAdministration(FDA)TravelChargeCardProgram.
GeneralServicesAdministration(GSA)developedthetravelchargecardprogramtoprocuretransportationservicesandpayforperdiemandotherallowabletravelrelatedexpensesincurredduringofficialtravel.
ThegoaloftheprogramistoreduceFDA'scashrequirementsbydiminishingtheneedfortraveladvancesandimprovinginternalcontrols,cashmanagement,andadministrativeprocedures.
ThetravelchargecardisaprivilegeforFDAemployees,andemployeesmustfollowthepoliciesandproceduresoutlinedinthisguide.
3.
REFERENCE/AUTHORITY.
FDApolicyisconsistentwithguidancesetforthbythefollowingpoliciesregardingtheuseoftheGovernmentTravelChargeCardProgramandATMAdvanceswhileonofficialbusiness.
Theseinclude:A.
DepartmentofHealthandHumanServicesTravelPolicyManual,revisedNovemberof2014(https://www.
psc.
gov/transportation-services/resources/HHS-Travel-Policy-Manual.
pdf)B.
GovernmentChargeCardAbusePreventionActof2012,PublicLaw112-194,Section3(http://www.
gpo.
gov/fdsys/pkg/PLAW-112publ194/pdf/PLAW-112publ194.
pdf)C.
HumanResourcesManual(HRM),Instruction752:DisciplineandAdverseActions,datedMarch20,2009(http://www.
hhs.
gov/asa/ohr/manual/index.
html)D.
PayAdministration;CollectionbyOffsetFromIndebtedGovernmentEmployees,5CFRPart550RIN3206-AH63(http://www.
gpo.
gov/fdsys/pkg/CFR-2011-title5-vol1/pdf/CFR-2011-title5-vol1-part550.
pdf)E.
TheTravelandTransportationReformActof1998,P.
L.
105-264,112Stat.
2350(http://www.
gsa.
gov/graphics/fas/public_law_105-264_fam9831a_R2GXCI_0Z5RDZ-i34K-pR_R2GXCI_0Z5RDZ-i34K-pR.
pdf)F.
FederalTravelRegulations(FTR),41CFRParts301-51,301-52,301-54,301-70,301-71,and301-76.
(https://www.
gsa.
gov/cdnstatic/FTR.
pdf)SMG2343.
1(06/28/2016)3G.
GSASmartPay2Contract(https://smartpay.
gsa.
gov/sites/default/files/downloads/SmartPay2_MasterContract_R25-a9Y_0Z5RDZ-i34K-pR-2.
pdf)H.
InvestigationsOperationsManual2016,Chapter4.
2.
8.
3.
2-CashPayment(http://www.
fda.
gov/ICECI/Inspections/IOM/)I.
"PromptPayment",5CFRPart1315RIN0348-AB47(https://fiscal.
treasury.
gov/files/prompt-payment/5cfr1315.
pdfJ.
"StandardsofEthicalConductforEmployeesoftheExecutiveBranch,"5CFRParts2635(http://www.
ecfr.
gov/cgi-bin/text-idxc=ecfr&SID=06f812f26e7ed9f364bb87944757b912&rgn=div5&view=text&node=5:3.
0.
10.
10.
9&idno=5)K.
"SuspenseAccounts-ManualDisbursements,CollectionsandPayments",FDAStaffManualGuides2310.
13(http://www.
fda.
gov/downloads/AboutFDA/ReportsManualsForms/StaffManualGuides/UCM421795.
pdf)4.
DEFINITIONS.
A.
Agency/OrganizationProgramCoordinator(A/OPC)–Agency-designatedcoordinators,includingalternates,whoserveasthepointofcontactforandadministerthetravelchargecardprogram.
A/OPCsareassignedahierarchylevelbasedontheirlocationandresponsibilityscope.
Level1–BankCardCoordinatorLevel2–DHHSCoordinatorLevel3–FDACoordinatorLevel4–CenterCoordinatorLevel5/6–Sub-CenterCoordinatorGSAistheLevel1A/OPCfortheentireGovernmentTravelChargeCardProgram.
TheProgramSupportCenter(PSC)servesastheLevel2A/OPC.
B.
AutomatedTellerMachine(ATM)Advance-MoniesobtainedfromatravelchargecardviaATMorbankteller,whichisusedtocoveranticipatedout-of-pocket,incidentaltravelexpenses,suchasgroundSMG2343.
1(06/28/2016)4transportationoroccasionalmeals,andthatcannotbepurchasedwiththetravelchargecard.
C.
BillingError-Transactionsappearingonacardholder'saccountasquestionablecharges,duplicatebillings,orunauthorizedcharges.
D.
Cancellation-Permanentterminationoftravelchargecardprivileges.
E.
Cardholder-Thelegalagent(employee)usingthetravelchargecardtobuygoodsandservicesinsupportofofficialtravelandGovernmentbusiness.
Thecardholderholdstheprimaryresponsibilityforthecard'sproperuseandpayment.
F.
CardholderStatement-Astatement,listingalltransactionsduringthebillingperiod,whichissenttoeachcardholder.
G.
CashAdvance-Theestimatedtravelexpensesprepaidtoanemployeewhodoesnothaveatravelchargecard.
Cashadvancesmustbeobtainedinlimitedamountscommensuratewithactualtravel.
Thestandardamountis60percentofthemealsandincidentalexpenses(M&IE)fortheTDYlocation.
H.
Delinquency/DelinquentAccount-Atravelchargecardaccountbalancethatisunpaid31daysormorepasttheclosingdateofthestatement.
I.
Dispute-Awrittenchallengeofanunresolvedordisputedtransactiononthecardholder'sbillingstatement.
Cardholdersmustassertadisputeinwritingwithin60daysofthedateofthestatementreflectingthetransactioninquestioninordernottobeliableforpaymentofthetransactioninquestion.
J.
FairIsaacCreditOrganization(FICO)Score-Astandardcreditscorewhichproducesasubstantialportionofacreditreportthatcreditbureausselltolenderssotheycanassessanapplicant'screditriskandwhethertoextendtheapplicantcredit.
K.
Inspector-AnFDAemployeetaskedwithcollectingandpurchasingsamplesoffood,drugs,animalfeed,etc.
forthesolepurposeofinspectionsandtesting.
L.
LocalSamplePurchases-Purchasesmadewithinaninspector'slocaltravelareaforthesolepurposeoftestingandresearch.
M.
ManualPayment-AmanualpaymentisapaymentthatisnotinitiatedfromtheFDA'sfinancialsystem,UnifiedFinancialManagementSystemSMG2343.
1(06/28/2016)5(UFMS).
Instead,paymentsareenteredandprocessedusingTreasury'sSecurePaymentSystem(SPS)priortoaninvoicebeingcreatedinUFMS.
ThispaymentshouldberecordedinUFMSasaclearingpayment.
N.
MerchantCategoryCode(MCC)-Anumericalidentifierassignedbythebankandvalidatedbythesupplierforclassificationofproductsandservices.
O.
MisuseofGovernmentContractorBank-IssuedTravelChargeCard-Useofthetravelchargecardinanunauthorized,illegal,oradversemanner.
