01-303.htm - Coding Transaction Fees Assessed by Travel Management Centers (TMC) on Travel Vouchers

*Title:*	Coding Transaction Fees Assessed by Travel Management Centers (TMC) on Travel Vouchers

*Number:*	01-303

*Date:*	March 23, 2001

*Originating Office:*	Travel and Relocation Services Branch, Financial Management Division, AFM/ARS

*Distribution:*	All REE Employees

Expires:	March 23, 2002

This bulletin announces new Department of Agriculture policy on how these transaction fees should be processed and coded on travel vouchers.

This bulletin announces a change in Departmental policy regarding the completion of travel vouchers when transaction fees are charged by Travel Management Centers (TMC).

Effective immediately, TMC transaction fees for common carrier tickets (Plane, Bus, Train) will be recorded and/or vouchered as a transportation expense, and not as a miscellaneous expense. TMC transaction fees exclusively for rental car and/or hotel reservations will continue to be recorded as a miscellaneous travel expense.

The following procedure will facilitate implementation of this new policy. Procedures are based on the method of payment; i.e., individually-issued travel charge card, Government Transportation Request, centrally-billed account (previously known as GVTS).

A.    INDIVIDUALLY-ISSUED TRAVEL CHARGE CARD

1.    Add the common carrier ticket amount and the transaction fee together and enter on the back of the travel voucher under “Plane, Bus, Train.”

2.    In Section C, Transportation Costs, on the front of the voucher, enter the ticket and the transaction fee on separate lines.

    a.    If an identification number, has been assigned by the TMC, to the transaction fee, then enter that number in the Identification Number block in Section C on the travel voucher. Where there is no identification assigned to the transaction fee, enter “TMCFEE” in the Identification Number block in Section C. NOTE: If you are using Versapath, as your gateway to NFC's online TRVL system, you will not be able to use alpha characters in the Identification Number block. In lieu of TMCFEE, enter “862333," which are the corresponding numbers on your telephone pad for TMCFEE, in the Identification Number block.

    b.    If multiple fees have been charged for the same trip, this should be indicated by entering the identification number assigned for each transaction fee in the Identification Number block. If no identification number has been assigned to the transaction fee use “TMCFEE,” or “862333," and add the numeric number of fees, e.g., two transaction fees were charged, enter “TMCFEE2" or “8623332".

B.    GOVERNMENT TRANSPORTATION REQUEST (GTR) and CENTRALLY-BILLED ACCOUNT (CBA)

1.    Enter the common carrier ticket using the GTR number or the common carrier ticket number in the Identification Number block in Section C, Transportation Costs, on the front of the travel voucher.

2.    Enter the transaction fee, on a separate line, following the instructions in Section A, paragraph 2.

If you have questions pertaining to the information in this bulletin, please contact the Travel and Relocation Services Branch, Financial Management Division, on
301-504-1270.