Split Disbursement – Did You Know?
Did you know that Government Travel Charge Card (GTCC) cardholders are required to use split disbursement to pay all expenses charged to the GTCC? The Financial Management Regulation (FMR) Volume 9, Chapter 3 (soon to be DoD Instruction 5154.31 – Volume 4 GTCC Regulations) requires all DoD personnel to split disburse all undisputed expenses charged to the GTCC as a part of the travel voucher settlement process. Improper split disbursement calculations can delay voucher processing and impact prompt payment of the GTCC leading to delinquencies, require supplemental payments owed to Citi, create credit balance refunds owed to the cardholder, and cause DoD Components to miss the DoD split disbursement metric. Public Law 112-194, The Government Charge Card Abuse Act of 2012 (see FMR Annex 9), outlines the minimum requirements to ensure effective management controls of the GTCC program which include reviews to ensure travelers submit travel vouchers within five days of completion of official travel and comply with split disbursement requirements. To assist on this front, here is what APCs need to know about split disbursement.
1. Question: What is split disbursement and how does it work?
Answer: Split disbursement is a process of dividing a travel voucher reimbursement between the traveler and the charge card vendor (Citi) to assist with timely payment of their GTCC. The balance designated to go to each is sent directly to the appropriate party. When preparing the voucher, the cardholder reviews the split disbursement amounts and ensures enough money is being disbursed to completely pay off all undisputed GTCC charges. If not, and DTS is used, the cardholder will need to manually change the amount going to Citi.
2. Question: How does DTS and non-DTS travel support split disbursement and prompt payment of the GTCC?
Answer: For IBA cardholders, DTS automatically includes airline/rail, hotel, rental vehicle expenses, and other miscellaneous expenses identified by the traveler in the split disbursement amount paid directly to Citi. DTS users need to also include the amount of any ATM withdrawals and any miscellaneous travel card charges (for meals as an example) in their split disbursement amount paid directly to Citi; this is done on the Payment Totals screen. To assist with the process, DTS provides a view of current GTCC charges on the Non-Mileage Expense screen. Travelers submitting manual vouchers for non-DTS travel are required to annotate the split disbursement amount in the upper right hand section of the DD 1351-2. Ultimately, Approving Officials are responsible for ensuring split disbursement amounts are properly annotated and should return any travel vouchers that do not comply for correction and resubmission.
3. Question: How does split disbursement assist in GTCC prompt payment for cardholders on long-term travel?
Answer: While in a long-term travel status (travel greater than 45 days), the traveler files interim vouchers every 30 days in order to receive partial payments, to include split disbursement as the means of settlement to ensure timely payment to Citi in order to avoid delinquency. For DTS travel, cardholders should request scheduled partial payments (SPPs) as part of the authorization process, ensuring that expenses anticipated to be charged on the GTCC are properly designated.
4. Question: What if a cardholder is unsure how much to split disburse?
Answer: Cardholders can find out their outstanding GTCC balance including pending transactions by calling Citi using the 1-800 number on the back of their card or online by logging in and checking the balance via CitiManager.
5. Question: How does a cardholder adjust the amount being split disbursed to Citi on a DTS voucher?
Answer: In the DTS travel voucher, go to the Additional Options > Payment Totals screen. Compare the total at the bottom of the Individual GOVCC($) column with the outstanding GTCC balance obtained by calling Citi or visiting CitiManager. Use the text fields (e.g., Add’l GOVCC Amt) to adjust the amounts going to the cardholder’s personal bank account and to Citi.
6. Question: Does Citi offer a split disbursement report?
Answer: Service Level Split Disbursement Reports are available: Log into Citi>select webtools>select CCRS>select hierarchy (IBA)>Organizational Shared Folders>Department of Defense Travel Shared Reports>Supplemental Reports>(IBA) Supplemental Reports>and select the Service Level Split Disbursement Report – DOD from the IBA Supplemental Reports folder.
7. Question: What are the DoD split disbursement metrics?
Answer: Currently the metrics are: Green (80-100% dollars split disbursed); Yellow (60.1 – 79.9% dollars split disbursed); and Red (less than 60% dollars split disbursed).
8.Question: How can APCs assist cardholders with split disbursement?
Answer: Communicate the importance of proper split disbursement calculations and the impact on prompt payment of the GTCC. In addition, coordinate with your organization’s Defense Travel Administrator to review the DTS Unsubmitted Voucher Report, and assist as necessary with contacting cardholders to ensure prompt submission of vouchers.
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