Examplesofmisuseincludeunauthorizedcashadvances,purchaseofnon-reimbursablepersonalexpenditures,useofthetravelchargecardwhennotinanofficialtravelstatus,andbecomingdelinquentinpaymentstothecontractorbank.
P.
OfficialTravel-Written,approvedauthorizationtotravelonofficialbusinessfortheFederalGovernmentthatwillresultinreimbursementforexpensesonatravelvoucher.
Q.
PaymentNet-Thetravelchargecardvendor'sinternet-basedsystem,whichprovidesavarietyofreportsrelatedtothetravelchargecardprogram.
Thereportsassistintheeffectivemanagementofthetravelchargecardprogram.
R.
RestrictedCard-Atravelchargecardwhichhasaloweredcreditlimitof$5,000andnoauthorizedATMcashwithdrawalallowance.
Employeeswhorefusethecreditworthinesscheckordonotpassthecreditworthinesscheckatthetimeofapplicationwillreceivearestrictedcard.
S.
SalaryOffset-Theamountanagencydeductsfromanemployee'ssalarypaymenttopayacontractorbankfortheundisputeddelinquenttravelchargecardbalancesincurredinconnectionwithofficialGovernmenttravel.
T.
SplitDisbursement-Splitdisbursementdividesatravelvoucherreimbursementbetweenthetravelchargecardvendorandthetraveler.
FDAmandatestheuseofsplitdisbursementforalltravelchargecardholders.
U.
Suspension-Thetemporaryterminationoftravelchargecardprivileges.
V.
TravelChargeCard-Abank-issuedGovernmentcreditcardusedsolelyforofficialGovernmenttravelortoobtainlocalsamples.
W.
TravelManagementCenter(TMC)-Aserviceforbookingcommoncarriers(e.
g.
air,rail,andbusconfirmationsandseatassignments),SMG2343.
1(06/28/2016)6lodgingaccommodations,andcarrentalservices;fulfillingreservations(i.
e.
ticketing);providingbasicmanagementinformationonthoseactivities;andmeetingotherrequirementsasspecifiedinFTR301-73.
106.
Atravelmanagementservicemayincludeatravelmanagementcenter(TMC),CommercialTicketOffice(CTO),anelectronicallyavailablesystem,orothermethodsofarrangingtravel.
X.
UnrestrictedCard-Atravelchargecardwhichhastheagency-standardcreditlimitof$12,500andATMcashwithdrawalallowanceof$500toberefreshedeverysevendays.
Y.
VisaIntelliLink-AspendingmanagementsystemforFDAtomanagecardholderexpendituresandcompletereportingononesingleplatformacrossmultiplegeographies.
Z.
Voucher-Awrittenrequest,supportedbydocumentationandreceiptswhereapplicable,forreimbursementofexpensesincurredintheperformanceofofficialtravel.
5.
POLICY.
A.
TravelChargeCardProgramEmployeeswhomeettheFTR,DHHSTravelPolicyManualregulations,andFDArequirementsforissuanceofthecardarerequiredtousethetravelchargecard.
Theuseofthetravelchargecardislimitedtoexpensesincurredinconjunctionwithofficialtravel.
TheprovisionsofthispolicyapplytoallFDAcivilserviceemployeesandcommissionedcorpsofficerswhohavebeenissuedorareapplyingforatravelchargecard.
Useofthetravelchargecardallowsemployeestotakeadvantageoffederaldiscountsathotels,andcarrentalcompanies.
Somelodgingfacilitieswillnothonorthetax-exemptformunlesstheemployeeispayingforlodgingwithatravelchargecard.
1.
QualificationforObtainingaTravelChargeCardandTravelChargeCardApplicationEmployeeswhotakefive(5)ormoretripsperyeararerequiredtoapplyforandusethetravelchargecard.
Cardholdersmustusethetravelchargecardtoperformofficialtravelandforallofficialtravelexpenses.
a.
TravelChargeCardIssuanceSMG2343.
1(06/28/2016)7EmployeeswhodonotcurrentlyhaveatravelchargecardmayapplyforthecardandanATMPersonalIdentificationNumber(PIN)ifapplicablethroughtheemployee'sLevel4orlowerA/OPC.
Beforeemployeesareissuedatravelchargecard,thefollowingdocumentsmustbesubmittedbytheemployeetotheLevel4orlowerA/OPC:(1)CertificateofcompletionoftheDHHStravelchargecardtraining(2)SignedHHSTraveler'sAgreementforGovernmentContractor‐IssuedTravelChargeCardUsers(3)SignedFDAZeroTolerancePolicyMemo(4)Completedtravelchargecardapplicationb.
TravelChargeCardLimitsandCreditWorthinessEffectiveJanuary22,2007,pursuanttoSection639oftheConsolidatedAppropriationsAct,2005(P.
L.
108-447)asreferencedintheCircular,allemployeesapplyingforatravelchargecardmustusethecontractorbankformthatrequirestheapplicanttoinitialtheiragreement/refusalforacreditscorecheckpriortoissuanceofatravelchargecard.
AnemployeewithaFICOscorebelow660,orwhorefusestopermitacreditscorecheck,willbeissuedarestrictedtravelchargecard.
ArestrictedtravelchargecardwillhavealowercreditlimitthantheFDAstandardcreditlimitandwillnothaveanyATMwithdrawalcapability.
Iftheemployeeisissuedarestrictedcard,theycanrequestanewcreditscorecheckiftheyfeeltheyareinabettercreditstandingthanatthetimeoforiginalapplication.
Itisrecommendedtoallowatleastsixmonthsbeforethecardholdersubmitsarequesttore-checktheircreditscore.
NeitherthecontractorbanknorFDAwillseeanyoftheemployee'screditfiledata.
AnemployeeissuedarestrictedcardduetoaFICOscorebelow660maycontactthecreditbureauiftheybelievethatthereisanerror.
Therewillbenofeechargedbythecontractorbankforthecreditscorecheck.
2.
UseandManagementoftheTravelChargeCarda.
TravelChargeCardUseSMG2343.
1(06/28/2016)8Thetravelchargecardwillbeemployedwheneverandwhereverpossibleforairlineandothercommoncarriertransportationservices,hotel/motel,restaurant,automobilerental,gasoline,andotherexpensesincurredwhileonofficialtravel.
UseofthecarddoesnotrelievethecardholderoftheresponsibilitytoemployprudenttravelpracticesandtoobservetherulesandregulationsgoverningtravelassetforthintheFTR,theDHHSTravelPolicyManual,theFDAZeroTolerancePolicy,andagency-specificpoliciesandprocedures.
CardholdersshouldfollowtheguidanceintheDHHSTravelPolicyManual,Section10.
3.
5.
2UseoftheTravelChargeCard,whenusingtheirtravelchargecards.
Inaddition,FDArestrictsmostMCC'sthatofferservicesand/orproductsthatarenon-travelrelatedexpenses.
Asaprecautionarymeasureforthosemerchantswhoaremisclassifiedwithinthetravelchargecardprogram,cardholdersareprohibitedfromuseoftheirtravelchargecardtoprocuretheitemslistedintheDHHSTravelPolicyManual,Section10.
3.
5.
2,aswellasthefollowingadditionalitems:(1)Movierentals(2)Copy/faxservices(3)Internationalvisapurchases(4)Government-ownedvehiclesgas,supplies,orexpensesFDAprohibitstheuseofthetravelchargecardtopurchasefuelandprocureminormaintenanceservicesonGSAfleetoragency-ownedandleasedvehicles.
