United States Department of Agriculture
Research, Education and Economics

ARS * CSREES * ERS * NASS

Bulletin

Policy

• All employees that travel once or more per year must be offered a NationsBank Visa travel charge card.
  
  
• Employees that do not accept the travel charge card will be eligible for limited travel advances from the National Finance Center (NFC) in accordance with P&P 342.3, Travel Advances.
  
  
• The Government-issued NationsBank Visa travel charge cards will be used for paying domestic, foreign, or local travel expenses.
  
  
• Employees are required to pay their debts within the prescribed time specified on the Government contractor's statement. Failure to file travel vouchers in a timely manner is not a valid reason for nonpayment of billed amounts.
  
  
• An Automatic Teller Machine (ATM) feature will be available to cardholders.
  
  
• REE will adopt the Department's maximum ATM withdrawal limitations.
  
  
• Unauthorized use of the Government-issued NationsBank Visa travel charge card is strictly prohibited and in violation of conduct and responsibility regulations.
  
  
• Travel advances may be obtained from the NFC through the Unified Travel System or from an ATM. Employees electing to use the ATM for travel advances will adhere to the provisions contained in REE, P&P 342.3, Travel Advances.
  
  
• When a General Services Administration (GSA) contracted Travel Management Center (TMC) is available at the employee's official duty station, the employee must use the TMC for the procurement of airline, train, or bus transportation tickets. Tickets will be procured through the use of the employee's Government-issued NationsBank Visa travel charge card, a centrally billed Government Transportation System (GVTS) account with the TMC, or a Government Transportation Request (GTR).
  
  
• When a TMC is not available, the employee will procure airline, train, or bus tickets directly from the transportation vendor using either their Government-issued NationsBank Visa charge card, GVTS, or GTR. Employees cannot procure transportation tickets using personal credit cards or cash when the transportation cost exceeds $100. Emergency situations to use cash or personal credit cards for transportation costs exceeding $100 require Agency Head approval. Employees may not purchase tickets through a travel agency not under contract with GSA.
  
  

REE Agency Contacts

Agency Charge Card Representatives

Agency charge card representative contacts will be located as follows:

Summary of Responsibilities

Agency charge card representatives:

• Maintain and update cardholder duty station information (including cardholder change of station, deletions, or additions of cardholders, etc.) with NationsBank to ensure accurate monthly reporting;
  
  
• Review all charges, including ATM withdrawals, on the NationsBank monthly transaction reports;
  
  
  • Identify potential, inappropriate, or questionable charges and forward information to the appropriate approving official;
    
    
  • Increase ATM withdrawal limitations for foreign travelers, not to exceed $1,500 weekly, upon request; and,
    
    
  • Assist cardholders in policy matters concerning card use.

Approving Officials

For purposes of this Bulletin, Approving Officials are defined as those persons responsible for reviewing and approving travel vouchers submitted for reimbursement.

Approving Officials will:

• Ensure that use of the travel charge card and associated ATM charges are for official travel expenses and are within dollar limits prescribed by REE policies;
  
  
• Review inappropriate or questionable charges and ascertain validity of charges with the cardholder; and,
  
  
• Initiate appropriate action with the cardholder if the travel charge card is misused.

Cardholders

• Maintain your Personal Identification Number (PIN) in a secure location;
  
  
• Contact NationsBank if you forget or lose your PIN; (A new PIN will be assigned and mailed to your home address in approximately 10 days. Note: Due to security reasons, this is the only method of replacing a PIN.)
  
  
• Report lost or stolen charge cards to NationsBank immediately so that your account can be deactivated and a new card issued;
  
  
• Use the travel charge card only for official reimbursable travel expenses;
  
  
• Settle outstanding balances with NationsBank within 60 days; (Failure to settle within the prescribed time limits will result in suspension of the travel charge card.) and,
  
  
• Report relocation or change in duty station to your Agency charge card representative.

Automatic Teller Machine (ATM)

Time Constraints:

ATM cash withdrawals may be obtained: 1) after an AD-202, Travel Authorization/Advance has been issued and approved; 2) no earlier than three (3) work days prior to departure; and, 3) no later than the last day of travel.

Travel advance withdrawals may be obtained anywhere at the travelers convenience, either at the official duty station, en route, or at the temporary duty site.

Unauthorized ATM Withdrawals:

Employees are advised that misuse of the NationsBank Visa charge card, including excessive ATM withdrawals, will be considered misconduct and may subject the employee to disciplinary actions. Management has the discretion to suspend cardholder ATM privileges. NationsBank reports will provide data which will allow monitoring of all charges including ATM withdrawals.

ATM Transaction Fees and Limitations:

• ATM withdrawal transactions will be limited to $300 per day, not to exceed $1,000 weekly, for domestic travel. Please note that additional daily limits may be imposed by individual ATM banking networks.
  
  
• Agency charge card representatives are authorized to increase weekly ATM withdrawal limits, not to exceed $1,500 weekly, for cardholders that perform foreign travel, upon request.
  
  
• A fee of 1.9 percent of the withdrawal amount will be assessed against the cardholder's NationsBank Visa travel charge card account.
  
  
• ATM fees are considered reimbursable travel expenses and should be claimed as a miscellaneous expense on the employees travel voucher.

I hope that the new NationsBank Visa travel charge card, with ATM feature, serves your travel needs and assists in providing improved travel services. We will keep you apprised of any other new features or improved services offered through the new NationsBank contractor.

If you have questions or need additional information, please contact your agency charge card representative or Linda Mahoney, Chief, Travel and Relocation Services Branch on
301-504-1270.

/s/

S. M. HELMRICH
Director
Financial Management Division