us government travel charge card

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Travel Charge Card

Usda travel charge card program.

The Office of the Chief Financial Officer (OCFO), Financial Planning and Policy, Fiscal Policy Division, Travel Section, along with representatives from agencies across USDA, is responsible for establishing and implementing travel policy and procedures as well as managing the USDA travel charge card program.

The USDA Travel Charge Card program provides travel charge cards to USDA employees through the GSA SmartPay 2 contract. The USDA travel charge card provides employees with access to government negotiated fares while allowing agencies greater visibility in to their travel spend.

Travel Charge Card Holder and Travel Charge Card A/OPC Training

All Travel Charge Card holders and Agency/Organization Program Coordinators (A/OPCs) are required to take the USDA Travel Charge Card Training on the proper use of a Government Travel Charge Card prior to receiving one. This course gives charge card holders and A/OPCs a better understanding of the policies and procedures for the Travel Charge Card and helps you and your agency maximize the benefits of the Travel Charge Card program.

Receive travel charge card training by searching for “USDA Travel Charge Card Training” on AgLearn+

Benefits of the USDA Travel Charge Card include:

• The travel charge card is accepted worldwide
• Access to discount government negotiated rates
• Built in travel insurance
• Eliminates the need for travelers to use their personal charge card
• Travelers are no longer required to carry large sums of cash
• Ability to monitor transactions and pay bill online
• Improved oversight in travel spend
• Charges are limited to travel related expenses

Travel Charge Card Policy

The USDA Travel Charge Card is a convenient method for the USDA and employees to make payments for official government travel and travel related expenses, while allowing the USDA to better manage their travel related expenses.

Other benefits of the program include:

• Safety – The USDA Travel Charge Card improves financial controls and eliminates the need for cash
• Electronic Access to Data – Provides accurate, comprehensive transaction detail with a few clicks of a button
• Worldwide Acceptance – The GSA SmartPay2 Charge Cards provide greater access to merchants because they are accepted worldwide
• Access to Government providers - Government Charge Card users are given access to GSA City Pair reduced airfares and FedRooms hotel rates

The USDA saves money on travel processing costs and generates revenue through volume of refunds with the use of the GSA SmartPay Travel Charge Card.

Eligibility

Employees who travel more than four times a year on official government business are required to use a government charge card. Please contact you’re A/OPC to discuss your eligibility to receive a travel charge card.

Card holder roles and responsibilities

Cardholders SHOULD:

• Use the charge card appropriately, in accordance with USDA policy, other laws, and governmental regulations
• Keep up to date with required program & agency-specific training, including refresher training
• Look out for communications from A/OPCs and take appropriate action
• Contact their A/OPC for questions regarding use of the card
• Immediately report a lost or stolen card
• Register for on-line access
• Use card for OFFICIAL travel expenses ONLY
• Track expenses while on travel in order to have accurate information for filing travel claims
• Keep receipts for All transactions charged on their travel charge card
• File travel claim within 5 days of returning from TDY
• Submit payment in full and on time for each monthly bill

Cardholders SHOULD NOT:

• Use the Travel Charge Card for personal use
• Obtain ATM travel advances which exceed the expected out of pocket expenditures for a trip
• Allow their monthly bill to become overdue which could result in the suspension or cancellation of the Travel Charge Card
• Wait for the receipt of their monthly bill to file travel claims
• Pay for another individuals travel expense
• Write their personal identification number (PIN) on the card or carry the pin number in their wallet

Travel Charge Card Documents

• Travel Charge Card Acceptance and Acknowledge Statement (PDF, 206 KB)
• USDA Government Travel Charge Card Regulation
• US Bank Cardholder Guide (PDF, 143 KB)
• Travel Charge Card Do’s and Dont’s (PDF, 426 KB)
• Inter-Departmental Hierarchy Transfer Request (PDF, 175 KB)
• Payment Transfer Request (XLSX, 72.2 KB)

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The Military Wallet

The Dos and Don’ts of Government Travel Charge Cards

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What is a Government Travel Charge Card?

Obtaining a government travel charge card, types of government travel charge cards, uses of a government travel card, the rules of a government travel card, how to responsibly use your government travel card, incorrect uses of a government travel card, resources and contacts.

You just received your first GTCC — the federal government’s version of a corporate travel credit card. But before your “ Wolf of Wall Street ” fantasies about perks and points come alive, it’s best to learn a bit more about how the GTCC program works, what’s expected of you as a cardholder, and how to use the card appropriately and legally.

Within this article, we explore the basics of the GTCC program at the Department of Defense, the different types of charge cards offered, and ways to obtain a card. Read on for some savvy tips on how to use (and how not to use) your government charge card so that you remain in control and out of trouble.

A GTCC is a commercial credit card offered to DoD personnel (both military and civilian) to pay for costs related to government-specific travel. For military members, this may include Permanent Change of Station moves and temporary duty assignments so that the service member doesn’t have to pay for work-related expenses out of pocket.

Currently, credit cards issued under the GTCC program are from the commercial partner, Citibank. However, the program itself is managed by DoD program coordinators within the Defense Travel Management Office (DTMO), who provide troubleshooting assistance to service members and federal employees. While Citibank issues GTCC credit card statements, DTMO set policy regarding GTCC use. It is the main agency that does so.