Useofthefleetcreditcardistheappropriatepaymentmethodforpurchasesincurredwhileoperatinggovernment-ownedvehicles;seeFDAStaffManualGuide(SMG)2173.
1,UtilizationofGovernmentVehicles,formoreinformationaboutfleetuseandmanagement.
b.
ExemptionstotheUseoftheTravelChargeCardGSAhasexemptedtravelexpensesand/orclassesofemployeesfromthemandatoryuseofthetravelchargecard.
ExemptionscanbefoundintheDHHSTravelPolicyManual,Section10.
3.
5.
3ExceptionstotheUseoftheTravelChargeCard.
c.
ImproperUseoftheTravelChargeCardSMG2343.
1(06/28/2016)9Thetravelchargecardmustonlybeusedforofficialtransportationandtravel-relatedexpenses.
CardholdersmustnotusethetravelchargecardtomakepersonalpurchasesorATMadvancesforpersonaluse.
Examplesofmisuseofthetravelchargecardinclude:(1)MakingpersonalpurchasesorATMadvancesforexpenseswhicharenotrelatedtoofficialtravel(abuse);(2)Failuretopay,orpayinatimelymanner,billsforofficialtravelexpensesevenintheabsenceofsubmitted/processedtravelvouchersorreceiptofreimbursementfortravelexpenses(delinquency);(3)Failuretousethetravelchargecardfortravel-relatedexpenseswhicharenotexemptbyregulationorpolicy(abuse);(4)Failuretopay,orpayinatimelymanner,unauthorizedorpersonalexpenses(abuseanddelinquency);(5)Failuretoproperlysecureand/orsafeguardthetravelchargecardtopreventmisusebyotherindividuals,includingco-workers,familymembers,and/orfriends(abuse);(6)Obtainingorpermittingissuanceofatravelchargecardunderfalsepretensesand/orwhenthereisnoofficialneedtotravel(abuse).
d.
TravelVoucherReimbursementCardholdersmustprepareandsubmitatravelvoucher,withrequiredreceipts,withinfive(5)workingdaysaftercompletionofatriporperiodoftravelorevery30daysifoncontinuoustravelstatus.
Cardholderswillbereimbursedfortravelandtravel-relatedexpensesauthorizedandallowableundertheFTRandFDA-specificpolicies.
DHHShasmandatedtheuseofsplitdisbursementwhichmeansthattheapprovedtravelvoucherreimbursementbetweenthecontractorbankandthecardholderwillbeprocessedseparately.
Travelcardchargesmadeforofficialtravelexpenseswillbereimbursedtothecontractingbank,whileapprovedexpenseswillbereimbursedtothetraveler.
Cardholdersmustmonitorbankstatementsinordertoverifypaymentsweremadebysplitdisbursement.
Anyremainingbalancesonthetravelchargecardmustbepaidimmediatelybythecardholder.
SMG2343.
1(06/28/2016)10Theuseofpersonalfundstofinancealltravelexpenses(excepttransportationtickets)onofficialtravelisauthorizedwhenanemployeehasbeencancelledfromtheuseofthetravelchargecard.
Whenpersonalfundsareused,employeeswillbereimbursedforqualifyingtravelexpensesbysubmittingapropertravelvoucher.
e.
ResponsibilitytoPayTravelChargeCardBillsinAccordancewithCardholderAgreementsCardholdersareresponsibleforreadingandadheringtothepoliciesandproceduresspecifiedinthecardholderagreementinordertoobtainatravelchargecard.
Underthecardholderagreement,thetravelchargecardbillisdueandpayableinfullwhendeliveredtothecardholder.
Theemployeeisliabletothecontractorbankforfullreimbursementofallchargesauthorizedbythecardholderexceptasdescribedbelowinsection5.
2.
fDisputedCharges.
.
UnderFTR301-52.
24,cardholdersmustpaytheamountsowedtothecontractorbankinaccordancewiththecardholderagreement,evenifthecardholderhasnotyetbeenreimbursedforthoseexpensesappearingonthebillingstatement.
Cardholdersareexpectedtocomplywiththisguidancebypromptlyresolvinganyoutstandingbalanceonthetravelchargecardaccount.
f.
DisputedChargesThecardholderagreementinformscardholdersabouthowtohandledisputedchargesonatravelchargecardbill.
Cardholdersarerequiredtodisputeanychargesdirectlywiththecontractorbankwithin60daysofthestatementdateonwhichtheoriginaltransactionappears.
SeeAppendixCformoreinformationonhowtosubmitadispute.
Oncethecontractorbankreceivesthedisputedcharge(s),theywillissueatemporarycredittothecardholder'saccountwhilethedisputeisbeingresearched.
Whilethebankisconductingthisinvestigation,thecardholderdoesnotneedtopaytheamountofthedisputedchargeanditwillnotbeconsideredpastdue.
Thecardholder'stravelchargecardwillnotbesuspendedforunpaiddisputedcharges.
SMG2343.
1(06/28/2016)11g.
LostorStolenCardsIfatravelchargecardislostorstolen,thecardholdermustcontactthecontractorbankandtheirLevel4orlowerA/OPCimmediately.
CardholdersmustnotwritetheirPINontheirtravelchargecardorstorethecardanywherethatisnotasecuredlocation.
Toavoidunauthorizedwithdrawals,cardholdersshouldnotifythecontractorbankandtheirLevel4orlowerA/OPCatonceiftheysuspectthattheirPINhasbeencompromised.
h.
LateFeesIfatravelerisnotreimbursedbytheFDAwithin30daysforexpensesproperlysubmitted,thenthetravelermaybeentitledtolatepaymentfees.
Latepaymentfeesconsistoftwoelements:(1)AlatepaymentfeecalculatedusingtheprevailingPromptPaymentActInterestRatebeginningonthe31stdayaftertherequiredpaymentdateandendingonthedatewhichpaymentismade;and(2)Anamountequivalenttoanylatepaymentchargethatthecardcontractorwouldhavebeenabletochargetheemployeehadthebillnotbeenpaid.
i.
RequestforManualPaymentIfatravelerhascompliedwithallresponsibilitiesinsection6.
EincludingsubmittingallexpensesproperlyandareimbursementhasnotbeendistributedduetoanFDAsystemerrorthetravelermayrequestamanualpayment.
ManualpaymentsrequirepriorapprovalfromtheOfficeofFinancialManagement(OFM)Director,orOFMDeputyDirector,ortheirdesignee.
3.
Deactivation,Reactivation,Suspension,orCancellationofaTravelChargeCardAccountsmaybesuspendedorcancelledbytheFDAforreasonssuchasdelinquency,misuse,orabuse.
Thecontractorbankmayalsocloseanaccountduetocardholderdelinquencyandsuspectedmisuse.
Level3orlowerA/OPCsmayalsodeactivate(temporarilysuspend)anaccountfornon-usagebythecardholders.
SMG2343.
1(06/28/2016)12a.
DeactivationandReactivationofInactiveAccountsCardholderaccountswhichhavenotbeenusedwithinthepriorsixmonthswillbesuspendedandcardsnotusedwithintheprior12monthswillbeclosedduetoaccountinactivity.
