Government Travel Charge Card (GTCC): What You Need to Know Before You Go
Purpose of the Government Travel Charge Card (GTCC)
The GTCC is designed to simplify the process of paying for official government travel expenses and reduces the initial burden from paying using personal account funds. Usage also helps ensure compliance with government regulations and policies related to travel expenses, such as allowable expenses, receipts and documentation requirements, and other important details.
How to Apply for the GTCC:
1. Contact your Agency Program Coordinator (APC) – Your APC is your primary point of contact for any GTCC-related questions or issues. If you are unsure who your APC is, check with your chain-of-command or HR/management support group.
2. Review and Sign the Statement of Understanding (SOU) – This document outlines your responsibilities as a GTCC cardholder.
3. Complete Travel Card Program Training – The “Travel Card 101” training is available on TraX, accessible through a Passport account. The training takes approximately 60 minutes and provides a basic understanding of using and managing the GTCC. You are required to complete the training every three years.
4. Complete an Application – Your APC will provide you with access to the application. If you do not consent to a credit score check, you will need to complete all responses affirmatively on the Alternate Creditworthiness Evaluation (DD Form 2883) to receive a restricted GTCC.
5. Upload Required Documents – During the application process, you can upload your signed (SOU) and training completion certificate. The DD Form 2883 should NOT be uploaded and must be saved/downloaded to your device and opened with Adobe Reader to add a signature.
6. Activate Your New Card – Upon receipt of your GTCC, complete the Card Receipt Verification process and establish a PIN.
7. Update Information in DoD’s Travel Systems – Keep your GTCC information up-to-date in the DoD’s travel systems (DTS and/or MyTravel) to prevent declined transactions.
Note: Steps may vary based on local business rules. Consult your APC for further guidance.
Understanding the Travel Mode Option
The Travel Mode option on the GTCC provides cardholders with greater flexibility to manage their travel expenses. When a cardholder is traveling on official government business, they may incur higher expenses, such as lodging and rental car costs. The Travel Mode option allows the cardholder to temporarily increase their credit limit to cover these expenses.
Proper usage of the GTCC
The US Government GTCC is only to be used for official government travel expenses. Personal expenses, entertainment expenses, or expenses for non-government purposes are not eligible for payment with the GTCC.
Individually Billed Account (IBA) or Centrally Billed Accounts (CBA)?
The US Government GTCC operates through two billing systems: Individually Billed Account (IBA) and Centrally Billed Accounts (CBA). These billing systems determine the method of how charges are made on the GTCC and how payments are processed. It is important for GTCC users to understand the differences between IBA and CBA for proper use of the card and to ensure compliance with government regulations and guidelines.
An Individually Billed Account (IBA) is a personal charge account that is issued to individual travelers. In this type of account, the traveler is responsible for paying their own travel expenses, including all charges incurred during official government travel. The traveler must pay the charges within a specified time frame, which is determined by the government travel regulations.
On the other hand, a Centrally Billed Account (CBA) is an account in which the expenses are billed to a central account, usually owned by the employer. In this type of account, the employer is responsible for paying the travel expenses incurred by their employees while on official government travel. The traveler is not personally responsible for paying the charges, and they do not have to worry about paying their own travel expenses.
In conclusion, the Government Travel Charge Card (GTCC) can help facilitate a smooth transition for your next duty station.