GTCCP CBA Management - S-1 Procedural Page

Role and responsibility

The CBA Manager owns the unit Centrally Billed Account program per DoD GTCC Regulations Section 040205 (CBA Managers) and MCO 4600.40CMCO 4600.40C Enclosure 2 Appendix C. The CBA Specialist (CBA-S) reconciles the monthly CBA invoice against authorized expenses per DoD DTS Regulations section 030402 (Centrally Billed Account Specialist). A CBA-S who certifies CBA invoices for payment holds Certifying Officer appointment per DoD FMR Vol 5 Chapter 5 and 31 U.S.C. 3325. The APC at the unit coordinates CBA application, account activity, and delinquency action. The Authorizing Official approves the underlying DTS authorization charging the CBA.

Source documents flow from the CBA application package per Section 040903, the Annex 11 CBA appointment letter, the monthly CBA invoice, the authorized DTS authorizations, the Annex 3 CBA delinquency timeline, the CBA mandatory reports per Section 041403, the Exception Status request per Section 041308, the Reinstatement request per Section 041309, and the Report X CBA Aging Analysis Report per Enclosure 2 Appendix C paragraph 23.b(3). CBA outputs include the active CBA account, the reconciled monthly invoice, the certified payment, the cleared delinquency, the Exception Status approval, the reinstatement record, and the audit trail for IGMC inspection.

Per Section 040302 (CBAs), the CBA pays for centrally arranged transportation and selected lodging when the IBA does not apply. Per Section 040205 (CBA Managers), the CBA Manager owns the unit CBA scope.

Trigger events

• New CBA account required for centrally arranged transportation or lodging.
• Monthly CBA invoice arrives.
• CBA delinquency notification arrives per Annex 3.
• Exception Status request from the unit on a delinquent CBA.
• Cancelled CBA requires reinstatement per Section 041309.
• Quarterly CBA mandatory report cycle opens per Section 041403.
• Annual Report X CBA Aging Analysis Report due per Enclosure 2 Appendix C paragraph 23.b(3).
• IGMC GTCCP FA inspection notice arrives.

Processing workflow

1. Appoint the CBA Manager and CBA Specialist. Per Annex 11 (Required Template for CBA Appointment Letter), the unit commander signs the CBA appointment letter. The CBA Manager holds program-owner scope. The CBA-S holds reconciliation scope. A CBA-S certifying invoices for payment holds Certifying Officer appointment per DoD DTS Regulations section 030402.
2. Submit the CBA application. Per Section 040903 (CBA Applications), the CBA Manager submits the application inside the GTCC vendor Electronic Access System (EAS). The application carries the unit's centrally arranged travel scope.
3. Process monthly CBA invoices. Per MCO 4600.40CMCO 4600.40C Enclosure 2 Appendix C and DoD DTS Regulations section 030402, the CBA-S reconciles the monthly CBA invoice against authorized expenses charged to CBAs.
4. Reconcile authorized expenses. The CBA-S maps each CBA charge to a DTS authorization. Unmatched charges route to investigation.
5. Submit CBA mandatory reports. Per Section 041403 (Mandatory Reports for CBA) and Section 0414 (Travel Card Management Reports), submit the mandatory CBA report set on the published cadence.
6. Process exception status requests. Per Section 041308 (Exception Status for CBAs), the unit requests Exception Status when a delinquent CBA requires continuation. The CPM at HQMC P&R-RFF approves.
7. Process CBA reinstatement. Per Section 041309 (Reinstatement of Cancelled CBAs), the unit requests reinstatement of a cancelled CBA through the CPM.
8. Retain CBA reconciliation records. Per MCO 5210.11FMCO 5210.11F, retain the monthly reconciliation, the certified invoice, and the supporting authorizations.
9. Submit Report X. Per Enclosure 2 Appendix C paragraph 23.b(3), submit the CBA Aging Analysis Report on the published cycle.
10. Coordinate with the AO and Disbursing. The AO approves the DTS authorization charging the CBA. The Disbursing or Finance office processes the certified CBA invoice for payment.

Systems of record and forms

Systems

• GTCC vendor Electronic Access System (EAS). Holds the CBA account.
• DTS Authorization module. Holds the underlying authorizations charging the CBA.
• CBA Reconciliation Worksheet. Local format driven by the CBA-S.
• Defense Finance and Accounting Service (DFAS). Receives the certified invoice for payment.

Forms

• CBA Application Package. Submitted per Section 040903.
• CBA Appointment Letter. Required template per Annex 11.
• CBA Invoice. Issued by the GTCC vendor.
• CBA Exception Status Request. Per Section 041308.
• CBA Reinstatement Request. Per Section 041309.
• Report X CBA Aging Analysis Report. Per Enclosure 2 Appendix C paragraph 23.b(3).

Common pitfalls

• CBA-S certifying invoices without Certifying Officer appointment. Per DoD DTS Regulations section 030402 and DoD FMR Vol 5 Chapter 5, the certifying CBA-S holds DD Form 577 Certifying Officer appointment. Without the appointment, the certification fails.
• Monthly invoice reconciled outside the cycle. Per Enclosure 2 Appendix C, the reconciliation runs monthly. A missed cycle breaks the audit trail.
• Unmatched CBA charges left unresolved. Each charge maps to a DTS authorization. Unmatched charges route to investigation.
• Exception Status request submitted late. Per Section 041308, the unit requests Exception Status ahead of the suspension window.
• Reinstatement requested without scope justification. Per Section 041309, the request carries the operational justification.
• Annex 11 CBA appointment letter format missed. Per Annex 11, the template is required.
• Report X cadence missed. Per Enclosure 2 Appendix C paragraph 23.b(3), the report runs on the published cycle.

Decision points

• CBA versus IBA payment. Per Section 040302, the CBA pays for centrally arranged transportation and selected lodging. The IBA pays for everything else. The unit travel pattern drives the call.
• Exception Status timing. Per Section 041308, the unit requests Exception Status ahead of the suspension window. The CPM approves.
• Reinstatement scope. Per Section 041309, reinstatement covers a cancelled CBA. The request carries the operational scope.
• CBA-S appointment as Certifying Officer. Per DoD DTS Regulations section 030402, the CBA-S certifying invoices for payment holds Certifying Officer appointment. A non-certifying CBA-S routes invoices to a separately appointed Certifying Officer.

Authority

This sub-page sits under MCO 4600.40CMCO 4600.40C Enclosure 2 Appendix C and DoD GTCC Regulations Section 040205 (CBA Managers), Section 040302 (CBAs), Section 040903 (CBA Applications), Section 041308 (Exception Status), Section 041309 (Reinstatement), Section 041403 (Mandatory Reports for CBA), Annex 3 (CBA Delinquency Timeline), and Annex 11 (CBA Appointment Letter template). DoD DTS Regulations section 030402 sets the CBA-S role. DoD FMR Vol 5 Chapter 5 and 31 U.S.C. 3325 set Certifying Officer rules. MCO 5210.11FMCO 5210.11F covers records retention.

Related references

• MCO 4600.40C Enclosure 2 Appendix C. CBA procedures and Report X.
• DoD GTCC Regulations Sections 040205, 040302, 040903, 041308, 041309, 041403. CBA framework.
• DoD GTCC Regulations Annex 3 and Annex 11. Delinquency timeline and appointment template.
• DoD DTS Regulations section 030402. CBA-S role.
• DoD FMR Vol 5 Chapter 5 and 31 U.S.C. 3325. Certifying Officer rules.
• MCO 5210.11F. Records retention.