CardholderaccountsmayalsobedeactivatedbytheLevel3orlowerA/OPCsuponnotificationfromthecardholderimmediatesupervisorthatatravelchargecardisnotneededorthatthecardholderisnoteligibleforatravelchargecard(i.
e.
,thecardholderwillnotbetravelingmorethanfivetimesinayear).
Infrequenttravelersshouldcontactthecontractorbanktodeterminethestatusoftheirtravelchargecardforsubsequenttrips.
CardholderswithadeactivatedtravelchargecardwillneedtocontacttheirCenterA/OPCatleast72hourspriortotravelcommencementtohavetheirtravelchargecardreactivated.
Travelerswhosetravelchargecardshavebeenclosedmustreapplyforacardifitbecomesnecessaryoncemoreforthemtohaveanactivecard.
Forinformationabouttravelchargecardsforemployeesinvolvedindisasterreliefandemergencyresponseservices,refertotheDHHSTravelPolicyManual,Section10.
3.
6.
2.
b.
CardholderAccountswithDelinquentPaymentsInaccordancewiththeircardholderagreement,cardholdersareobligatedtopaytheundisputedbalancewithin30daysofthebillingstatementdate.
Cardaccountbalancesthataredelinquent,andthatarenotdisputedamounts,willbeeligibleforthesalaryoffsetprogram.
Whenthebalanceonacardholderaccountbecomesoneormoremonthsdelinquent,thecardwillbesuspended.
Accountbalancesthataredelinquent64daysormoreafterthefirststatementdateareautomaticallyreferredforsalaryoffsetandthetravelchargecardwillbecancelled.
Whensalaryoffsetisinitiated,thecardholderwillbenotifiedoftheireligibilityforsalaryoffset.
Thecardholderwillberequiredtoeitherpaythedelinquentbalanceorsetupapaymentplanwiththecontractorbanktopaytheundisputedbalanceinfull.
Ifneitheractionoccurs,thecardholderwillbenotifiedthatsalaryoffsetwillbeginatthestartofthenextpayperiod.
TheLevel4orlowerA/OPCshouldalsofollow-upwiththecardholderregardingbalancepaymentoncesalaryoffsetproceduresbegin.
SMG2343.
1(06/28/2016)13Cardholderswhohavelosttheirtravelchargecardprivilegesduetocardcancellation,delinquencies,ormisusewillnotbeauthorizedfortraveladvances.
TravelerswhoneedtoperformofficialtravelmustchargetheircommoncarriertransportationtotheFDAcentrallybilledaccounts.
Allothertravel-relatedcostsmustbepaidbythetravelerusingpersonalfunds.
Inadditiontotheconditionslistedabove,acardholderwillhavetheiraccountcancelledandbeprohibitedfromfurtherchargesifeitherofthefollowingconditionsoccurs:(1)Thetravelchargecardhasbeensuspendedtwotimesduringa12monthperiodfornon-paymentofundisputedprincipalamountsandispastdueagain;(2)Theaccounthashadpaymentsforwhichnon-sufficientfundswereavailabletwotimesduringa12monthperiod.
d.
ReinstatementofCardholderAccountsIndividualcardholderaccountswhichhavebeensuspendedorclosedbythecontractorbankduetodelinquencycanonlybereinstatedbythecontractorbank.
Inorderforanaccounttobereinstated,thefollowingcriteriamustbemet:(1)Theaccountmusthaveazerobalance.
Thelastpaymentmusthavebeenpostedfor10days,oritisnotedthatthepaymentwasamoneyorderorcashier'scheck.
(2)Theaccountactivitymusthavebeen60dayspastduelessthantwicewithinthelast12months.
(3)Theaccountactivitymustreflectlessthantwonon-sufficientfundscheckswithinthelast18monthsandnonon-sufficientfundscheckswithinthelastsixmonths.
(4)Theindividualmusthaveasatisfactorypersonalcredithistoryasevaluatedbythecontractorbank.
Ifcardholderaccountshavebeenclosedduetodelinquency,thecardholdermustwait12monthsfromthedateofaccountclosurebeforereapplyingforatravelchargecard.
SMG2343.
1(06/28/2016)14B.
ATMAdvancesforTravelAcardholdermayusethetravelchargecardtoobtainATMadvancesfortheexemptedexpensesdescribedintheDHHSTravelPolicyManual,Section10.
3.
5.
3ifauthorizedinadvancebyhis/hersupervisor.
ATMadvancesareusedtocoveranticipatedout-of-pocketincidentaltravelexpenses,suchasgroundtransportationoroccasionalmeals,whichcannotbepurchasedwiththetravelchargecard.
OnlytravelerswithanunrestrictedtravelchargecardwillbeabletoobtainanATMadvanceusingtheirtravelchargecard.
CardholdersareexpectedtoobtainATMadvancesusingthetravelchargecardandwillnotbepermittedtoobtainacashadvancefromFDA.
AnexceptionmaybemadeforthosecardholdersauthorizedforextendedforeigntravelthatmaynothaveaccesstoATMsincertainforeignlocationsinordertorefreshtheirATMadvance.
Inthesecircumstances,acashadvancemaybeissuedeventhoughhe/sheisatravelchargecardholder.
1.
ApprovalforandWithdrawalofATMAdvancesATMadvancesaretobeobtainedforauthorizedGovernmenttravelonly.
TheapprovedtravelauthorizationshouldindicatethatanATMadvanceisauthorizedandspecifythemaximumamounttobeobtained.
ATMadvancesshouldbewithdrawnnotmorethantwo(2)businessdayspriortothetrip.
FDAwillreimbursecardholdersforservicefeesincurredforATMadvances.
CashobtainedfromtheATMinamountsgreaterthanrequiredforthetraveldurationareconsideredexcessivecashadvancesandaresubjecttodisciplinaryactioninaccordancewithFDApolicy.
ActualuseofthetravelchargecardmaybeverifiedfromthereportsavailabletoallA/OPCs.
Whileintravelstatus,acardholdermayneedtomakeanemergencyATMwithdrawalwithoutpriorapproval.
IfanATMadvanceisobtainedwithoutpriorauthorizationonthetravelauthorization,aseparatestatementjustifyingthewithdrawalshouldbemadeinthetravelvoucherandauthorizedbythecardholder'ssupervisor.
Forcardholderswithunrestrictedcards,thecardlimitforATMadvancesis$500refreshedeveryseven(7)days.
CardholderswithrestrictedcardsorcardswhichhavebeensuspendedduetodelinquencydonothaveATMaccess.
However,acardholdermaysubmitarequestwithjustificationtotemporarilyincreasetheATMadvancelimitorrequestATMaccessonacase-by-casebasistomeetSMG2343.
1(06/28/2016)15theneedsofthecardholder'stravel.
SeeSection7.
Bofthisguidanceformoreinformationabouthowtosubmitsucharequest.
ATMwithdrawalsmaybemadeatapointconvenienttothecardholdersuchaspermanentdutystation,TDYlocation,orenroute,whileonofficialtravel.
However,inappropriatelocationssuchasliquorstoresorgamblingsitesarenotallowed.
