ANNISTON ARMY DEPOT, Ala. -- All Army employees at Anniston Army Depot who travel for work are required to have a government credit card. These cards, issued by CitiBank, provide a method for securing hotel rooms and transportation as well as paying for other expenses while on official government travel.
"Employees have to make hotel reservations through the Defense Travel System and DTS is going to want your government credit card," said Matt Hunter, chief of the depot's Managerial Accounting Division.
Proper authorization and approval is required to receive a card, but the process starts with Heather Howard.
Howard, a management accounting analyst for the Directorate of Resource Management, is the installation's primary point of contact for government credit cards.
When an employee requests to have a card, Howard sends them paperwork, including a card application a link for training, which must be completed before the card can be issued.
"Once we receive the completed paperwork, we will fill out the electronic application and request approval from the employee's supervisor," said Howard.
The training has to be completed every three years and Howard is instrumental in the completion of that as well, as she sends e-mail reminders out to those whose time it is to complete the training.
The required course covers the basic rules and regulations governing the credit cards and their use, then tests the employee's understanding of those rules.
Because it is vital the employee completely understands and can apply the rules to their use of the credit card, it's important for each employee to complete their own training.
Despite that training, the Managerial Accounting Division notes that many employees misuse their card each year.
"Misuse of the card is a serious matter. There are a lot of people looking at those accounts from higher headquarters," said Hunter.
Hunter said misuse of the card could be as simple as mistakenly using the card to pay for something when you are not traveling for work.
But, the error which can cause the most damage to the employee is being delinquent with payments.
"The traveler is required to pay the card by the due date on the statement, whether they have been reimbursed or not," said Hunter, adding that potential delinquency is why all employees are required by the Joint Travel Regulation to file travel vouchers within five days of returning to their duty station.
Delinquencies are visible to the depot command staff and have the potential to be discussed in biweekly staff meetings.
It is difficult to be reapproved for a credit card once use is lost due to delinquencies.
For additional information regarding government travel cards, contact Howard at Ext. 3178.
TRAVEL CARD DOS AND DON'TS
Here are a few tips from the General Services Administration to consider when using your government credit card:
DO:
• Use your government travel card to pay for official travel expenses.
• Obtain travel advances for official travel through an ATM, if authorized by your agency.
• Track your expenses and keep receipts while on travel, so you have accurate information for filing your travel claim.
• File your travel claim within five days after you complete your trip or every 30 days if you are on continuous travel.
• Submit payment in full for each monthly bill.
• Follow your bank's dispute process for charges that are incorrect.
• Contact your bank's customer service number if you have questions about your monthly bill.
• Be aware that misuse of the travel charge card could result in disciplinary actions by your agency.
• Be aware that failure to pay your bill in a timely manner can result in suspension or cancelation of your card.
• Return your travel charge card to your Agency/Organization Program Coordinator to be destroyed if you leave your agency or retire.
• Immediately report your lost or stolen card to your Agency/Organization Program Coordinator and the card-issuing bank.
• Destroy any lost or stolen cards that are recovered.
• Be aware of identity theft schemes attempting to gain access to financial information.
• Check with your Agency/Organization Program Coordinator and/or agency policy before using your travel card to cover local travel expenses.
DON'T:
• Use your travel charge card for personal use.
• Obtain travel advances through the ATM which exceed your expected out of pocket expenditures for a trip.
• Obtain travel advances through the ATM unless you are on travel or will be on travel within the next three days.
• Allow your monthly bill to become overdue because this could result in suspension or cancelation of your card.
• Wait for receipt of your monthly billing statement to file your travel claim.
• Forget that the card is issued in your name and liability for payment is your responsibility.
• Write your personal identification number on your card or carry your PIN in your wallet.
• Use the card to cover travel expenses of other government employees.
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