6509.33_301-51
Page 1 of 36
FOREST SERVICE HANDBOOK
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
Supplement No.: 6509.33-2007-5
Effective Date: June 22, 2007
Duration: This supplement is effective until superseded or removed.
Approved: KARREN ALEXANDER
For JESSE KING
Chief Financial Officer (CFO)
Date Approved: 06/11/2007
Posting Instructions: Supplements are numbered consecutively by handbook number and
calendar year. Post by document; remove the entire document and replace it with this
supplement. Retain this transmittal as the first page(s) of this document. The last supplement to
this handbook was 6509.33-2007-4 to chapter 301.
New Document
6509.33_301-51
36 Pages
Superseded Document(s) by
Issuance Number and
Effective Date
id_6509.33-2006-6, 07/13/2006
34 Pages
Digest:
301-51 - Incorporates direction previously issued in interim directive (ID) 6509.33-2006-6,
which expires on January 13, 2008. Establishes code and captions for agency policy regarding
the Government travel card.
301-51.84e - Changes “Assistant Director of Travel and Accounting Operations, Albuquerque
Service Center (ASC)” to “Assistant Director of Claims, Payments and Travel, Albuquerque
Service Center, Budget and Finance (ASC-B&F).”
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
Digest--Continued:
301-51.84f - Changes caption from “Travel Branch, Albuquerque Service Center (ASC)” to
“Travel Branch, Albuquerque Service Center, Budget and Finance (ASC-B&F).” Adds a listing
for processing travel card limit requests.
301-51.84h - Adds a completion date for the required yearly training of March 31 of each year.
Also, replaces the training source from GSA to the USDA sponsored training through Aglearn.
301-51.86b - Replaces the Web site address for the GSA sponsored training with the Web site
address for the USDA sponsored training through Aglearn.
301 - 51.87a - Adds a listing of exemptions to the use of the travel charge card as well as a listing
of union negotiated exemptions to the use of the travel charge card.
301-51.89 - Adds exhibit 05, an example of a 60-Day Delinquent Notice and exhibit 07, an
example of a Salary Offset Notice. Deletes exhibit 05, Form FS-6500-207, Request for Increase
Government Travel Card Limit. Deletes exhibit 06, an example of the Government travel charge
card application.
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
6509.33_301-51
Page 3 of 36
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
STANDARD POSTING INSTRUCTIONS
FOR THE FEDERAL TRAVEL REGULATION, FSH 6509.33
(For further direction on organization and posting of parent text (white pages) see the Foreword
to the Federal Travel Regulation beginning on page i.)
ORGANIZATION. The Federal Travel Regulation (FTR) is divided into chapters, parts,
subparts (if applicable), sections, and paragraphs. The numbers 301, 302, 303, and 304 connote
specific chapters of Title 41 of the Code of Federal Regulations (CFR). The number before the
decimal point indicates the part within each chapter; the number after the decimal point indicates
the section. For example 301-1.1 refers to:
Chapter
301-
Part
1.
Section
1
Pages within each part are consecutively numbered beginning with Arabic number 1. Each page
number is preceded by the part number; for example, the third page of Part 301-2 is numbered
2-3. Individual pages are identified by chapter in the running header.
TRANSMITTALS. Transmittals accompany parent text, Department supplements, and Forest
Service supplements. File transmittals at the front of the Handbook in numerical sequence with
the highest amendment or supplement number first. Group the transmittals in the following
order by issuing Agency and unit level:
- Federal Travel Regulation (FTR) (white transmittals);
- Agriculture Travel Regulations (ATR) supplements (yellow transmittals);
- Forest Service Travel Regulations (FSTR) supplements (buff transmittals);
- Region, Station, or Area Supplements (blue transmittals); and
- Forest Supplements (green transmittals).
SUPPLEMENTS AND INTERIM DIRECTIVES. Post supplements to the parent text of the
Federal Travel Regulation (white pages) at the end of each part (for example, at the end of part
301-1, 301-2, and so on) by color in the following order:
- Agriculture Travel Regulations (ATR) supplements (yellow pages);
- Forest Service Travel Regulations (FSTR) supplements (buff pages);
- Washington Office ID's (pink pages);
- Region, Station, or Area Supplements (blue pages);
- Region, Station, or Area ID's (pink pages);
- Forest Supplements (green pages); and
- Forest ID's (pink pages).
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
Table of Contents
301-51.8 - Government Travel Card ....................................................................................... 5
301-51.81 - Authority ............................................................................................................. 5
301-51.82 - Objectives ............................................................................................................ 6
301-51.83 - Policy ................................................................................................................... 6
301-51.84 - Responsibility ...................................................................................................... 7
301-51.84a - Chief of the Forest Service ................................................................................ 7
301-51.84b - Chief Financial Officer (CFO) .......................................................................... 8
301-51.84c - Director of Financial Management .................................................................... 8
301-51.84d - Director of Budget and Finance, Albuquerque Service Center (ASC-B&F) .... 9
301-51.84e - Assistant Director of Claims, Payments and Travel, Albuquerque Service
Center, Budget and Finance (ASC-B&F) ................................................................... 9
301-51.84f - Travel Branch, Albuquerque Service Center, Budget and Finance (ASC-B&F)
................................................................................................................................... 10
301-51.84g - Cardholder’s Immediate Supervisor ................................................................ 12
301-51.84h - Employees ....................................................................................................... 13
301-51.85 - Definitions ......................................................................................................... 14
301-51.86 - Travel Card Procedures ..................................................................................... 17
301-51.86a - Travel Card Management Plan ........................................................................ 17
301-51.86b - Training ........................................................................................................... 17
301-51.86c - Risk Management ............................................................................................ 18
301-51.86d - Performance Metrics and Data Requirements ................................................. 18
301-51.86e - Credit Worthiness ............................................................................................ 19
301-51.87 - Travel Card Use ................................................................................................ 19
301-51.87a - Exemptions to the Use of the Travel Charge Card .......................................... 21
301-51.87b - Cash Advances ................................................................................................ 22
301-51.87c - Travel Voucher Reimbursement ...................................................................... 23
301-51.87d - Travel Card Operations during National and State Declared Emergencies .... 23
301-51.87e - Deactivation and Reactivation ......................................................................... 23
301-51.87f - Collection of Delinquent Payments from Employee Pay ................................ 24
301-51.87g - Suspension/Cancellation of Travel Charge Cards ........................................... 24
301-51.88 - Employee Travel Card Application Requirements ........................................... 25
301-51.88a - USDA Zero Tolerance Policy.......................................................................... 26
301-51.89 - Exhibits.............................................................................................................. 27
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
301-51.8 - Government Travel Card
A government travel card is an account established by a commercial financial institution
(hereinafter, referred to as the “charge card vendor”) on behalf of agencies or individual agency
employees to which the cost of purchasing goods and services for official agency business may
be charged. For the purposes of this policy, the term “travel card”, “charge card,” or “card”
means “government travel card” as defined in section 301-51.85.
Travel cards are issued as either individually billed accounts with individual liability or as
centrally-billed accounts, wherein the government is liable for all purchases, including those that
are the result of misuse or abuse. Misuse or abuse may result in disciplinary actions against
employees. Vendor banks retain financial liability for fraudulent transactions.
301-51.81 - Authority
1. Title 31, United States Code (U.S.C), section 1111 (31 U.S.C. 1111). Provides
rulemaking authority to improve economy and efficiency in the United States
Government.