Cardholdersmustalsobecognizantoftheirdestination'spoliticalclimateandenvironmenttoascertainwhetherlargesumsofcashcansafelybeintheirpossession.
2.
VoucheringforATMAdvancesWhenanATMadvanceisobtained,thereceiptshouldberetainedtobeincludedwiththetravelvoucheriftheATMadvanceisgreaterthan$75.
00.
Inaddition,theamountoftheATMtransactionfeeshouldbeindicatedonthetravelvoucherifthefinancialinstitutionand/ornetworkassessasurchargeforuseoftheirATM.
Thesesurchargeswillnotappearasitemizedchargesonthecardholder'smonthlystatementbutwillinsteadbeincludedaspartoftheamountwithdrawnforagiventransaction.
Cardholdersshouldincludethesurchargeontheirtravelvoucher.
ClaimsforATMfeeswillnotbeallowedwhen:a.
thetravelauthorizationdoesnotauthorizeanATMwithdrawalb.
withdrawalsexceedtheamountauthorizedc.
withdrawalsaremadeafterthelastdayoftraveld.
thevoucherdoesnotindicateandshowapprovalforanemergencywithdrawalandnootherATMauthorizationexistsonthetravelauthorizationIfthecardholderwithdrewanATMadvancebeforethetravelwassubsequentlycancelled,thecardholderisresponsibleforpayingtheamountbacktothecardaccount.
IfthecardholderincurredanATMfee,thecardholdershouldsubmitaclaimforreimbursementexplainingthecircumstancesofthetripcancellation.
Acopyofthetravelauthorizationandcancellationshouldbeattached.
SMG2343.
1(06/28/2016)16ATMadvancesshouldbereducedbytheamountofexpensesthatwillbechargeddirectlytothetravelchargecardortothetravelvoucherclaim.
3.
ATMAdvancesforLocalSamplesIfinspectorsorotherFDAemployeeshaveatravelchargecardandneedcashtopayforalocalsample,theyareauthorizedtousethetravelchargecardtowithdrawanATMadvancetopayforthesampleregardlessofwhethertheyareintravelstatus.
TheamountoftheATMwithdrawalshouldbelimitedtothecostofthesample.
Samplecostscannotbechargeddirectlytoyourtravelchargecard.
InspectorsshouldsubmitanitemizedclaimforsamplesalongwiththeATMfeebysubmittingalocalvoucherwhichincludesthesamplenumber.
Anydocumentationshouldbeprovidedaspartofthevoucher.
4.
AdvancesforTravelerswithCancelledCardsAcancelledtravelchargecardaccountreflectsunfavorablepastperformanceandwillbereportedtothecardholder'screditorganization.
Forthisreason,employeeswithcancelledtravelchargecardaccountsareconsideredhighriskintherepaymentoftraveladvances.
Inthecaseofextremehardship,employeeswhohavelosttheirtravelchargecardprivilegesmayrequestwrittenapprovalforacashadvanceonatrip-by-tripbasisfromtheirCenter/OfficeChiefExecutiveOfficer,whomayre-delegatethisauthoritytoalevelnotlowerthantheSeniorTravelOfficeroftheFDA.
Considerationofsuchrequestswillbemadeonacase-by-casebasis,andapprovalshouldnotbeassumed.
Awrittenrecordofallsuchapprovals,aswellasthebasisforeachapproval,willbemaintainedbytheCenterrequestingtheadvanceandtheLevel3A/OPC.
TheOfficeofInspectorGeneral(OIG)shallreviewtheserecordsduringprogramspecificaudits.
C.
FDAZeroTolerancePolicyTheobjectiveoftheFDAZeroTolerancePolicyistoeliminatemisuseandabuseinthetravelchargecardprogramsothatitdoesnotbecomenecessarytoimposedisciplinaryactionsonanyFDAemployee.
Properuseofthetravelchargecardeliminatestheneedtocanceltravelchargecardprivileges,reducingtheadministrativeburdenoftakingactionagainstemployees,lessensthestressforallinvolved,andpreservesthereputationofFDAanditsemployeestoachieveitsmissionandgoalswithintegrity.
SMG2343.
1(06/28/2016)17Thisregulationsetsforthanyinappropriatechargesanddelinquencies.
Thefollowingmisusesofthecardarestrictlyprohibited:1.
Unauthorizedchargesandchargesnotassociatedwithofficialtravel,suchaspersonalandfamilymemberuseofthecard.
AdditionalprohibitedactivitiesarelistedinSection5.
A.
2.
bofthisregulation.
2.
Chargeswhilenotinanofficialtravelstatus:a.
Useofthecardinthevicinityofthecardholder'sofficialdutystationorresidenceisprohibited,unlessusedinconnectionwithpurchasinglocalsamplesorforanauthorizedrentalcar.
b.
CashwithdrawalsfromanautomatedATMorbanktellerarealsoprohibitedunlessinconjunctionwithlocalsamplepurchases.
3.
Shareduseofthecardwithanotheremployeeforofficialtravelpurposes4.
Cardholderpermitsthetravelchargecardaccounttobecomedelinquent5.
Failuretousethecardwhileonofficialtravelunlessthereisanexemption6.
Failuretopayaccountswithsufficientfunds7.
FailuretoproperlyuseGovernmentvoucherreimbursementstorepaytravelexpenses8.
Excessivecashadvances,orcashadvancesnotcommensuratewithofficialtravelTheAgencyAssistantCommissioner(OC/OM),asdescribedintheCodeofFederalRegulations21C.
F.
R.
§10.
3,mayexemptanypayment,person,typeorclassofpayments,ortypeorclassofagencypersonnelfromtheuseofthetravelchargecard,iftheexemptionisdeterminedtobenecessaryintheinterestoftheFDA.
ForalistofExemptedAgencyEmployeesandTypesorClassesofPayments,pleaserefertotheDHHSTravelPolicyManual,Section10.
2.
GSAmustbenotifiedinwritingwithin30daysaftergrantingtheexemption,statingthereasonsfortheexemption.
AcopyoftheexemptionmustalsobeforwardedtotheLevel3A/OPC.
Thespendinglimitsissuedontravelchargecardsarebasedontheresultsofanemployee'screditworthinessassessmentandmustbeinSMG2343.
1(06/28/2016)18accordwiththeneedsofeachcardholder.
AnAgency-widedefaultlimitissetat$12,500foranacceptablecreditratingor$5,000foralowercreditrating(ratingsarebasedonGSA'spredeterminedFICOscorelimits)formosttravelchargecards.
TheselimitswillapplytoallnewcardsunlessFDAmanagementcanjustifyahigheramount.
MemorandaregardingthismattershallbesenttoandapprovedbytheLevel3A/OPC.
Possessionanduseofthetravelchargecarddoesnotrelievetheemployeefromobservingrulesandregulationsgoverningofficialtravel,includinguseofGovernmentcity-paircontractcarriers,AmericanFlagcarriers,Governmentcarrentalagreements,Governmentapprovedlodgingfacilities,ortheTravelManagementCenter.
Improper,fraudulent,abusive,ornegligentuseofatravelchargecardisprohibited.
AppropriateFDApersonnel,withtheadviceoftheOfficeofHumanResources,mayimposeappropriatecorrectiveactions,includingremovalincertaincases,foremployeeswhoarenegligentorengageinmisuse,abuse,orfraudwithrespecttothetravelchargecard.
