GTCCP Reimbursement, Split Disbursement, and Cardholder Responsibilities - S-1 Procedural Page

Role and responsibility

The cardholder pays undisputed IBA charges by the due date per DoD GTCC Regulations Section 040206 (Travel Cardholders) and Section 041202 (Cardholder Responsibilities). The cardholder submits the DTS voucher within 5 business days of return per MCO 4650.39AMCO 4650.39A Chapter 1 paragraph 5.a.(2)(d). The cardholder sets split disbursement to the GTCC vendor per DoD DTS Regulations section 030604 (Payment by EFT and Split-Disbursement) and DoD GTCC Regulations Section 041007 (Split Disbursement). The AO certifies the voucher and approves split disbursement per DoD DTS Regulations section 030401.C. The FDTA reconciles the Approved Status Report bi-weekly per MCO 4650.39A Chapter 6 paragraph 4.a. The APC tracks reimbursement timeliness against the IBA delinquency cycle per Section 0413.

Source documents flow from the obligated DTS authorization, the trip outcome, the GTCC vendor IBA charges, the EFT and split disbursement information per DTS Regs section 030604, the JTRJTR authorized expenses, the AO certification per DTS Regs section 030401.C, the Disbursing routing record, the Approved Status Report per Chapter 6 paragraph 4.a, and the IBA delinquency tracking per Section 0413. Reimbursement outputs include the signed voucher, the certified payment, the split disbursement to the GTCC vendor, the EFT to the cardholder, the cleared IBA charges, the timely reimbursement audit record, and the Approved Status Report annotation.

Per Section 041201 (Timely Reimbursement of Travel Expenses), reimbursement runs on the JTR and DoD FMR Vol 9 Chapter 8 timeline. Per Section 040206, the cardholder pays undisputed IBA charges by the due date.

Trigger events

• Traveler returns from TDY or PCS triggering 5-business-day voucher window.
• Travel longer than 45 days triggers Scheduled Partial Payments per DTS Regs section 030603.
• Non-ATM Advance request triggers DTS Regs section 030602 review.
• Voucher reject triggers reimbursement delay.
• IBA delinquency 45-day pre-suspension surfaces.
• Approved Status Report bi-weekly cycle opens.
• IGMC GTCCP FA inspection notice arrives.

Processing workflow

1. Brief the cardholder on the payment-by-due-date rule. Per DoD GTCC Regulations Section 040206 (Travel Cardholders) and Section 041202 (Cardholder Responsibilities), the cardholder pays undisputed IBA charges by the due date. The APC briefs at issuance and annually.
2. Submit the DTS voucher within 5 business days. Per MCO 4650.39AMCO 4650.39A Chapter 1 paragraph 5.a.(2)(d) and paragraph 11.d, the traveler signs the voucher within 5 business days of return.
3. Route the voucher to Disbursing within 3 business days. Per Chapter 1 paragraph 5.b.2, the voucher routes to the servicing Disbursing or Finance Office within 3 business days after the traveler signs.
4. Set split disbursement. Per DoD DTS Regulations section 030604 (Payment by EFT and Split-Disbursement) and DoD GTCC Regulations Section 041007 (Split Disbursement), the cardholder verifies IBA charges and routes split disbursement to the GTCC vendor. Remaining funds route to the cardholder via EFT.
5. Process Scheduled Partial Payments. Per DTS Regs section 030603 (Scheduled Partial Payments), travel longer than 45 days supports an SPP. After AO approval, DTS schedules a payment every 30 days to the IBA vendor.
6. Process Non-ATM Advances. Per DTS Regs section 030602 (Non-ATM Advances), the cardholder requests a non-ATM advance through the authorization. The AO approves at least 10 days before departure to support EFT timing.
7. Reconcile reimbursement against IBA charges. Per Section 041201 (Timely Reimbursement of Travel Expenses), the cardholder verifies the voucher reflects IBA charges accurately. Inflated, inaccurate, or fraudulent expenses route to corrective action.
8. Apply cardholder fee rules. Per Section 041203 (Fees Chargeable by the Travel Card Vendor), the GTCC vendor charges late-payment, ATM withdrawal, and reinstatement fees per the cardholder agreement.
9. Coordinate AO and Disbursing. Per DoD DTS Regulations section 030401.C, the AO certifies the voucher for payment using digital signature. The Disbursing or Finance Office processes the certified payment.
10. Audit reimbursement timeliness. Per Section 0411 and Section 041108, the APC reviews the monthly IBA Listing Report and the delinquency report to identify late reimbursement patterns.

