ALEXANDRIA, Virginia –
It is crucial that cardholders and agency program coordinators, or APCs, properly manage Government Travel Charge Cards, or GTCC, when employees transition out of the Department of Defense. Take these steps to help ensure a smooth transition.
- Ensure all travel claims have been accurately submitted, paid, and split disbursed.
- Verify that your card balance is paid in full and request any credits or refunds that may be due to you.
- Follow all offboarding procedures and inform your APC of your departure from your organization.
- If you are leaving the DOD, ensure that your physical card is securely destroyed.
- If transferring within the DOD, retain your physical card and ensure that you check in with the travel or GTCC office of your new organization upon arrival.
- Clearly communicate your organization’s offboarding procedures to all departing employees.
- Ensure that all departing cardholders have a $0 balance on their cards and have received any due credits or refunds. If a cardholder has an outstanding balance after their departure, inform their leadership.
- Collaborate with your Defense Travel Administrators and Approving Officials to ensure that any vouchers submitted by cardholders fully pay off any undisputed balance on their GTCC.
- Revoke access for any departing APCs in your hierarchy or those you manage from all relevant travel and travel card systems before their departure.
- If an employee is leaving the DOD, change the cardholder's account status to "Closed – No Longer Employed" in Citi Manager.
- Run your Account Listing Report at least monthly, and more frequently if possible. If you have access, compare this report to your gain/loss lists or other staffing documents to ensure all departing employees' cards are correctly updated.
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- Ensure that departing cardholders understand the checkout process and have adequate time to complete it before leaving the organization.
- If you are an Approving Official, process any vouchers promptly and ensure that split disbursement is sufficient to cover any undisputed charges on the cardholder's account.
- When notified by the APC of a delinquency issue or outstanding undisputed balance, take the necessary steps to ensure that the cardholder promptly pays the balance before they leave your organization.
- Encourage APCs to properly maintain both cardholder accounts and APC access.