AppropriateFDApersonnelmayimpose,butarenotlimitedto,thefollowingadministrativeand/ordisciplinaryactionsfordelinquencies,misuse,and/orabuse:a.
Issuealetterofcounselingtotheemployee;b.
Deactivate,suspend,orcancelemployeeaccounts;andc.
ImposeadditionaldisciplinaryactionsdeemedappropriatebytheAgency.
Thecircumstancesofeachindividualcaseshouldbeconsideredwhendeterminingtheappropriatetypeofcorrectiveordisciplinary/adverseaction,.
ConsulttheHRM,"Instruction752:DisciplinaryandAdverseActions"forfurtherguidance.
NoFDAOfficialhastheauthoritytooverridethecontractorbank'spolicyregardingthesuspensionorcancellationofcardholderaccounts.
6.
RESPONSIBILITIES.
Theprimaryrolesandresponsibilitiesforthepolicydirectivesandrequiredprocedureswithinthischapterareasfollows:A.
ResponsibilitiesoftheCenter/OfficeChiefExecutiveOfficerSMG2343.
1(06/28/2016)191.
ReviewandprovideapprovalforrequestsandsupportingdocumentationfromthecardholderforrequestsfortemporaryATMwithdrawal,and/ortemporaryrestrictedorunrestrictedcardlimitincreaseB.
ResponsibilitiesoftheLevel3A/OPC1.
Completetravelchargecardtrainingandrecertifyeveryyeara.
MaintainafileofcertificatesofcompletionforallLevel4A/OPCsonelevellower2.
UsetheonlinereportingcapabilitiesinPaymentNettomonitorforcardholderdelinquencyandpotentialtravelchargecardmisuseandabusea.
MonitorLevel4andlowerA/OPCsaccessingVisaIntelliLinkandensurethatcasesarebeingfolloweduponinatimelymanner3.
ReviewandprovideapprovalforrequestsandsupportingdocumentationfromthecardholderforrequestsfortemporaryATMwithdrawal,and/ortemporaryrestrictedorunrestrictedcardlimitincreasea.
TemporarilymodifycardholderaccountswhenrequestsfortemporaryATMwithdrawaland/ortemporaryrestrictedorunrestrictedcardlimitincreasesareapproved4.
Reviewrequestsforcardholderaccountreinstatementandsubmitapprovedrequeststothecontractorbank5.
WorkwiththeLevel2A/OPCandthecontractorbanktoperformasemi-annualdeactivationofinactivecardaccounts6.
ClearcardholdersforseparationfromFDAoncethecardholderisverifiedtohavecompletedrequirementsforclosinganaccountC.
ResponsibilitiesoftheLevel4,5,and6A/OPCs1.
Establishnewcardholderaccountsandverifyemployee'scompletionofrequiredtravelchargecardtrainingrequirementsa.
ProvideemployeesrequestingacardwithacopyoftheDHHSandFDA-specificguidanceontheuseofthetravelchargecardandtheemployee'sresponsibilitieswhensigningthetravelchargecardapplicationSMG2343.
1(06/28/2016)20b.
Complete,sign,andforwardapplicationsfornewtravelchargecardstothecontractorbank2.
Ensurethatallcardholderscompletethetravelchargecardrefreshertrainingeverythreeyearsa.
Maintainafileofcurrentcertificatesofcompletionoftrainingforallcardholdersb.
Suspendaccountsifthecardholderdoesnotcompletethetraining3.
Completetravelchargecardtrainingandrecertifyeveryyeara.
MaintainafileofcertificatesofcompletionforalltheA/OPCsonelevellower(i.
e.
theLevel4A/OPCmaintainscertificatesforallLevel5A/OPCs)4.
ProvideanupdatedlistingofthenamesoftheLevel4andlowerA/OPCsandtheiralternate(s),withtheirmailingaddressandtelephonenumbers,totheLevel3A/OPConaquarterlybasis5.
UsetheonlinereportingcapabilitiesinPaymentNettomonitorforcardholderdelinquencyandpotentialtravelchargecardmisuseandabusea.
CreateanddocumentcasesofabuseandmisuseusingVisaIntelliLinkb.
Maintaindocumentationofthereasonfortravelchargecardsuspensionorcancellationc.
NotifytheOIG,contractorbank,andLevel3A/OPCofpotentialfraudd.
Monitorcardholders'accountsfordelinquencyandsuspendorcancelcardsasoutlinedinSection4.
A.
3.
cofthisguidance(1)Notifycardholderswhentheyaredelinquent(seeAppendixF)(2)NotifytheLevel3A/OPCsofanymission-relatedextenuatingcircumstancesforwhichacardholder'sdelinquentaccountshouldnotbesuspended(3)SuspendtravelchargecardswhenaccountsareoneormoredaysdelinquentSMG2343.
1(06/28/2016)21(4)Reactivatesuspendedtravelchargecardswhencardholdersareauthorizedtotravelandtheundisputedbalancehasbeenpaidinfull6.
ReviewrequestsandsupportingdocumentationfromcardholdersforrequestsfortemporaryATMwithdrawal,and/ortemporaryrestrictedorunrestrictedcardlimitincrease7.
VerifyinPaymentNetthatthetravelchargecardhasbeencanceledorthebalanceis$0whenancardholderleaves,retiresortransferstoanotherGovernmentagency8.
ReviewandapproverequestsforcardholderaccountreinstatementandsubmittotheA/OPConelevelhigher(e.
g.
,aLevel6A/OPCwillsubmittoaLevel5A/OPC)D.
ResponsibilitiesoftheCardholder'sImmediateSupervisor1.
Issuewrittennoticetothoseemployeeswhoareexpectedtotravelfive(5)ormoretimesperyearoftheirneedtoapplyforatravelchargecard,andthemandatoryusethereof2.
Signemployee'sapplicationsforthetravelchargecardasaninternalcontrolmeasuretoensurethattheemployeehasanofficialneedtoreceiveacardbeforeinitiatingadministrativeprocessing3.
ReviewandprovideapprovalforrequestsandsupportingdocumentationfromcardholdersforrequestsfortemporaryATMwithdrawal,and/ortemporaryrestrictedorunrestrictedcardlimitincrease4.
AuthorizecashadvancesinamountsinaccordancewiththeDHHSTravelPolicyManual,Section3.
3TravelAdvances5.
WhennotifiedbytheA/OPCofquestionableorinappropriatecharges,determineandcommunicatetheappropriatedisciplinaryactionstothecardholdera.
MaintaindocumentationofreferralstoOC/OO/OHRandresolutionofthereferralb.
RequestthattheA/OPCsuspendorcancelthecardifthereisapatternofinappropriateuseorinsufficientexplanationforrepeateddelinquenciesorsuspectedabuse/misuseSMG2343.
1(06/28/2016)226.
NotifytheLevel3orlowerA/OPCifacardholderisnolongereligibletohaveatravelchargecard7.
NotifytheLevel4orlowerA/OPCwhenancardholderistransferringbetweenofficeswithinFDA8.
EnsuretheappropriateofficialsignsanexitclearanceorotherformrequiredtodocumentcancellationofthecardwhenancardholderleavesFDAandthatthedepartingcardholderunderstandshis/herresponsibilitytopaytheirpropertravelchargecardchargesinfullandontimeE.