2. The Federal Managers' Financial Integrity Act of 1982 (FMFIA) (Pub.L. 97-255 and
31 U.S.C. sec. 3512). Amends section 113 of the Accounting and Auditing Act of 1950
as to requirements for the performance of reviews of the systems of internal controls and
the annual issuances of a statement (report) as to the adequacy of the agency's internal
controls to the President and Congress. This Act also amends the Budget and Accounting
Act of 1921.
3. Office of Federal Procurement Policy Act (41 U.S.C. 433 (b)(3)). Directs the
Administrator of the Office of Federal Procurement to provide Government-wide
procurement policy and leadership in the development of procurement systems of the
executive agencies.
4. Chief Financial Officers Act (CFO) of 1990, as amended. Establishes a financial
management leadership structure; requires long-range planning; requires audited financial
statements for all trust and revolving fund operations; establishes a pilot project requiring
Federal agencies to prepare and have audited agency-wide financial statements; and
strengthens accountability reporting.
5. Office of Management and Budget’s (OMB) Circular A-123 and Appendix B
(Revised April 28, 2006), Improving the Management of Government Charge Card
Programs. Requires agencies to have an ongoing requirement to evaluate the
effectiveness of the actions taken to comply with the requirements of this policy. For
example, agencies must periodically evaluate the effectiveness of the controls put in
place to mitigate the risks of payment delinquencies and charge card misuse.
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
6. USDA Departmental Regulation (DR) 2300-001 “USDA Travel Card Regulation,”
October 20, 2003. Provides Zero Tolerance policy and procedures that Forest Service
employees must follow for official travel. The full USDA policy may be found at
http://www.ocio.usda.gov/directives/.
7. Travel and Transportation Reform Act of 1998. The Travel and Transportation
Reform Act of 1998 (TTRA) requires Federal employees to use Federal travel charge
cards for all payment of official Government travel; and, amended Title 31, U.S.C. to:
establish requirements for prepayment audits of Federal agency transportation expenses,
authorize reimbursement of Federal agency employees for taxes incurred on travel or
transportation reimbursements, and authorize test programs for the payment of Federal
employee travel expenses and relocation expenses.
8. Federal Travel Regulation (FTR), 41 CFR Parts 301-51, 301-52, 301-54, 301-70,
301-71, and 301-76. The FTR governs temporary duty travel allowances.
301-51.82 - Objectives
The objective of this policy is to provide guidance to Forest Service managers to ensure the
accountability and effectiveness of their travel programs and operations by establishing,
assessing, correcting, and reporting on internal controls related to the use of Federal travel charge
cards. This policy emphasizes the need for integrated and coordinated internal control
assessments that synchronize all internal control-related activities. In addition, the specific
objectives of this policy are to:
1. Consolidate and update current governmentwide charge card program requirements
and guidance issued by the Office of Management and Budget (OMB), General Services
Administration (GSA), Department of the Treasury, and other Federal agencies, as well
as provide updates, new guidance, or amendments to existing guidance; and
2. Establish standard minimum requirements and suggested best practices for
government charge card programs that may be supplemented.
301-51.83 - Policy
1. Execute the Travel Card Management Plan as follows:
a. Provide training on travel charge card management;
b. Implement risk management controls, policies, and practices for the travel charge
card management program;
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
c. Maintain and report data and develop and report on performance metrics related to
the travel charge card management program; and
d. Assess applicant credit worthiness prior to issuing a new travel card.
2. Incorporate this policy into the Travel Card Program in accordance with the Office of
Management and Budget (OMB) Circular A-123 and Appendix B, Improving the
Management of Government Charge Card Programs (Revised April 28, 2006). This
policy will reduce the Forest Service's cash requirements by diminishing the need for
travel advances and by improving internal control, cash management, and administrative
procedures.
3. Maximize benefits to the Federal Government when using government travel charge
cards to pay for goods and services in support of official Federal missions. The policies
and expected benefits include, but are not limited to:
a. Reducing administrative costs and time for purchasing and paying for goods and
services;
b. Ensuring the most effective controls are in place to mitigate the risk of fraud,
misuse, and delinquency;
c. Improving financial, administrative, and other benefits offered to the government
by government charge card providers and other entities, including maximizing
refunds where appropriate; and
d. Using government charge card data to monitor policy compliance and inform
management decision making for a more cost effective card program.
301-51.84 - Responsibility
301-51.84a - Chief of the Forest Service
The Chief, Forest Service has the authority and responsibility to:
1. Establish internal procedures to promote the use of the card and to monitor fraud,
waste, and abuse of the travel charge card.
2. Ensure that Forest Service employees receive information on how the Travel Card
Program operates; as well as on proper use and safeguarding of the travel card.
3. Convey the “USDA Zero Tolerance Policy” to all cardholders (DR 2300-001).
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
4. Conduct the Forest Service program in accordance with the Federal Travel Regulation
(FTR) and the GSA SmartPay contract.
5. Delegate the authority for this program to the Chief Financial Officer (CFO). This
authority may be further redelegated.
301-51.84b - Chief Financial Officer (CFO)
The CFO, or designee, has the responsibility to:
1. Coordinate with the U.S. Department of Agriculture (USDA), Office of the Chief
Financial Officer (OCFO) and ensure that the policy and procedures on the use of the
travel charge card are understood by employees.
2. Serve as the liaison to the OCFO, contractor, and GSA on issues dealing with the
program.
3. Promote standardization, centralization, and automation of the program throughout the
Forest Service. Establish Forest Service wide operating limits for card usage for food,
cash, and other expenses.
4. Minimize the establishment of centrally billed accounts.
5. Monitor and report on the Forest Service's employees' compliance in the use of the
travel charge card.
6. Promote and maximize travel card rebates.
7. Provide annual Travel Card Program training to employees.
8. Submit required reports on data and performance metrics to the USDA, OCFO about
the Forest Service travel card program performance. Refer to section 301-51.86d on
Performance Metrics and Data Requirements and reporting.
9. Delegate the authority for management of this program to the Director of Budget and
Finance, Albuquerque Service Center (ASC-B&F). This authority may be further
redelegated.
301-51.84c - Director of Financial Management
The Director of Financial Management is responsible for developing and maintaining written
Forest Service policies and procedures for the Travel Card Management Plan.
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
301-51.84d - Director of Budget and Finance, Albuquerque Service Center (ASCB&F)
The Director of Budget and Finance, ASC-B&F, has the responsibility to:
1. Provide training on travel charge card management.
2. Implement risk management controls, policies, and practices.
3. Maintain and report data and develop and report on performance metrics. For
example, travel card training, number of active accounts, charge card dollars spent, and
number of administrative and/or disciplinary actions taken for card misuse.
4. Assess the credit worthiness of all new travel card applicants prior to issuing a card.
5. Designate employee(s) and alternate(s) in the Travel Branch, ASC-B&F, to administer
the travel charge card program for the Forest Service, as Agency Program Coordinators
(APC).
6. Delegate the authority for managing this program to the Assistant Director of Claims,
Payments and Travel, ASC-B&F, except for approving travel advances in the case of
extreme hardship. This authority may not be further redelegated.
7. Consider written requests for travel advance, on a case by case basis from employees
who experience extreme hardship because they lost their travel charge card privileges. A
written record of the basis for each approval or disapproval shall be maintained. A copy
of approval shall be forwarded to the National Finance Center (NFC) for processing.
