R 221604Z APR 13
UNCLASSIFIED/
MARADMIN 216/13
MSGID/GENADMIN/CMC WASHINGTON DC/PR//
SUBJ/GOVERNMENT TRAVEL CHARGE CARD (GTCC) SPLIT DISBURSEMENT AND TRAVEL VOUCHER PAYMENT REQUIREMENTS//
REF/A/MSGID:R 311634Z//
REF/B/JFTR//
REF/C/JTR//
REF/D/DODFMR VOL 9//
REF/E/TITLE 10 U.S.C.//
REF/F/MCO 4600.40A
REF/G/MCTIM//
NARR/REF A IS MARADMIN 291/12 DEFENSE TRAVEL SYSTEM (DTS) VOUCHER APPROVAL PROCESS. REF B IS THE JOINT FEDERAL TRAVEL REGULATION (JFTR) VOLUME 2. REF C IS THE JOINT TRAVEL REGULATION (JTR) VOLUME 1. REF D IS DOD FINANCIAL MANAGEMENT REGULATION VOL 9 CH 3. REF E IS TITLE 10 UNITED STATES CODE 2784A. REF F IS THE MARINE CORPS ORDER ON THE GOVERNMENT TRAVEL CHARGE CARD (GTCC) PROGRAM. REF G IS THE MARINE CORPS TRAVEL INSTRUCTION MANUAL (MCTIM).//
POC/MAJ TIMOTHY IRWIN/RFF/TEL: 703-614-3545(DSN 224)//
GENTEXT/REMARKS/1. PURPOSE. TO PUBLISH ADDITIONAL GUIDANCE FOR THE USE OF THE GTCC, SETTLEMENT OF TRAVEL VOUCHERS AND SPLIT DISBURSEMENT PROCEDURES.
2. BACKGROUND. REF A ESTABLISHED GUIDANCE FOR DTS VOUCHER APPROVAL BY DISBURSING AND FINANCE OFFICERS (DO/FO).  INITIAL LESSONS LEARNED HAVE INDICATED THAT FURTHER CLARIFICATION AND ADDITIONAL GUIDANCE IS REQUIRED TO ENSURE STANDARDIZATION OF TRAVEL CLAIM SUBMISSION AND PAYMENT PROCEDURES ACROSS THE MARINE CORPS.
3. DISCUSSION. TRAVELERS SHALL USE THEIR GTCC TO THE MAXIMUM EXTENT POSSIBLE FOR ALL TRAVEL RELATED EXPENSES PER REFS B, C, AND D.  ADDITIONALLY, TRAVELERS SHALL MINIMIZE THE USE OF CASH ADVANCES FROM THE CARD TO ONLY NECESSARY EXPENSES NOT SUPPORTED BY THE USE OF THE GTCC. 
4. ACTION.
A. MANDATORY TRAVELER SPLIT DISBURSEMENT.  TRAVELERS SHALL IDENTIFY THE APPROPRIATE SPLIT DISBURSEMENT AMOUNT TO SATISFY THE CURRENT BALANCE OF ALL UNDISPUTED CHARGES ON THEIR GTCC PER REFS D AND E.  THIS REQUIRES MANUALLY ADJUSTING THE DTS DEFAULTS ON THE PAYMENT TOTALS SCREEN TO ACCOUNT FOR THE APPROPRIATE PORTION OF THE MEALS AND INCIDENTALS ENTITLEMENT AND AUTHORIZED REIMBURSABLE EXPENSES THAT SHALL BE SPLIT.  REMARKS ARE THEN REQUIRED ON DTS VOUCHERS IN THE SPLIT DISBURSEMENT PREAUDIT FLAG INDICATING THE TRAVELER IS AWARE OF THEIR GTCC BALANCE AND THAT THEIR SPLIT DISBURSEMENT WILL COVER ALL UNDISPUTED CHARGES RESULTING FROM THE APPLICABLE TRAVEL AUTHORIZATION.  TRAVELERS WHO USE PAPER FORM DD 1351-2 VOUCHERS SHALL INDICATE THE APPROPRIATE SPLIT DISBURSEMENT AMOUNT TO COVER FULL GTCC BALANCE IN BLOCK 1. TRAVELER ADJUSTMENTS TO THE SPLIT DIBURSEMENT AMOUNT AND APPLICABLE COMMENTS IN THE PREAUDIT FLAG SHOULD BE ADHERED TO BY COMMAND REVIEWING OFFICIALS AND THE APPROVING OFFICIAL (AO).