ResponsibilitiesoftheCardholder1.
Applyforatravelchargecardiftravelingfive(5)ormoretimesinayeara.
CompletethedocumentslistedinSection5.
A.
1ofthisguidanceandforwardthesigneddocumentstotheLevel4orlowerA/OPC2.
Completethetravelchargecardrefreshertrainingeverythree(3)years3.
UsethetravelchargecardforalltravelexpensesassociatedwithTDYtravelunlessanexemptionappliesa.
UsethetravelchargecardonlyforauthorizedofficialGovernmenttravelexpensesandbeawareofwhatconstitutesmisuse;examplesofmisusecanbefoundinSection5.
2.
Bofthisguidance4.
EnsurethatthetravelchargecardandPINarekeptinasecurelocation.
5.
ReportlostorstolentravelchargecardsimmediatelytothecontractorbankandtheLevel4orlowerA/OPC6.
ObtainATMadvancesforexemptedexpenses7.
PreparerequestandsupportingdocumentationfortemporaryATMwithdrawal,and/ortemporaryrestrictedorunrestrictedcardlimitincrease8.
Submitproperreimbursementvoucherswithinfive(5)workingdaysfollowingcompletionofthetriporevery30daysifoncontinuoustravelSMG2343.
1(06/28/2016)239.
Paytravelchargecardbillsontimeregardlessofvoucherreimbursementstatusandusesplitdisbursementsothatthetravelchargecardwillautomaticallybepaid10.
RespondtoallA/OPCinquiriesabouttravelchargecardissueswithinoneweek.
11.
Completeandsubmitrequestsforcardaccountreinstatement12.
Contactthecontractorbanktodisputeachargewithin60daysfromthestatementbillingdateofthedisputedcharge13.
NotifytheA/OPCwhentransferringbetweenofficeswithinFDA14.
Whenleaving,retiring,ortransferringtoanotherGovernmentagency,contacttheA/OPCandthecontractorbanktocanceltravelchargecardprivilegesandensurethetravelchargecardaccounthasa$0balance7.
PROCEDURES.
A.
TrainingRequirementsInorderforparticipantsinthetravelchargecardprogramtostayup-to-dateonthelatestrulesandregulations,cardholdersarerequiredtocompletearefreshertrainingeverythreeyears.
TheLevel4orlowerA/OPCsareresponsibleforkeepingdocumentationofallcardholders'certificatesofcompletionofthetravelchargecardtrainingandbeabletofurnishallcertificatesuponrequest.
Cardholderswhodonotcompletetherefreshertrainingwillhavetheircardsuspendeduntiltheycompletethetraining.
Inaddition,A/OPCsarerequiredtocompletethetravelchargecardrefreshertrainingannually.
A/OPCsareresponsibleforkeepingacopyofthecertificatesofcompletiontheA/OPCsonelevellower;forexample,Level4A/OPCsmustkeeprecordsofalloftheLevel5A/OPCsforwhomtheyareresponsible.
A/OPCswhodonotcompletetherefreshertrainingwillbesuspendedandanotificationwillbesenttotheirsupervisorrequestingareplacementA/OPC.
B.
RequestsforTemporaryATMWithdrawaland/orTemporaryCardLimitIncreaseUndercertaincircumstances,cardholdersmayneedtohavetheircreditlimitincreasedontheirrestrictedorunrestrictedcard,requireATMaccessfortheirrestrictedcard,and/orincreasetheirATMaccesslimitontheirSMG2343.
1(06/28/2016)24unrestrictedcard.
AnyrequestsmustbesubmittedusingthememoinAppendixG.
EachtriprequiringarequestfortemporaryATMwithdrawalprivilegesand/orcardlimitincreasesmustbesubmittedseparatelyforapproval.
Thememoshouldprovidefulldetailswhenpossible,includingthetravelauthorizationnumber,purposeoftherequest,amountrequested,expensesassociatedwiththerequest,anddatesofthetravel.
RequestsforATMaccessforpurchasinglocalsamplesshouldincludethesamplenumberand/orassignmentnumber.
MemostorequesttemporaryATMwithdrawaland/orcardlimitincreasesmustbereviewedandapprovedbythecardholder'ssupervisorandtheirCenter/OfficeChiefExecutiveOfficerorExemptionAuthorizingOfficialDesignee.
PleaseconsultyourLevel4orlowerA/OPCfortheappropriatetimeframesforsubmittal.
OncetherequesthasbeenapprovedbythesupervisorandCenter/OfficeChiefExecutiveOfficer,therequestwillbesentforfinalapprovaltotheLevel3A/OPC.
OncetheLevel3A/OPCreceivesarequestfortemporaryATMwithdrawalprivilegesand/orcardlimitincreases,theywillhave10daystoreviewandadjudicateontherequest.
RequestsmustbesubmittedtotheLevel3A/OPCpriortothetraveloccurring.
Iftherequestisapproved,theLevel3A/OPCwillmakethetemporaryadjustmentforATMwithdrawalprivilegesand/orcardlimitincreasetothecardholder'saccountforthedurationofthetrip.
C.
MonitoringCardholderAccountsInordertoidentifypotentialmisuseandabuse,delinquency,andaccountswhichneedtobeclosed,Level4andlowerA/OPCsshouldreviewreportsandaccountsonamonthlybasisinPaymentNet.
Whenpotentialissuesareidentified,theLevel4orlowerA/OPCshouldnotifythecardholderand/orcardholder'ssupervisoroftheissue(s)andrequestjustificationordocumentationtodeterminewhetheradditionalfollow-upactionsarenecessary.
1.
DelinquencyLevel4andlowerA/OPCsshouldbereviewingreportsandaccountsonamonthlybasisinPaymentNettoidentifycardholderswithbalanceswhichare31ormoredaysdelinquent.
Whencardaccountsare1daydelinquentorgreater,theLevel4andlowerA/OPCwillsuspendthetravelchargecarduntiltheundisputedbalancehasbeenpaidinfull.
Whencardaccountsbecome31daysSMG2343.
1(06/28/2016)25delinquent,thecardholderaccountwillbeautomaticallysuspendedbythecontractorbank.
Whenthebalancebecomes64daysoverdueorgreater,thecardholderaccountbalancewillbereferredforsalaryoffsetproceduresandtheLevel4andlowerA/OPCswillcancelthecard.
At1day,31days,and64daysdelinquent,theA/OPCwillsendanoticetothecardholderandcopythecardholder'ssupervisor,theCenter/OfficeChiefExecutiveOfficer,andtheDirectoroftheOfficeofFinancialManagement(OFM)DivisionofTravelServices(DTS).
ForconsistentnotificationprocedureswithinFDA,usethedelinquencynoticesinAppendixFofthisguide.
2.
InactiveAccountsTheLevel3A/OPCwillworkwiththeLevel2A/OPC(ProgramSupportCenter)andthecontractorbanktoperformasemi-annualdeactivationofcardsthatremaininactiveduringasix-monthperiod.
WhencontactedbytheLevel3A/OPCthatacardholderaccount(s)hasbeenidentifiedfordeactivationduringthesemi-annualdeactivationofcards,theLevel4orlowerA/OPCshouldcoordinatewiththecardholder'ssupervisortodeterminetheneedforthecardholdertohaveatravelchargecard.