301-51.84e - Assistant Director of Claims, Payments and Travel, Albuquerque
Service Center, Budget and Finance (ASC-B&F)
The Assistant Director of Claims, Payments and Travel, ASC-B&F has the responsibility to:
1. Ensure the Travel Branch, ASC-B&F; Agency Program Coordinators (APCs) are
trained, adequately staffed, and aware of their program responsibilities.
2. Establish an administrative review process to provide due process to employees
accused of travel card misuse and faced with collection of delinquent travel card balances
via salary offset. Further, ensure that all examination and referral activity related to these
events are properly documented to include any disciplinary actions taken.
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
3. Establish an annual reporting process including results of the Travel Branch
monitoring activities and oversight of the travel card program. The annual report shall
include performance trends and statistics on the agency’s implementation and use of the
card.
4. Exempt any payment, person, type or class of payments, or type or class of Forest
Service personnel from the use of the travel charge card. The Director must notify the
General Service Administration (GSA) in writing within 30 days after granting the
exemption, stating the reasons for the exemption. A copy of the exemption must also be
forwarded to the Chief, or designee. Criteria for granting an exemption may be found in
FTR 301-51.2 and 301-51.3.
5. Establish spending limits on travel charge cards according to the actual needs of each
cardholder. The default limit should be set for all new cards unless Forest Service
management can justify a higher amount. Additionally, all spending limits shall be
reviewed annually with adjustments made as appropriate based on the review.
6. Maintain a Travel Card Management Plan in accordance with Office of Management
and Budget (OMB) Circular A-123 and Appendix B (Revised April 28, 2006).
301-51.84f - Travel Branch, Albuquerque Service Center, Budget and Finance
(ASC-B&F)
The Travel Branch, ASC-B&F, has the responsibility to:
1. Issue a travel card with the default limit. Default limits are determined by credit
scores and frequency of travel.
2. Request Department approval and monitor the use of centrally billed accounts (CBA)
and the Government Transportation System (GVTS) account. The use of these accounts
result in significant administrative costs. CBA accounts shall only be used for common
carrier expenses related to emergency incident travel. The GVTS account shall only be
used in the following instances: employee does not have a travel charge card, for foreign
travel, and for non-government travelers. Ensure CBA monthly balances are reconciled
and paid.
3. Provide a listing of the names of the coordinator(s) and alternate(s) and their mailing
addresses and telephone numbers to the contractor/card issuer.
4. Provide eligible card applicants with a copy of the Forest Service specific guidance on
the use of the travel charge card.
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
5. Complete sections designated for Forest Service information and authorization on the
employee card account application. Refer to Government Travel Charge Card
Application.
6. Maintain a secure central file for all current cardholders including: the signed
Employee Acknowledgment Statements, copies of employee certifications, and a copy of
the employee’s application. Refer to section 301-51.89, exhibit 06.
7. Regularly monitor contractor issued reports for potential travel card misuse and
delinquent payments. Refer to section 301-51.89, exhibit 01. Review contractor’s
reports to identify and take corrective action on employees who:
a. Are no longer employed with the Forest Service;
b. Violated the Forest Service Zero Tolerance Policy;
c. Had additional administrative restrictions placed on their accounts; or
d. Are not in active travel status and are using the travel card inappropriately.
Electronic and web based reports should be used and maintained whenever possible to reduce
paperwork in accordance with the Paperwork Reduction Act of 1995 (44 U.S.C. 3501-3520).
The following chart depicts a timeline for notifying employees, employee’s supervisor and
Employee Relations, HCM of potential misuse and/or delinquent payments.
Timeline
30-Day Delinquency Notice(Exhibit 04)
Employee
Employee’s
Supervisor
Employee
Relations-HCM
X
60-Day Delinquency Notice
X
X
(Exhibit 05)
Report of Delinquencies of > 90 Days
X
Inappropriate Use (Exhibit 02)
X
X
1/
Unauthorized Use (Exhibit 03)
X
X
X
1/
Employee responses may be forwarded to Employee Relations, HCM
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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PART 301-51 - PAYING TRAVEL EXPENSES
8. Work with the contractor bank to perform semiannual deactivation of cards that
remain inactive during a 6-month period or upon notification from the employee’s
immediate supervisor.
9. Notify the local Human Capital Management (HCM) manager(s) of potential travel
card misuse or delinquencies of 60 days or more. The Inappropriate Use, Unauthorized
Use, and/or Delinquent Memoranda shall be utilized for warning employees of potential
travel card misuse and delinquency. Refer to section 301-51.89, exhibits 02, 03, 04, and
05.
10. Deactivate and reactivate an account through the charge card vendor's Electronic
Access System (EAS) or by calling the charge card vendor.
11. Process travel card limit requests. Requests for a limit increase will be approved
using form, FS 6500-207, Request to Increase Government Travel Card Limit.
12. Monitor a minimum cumulative 12-month charge activity travel report to determine
whether or not employees meet program eligibility criteria and level of participation.
13. Provide customer service to agency staff and employees in administration of this
program.
301-51.84g - Cardholder’s Immediate Supervisor
The cardholder’s immediate supervisor has the responsibility to:
1. Review data received from Travel Branch, ASC-B&F regarding delinquencies,
inappropriate, and unauthorized use. Maintain a written record of the notification and the
explanation received from the employee. If an explanation is inadequate to support a
questionable charge, the supervisor shall contact the Forest Service HCM office to
determine the appropriate disciplinary action. Maintain a written record of referrals to
the Forest Service’s HCM office and the resolution of the incident.
2. Notify the Travel Branch, ASC-B&F, to suspend the card if there is a pattern of
inappropriate use or insufficient explanation for repeated delinquencies.
3. Provide the Travel Branch, ASC-B&F, with written notification, that the account
should be suspended and the card has been destroyed when there has been inappropriate
use or delinquency.
4. Approve and submit request for travel credit card limit increase with justification to
the Travel Branch, ASC-B&F for approval using form, FS 6500-207, Request to Increase
Government Travel Card Limit.
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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5. Notify Travel Branch, ASC-B&F to deactivate and/or reactivate the travel credit card
for seasonal employees with a contractor issued travel credit card.
6. Forward complete application package to the Travel Branch, ASC-B&F. This
package includes the Bank’s application, Government Travel Program Acknowledge &
Acceptance Statement (Exhibit 06), and training certificate. Incomplete application
packages will not be processed.
7. Retrieve the travel charge card from the employee and destroy it when an employee
leaves, retires, or transfers to another non-USDA Government agency; provide the Travel
Branch, ASC-B&F, with written notification to that effect.
301-51.84h - Employees
The employee has the responsibility to:
1. Read and familiarize themselves with the contents of the bank’s Card Agreement and
Forest Service-specific policies regarding the use of the card. Questions concerning the
card should be addressed to the Travel Branch, ASC-B&F.
2. Complete by March 31 of each year, the USDA sponsored training through Aglearn
and submits certification to the Travel Branch, ASC-B&F for filing. The course is
“Ethics: Use of Government Travel Cards”. See http://www.aglearn.usda.gov for Web
training access.
3. Use the card only for official travel purposes and to pay the charges in a timely
manner. Use of the card does not relieve the employee of the responsibility to employ
prudent travel practices and to observe rules and regulations governing travel as set forth
in this handbook, the USDA Zero Tolerance Policy, and Forest Service policies and
procedures.
4. Pay for all items billed to the card. If the card is lost or stolen, report immediately to
the travel contractor bank to limit personal liability. Employees shall pay the contractor
in accordance with the contractor bank payment terms. These responsibilities are
explained in the Cardholder Agreement that each employee signs during the application
process. Employees are obligated to pay the entire travel charge card bill even if the
Forest Service has not reimbursed the traveler within the card billing cycle; travelers are
normally paid within the 30-days after receipt of a timely submitted voucher (FTR 30152.24).
