GTCCP Delinquency Management - S-1 Procedural Page

Role and responsibility

The APC runs the IBA delinquency cycle per DoD GTCC Regulations Section 0413 (Delinquency Management). The unit commander signs the 61-day, 91-day, and 121-day memoranda per Annexes 4, 5, and 6. The cardholder pays undisputed IBA charges by the due date per Section 040206 (Travel Cardholders). The DTS Debt Management Monitor (DMM) coordinates with the APC on debt arising from voucher under-payment or non-payment per MCO 4650.39AMCO 4650.39A Chapter 9. The CPM at HQMC P&R-RFF holds program-level delinquency posture.

Source documents flow from the IBA delinquency report per Section 041108 (Monitoring and Reporting Delinquencies), the Annex 2 IBA delinquency timeline, the GTCC vendor pre-suspension notice at 45 days, the suspension notice at 61 days, the 91-day and 121-day notifications, the charge-off determination per Section 041305, the Mission Critical Travel designation per Section 041306, the PCS Status designation per Section 041307, the Annex 4 through 6 sample memoranda, and the DTS DMM debt reconciliation per Chapter 9. Delinquency outputs include the signed memoranda, the cleared account, the suspended account, the charge-off file, the Mission Critical Travel approval, the PCS Status hold, and the audit trail for IGMC inspection.

Per Section 041301 (Pre-suspension Notification), the GTCC vendor notifies the cardholder at 45 days past billing. Per Section 041302 (Suspension of Account), the vendor suspends the account at 61 days past billing. Per Section 041303 and 041304, the vendor escalates at 91 days and 121 days. Per Section 041305, the vendor charges off the account on continued delinquency.

Trigger events

• 45-day pre-suspension notification arrives.
• 61-day suspension notification arrives.
• 91-day delinquency notification arrives.
• 121-day delinquency notification arrives.
• Account charge-off triggered per Section 041305.
• TDY travel scheduled during a delinquency window requires Mission Critical Travel designation.
• PCS travel during a delinquency window requires PCS Status hold.
• Monthly delinquency monitoring cycle opens per Section 041108.
• IGMC GTCCP FA inspection notice arrives.

Processing workflow

1. Pull the IBA delinquency report. Per DoD GTCC Regulations Section 041108 (Monitoring and Reporting Delinquencies), the APC pulls the IBA delinquency report monthly. The report flows from the GTCC vendor portal.
2. Issue the 45-day pre-suspension notification. Per Section 041301 (Pre-suspension Notification for Accounts), the GTCC vendor issues the 45-day notification. The APC contacts the cardholder.
3. Process the 61-day suspension. Per Section 041302 (Suspension of Account) and Annex 4 (Sample 61 Day Delinquency Memorandum for IBA), the GTCC vendor suspends the account. The APC drafts the 61-day memorandum on the unit commander signature.
4. Issue the 91-day notification. Per Section 041303 (Delinquency Notification 91 Days Past Billing) and Annex 5 (Sample 91 Day Delinquency Memorandum for IBA), the APC drafts the 91-day memorandum.
5. Issue the 121-day notification. Per Section 041304 (Delinquency Notification 121 Days Past Billing) and Annex 6 (Sample 121 Day Delinquency Memorandum for IBA), the APC drafts the 121-day memorandum. Continued delinquency drives charge-off.
6. Process charge-off. Per Section 041305 (Charge Off), the GTCC vendor charges off the account on continued delinquency. The unit and the cardholder retain liability per the vendor agreement.
7. Designate Mission Critical Travel. Per Section 041306 (Mission Critical Travel for TDY Travel), the unit commander designates Mission Critical Travel to hold the account out of suspension during TDY. The designation routes through the APC.
8. Hold PCS Status. Per Section 041307 (PCS Status), PCS travel during the delinquency window holds the account out of suspension through the PCS travel period. The APC applies the hold.
9. Coordinate with the DTS DMM. Per MCO 4650.39AMCO 4650.39A Chapter 9 (Debt Management) and Chapter 6 paragraph 6 (Debt Management Report), the APC coordinates with the DMM on debt arising from voucher under-payment or non-payment. The DMM clears the DTS-side debt and the APC clears the IBA-side delinquency.
10. Retain notification records. Per MCO 5210.11FMCO 5210.11F, retain the 45-day, 61-day, 91-day, 121-day notification records, the signed memoranda, the Mission Critical Travel and PCS Status designations, and the charge-off file.