Systems of record and forms

Systems

• Defense Travel System (DTS). System of record for the voucher and split disbursement.
• GTCC vendor Electronic Access System (EAS). Receives split disbursement payment.
• DFAS payment system. Processes the certified voucher.
• Approved Status Report (DTS). Per MCO 4650.39A Chapter 6 paragraph 4.a.

Forms

• DTS Voucher with Split Disbursement. Per DTS Regs section 030604.
• Scheduled Partial Payment Request. Per DTS Regs section 030603.
• Non-ATM Advance Request. Per DTS Regs section 030602.
• Cardholder Fee Schedule. Per Section 041203.
• AO Certification Audit Record. Per DTS Regs section 030401.C.

Common pitfalls

• Voucher signed past 5 business days. Per MCO 4650.39A Chapter 1 paragraph 5.a.(2)(d), the voucher signs within 5 business days. Late submission triggers IBA delinquency exposure.
• Voucher routed past 3 business days. Per Chapter 1 paragraph 5.b.2, the routing runs within 3 business days after the traveler signs.
• Split disbursement skipped. Per DTS Regs section 030604 and Section 041007, the cardholder routes IBA charges to the GTCC vendor. Without the split, the cardholder receives the full payment and the IBA falls delinquent.
• SPP not requested on travel over 45 days. Per DTS Regs section 030603, the SPP holds the IBA out of delinquency on long-term TDY.
• Non-ATM advance approved late. Per DTS Regs section 030602, the AO approves at least 10 days before departure.
• Cardholder due date missed despite reimbursement. Per Section 040206, the cardholder pays undisputed charges by the due date. Reimbursement timing does not excuse cardholder responsibility for the due date.
• Vendor fees not surfaced to the cardholder. Per Section 041203, the cardholder owes late-payment and ATM fees per the vendor agreement.
• AO certification skipped on partial errors. Per DTS Regs section 030401.B.5, the AO returns the voucher for correction.

Decision points

• Split disbursement percentage. Per DTS Regs section 030604, the default routes IBA charges to the GTCC vendor. The cardholder verifies the routing aligns with IBA charges.
• SPP versus single payment voucher. Per DTS Regs section 030603, travel longer than 45 days routes through SPP. Shorter travel uses single payment.
• Non-ATM advance versus no advance. Per DTS Regs section 030602, the cardholder requests the advance only when the IBA does not cover up-front expenses.
• Due-date payment timing. Per Section 040206, the cardholder pays by the due date. The cardholder coordinates with the APC on reimbursement-timing risks.

Authority

This sub-page sits under MCO 4600.40CMCO 4600.40C and DoD GTCC Regulations Section 040206 (Travel Cardholders), Section 041007 (Split Disbursement), Section 0412 (Traveler Reimbursement and Payment Responsibilities) with sub-sections 041201 through 041203. DoD DTS Regulations sections 030602 (Non-ATM Advances), 030603 (Scheduled Partial Payments), 030604 (EFT and Split-Disbursement), and 030401.C (AO Certification) cover DTS-side execution. MCO 4650.39AMCO 4650.39A Chapter 1 paragraphs 5.a.(2)(d) and 5.b.2 set the voucher cadence. DoD FMR Vol 9 Chapter 8 sets parent travel claim processing. JTRJTR sets authorized expenses.

Related references

• DoD GTCC Regulations Sections 040206, 041007, 0412. Cardholder and reimbursement framework.
• DoD DTS Regulations sections 030602, 030603, 030604. DTS-side payment rules.
• MCO 4650.39A Chapter 1 paragraphs 5.a.(2)(d) and 5.b.2. Voucher cadence.
• DoD FMR Vol 9 Chapter 8. Travel claim processing.
• JTR. Authorized expenses.