5. Notify the Travel Branch, ASC-B&F, when transferring between offices within the
Forest Service. This notification is essential for internal management reports and mailing
addresses.
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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6. Return the card to the immediate supervisor for cancellation of charge card privileges
when resigning, retiring, or transferring to another Government agency.
301-51.85 - Definitions
Agency Program Coordinator (APC). This individual serves as the focal point for
answering management, task order administration, establishing and maintaining accounts,
and issuance and destruction of travel cards. The APC oversees the card program(s) for
his or her Agency and establishes guidelines. The APC helps set up accounts; serves as
liaison between the cardholder and the travel card contractor; provides on-going advice;
audits purchase card accounts as required; and keeps necessary account information
current. The Forest Service’s Travel Coordinator may also be known as an APC.
Account deactivation. A method to temporarily block the cardholder's ability to make
transactions on the account without canceling the account altogether. While the account
is deactivated, any transaction that the cardholder attempts will be declined at the point of
sale. The agency can deactivate and reactivate an account through the charge card
vendor's Electronic Access System (EAS) or by calling the charge card vendor.
Authorization. The process of verifying, at the point of sale, that the purchase is
allowable given the requirements, prohibitions, and controls established by the agency for
that card.
Automated Teller Machine (ATM). An electronic device that allows cash
withdrawals/advances from participating banks.
Billing Error. Questionable charges, duplicate billings, or unauthorized charge
transactions appearing on a cardholder’s account
Cancellation. Termination of travel charge privileges after the travel charge account is
120 calendar days past the closing due date of the statement, or because the employee has
left the agency.
Cardholder. The legal agent using the charge card to buy goods and services in support
of official government business. The cardholder is responsible for the card’s proper use.
Cardholder Statement. A listing of all transactions during the billing period, which is
sent to each cardholder.
Cash Advance. Monies obtained from a Government contractor-issued travel card via
ATM or bank teller. Cash advances can be obtained in limited amounts commensurate
with actual travel.
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EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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Centrally Billed Account. A card/account established by the charge card vendor at the
request of the agency/organization. Payments are made directly to the charge card
vendor by the agency.
Data Mining. An automated process used to scan data bases to detect patterns, trends,
and/or anomalies for use in risk management or other areas of analysis.
Delinquency/delinquent account. A charge card account balance that is unpaid for more
than 61 days past the statement due date.
Disposable pay. That part of current basic pay, special pay, incentive pay, retired pay,
retainer pay, and in the case of an employee not entitled to basic pay, other authorized
pay remaining after the deduction of any amount required by law to be withheld (other
than deductions to execute garnishment orders in accordance with 5 CFR §581 and
§582). Levies and other legally required deductions must be applied first to determine
disposable pay pursuant to the Internal Revenue Code (Title 26 U.S.C.) and deductions
described in 5 CFR §581.105(b) through (f) (5 CFR §550.1103).
Dispute. A written challenge of an unresolved transaction. Cardholders must assert a
dispute, or a billing error in writing within 60 days of date of the statement reflecting the
transaction in question.
Due Process. The legal process to which an agency must adhere prior to the collection or
salary offset on any undisputed delinquent amount on behalf of the charge card vendor.
Electronic Access System (EAS). The charge card vendor’s Internet-based system which
provides a variety of reports which assist in the effective management of the Purchase
Charge Card program.
Fiscal Year. The 12-month period beginning October 1 through September 30.
Fraud. Any felonious act of corruption or attempt to cheat the government or corrupt the
government's agents. For the purposes of this policy, the use of government charge cards
to transact business that is not sanctioned, not authorized, not in one’s official
government capacity, not for the purpose for which the card was issued, or not as a part
of official government business, are examples of fraud. This list is not intended to be all
inclusive.
Government Travel Card. An individually or centrally billed, government contractorissued charge card used by authorized individuals to pay for travel and transportationrelated expenses in compliance with the applicable regulations and in support of official
government business.
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EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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Individually Billed Account (IBA). A government contractor-issued charge card used by
authorized individuals to pay for official travel and transportation-related expenses for
which the contractor (bank) bills the individual, and for which the individual is liable to
pay.
Infrequent Traveler. A Forest Service employee not expected to travel for official
government business more than 3 times per calendar year.
Merchant Category Code (MCC). The contractor bank operates a monitoring system
which incorporates use of a four digit Merchant Category Code (MCC). The MCC
groups various merchants, products, and services into like categories, for example;
motels, restaurants, retail vendors, training establishments, banks, and so forth. This
process will be used by the contractor bank to monitor and control various travel charge
card purchases.
Misuse. Use of the travel card in an unauthorized, illegal or adverse manner, such as
unauthorized cash advances, purchase of non-reimbursable personal expenditures, and
use of the travel card when not on travel status.
Official Travel. Authorization to travel on official business for the Federal Government
that will result in reimbursement for expenses using a travel voucher.
Performance Metrics (or Performance Measures). Statistics that show program or
activity performance; for example, goals or targets. A baseline measurement is
established and future targets are set as part of a goal-reaching process. Metrics are
generated from program-related data and are often expressed as ratios.
Risk Management. The process of assessing or measuring risk and then developing
strategies to mitigate its effects.
Salary Offset. The authority to collect funds from employee salary, by deducting the
amount owed to the contractor as a result of delinquencies, not disputed by the employee,
on a travel charge card.
Suspension. Temporary termination of travel charge card privileges.
Travel Advance. Prepayment of estimated travel expenses from the Government to an
employee or non–Government traveler. Travel advances are processed by the Travel
Branch, ASC-B&F through the National Finance Center TRVL System.
Travel Coordinator, ASC (Coordinator). Agency designated coordinator, including
alternates, who administer the travel card program. May also be known as APC.
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EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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Travel Management Center (TMC). A commercial travel firm under contract with the
Government that provides reservations, tickets, and related travel management services.
Waste. Any activity taken with respect to a government charge card that fosters, or
results in, unnecessary costs to the government or other program inefficiencies.
301-51.86 - Travel Card Procedures
301-51.86a - Travel Card Management Plan
The Travel Card Management Plan consists of written, formal policies and procedures that
assure a system of internal controls is followed to minimize the potential for fraud, misuse, and
delinquency. The elements required in the charge card management plan are found in this
guidance and more specifically outlined in the Office of Management and Budget (OMB)
Circular A-123 and Appendix B, Improving the Management of Government Charge Card
Programs (Revised April 28, 2006) and shall be implemented accordingly.
301-51.86b - Training
Training is vital so that charge card managers and cardholders understand their roles and
responsibilities. All program participants, including cardholders and travel card coordinators,
cardholder supervisors, and other accountable/billing officials must be trained in travel card
management.
See http://www.aglearn.usda.gov for Web training.
1. The general training requirements for all charge card programs are:
a. All program participants must be trained prior to issuance of a card or to
appointment as a travel card coordinator;
b. All program participants complete refresher training yearly;
c. All program participants must certify yearly that they have received the training,
understand the regulations and procedures, and know the consequences of
inappropriate actions; and
d. Copies of all training certificates shall be maintained by the employee and a copy
shall be sent to the Travel Branch, ASC-B&F.