Systems of record and forms

Systems

• GTCC vendor Electronic Access System (EAS). Source of the delinquency report.
• Visa Intellilink. Per MARADMIN 115/19, surfaces misuse alongside delinquency.
• DTS Debt Management Report. Per MCO 4650.39A Chapter 6 paragraph 6.
• APC Delinquency File. Local file holding notifications, memoranda, and designations.

Forms

• 45-Day Pre-Suspension Notification. Issued by the GTCC vendor.
• 61-Day Delinquency Memorandum for IBA. Sample template per Annex 4.
• 91-Day Delinquency Memorandum for IBA. Sample template per Annex 5.
• 121-Day Delinquency Memorandum for IBA. Sample template per Annex 6.
• Mission Critical Travel Designation. Per Section 041306.
• PCS Status Hold Notice. Per Section 041307.
• Charge-Off File. Per Section 041305.

Common pitfalls

• Memoranda outside Annex format. Per Annexes 4, 5, and 6, the templates are required. Outside-template letters break the cycle.
• 45-day notification not actioned. Per Section 041301, the APC contacts the cardholder on the 45-day notice. Without action, the account proceeds to 61-day suspension.
• Mission Critical Travel designation cut after suspension. Per Section 041306, the designation runs ahead of the suspension window. Late designation does not pull the account out of suspension.
• PCS Status not applied during PCS travel. Per Section 041307, the hold applies on PCS travel. Without the hold, the account suspends during PCS.
• DTS DMM coordination skipped. Per MCO 4650.39A Chapter 9 and Chapter 6 paragraph 6, the DMM and the APC coordinate on debt overlapping the IBA. Without coordination, the unit chases the debt twice.
• Notification records not retained. Per MCO 5210.11FMCO 5210.11F, the notifications and memoranda retain per the records schedule. Stale files break the audit trail.
• Charge-off treated as cancellation of liability. Per Section 041305, charge-off transfers the debt to collections. The cardholder retains liability.

Decision points

• Mission Critical Travel versus suspension. Per Section 041306, the unit commander designates Mission Critical Travel during the delinquency window when the TDY supports the mission. The designation overrides the suspension for the TDY duration.
• PCS Status timing. Per Section 041307, the PCS Status hold runs from the start of the PCS travel window. The APC documents the start and end of the hold.
• DTS debt versus IBA delinquency. Per MCO 4650.39A Chapter 9, DTS-side debt arises from voucher under-payment. The DMM clears the DTS debt. The APC clears the IBA-side delinquency through cardholder payment.
• Charge-off escalation. Per Section 041305, continued delinquency drives charge-off. The unit commander surfaces the case for chain-of-command action.

Authority

This sub-page sits under MCO 4600.40CMCO 4600.40C Enclosure 2 Appendix B paragraphs 4 through 5 and DoD GTCC Regulations Section 0413 (Delinquency Management) with sub-sections 041301 through 041307 and Annexes 2, 4, 5, and 6. Section 041108 sets the monitoring rule. MCO 4650.39AMCO 4650.39A Chapter 6 paragraph 6 and Chapter 9 cover DTS-side debt management. DoD FMR Vol 16 covers DoD debt management. MCO 5210.11FMCO 5210.11F covers records retention.

Related references

• MCO 4600.40C Enclosure 2 Appendix B. Marine Corps IBA execution.
• DoD GTCC Regulations Section 0413. Delinquency management.
• DoD GTCC Regulations Annexes 2, 4, 5, 6. Timeline and memoranda templates.
• MCO 4650.39A Chapter 9 and Chapter 6 paragraph 6. DTS-side debt management.
• DoD FMR Vol 16. DoD debt management.
• MCO 5210.11F. Records retention.