Administrative Manual - 402 Travel

A-1.a.  The Process

• Identify a needs (pre-trip charge such as a registration fee or hotel deposit)
• Determine if the charge is authorized under the Travel Card program
• Obtain verbal travel approval from your Supervisor 
• Request or prepare a Travel Authorization and have signed by an authorized POA approver
• Upon returning from travel, submit expense report for reimbursement in a timely manner 
• Reconcile your monthly credit card statement
• Pay the balance due directly to the issuing bank promptly

A-1.b.  Unallowable Expenses

Expenses that cannot be reimbursed with DOE funds, include but are not limited to:

• Alcohol.
• Entertainment.
• Lodging in excess of GSA maximum allowing lodging rate not approved by the Accounting Manager or a designee.
• Rental Car Insurance – U.S. Travel Only.
• Expenses related to personal days, i.e., rental car, gas, hotel, meals, etc.
• Additional airfare costs for personal reasons.
• Transportation expense tips in excess of 20%.
• Additional lodging to accommodate spouse and/or dependents.
• Fees associated with Rental Car Upgrades.
• Late Fees, finance charges or Returned Check charges assessed by the bank.
• Memberships in organizations, unless specifically approved by our Contracting Officer.
• More than one reasonable phone call home per day.
• Additional driver charges for non JLab travelers.

NOTE:  The Travel Card may be used on any of the above purchases/charges during official travel related business, but will not be reimbursed to the traveler out of DOE funds. 

A-1.c.  Resolving Problems

If the problem is...

Follow these steps...

Non-reimbursable expenses were charged on the card while on official   business travel.

1. Pay the total balance due on the statement by the statement due date. 

Personal purchases, either intentional or unintentional, were charged to the Travel Card.

1. Notify the OPOC immediately upon discovery.
2. Pay the charges immediately, do not wait for a statement to be sent or the payment due date. 

A-1.c.  Resolving Problems
(continued)

Purchase Card purchases or Tuition Assistance Fees, either intentional or unintentional, were charged to the Travel Card. 

1. Notify the OPOC immediately upon discovery.
2. Notify the Purchase Card Administrator immediately upon discovery.
3. Immediately prepare a Check Disbursement Request and submit to Accounts Payable for an A/P check for the purchase.
4. Immediately upon receipt of the A/P check, pay the  unauthorized amount charged on the Travel Card.

Cash Advance for personal use was unintentionally charged to the Travel Card.

1. Notify the OPOC immediately upon discovery.
2. Mail a check for the advance and all associated fees immediately, do not wait for a statement to be sent or the payment due date. 

A-1.d.  Reconciliation

Statement cut off date is the 27th of each month.  Monthly statements will arrive at your statement address the first week of each month if there is at least one transaction (debit, credit or payment) during the billing cycle.   Cardholders are responsible for reconciling the statement against their travel expense reports to verify all charges were authorized and all allowable expenses were reimbursed.

A-1.e.  APPROVING OFFICIAL

Establish Credit Limit

1. Upon receipt of a Request and Authorization for a Travel Card, check the application to ensure all fields have been completed by the cardholder except the Credit Limit field.
2. Review the travel expectations of the cardholder to determine the credit limit their card should have.  JLab recommends between $3,000 - $5,000.  Amounts over $5,000 must be approved by the Division’s Associate Director.
3. Enter the desired Credit Limit in the appropriate field and sign the form.
4. Return the form to the cardholder or send it to the designated OPOC in Travel Services (MS: 28B). 

Unauthorized charges, misuse or Past Due Accounts.

Upon notification from the OPOC, counsel the cardholder.  Determine when unauthorized charges or past due amounts will be paid.  Should circumstances warrant, identify with Human Resources the appropriate disciplinary action.

A-1.f.  DISPUTES

If an item on the statement will not be paid in full or part, complete a Dispute form, obtained from the bank or Travel Services.  First, contact the merchant to attempt to resolve the problem.

 Disputes - Cardholder

Note the name of the merchant contact person who is handling the problem, their phone number and a brief explanation.
If charged incorrectly, the Merchant should credit the difference on the next statement. When the credit card statement is received, the credit should be subtracted from the balance due. 
Note:  Due to the billing cycle, a credit may not appear on the first statement received after reporting the error.  Be patient, however, if no credit appears on the next statement further action must be taken.

Disputes - OPOC

Act as the liaison between the bank and cardholder to ensure that Disputes are properly managed and resolved if asked by the cardholder to intervene.

A-1.g.   LOST AND STOLEN CARDS

Cardholder

Immediately notify Bank of America:  24 HOURS/7 DAYS A WEEK:                                call 1-888-449-2273, or outside the U.S., call collect at 602-597-4438
The next working day, notify the Approving Official and the OPOC of the loss.   

Note:  A card that is subsequently found by the cardholder after being reported lost or stolen must be destroyed.

 A-1.h.  TERMINATION OF EMPLOYMENT OF A CARDHOLDER

Cardholder

Surrender the card to the OPOC.

OPOC

Destroy the card and electronically cancel the card through on-line connection or via telephone.