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EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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2. The specific training requirements for the travel charge card are listed below.
a. Cardholder. Each cardholder shall complete annual training including general
information on traveling for the government and a review of how to use a travel card,
including agency travel card policy and procedures, and proper card use. Cardholders
shall also review the Federal Travel Regulations (FTR), specifically Part 301-51 Paying Travel Expenses and Part 301-54 - Collection of Undisputed Delinquent
Amounts Owed to the Contractor Issuing the Individually Billed Travel Charge Card.
b. Travel Coordinator, ASC-B&F. Travel Coordinators shall complete training
including proper management, control and oversight tools and techniques, and the
FTR Part 301-70 - Internal Policy and Procedures Requirements, Subpart H - Policies
and Procedures Relating to Mandatory Use of the Government Contractor-Issued
Travel Charge Card for Official Travel Section 301-70.700 through 708. In addition,
the Travel Coordinator, ASC-B&F, shall complete the same training as the
cardholders.
301-51.86c - Risk Management
Risk management controls, policies, and practices must be in place to ensure the efficiency and
integrity of charge card programs to reduce payment delinquencies, charge card misuse, fraud,
and other forms of waste and abuse.
The risk management controls, policies and practices shall be implemented according to Office
of Management and Budget (OMB) Circular A-123 and Appendix B, Improving the
Management of Government Charge Card Programs (Revised April 28, 2006).
301-51.86d - Performance Metrics and Data Requirements
1. Performance metrics track performance on key indicators and allow charge card
managers and other stakeholders to:
a. Assess the effectiveness of management controls, policies, and practices; and
b. Identify areas where increased management attention is needed.
To facilitate the USDA reporting to the Office of Management and Budget (OMB), via the
Metric Tracking System (MTS), the Director of Budget and Finance, ASC-B&F, is required to
report monthly to the USDA, OCFO, the required performance metrics found in the Office of
Management and Budget (OMB) Circular A-123 and Appendix B, Improving the Management
of Government Charge Card Programs (Revised April 28, 2006).
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DURATION: This supplement is effective until superseded or removed.
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2. Data reporting provides timely and accurate data to assess:
a. Compliance with legislative and administrative requirements;
b. The effectiveness of efforts to mitigate risks of fraud, waste, and abuse; and
c. Performance trends in managing costs and other relevant indicators of program
success.
The Director of Budget and Finance, ASC-B&F, provides the required data listed in the Office of
Management and Budget (OMB) Circular A-123 and Appendix B, Improving the Management
of Government Charge Card Programs (Revised April 28, 2006) to the USDA, OCFO, for
incorporating into reports to the Office of Management and Budget (OMB).
The Director of Budget and Finance, ASC-B&F, ensures all necessary reporting elements are
performed and reported to the USDA, OCFO, on a quarterly basis. The report is due not later
than the last day of the month following each quarter.
301-51.86e - Credit Worthiness
Credit worthiness assessments ensure that charge cardholders are financially responsible. The
Forest Service shall request the bank perform a credit worthiness evaluation, prior to issuing a
travel card to first time applicants, in accordance with the requirements found in the Office of
Management and Budget (OMB) Circular A-123 and Appendix B, Improving the Management
of Government Charge Card Programs (Revised April 28, 2006).
If the employee meets the credit worthiness criteria, they will be issued the normal unrestricted
default credit limit. However, if the employee falls below the credit worthiness criteria or
declines to have the credit worthiness check, they will be issued a restricted default credit limit.
The Forest Service Travel Coordinator, ASC-B&F, will adhere and implement USDA’s policy
regarding credit worthiness.
301-51.87 - Travel Card Use
Employees shall apply for and use the travel charge card for all official travel expenses; unless
the Forest Service Chief Financial Officer (CFO) approves an exemption (FTR 301-51-1).
The card shall be for payment of airline and other common carrier transportation services,
hotel/motel, restaurant, automobile rental, gasoline, and other expenses incurred incident to
official travel, whenever and wherever possible.
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DURATION: This supplement is effective until superseded or removed.
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1. Airline reservations should not be charged more than a week in advance of a trip.
This will avoid situations where employees receive their monthly billing statements for
tickets prior to receiving their reimbursement for the entire trip.
2. Employees who acquire common carrier transportation with their travel charge card,
and who lose the ticket or fail to use all or part of the ticket are responsible for obtaining
credit for the unused ticket or for reporting a loss to the carrier. Failure to obtain a credit
from the carrier will result in the employee being financially liable for the entire amount
of the ticket. Employees should not submit the unused ticket, charged to the individually
billed travel charge card account, to a Forest Service payment office with the travel
voucher. The unused ticket must be returned to the Travel Management Center (TMC).
3. Payment of an advance room deposit when required by the lodging facilities is
allowed under FTR 301-71.301. A travel voucher should be completed when the
advance payment is made to allow timely reimbursement of the expense. For example, if
an employee is required to make a room deposit, to secure the room, 3 months prior to
making a trip.
4. The travel charge card shall not be used to procure travel and transportation services
from commercial travel agencies that are not under contract to the Government to provide
such services.
5. Forest Service prohibits the use of the travel charge card to obtain contract city-pair
fares on a common carrier for any person who is not on Government authorized travel
while accompanying the employee.
6. Forest Service prohibits the use of the travel charge card to obtain contract city-pair
fares for individual personal side trips taken in conjunction with official travel.
7. Forest Service prohibits employees from use of their travel card to procure the
following merchant category codes (MCC) that offer services and/or products that are
non-travel related, such as:
a. Book and magazine subscriptions.
b. Membership fees.
c. Training and conference fees. (Charge these fees to the agency purchase card).
d. Higher education expenses.
e. Theme parks.
f. Management consulting services.
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DURATION: This supplement is effective until superseded or removed.
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g. Automobile purchases, car repairs, and services.
h. Clothing, lingerie, outerwear, shoes, and furniture.
i. Hair services, cosmetics, tattoos, and massages.
j. Emergency medical services.
k. Office supplies.
l. Computers, televisions, or digital equipment.
m. Any service or product obtained for personal, family, or household purposes.
8. Forest Service prohibits the use of the travel charge card to purchase fuel and procure
minor maintenance services on GSA fleet or Forest Service-owned vehicles. Use of the
Forest Service fleet card is the appropriate payment method for purchases incurred while
operating Government-owned vehicles.
301-51.87a - Exemptions to the Use of the Travel Charge Card
The General Services Administration (GSA) has exempted several official travel expenses and/or
classes of employees from the mandatory use of the travel card (FTR 301-51.2).
1. Expenses incurred at a vendor that does not accept the Government travel charge card.
2. Laundry/dry cleaning.
3. Parking.
4. Local transportation systems.
5. Taxi.
6. Tips.
7. Meals (when use of the card is impractical, for example, group meals or when the
travel card is not accepted).
8. Phone calls (when a Government calling card is available for use in accordance with
Departmental policy).
9. An employee who has an application pending for the travel charge card.
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DURATION: This supplement is effective until superseded or removed.
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10. Individuals travel on invitational travel.
11. New agency employees who must travel before receiving their travel card.
12. Relocation allowances, except for en-route travel and house hunting trips.
13. Employees who travel 5 times or less a year (non-union employees).
In addition, the following list contains union negotiated exemptions:
1. New employees who may be required to perform temporary duty travel enroute to
their first post of duty.
2. Employees who have had their cards canceled for cause by the issuing bank.
3. Intermittent/seasonal employees.
4. Employees not expected to travel more than 3 times a year.
5. Employees with credit issues (for example, those with credit problems past or
present).
