Government travel is an integral part of the job for many federal employees. When traveling on official business, it’s essential to have access to a Government Travel Card (GTC) to cover travel expenses. However, navigating the GTC program can be a bit overwhelming, especially for new cardholders. In this post, we’ll discuss some tips and best practices to help you navigate the GTC program with confidence.
1. Understanding your GTC
Federal employees issued with a GTC must understand the purpose and terms of the card. The GTC is a charge card designed to cover authorized expenses directly related to business travel. Cardholders must not use the GTC for personal expenses or cash advances. Cardholders must also be aware of their spending limits and compliance with the card’s monetary restrictions.
2. Keep your account up-to-date
It is essential to update your account and contact information regularly. Report changes to your agency program coordinator, including contact details such as a change of address or phone number. It helps to ensure easy communication and helps track your transactions’ authorization process.
3. Utilize your resources
Numerous resources and tools are available to GTC cardholders, including informational guides, training materials, and self-paced modules. These resources can improve your understanding of the GTC program’s rules and vital functions to help you make the best use of the GTC.
4. Record keeping
Record-keeping is an essential component of the GTC program. Ensure that you keep receipts and other documentation of all expenses charged on your GTC, even if they are below the required threshold. Record keeping will save you lots of headaches while you’re preparing to file for reimbursement and support any audit conducted in the future.
5. Review your statement
It’s necessary to review every statement to track your expenses, identify any discrepancies, and report them promptly to your approving official. Any suspicious or unauthorized charges must be reported to the Program Coordinator or the bank to cancel or dispute the transaction.
6. Ensure timely payment
Cardholders must understand the payment deadlines and ensure they submit their GTC payment on time. Late payments may incur penalties and possible suspension of the card authorization. Failure to pay your GTC bill may also adversely affect your credit rating, resulting in collections or other financial issues.
Conclusion
Navigating the GTC program confidently requires an understanding of the card limitations, effective use of available resources, and proper record-keeping. Staying informed, practicing good record-keeping, and timely payment will help ensure a successful and compliant GTC experience. Armed with these best practices, GTC cardholders can travel with confidence, knowing they are using the card appropriately and in compliance with the program rules and regulations.
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