Level4andlowerA/OPCsshouldbereviewingreportsonamonthlybasistoidentifycardaccountswithaccountinactivityforanextendedperiodoftime.
Onceaccountshavebeenidentifiedwhichmeettheaccountinactivityperiodlistedabove,theLevel4orlowerA/OPCshouldcontactthecardholder'ssupervisortodeterminewhetherthereisaneedforatravelchargecardaccounttoremainopen.
Duringthesemi-annualdeactivationofcards,theLevel3A/OPCwillcontacttheLevel4orlowerA/OPCtoreachouttothecardholder'ssupervisor.
Ifacardholderhasalongperiodofaccountinactivitybuttheaccountcannotbecancelled,itisrecommendedthattheLevel4orlowerA/OPCsuspendthecarduntilthecardholderbeginstravel.
3.
MisuseandAbuseLevel4andlowerA/OPCsshouldmonitoraccountscloselyforpotentialmisuseandabuseasoutlinedintheFDAZeroTolerancePolicyandpurchasesfromrestrictedMCC's.
WhenpotentialmisuseandabuseisdetectedbytheLevel4andlowerA/OPC,thecardwillbesuspendedimmediatelywhiletheissueisbeinginvestigated.
IftheSMG2343.
1(06/28/2016)26cardholderisonactivetravel,thecardshouldnotbesuspendeduntilafterthetravelhasbeencompleted.
Oncethecardhasbeensuspended,anon-supervisoryLevel4orlowerA/OPCwillsendnoticetothecardholdertorequestthatdocumentationbeprovided.
Thecardholdershouldmakeeveryefforttorespondtorequestsforjustificationanddocumentationinatimelymanner.
Ifmisuseorabuseisidentifiedafterreviewingdocumentationprovidedbythecardholder,anon-supervisoryLevel4orlowerA/OPCwillreachouttothecardholderandthecardholder'ssupervisorwithamemotooutlinetheissueandstepsrequiredforremediatingtheissue.
AsoutlinedintheZeroTolerancePolicy,thecardholder'ssupervisormayimposeappropriatecorrectiveactions,including:a.
Requiringthecardholderretakethetravelchargecardtraining;b.
Issuingaletterofcounselingtothecardholder;c.
Deactivating,suspending,orcancelingcardholderaccounts;d.
ImposingadditionaldisciplinaryactionsdeemedappropriatebytheAgency.
ForconsistentnotificationprocedureswithinFDA,thenon-supervisoryLevel4andlowerA/OPCsshouldusetheinappropriateusenoticefoundinAppendixDtonotifytravelersofquestionablechargesincurredwhileintravelstatusortheunauthorizedusenoticefoundinAppendixEtonotifytravelersofchargesincurredwhilenotintravelstatus.
Incasesofpotentialfraud,theOIG,contractorbank,andOFMshouldbenotified.
D.
ReinstatementofAccountsbytheContractorBankIfacardholderhashadtheiraccountsuspendedorclosedbythecontractorbank,arequesttohavetheiraccountreinstatedmaybesubmittedtotheirLevel4orlowerA/OPC.
ThecardholderaccountmustmeetallofthecriteriaoutlinedinSection5.
A.
3.
dofthisguidance.
TherequestmustbeapprovedbyalllowerlevelsofA/OPCsuptotheLevel3A/OPC.
IftheLevel3andalllowerA/OPCsapprovethereinstatementrequest,itwillbesubmittedtothecontractorbankforapproval.
Thecontractorbankwillthenmakethefinaldecisionwhethertoreinstatethecardholderaccount.
SMG2343.
1(06/28/2016)27E.
ClosinganAccountWhenleavingtheFederalgovernment,retiring,ortransferringtoanotherFederalagency,thecardholderisresponsiblefornotifyingtheirA/OPCandthecontractorbanktoclosetheiraccount.
Cardholdersmustensurethattheiraccounthasa$0balancebeforeleavingtheFDA.
IfthecardholderhasacreditduetoFDA,thecardholdermustsendachecktoFDA.
Ifacreditisduetothecardholder,thenthecardholdermustrequestthatthecontractorbanksendachecktothecardholder.
CardholdersthenhavetheoptiontodisposeofthecardorturnitintotheirA/OPCorsupervisortobedisposedof.
TheLevel3orlowerA/OPCshouldverifythatcardholdershaveclosedtheiraccountpriortoleavingFDA.
Level3orlowerA/OPCsshouldalsoensurethatacardholder'stravelchargecardhasa$0balancebeforeclearingthecardholderfromseparatingfromFDA.
8.
EFFECTIVEDATE.
TheguidewassignedbyPeterKelchner,ActingDirector-OfficeofFinancialManagement,effectiveJune28,2016.
9.
DocumentHistory–SMG2343.
1,"GovernmentTravelChargeCardProgramandATMAdvanceProgram"STATUS(I,R,C)DATEAPPROVEDLOCATIONOFCHANGEHISTORYCONTACTAPPROVINGOFFICIALInitial05/04/2010N/aOC/OA/OFO/OFMWilliamCollinson,Director,OFMRevision06/28/2016N/aOO/OFBA/OFO/OFMPeterKelchner,ActingDirector,OFMChange11/04/2019UpdateURLsinSect.
3OO/OFBA/OFO/OFMSahraI.
Torres-Rivera,Director,OFMChange01/02/2020UpdateURLforAppendixCOO/OFBA/OFM/DTSEvanChiverton,Director,DivisionofTravelServicesBacktoGeneralAdministration,VolumeIII(2000-3999)SMG2343.
1(06/28/2016)28APPENDIXA–HHSTraveler'sAgreementforGovernmentContractor-IssuedTravelChargeCardUsersHereistheURLfortheHHSTraveler'sAgreementforGovernmentContractor-IssuedTravelChargeCardUsers:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM195147.
doc).
APPENDIXB–FDAZeroTolerancePolicyMemoHereistheURLfortheFDAZeroTolerancePolicyMemo:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM474158.
pdf).
APPENDIXC–GovernmentTravelChargeCardDisputeResolutionProcessHereistheURLfortheGovernmentTravelChargeCardDisputeResolutionProcess:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM644468.
pdf).
APPENDIXD–GovernmentTravelChargeCardInappropriateUseNoticesHereistheURLfortheGovernmentTravelChargeCardInappropriateUseNotices:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM474171.
docx).
APPENDIXE–GovernmentTravelChargeCardUnauthorizedUseNoticesHereistheURLfortheGovernmentTravelChargeCardUnauthorizedUseNotices:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM474176.
docx).
APPENDIXF–GovernmentTravelChargeCardDelinquencyNoticesHereistheURLfortheGovernmentTravelChargeCardDelinquencyNotices:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM474180.
docx).
APPENDIXG–TemporaryATMWithdrawalandTemporaryRestrictedCardHHSTravelCardIncreaseMemoSMG2343.
1(06/28/2016)29HereistheURLfortheTemporaryATMWithdrawalandTemporaryRestrictedCardHHSTravelCardIncreaseMemo:(http://inside.
fda.
gov:9003/downloads/Administrative/Travel/GovernmentTravelCard/UCM474185.
pdf).
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