Employees may use the travel card to obtain cash advances for exempted expenses.
301-51.87b - Cash Advances
Employees who have been issued a travel charge card are not permitted a travel advance (EFT or
check) from the Forest Service unless foreign travel is authorized for an extended period or on a
transfer of station.
Cash advances are limited to meals and incidental expenses rate (M&IE) at the location of the
temporary duty location and for other cash expenses identified in Exemptions to the Use of the
Travel Charge Card. ATM cash needs should not exceed $50 per day, multiplied by the number
of calendar days in domestic travel status. In addition, the Forest Service shall reimburse
travelers for service fees incurred for ATM advances. The Forest Service weekly ATM cash
advance limit for domestic travel is $375 and international travel is $1,021 (DR 2300-001). Cash
obtained from the ATM in amounts greater than the limit specified for the travel duration are
considered excessive. Actual use of the card may be verified from the reports provided to the
Forest Service contractor's bank.
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EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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301-51.87c - Travel Voucher Reimbursement
Employees must prepare and submit a travel voucher on form AD-616, together with any
required receipts, to their approving official within 5 working days after completion of a trip or
every 30 days if on continuous travel status (FTR 301-52.7). Employees will only be reimbursed
for travel and transportation expenses authorized and allowable under FTR and Forest Servicespecific policies. Timely voucher submission allows reimbursement by the Forest Service in
sufficient time for the employee to pay the travel card monthly bill. Upon completion of the
review process, the approving official should sign and date the voucher. The voucher must then
be submitted to National Finance Center (NFC) for processing.
If an employee’s travel begins in one fiscal year (FY) and travel ends in another fiscal year, two
travel vouchers must be completed and submitted to file the claim; one voucher for each fiscal
year. The prior fiscal year travel authorization number must be used on the voucher for the prior
FY portion of the travel and a current FY travel authorization number must be used on the
voucher for the current FY portion of the trip.
Within 7 days of the receipt of the travel voucher, NFC shall notify the Travel Branch, ASCB&F, who will contact the employees with any error that would prevent timely payment, and the
reasons why the voucher is not acceptable. Employees not reimbursed within 30-calendar days
after submitting a proper voucher to their designated approving office will be paid interest
calculated by using the prevailing Prompt Payment Act Interest Rate.
301-51.87d - Travel Card Operations during National and State Declared
Emergencies
Employees designated as members of an emergency response team or operation planning team,
are exempt from deactivation and cancellation requirements due to inactivity of their travel
cards. Staffs should forward a listing of their emergency designated personnel to the Travel
Branch, ASC-B&F, to ensure that the members are placed in the appropriate credit limits.
301-51.87e - Deactivation and Reactivation
Infrequent travelers shall contact the contractor bank to determine the status of their travel charge
card for subsequent travel trips. Employees with a deactivated travel charge card shall contact
the Travel Branch, ASC-B&F, at least 5 working days prior to travel commencement to have
their travel charge card reactivated.
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EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
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301-51.87f - Collection of Delinquent Payments from Employee Pay
In accordance with their cardholder agreement, employees are obligated to pay the undisputed
balance within 30 days of statement date. On all delinquent amounts, employees are expected to
settle their debts with the contractor immediately.
Individual travel card account balances that are delinquent are eligible for the Forest Service
travel card salary offset program. Section 2(d) of the Travel and Transportation Reform Act of
1988 (TTRA) authorizes Federal agencies to deduct from an employee’s pay any undisputed
amount for which the employee is delinquent (41 CFR part 301-54.1), under regulations issued
by the General Services Administration (GSA), and at the request of the travel card contractor.
The travel charge contractor may request collection assistance on accounts 61 days or more past
the closing due date. Upon written request from the travel charge card contractor, the NFC
begins due process notification to the delinquent employee, following the requirements contained
in FTR 301- 54.100. Following due process, NFC may collect any undisputed amounts owed to
the travel charge card contractor via salary offset. Administrative offset may not exceed 15
percent of the employee’s disposable pay unless a higher amount is authorized by the cardholder.
In addition to the amount owed the charge card issuer, a processing fee is charged to the
employee by NFC to recover its processing costs.
For those employees who are non-bargaining unit employees, salary offset may begin
immediately as authorized by "Pay Administration; Collection by Offset From Indebted
Government Employees," 5 CFR Part 550 RIN 3206-AH63.
The Forest Service may offset an employee’s final pay to recover delinquent amounts due the
contractor. Salary offset may apply to an exiting employee’s final payment, provided due
process is followed.
The Forest Service will not initiate a salary offset request if the employee has filed a timely
voucher which has not been paid. Upon receipt of written notice by NFC of the intent to
administer salary offset, employees must inform NFC in writing within 5 business days if they
were not reimbursed and follow NFC's instructions to resolve the matter.
301-51.87g - Suspension/Cancellation of Travel Charge Cards
The charge card contractor suspends an account once an undisputed transaction remains unpaid
for 61 days or more from the billing/closing date on the statement in which the unpaid charges
first appeared. The contractor cancels an account once undisputed transactions remain unpaid
120 days or more from the closing date on the statement in which the unpaid charges first
appeared. An account is also canceled if it has been suspended twice during the preceding 12
months and becomes past due again. An account is also canceled if the employee leaves the
Agency.
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The contractor will not suspend any account for disputed charges. Upon payment of the
undisputed principal amount, the contractor will automatically reinstate a suspended account.
However, the automatic reinstatements are only allowed on suspended accounts that are less than
120 days. The travel card contractor maintains a suspension/cancellation/reinstatement file on
all accounts.
Because a cancelled travel card account can reflect unfavorable past performance, employees
with these accounts are considered high risk in the repayment of travel advances. In the case of
extreme hardship, employees who lost their charge card privileges may request written approval
by the CFO for a travel advance on a trip-by-trip basis. Consideration of such requests is made
on a case-by-case basis, and approval should not be assumed. However, employees who travel 5
times a year or less, who are exempted from the mandatory use of a travel charge card, shall have
their travel advance requests approved by their supervisor.
Employees are expected to comply with this policy by promptly resolving any outstanding
balance on the travel charge card. Employees who lost their charge card privileges due to
delinquency or use for non-official purposes, and need to perform official travel, must work with
the Travel Branch, ASC-B&F, to charge their common carrier transportation to the Forest
Service’s centrally billed accounts. The use of personal funds to finance all travel expenses
(except transportation tickets) on official travel is authorized when employees' travel charge card
privileges are cancelled. When personal funds are used, employees will be reimbursed for
qualifying travel expenses by submitting a proper travel voucher.
301-51.88 - Employee Travel Card Application Requirements
Employees who apply for the card shall:
1. Complete the travel charge card account application. See Government Travel Charge
Card Application.
2. Complete the required training prior to obtaining travel card. All program participants
complete refresher training annually and certify that training has been completed,
regulations and procedures have been reviewed, and that they are aware of the
consequences for any inappropriate use of the card.
3. Complete and sign the Employee Acknowledgment Statement recognizing receipt and
understanding of the policies and procedures related to the use of the travel charge card.
This form may be obtained from the Travel Branch, ASC-B&F.
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a. The approving official or immediate supervisor must sign the employee’s travel
charge card account application.
b. The application, Employee Acknowledgment Statement, and the training
certificate must be sent to the Travel Branch, ASC-B&F, for processing.
4. Secure the travel card in the same manner as a personal charge card. The card must
not be stored or kept by anyone other than the authorized employee.
