Train account holders on the proper use of the travel accounts. Use ethics training as another source for instruction.
Develop a traveler hotline to respond to account holder questions.
Develop and maintain a travel-specific website for your agency.
Publish answers to frequently asked questions related to travel on your agency website.
Create an informational newsletter.
Send periodic reminders to account holders on agency travel policies and procedures.
Hold orientation sessions with new account holders.
Provide account holder training on how to fill out a proper travel claim/voucher.
Remind account holders who are on extended travel to submit interim travel claims/vouchers to ensure timely receipt of reimbursement.
Notify account holders that their obligation to pay their respective bank by the billing due date is not contingent upon receipt of a travel reimbursement from the agency/organization.
Contact account holders who appear on the Pre-Suspension/ Pre-Cancellation Report by phone, email, and/ or correspondence. Advise account holders that immediate action must be taken.
Use a statement insert/statement message provided by the bank to convey information to account holders.
Provide the GSA SmartPay card-sized brochure, Helpful Hints for Travel Card Use.
Send an annual letter from your agency director reminding account holders of their responsibilities.
Provide a travel training video for account holders.
Best Practices for Program Coordinators (A/OPCs)
Use online tools provided by the banks, GSA, and your agency.
Email updates to A/OPCs at all levels on program changes.
Review reports regularly and track trends in delinquency rates and charge offs/ write offs.
Use exception reports to detect misuse of the travel account or unusual spending patterns.
Use ad hoc reporting tools provided by your bank to customize and/ or develop your own agency reports.
Eliminate manual calculations by developing ad hoc reports that can be generated as needed.
Ensure that account holder information is properly secured and confidentially maintained in accordance with the security and privacy regulations of your agency, as well as with the Privacy Act.
Create a monthly newsletter/ memorandum to reinforce agency travel account holder policies for misuse and/or account delinquency.
Develop and implement an agency-established penalty guide with your agency’s human resources office outlining appropriate disciplinary action for undisputed delinquencies and non-official use of the travel account by employees.
Perform an annual review of all accounts to determine whether each account meets the criteria for continued participation in the Federal Government travel program.