In general, military members will not have access to the GTCC program until it becomes a job requirement. Those who become eligible for holding a GTCC must first complete an online training course and then be invited to apply for the card through Citibank.

There are two main classifications for government charge cards: 

• Individually Billed Accounts (IBAs) 
• Centrally Billed Accounts (CBAs)

Individually Billed Accounts (IBAs)

Individually Billed Accounts are issued to service members for travel and travel-related expenses. With these types of cards, the service member is responsible for settling the account. 

According to the DoD , the Standard card options within this category are typically issued to those with a 660 or higher credit score. They have a credit limit of $7,500. 

In contrast, the Restricted card option is issued to those with lower credit scores (500-659) and has a lower credit limit of $4,000. Restricted government charge cards are closely monitored. They are sometimes deactivated during periods when travel has not been approved.

Centrally Billed Accounts (CBAs) 

Centrally Billed Accounts can also be used to pay for travel expenses. 

These cards are settled directly by the U.S. government (so the cardholder has fewer personal responsibilities). They have limited use. Unlike Individually Billed Accounts, where the service member is personally liable for card charges, Centrally Billed Accounts assume government liability.

Approved uses of a government travel charge card include, but are not exclusively:

• Meals (not including alcohol)
• Transportation (airfare, train, etc.)

For additional guidance on what constitutes “official travel,” see page 14 in the GTCC Regulations (2020) and the newly amended Joint Travel Regulations (2021) .

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Responsible use of your government charge card entails three main activities: 

• Ethical use of the card for official government travel expenses only;
• Timely and accurate reporting of charges (often with printed receipts);
• Timely payment of the card’s balance

The cardinal rule to follow: the government charge card is not to be treated as a personal card in any way. It should be used only for official travel . (Commuting to work or going on a family vacation do not constitute “official travel”). 

Following the travel event such as PCS or TDY , cardholders are expected to submit a “travel claims” report within five days of its conclusion in the Defense Travel System. This should include scanned receipts of individual charges as well as amounts, dates and descriptions. Foreign currency charges must be converted into U.S. dollars.

Additionally, cardholders with Individually Billed Accounts are responsible for ensuring that the government travel card is ultimately paid off. When entering trip report details in the Defense Travel System, cardholders are encouraged to use the split disbursement option to ensure that the service member is reimbursed for all out-of-pocket expenses and per-diem rates while the charges on the government credit card are settled in full.

Although it isn’t difficult to imagine the multitude of ways that service members can get into hot water for misuse of government travel cards, the most common missteps involve:

• Using the card for unofficial/non-approved travel or personal use
• Overspending
• Using the split disbursement feature incorrectly
• Failing to submit timely and/or accurate travel reports in DTS
• Failing to pay the card balance on time
• Including alcohol on receipts for DTS submission 

In addition to accruing late fees, which begin at 75 days past the due date, cardmembers can have their accounts suspended or terminated for improper use of a GTCC. For more serious offenses, service members may receive formal counseling, an Article 15, or even a court-martial . Therefore, it’s best to be on the safe side and remember the basics for proper GTCC etiquette:

• Use it only for official/approved government travel;
• Provide a timely and accurate report in DTS, using the split reimbursement option;
• Ensure that the GTCC is paid off in full by the due date

For more information on the DoD GTCC:

Citibank Customer Service: 1-800-200-7056 (or 757-852-9076 when calling collect)

GTCC Travel Assistance Center: 1-888-HELP1GO (1-888-435-7146)

Citi’s DoD Travel Card Webpage

Email of the DoD Travel Card Helpdesk

DoD GTCC Regulations (2020)

DoD Joint Travel Regulations (2021)

About Post Author

Meaghan Doherty Myers

Meaghan Doherty Myers is a freelance writer, specializing in military benefits, personal finance, and defense and security issues. She holds an M.A. in Strategic Studies and International Relations from the Johns Hopkins School of Advanced International Studies (SAIS) and recently graduated from the Russian language program at the Defense Language Institute in Monterey, CA. She is an Army spouse, a former ballet dancer, and a former management consultant who lives with her husband and daughter in Alexandria, VA.