5. Ensure only the last six numbers of the charge card is reflected on any receipts
submitted with a travel voucher.
6. Cardholders must be issued Personal Identification Numbers (PINs) by the contractor,
in order to use this feature of the travel charge card.
7. Pay travel charge card bill amounts in full when due to the contractor on or before the
next statement date; except any portions of the bill being disputed.
8. Conform to the “Standards of Ethical Conduct for Employees of the Executive
Branch,” 5 CFR Part 2635. The standards of conduct require Federal employees to pay
each financial obligation in a proper and timely manner.
9. Dispute a charge not made by the cardholder. It is the employee’s responsibility to
contact the contractor's bank to dispute a charge. All disputes must be filed in writing
within 60 days of the date the charge first appears on the billing statement. To obtain the
forms to file a dispute, call contractor's bank customer service number provided on the
monthly billing statement or on the back of the travel card. The bank will need to know
the following: employee name and account number; reference number of the disputed
charge; establishment where charge was incurred; amount of the charge; statement date;
and the reason for the dispute.
301-51.88a - USDA Zero Tolerance Policy
Employees will comply with USDA Departmental Regulation 2300-001, which provides policy
for any inappropriate charges and delinquencies related to government travel card use. Zero
tolerance strictly prohibits the following:
1. Unauthorized charges not associated with official travel.
a. Personal and family member use of the card is forbidden.
b. Additional prohibited activities are listed in section 301-51.87 - Travel Card Use.
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2. Charges prohibited while not in an official travel status.
a. Use of the card in the vicinity of the official duty station or residence is forbidden,
unless used in connection with officially ordered travel.
b. Cash withdrawals from an automated teller machine are also forbidden.
3. Shared use of the card with another employee for official travel purposes.
4. Account delinquency beyond a 30-day period.
5. Failure to use the card while on travel.
6. Failure to pay accounts with sufficient funds.
7. Failure to use Government issued voucher reimbursements to repay travel
expenses.
8. Excessive cash advances not commensurate with official travel.
301-51.89 - Exhibits
The following exhibits provide reference tools recommended for use in executing the
Government Travel Card:
1. Exhibit 01 - Available EAGLS Reports.
2. Exhibit 02 - Inappropriate Use Notice.
3. Exhibit 03 - Unauthorized Use Notice.
4. Exhibit 04 - 30-Day Delinquent Notice.
5. Exhibit 05 - 60- Day Delinquent Notice.
6. Exhibit 06 - Government Travel Card Program Acknowledgement and Acceptance
Statement.
7. Exhibit 07 - Salary Offset Notice.
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
6509.33_301-51
Page 28 of 36
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
301-51.89 - Exhibit 01
Available EAGLS Reports
If you need to view information on...
Accounts that require
Travel Branch, ASC-B&F, Review
Cancelled Accounts
Cardholders or
Agencies (Detail)
Charged-Off
Accounts
Delinquent Accounts
(Detail)
Travel Accounts
... Then use these reports
Delinquency Suite:
•Delinquency Reports
•Pre-Suspension Report
•Suspension/Pre-Cancellation Report
•Cancellation Report
Exception Reports:
•Exceptions: Account Number
•Exceptions: ATM/Cash Activity
•Exceptions: Hierarchy Level
•Exceptions: Returned Check Charges
•Exceptions: Transactions Over $2,500
Account Maintenance:
•Account Renewal
•Authorizations/Declines
•Maintenance Requests
•New Accounts
•Lost/Stolen Report
•Aging Analysis (Summary Information HL1-HL3)
•Cancellation Report
•Cancellation Summary Report
•Account Listing
•Account Renewal
•Agency Program Information
•Maintenance Request
•New Accounts
•Aging Analysis (Summary Information HL1-HL3)
•Charge Off Report
Delinquency Reports:
•Delinquency Report - Account Number
•Delinquency Report - Hierarchy Level
•Delinquency Report - Hierarchy Level/Severity
•Pre-Suspension Report
•Suspension/Pre-Cancellation Report
•Cancellation Report
•Account Activity Report
•Airline Credit/Refund
•Daily Invoice
•Statistical Summary Travel
•Summary ATM/Traveler’s Checks
•Summary Purchase
•Summary Quarterly Merchant
•Summary Quarterly Vendor Analysis
•Transaction Activity
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
6509.33_301-51
Page 29 of 36
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
301-51.89 - Exhibit 02
Example of the Memorandum to Employee from Travel Branch, ASC-B&F
INAPPROPRIATE USE NOTICE
TO:
Joe Employee
FROM:
Forest Service Travel Card Coordinator
SUBJECT:
Inappropriate Charge Card Use
A review of the Bank of America (BoA) monthly activity charge card reports indicates that your
travel Government charge card appears to have (a) questionable transaction(s) during this
reporting period. Please submit a written explanation of the charges incurred in conjunction with
official travel by (date - not more than 10 business days).
As part of our commitment to provide service to employees participating in the Travel Card
Program, we would like to remind you of the responsibilities that employees have in using the
BoA’s travel charge card.
Employees who participate in the travel charge card program shall, utilize the charge card only to
pay for expenses connected with official Government travel (e.g., lodging, meals and automobile
rentals). Employees may use the card only for authorized travel expenses while you are on
Forest Service business. You should not use the charge card to pay for personal travel expenses
or for any other purpose, which is not related to your authorized official government business.
If you have any other questions, please contact the Travel Branch, ASC-B&F, name at (505)
123-4567.
cc: Supervisor
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
6509.33_301-51
Page 30 of 36
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
301-51.89 - Exhibit 03
Example of the Memorandum to Employee from Travel Branch, ASC-B&F
UNAUTHORIZED USE NOTICE
TO:
Joe Employee
FROM:
Forest Service Travel Card Coordinator
SUBJECT: Unauthorized Charge Card Use
A review of the monthly activity reports provided by the Bank of America (BoA)
indicates several instances of apparent unauthorized use of your Government travel
charge card. These charges have included the use of the card for unauthorized personal
retail purchases and/or excessive unauthorized Automated Teller Machine (ATM)
withdrawals. Please provide a written explanation of the charges incurred in conjunction
with official travel by (date - not more than 10 business days).
Unauthorized use of the travel card may result in the suspension or cancellation of the
travel card privileges, the forwarding of a delinquent account notice to a collection
agency, or in case of court judgments, a garnishment of your salary, as well as Forest
Service disciplinary action. Your supervisor has been notified of your account status for
immediate review and resolution.
If you have any questions, please contact the Travel Branch, ASC-B&F, name at (505)
123-4567.
cc: Supervisor
Employee Relations, HCM
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
6509.33_301-51
Page 31 of 36
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
301-51.89 - Exhibit 04
Example of the Memorandum to Employee from Travel Branch, ASC-B&F
30-DAY DELINQUENT NOTICE
TO:
Joe Employee
FROM:
Forest Service Travel Card Coordinator
SUBJECT:
30-Day Delinquent Notice for the Government Charge Card
Our review of the monthly activity reports provided by the Bank of America (BoA)
indicates that your account may be 30 days past due. It is our position that
delinquencies beyond the 30-day timeframe violate the Forest Service’s zero tolerance
policy.
The agreement that you made with the BoA requires that all outstanding charges be
paid upon receipt of your monthly statement. Your travel card account will be
suspended if payment for any undisputed amount is not received within 61 calendar
days from the closing date on your statement.
Any questions concerning your statement should be reported directly to the BoA.
Please submit your payment for the total balance, both current and past due, to BoA.