B.  ALL DTS VOUCHER AOS AND CERTIFYING OFFICERS FOR PAPER FORM DD 1351-2S ARE TO IMMEDIATELY OBTAIN READ ONLY ACCESS TO THE GTCC CONTRACTOR'S ELECTRONIC ACCESS SYSTEM (EAS).  ACCESS CAN BE OBTAINED BY SUBMITTING E-MAIL REQUESTS TO THE COMPONENT PROGRAM MANAGER (CPM) AT HQMC_GTCCP@USMC.MIL.  REQUESTS MUST CONTAIN FIRST NAME, LAST NAME, OFFICE ADDRESS, E-MAIL ADDRESS, AND PHONE NUMBER FOR EACH AO ALONG WITH A COPY OF THE DD 577 APPOINTING THEM AS A VOUCHER AO.  DD 577S SIGNED AFTER THE RELEASE DATE OF THIS MESSAGE MUST INCLUDE A STATEMENT INDICATING THAT THE APPOINTEE WILL COMPLY WITH PRIVACY ACT OF 1974 DUE TO PERSONALLY IDENTIFIABLE INFORMATION CONTAINED WITHIN THE EAS.  OFFICES WITH MULTIPLE APPROVING OFFICIALS SHALL KEEP UPDATED ROSTERS AND COORDINATE WITH THE CPM TO ENSURE ACCESS IS IMMEDIATELY REVOKED FOR THOSE APPROVING OFFICIALS NO LONGER PERFORMING AO FUNCTIONS.
C. MANDATORY AO SPLIT DISBURSEMENT. REFERENCES D AND E REQUIRE ALL UNDISPUTED CHARGES PLACED ON THE GTCC TO BE PAID DIRECTLY TO THE CARD VIA SPLIT DISBURSEMENT UPON TRAVEL VOUCHER SETTLEMENT. IF THE TRAVELER DOES NOT PUT A COMMENT IN THE PREAUDIT SECTION OF THEIR DTS VOUCHER OR AN AMOUNT IN BLOCK 1 OF THEIR PAPER FORM DD 1351-2, THE AO WILL VERIFY THE GTCC BALANCE AT TIME OF SETTLMENT VIA THE GTCC CONTRACTOR'S ELECTRONIC ACCESS SYSTEM AND SPLIT DISBURSE THE APPLICABLE AMOUNT, UP TO AND INCLUDING THE ENTIRE PAYABLE AMOUNT.
D. TRAVEL CLAIM SETTLEMENT REQUIREMENTS. APPROVING OFFICIALS WILL MAKE EVERY EFFORT TO PAY EACH CLAIM.  IF ANY PORTION OF THE CLAIM IS DENIED, THE REMAINING AUTHORIZED EXPENSES SHALL BE PAID.  THE AO SHALL ADHERE TO PARAGRAPH C FOR ANY PARTIAL PAYMENTS AND SPLIT DISBURSE THE TRAVELER'S FULL REQUESTED AMOUNT OR THE FULL GTCC BALANCE SHOULD THE TRAVELER FAIL TO PROVIDE SPLIT DISBURSEMENT COMMENTS PRIOR TO MAKING ANY PAYMENT TO THE TRAVELERS ELECTRONIC FUNDS TRANSFER (EFT) ACCOUNT.  THE AO SHALL PROVIDE COMMENTS ON THE PAYMENT VOUCHER INDICATING THE REASON A PORTION OF THE CLAIM WAS DENIED AND IDENTIFY THE REQUIRED ACTION NECESSARY FOR THE TRAVELER TO RECEIVE REIMBURSEMENT. TRAVELERS MUST REVIEW ALL SETTLED VOUCHERS FOR ANY AO COMMENTS AND TAKE IMMEDIATE ACTIONS TO CORRECT ANY DENIED EXPENSES IN ORDER TO RECEIVE THEIR FULL ENTITLEMENTS. WHEN SUBMITTING SUPPLEMENTAL CLAIMS, TRAVELERS SHALL ANNOTATE THE REASON IN OTHER AUTHORIZATIONS COMMENTS AREA AND FOLLOW THE SAME SPLIT DISBURSEMENT PROCEDURES AS OUTLINED IN PARAGRAPH A. 
E. ANY AO ACTION TAKEN UNDER PARAGRAPH C OR D DOES NOT ABSOLVE GTCC CARDHOLDERS OF THEIR RESPONSIBILITY FOR PAYING ALL BALANCES DUE WITHIN EACH GTCC BILLING CYCLE.
F. GTCC CREDIT BALANCES CAN BE WITHDRAWN VIA EFT BY CALLING THE CUSTOMER SERVICE NUMBER ON THE REVERSE OF THE GTCC OR ONLINE AT HTTPS:(BACKSLASHBACKSLASH)HOME.CARDS.CITIDIRECT.COM/COMMERCIALCARD/CARDS.HTML.
G. REFERENCES F AND G ARE BEING MODIFIED TO REFLECT THIS UPDATED GUIDANCE.
4. REQUEST WIDEST DISSEMINATION OF THIS INFORMATION.
5. RELEASE AUTHORIZED BY LTGEN WISSLER, DEPUTY COMMANDANT, PROGRAMSAND RESOURCES.//