See author's posts

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• Per Diem Lookup

Government Travel Charge Card Program

GENERAL SERVICES ADMINISTRATION                 Washington, DC 20405

OAS 5740.1 CHGE 2 January 17, 2023  

SUBJECT: Government Travel Charge Card Program

• Purpose . This Order provides guidance for the management and use of the GSA SmartPay® individually-billed account travel charge card (travel card) and centrally-billed account.  
• Background . The Travel and Transportation Reform Act (TTRA) of 1998 (Public Law 105-264), as implemented by the Federal Travel Regulation and OMB Circular A-123 Appendix B, Improving the Management of Government Charge Card Programs , mandates that Federal Government cardholders use the travel card for official Government travel expenses. Public Law 112-194, the Government Charge Card Abuse Prevention Act of 2012, amends Section 2 of TTRA and outlines the minimum requirements to ensure effective management controls.  
• Scope and Applicability . This Order provides policy, standards, instructions, and procedures governing the management and use of the travel card. The provisions apply to all GSA employees. This Order applies to the Office of Inspector General (OIG) to the extent that the OIG determines it is consistent with the OIG’s independent authority under the Inspector General Act and does not conflict with other OIG policies or the OIG mission. This Order applies to the Civilian Board of Contract Appeals (CBCA) to the extent that the CBCA determines it is consistent with the CBCA’s independent authority under the Contract Disputes Act and applicable Federal Court decisions and does not conflict with other CBCA policies or its mission.  
• Cancellation . This Order cancels and supersedes GSA Order OAS 5740.1 CHGE 1.  
• Summary of Changes . This Order updates policy where needed to reflect the transition of the program to GSA SmartPay® 3, expands the Responsibilities section to update duties of the Chief Administrative Services Officer and Agency/Organization Program Coordinator, changes the title of the Charge Card Coordinator to Travel Card Program Analyst, adds the use of Transportation Network Companies (TNCs) and Innovative Mobility Technology Companies (IMTCs), and removes the Travel Card Program Analyst appointing duties of the Regional Commissioners (RCs) to reflect the consolidation of Travel Card Program Analysts into the Office of Administrative Services (OAS). Minor editorial and clarifications are also made.  
• Signature .

/S/     _____________________ BOB STAFFORD Chief Administrative Services Officer Office of Administrative Services

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Are you a GSA employee? Use the Directive Library on InSite to access referenced information.

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2022 and 09/30/2025.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

Department of Defense Travel Clients

Frequently asked questions, what is the benefit of using the 24-hour automated telephone system.

Use of the 24-hour automated telephone system will allow you to obtain:

• Account balance
• Available credit
• Available cash
• Transaction history
• Payment information
• Payment mailing address

You can also:

• Make a Pay by Phone
• Activate card (Card Receipt Verification)
• Customize PIN number

Can I pay my DoD Travel Card account balance with a debit card?

No. Unfortunately Citi does not accept debit cards as a method of payment. You can make a payment using a valid checking account. You must also have the routing number available.

Other acceptable payment options available to Defense Government Travel Card clients include:

• Mailing Payment to Citi
• Pay By Phone
• Online Payments
• Wire Payments
• Auto Payment

Is there a fee to make a Pay by Phone?

There is no fee to make a payment by phone. To make a Pay by Phone you must have your routing number (9-digit ABA bank number) and a valid checking account number available.

Please call: 1-800-200-7056

• Enter in your 16-digit DoD Travel Card account number
• Enter the last 4-digits of your Social Security number
• Wait for system to provide balance, available credit, available cash, last payment posted and next payment due
• Press or say '2' for pay by phone automated payment

How long does it take for my payment to post to the account?

Payments are updated once a day, Monday through Friday (holidays excluded). Please allow 24-48 business hours after receipt of payment to post regardless of delivery method.

Why can I only get my last 5 transactions?

WIP - Citi is working to enhance the 24-hour automated telephone system to increase the number of last transactions provided.

How can I set up or reset my PIN number? Can I use it immediately?

You have the opportunity to customize your PIN number by calling the 24-hour automated telephone system. Once set it is available for immediate use.

• Press or say '4' for PIN number requests
• Input the new PIN number twice

Can my spouse/family member call to get information on my account?

Citi is authorized to give account information to the DoD Travel Card client or to a person authorized to act on his/her behalf ONLY if a Power of Attorney (POA) is on file.

• A POA is unique in every situation and must be given in writing
• A Power of Attorney is accepted by mail or fax
• Mail to: P.O Box 6125, Sioux Falls, South Dakota 57117-6125
• Fax: 1-605-330-6801 or 1-866-951-8005
• The original is not necessary
• The POA should be processed within 3 business days from receipt

Note: Regardless of what the POA states the "said" person can do, Citi will only entitle the POA to do the following:

• Obtain account information (balance, payment received, general info)
• Change billing address
• Close account
• Initiate/Release a billing dispute
• Request a statement
• Report a lost/stolen/NRI card

When does my on-line password expire?

Passwords expire every 60 days. After 30 days, a password expiration warning pop up in CitiManager will begin to appear to remind cardholder that his/her password will expire in 30 days. After 60 days of inactivity, the account will suspend and the on-line password will need to be re-set.

Can my late fee be waived?

Fee adjustments are only eligible if the fee has been billed due to a Citibank error. For further concerns about this fee, please contact your Agency Program Coordinator.

Can my International fee be waived?

International fees may not be waived or disputed. For further concerns about this fee, please contact your Agency Program Coordinator.

How do I request a credit balance on my account?

Please call: 1-800-200-7056 to request a Credit Balance Refund.

• Credit Balance Refunds may be requested for any amount, there is no minimum requirement
• Credit Balance Refund checks take 2 days to process before mailing
• Credit Balance Refund checks are mailed via United States Postal Service
• Credit Balance Refund checks cannot be sent by Express Courier
• Credit Balance Refund checks are valid for 180 days from the date on the check

Or email us [email protected] and please allow three business days for us to respond.