Failure to do so may constitute a violation of the Standards of Ethical Conduct for
Employees of the Executive Branch (5 CFR 2635) and may result in disciplinary action
up to and including removal.
If you have any other questions, please contact the Travel Branch, ASC-B&F, name at
(505) 123-4567.
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
6509.33_301-51
Page 32 of 36
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
301-51.89 - Exhibit 05
Example of the Memorandum to Employee from Travel Branch, ASC-B&F
60-DAY DELINQUENT NOTICE
TO:
Joe Employee
FROM:
Forest Service Travel Card Coordinator
SUBJECT:
60-Day Delinquent Notice for the Government Charge Card
Our review of the monthly activity reports provided by the Bank of America (BoA)
indicates that your account may be 60 days or more past due. It is our position that
delinquencies beyond the 30-day timeframe violate the Forest Service’s zero tolerance
policy.
Your account has been suspended by BoA. Your account will not be removed from a
suspended status until your account has been brought up to date. In addition, BoA may
cancel your account if (a) the account has been suspended two times during a 12 month
period and is past due again; or (b) the account is 126 calendar days past due from the
closing date on the statement.
Any questions concerning your statement should be reported directly to the BoA.
Please submit your payment for the total balance, both current and past due, to BoA.
Failure to do so may constitute a violation of the Standards of Ethical Conduct for
Employees of the Executive Branch (5 CFR 2635) and may result in disciplinary action
up to and including removal.
If you have any other questions, please contact the Travel Branch, ASC-B&F, name at
(505) 123-4567.
cc: Supervisor
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
6509.33_301-51
Page 33 of 36
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
301-51.89 - Exhibit 06
GOVERNMENT TRAVEL CARD PROGRAM
ACKNOWLEDGMENT & ACCEPTANCE STATEMENT
1. The Government Travel Card Program provides travelers with a means of financing
their official travel expenses without obtaining costly travel advances or using their own
funds. Only official Government expenses incurred as a result of temporary duty travel
may be charged to the travel charge card. Expenses include meals, lodging, rental car,
transportation tickets, and any other authorized travel related expenses. Travelers are
expected to use the travel charge card whenever and wherever practical for all these
expenses prior to the use of an automatic teller machine (ATM). ATM use requires
supervisory approval and is available for limited cash advance amounts where use of the
travel charge card is impractical.
2. Use of the travel charge card for any other purpose than official Government travel
business is NOT AUTHORIZED and is considered misuse of the travel charge card
program. Delinquency in payment of the monthly travel card billing or use of NonSufficient Fund checks for payment are considered travel card abuse. Card misuse and
abuse may be subject to disciplinary actions under the appropriate agency and civilian
personnel regulations.
3. The “USDA Zero Tolerance Policy” strictly prohibits the following use of the card:
a. Unauthorized charges not associated with official travel.
(1) Personal and family member use of the card is forbidden.
(2) Additional prohibited activities are listed in Section 7b (7) of USDA DR 2300001.
b. Charges while not in an official travel status.
(1) Use of the card in the vicinity of the official duty station or residence is forbidden,
unless used in connection with official travel.
(2) Cash withdrawals from an automated teller machine are also forbidden.
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
6509.33_301-51
Page 34 of 36
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
301-51.89 - Exhibit 06--Continued
c. Shared use of the card with another employee for official travel purposes.
d. Account delinquency beyond a 30-day period.
e. Failure to use the card while on travel.
f. Failure to pay accounts with sufficient funds.
g. Failure to use Government issued voucher reimbursements to repay travel
expenses.
h. Excessive cash advances not commensurate with official travel.
Cardholders should read and familiarize themselves with the contents of the bank’s Card
Agreement, the USDA Travel Card DR 2300-001 (interim) and agency specific policies
regarding the use of the card. Questions concerning the card should be addressed to the local or
primary travel card coordinator.
4. I hereby acknowledge that I have read and understand the above policy. I agree to the
terms of the Bank of America Card Agreement and to abide by the “USDA Zero
Tolerance Policy.” I understand that failure to comply with the terms of the Bank of
America Card Agreement and to abide by the “USDA Zero Tolerance Policy” may result
in disciplinary action up to and including removal.
__________________________________ (SIGN/DATE)
SIGNATURE OF CARDHOLDER
5. The application for the above to participate in the Travel Card Program is
recommended for approval.
__________________________________ (SIGN/DATE)
SIGNATURE OF SUPERVISOR
NOTE: THIS STATEMENT SHOULD ACCOMPANY THE TRAVEL CARD
APPLICATION SENT TO THE PRIMARY AGENCY/ORGANIZATION PROGRAM CARD
COORDINATOR.
CTAPD 8/03
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
6509.33_301-51
Page 35 of 36
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
301-51.89 - Exhibit 07
Example of a Memorandum informing an Employee of Salary Offset
SALARY OFFSET NOTICE
January 3, 2007
Joe Employee
2121 Sunset Lane
Utopia, NM 87109
Subject: Delinquent Bank of America Travel Card Account Balance - Salary Offset
Account Number: 1234 567 8901
Dear Sir or Madam:
This is to advise you that Bank of America has requested the Department of Agriculture (USDA)
to offset your salary for a delinquent government travel card balance in the amount of $272.00.
The delinquent balance excludes any disputed transactions which are still pending.
The Travel and Transportation Reform Act of 1998 authorizes USDA to offset up to 15 percent
of your disposable pay at the request of the travel card contractor to collect delinquent balances.
Therefore, payroll deductions will begin in pay period 23 of 2007 unless you resolve this matter
prior to the date. The deductions will continue until the total amount plus any administrative
costs and fees are paid-in-full or we are notified by the Bank of America to stop collection
action.
The amount deducted in any single pay period will be limited to 15 percent of your disposable
pay. If you wish to authorize a larger salary offset in order to accelerate the payment of this
debt, please submit a written request to specify a percentage of disposable pay or a specific
dollar amount and mail to:
NFC, Claims Section
P.O. Box 61770
New Orleans, LA 70161.
WO SUPPLEMENT 6509.33-2007-5
EFFECTIVE DATE: 06/22/2007
DURATION: This supplement is effective until superseded or removed.
6509.33_301-51
Page 36 of 36
FSH 6509.33 - FEDERAL TRAVEL REGULATION
CHAPTER 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
PART 301-51 - PAYING TRAVEL EXPENSES
301-51.89 - Exhibit 07--Continued
You have the right to inspect and copy records related to the delinquency, and to request Bank of
America review its decision to pursue collection of the debt from your Federal salary. You also
have the right to make a written repayment agreement directly with the Bank of America. If you
wish to exercise any of these rights or have any questions including disputing the offset as
erroneous, please contact a representative of the Bank of America directly at 1-800-863-5258.
As an employee, you have the right to ask your agency to review the bank's decision to pursue
collection of the debt from your Federal salary. You may address your request, with all pertinent
facts for consideration, to the NFC Claims Section within 30 days of this notification. Your
request will be forwarded to the USDA Office of Chief Financial Officer for assignment of a
review official. During this review process, collection activity will be suspended until a decision
is rendered and you are notified.
If you believe that the credit card charges are delinquent because you have not been reimbursed
for a related travel voucher, please contact ASC-B&F to determine the status of the voucher. In
addition, salary offset will not be initiated if you inform this office in writing within 5 business
days, the name and phone number of your travel reimbursement voucher(s) approving official to
verify a travel reimbursement delay. You may send the information to the same address as stated
above or fax to (504) 255-5380.