ALCOAST 334/08
COMDTNOTE 4600
SUBJ:  USE OF THE GOVERNMENT TRAVEL CHARGE CARD (GTCC) CENTRALLY
BILLED ACCOUNT (CBA)
A.  COAST GUARD PERSONNEL MANUAL, COMDTINST M1000.6 (SERIES)
B.  PERSONNEL AND PAY PROCEDURES MANUAL, PSCINST M1000.2 (SERIES)
1.  THIS ALCOAST ADDRESSES USAGE OF THE CBA AND THE REQUIREMENT FOR
A PROPERLY PREPARED TRAVEL ORDER TO SUPPORT THE PURCHASE OF
TRANSPORTATION TICKETS CHARGED TO THE CBA, AKA CHARGE TO ORDER,
TONO, OR GTA.
2.  CBA USAGE IS LIMITED TO:
  A.  THE PURCHASE OF COMMERCIAL TRANSPORTATION TICKETS FOR
INDIVIDUALS WHO DO NOT POSSESS AN INDIVIDUALLY BILLED GTCC.
  B.  THE PURCHASE OF COMMERCIAL TRANSPORTATION TICKETS FOR
INDIVIDUALS WHO POSSESS AN INDIVIDUALLY BILLED GTCC BUT ONLY WHEN
THE COST OF THE COMMERCIAL TRANSPORTATION TICKET EXCEEDS ONE
THOUSAND DOLLARS OR THE DURATION OF THE TDY TRIP EXCEEDS 21 DAYS OR
PCS DELAY EXCEEDS 15 DAYS.
  C.  THE PURCHASE OF ALASKA MARINE HIGHWAY SYSTEM (AMHS) FERRY
RESERVATIONS THAT ARE IN CONJUNCTION WITH A PCS.
3.  CBA PROHIBITED USAGE:
  A.  PAYMENT OF AIRLINE CHECKED BAGGAGE FEES.
  B.  ANY TRAVEL EXPENSE THAT IS NOT A COMMERCIAL TRANSPORTATION
TICKET, E.G. RENTAL CAR, LODGING, REGISTRATION FEE, ETC.
  C.  PURCHASE OF A TRANSPORTATION TICKET FOR PERMISSIVE ORDER.
4.  WHEN THE CBA IS USED TO PURCHASE A TRANSPORTATION TICKET THE
PURCHASE MUST BE SUPPORTED BY AN OFFICIAL COAST GUARD TRAVEL ORDER
THAT IS PROPERLY PREPARED AND SIGNED, ELECTRONIC SIGNATURES ARE NOT
ACCEPTABLE.  UNDER THE COAST GUARD TASK ORDER WITH SATO, WE HAVE
DIRECTED SATO AND CENTURY TRAVEL NOT TO ACCEPT AND THEREFORE NOT TO
PURCHASE ANY TRANSPORTATION TICKETS UNTIL THEY HAVE RECEIVED A
PROPERLY PREPARED AND SIGNED TRAVEL ORDER THAT SUPPORTS THE
REQUESTED TRAVEL ITINERARY.  TRAVEL ORDERS ACCEPTED BY SATO/CENTURY
TRAVEL ARE IMMEDIATELY FORWARDED TO COAST GUARD FINCEN TO SUPPORT
PAYMENT OF THE TRANSPORTATION TICKET.  SATO/CENTURY TRAVEL DO NOT
MAINTAIN ANY TRAVEL ORDERS ON FILE.
5.    REF A AND B ADDRESS TRAVEL ORDER PREPARATION AND SIGNATURE
AUTHORITY, HOWEVER, COAST GUARD TRAVELERS ARE CONTINUOUSLY SENDING
ORDERS THAT ARE MISSING REQUIRED INFORMATION, THE REQUESTED FLIGHT
ITINERARY DOES NOT MATCH THE ITINERARY AUTHORIZED IN THE ORDER OR
THE ORDER IS NOT SIGNED.  AT COAST GUARD DIRECTION SATO AND CENTURY
TRAVEL WILL ONLY ACCEPT A TRAVEL ORDER THAT:
  A.  HAS THE ACTUAL CITY AND STATE OF DEPARTURE AND DESTINATION
STATED IN THE TRAVEL ORDER.  EXAMPLES OF UNACCEPTABLE ORIGIN AND/OR
DESTINATION ARE:  UNIT NAME, HOME, COMDT (XXX), STATION NAME, CGC
XXX, ETC.  FOR A REPEAT TYPE ORDER AN AMENDMENT OR ENDORSEMENT TO
THE ORDER MUST BE PREPARED ANY TIME TRAVEL IS ORIGINATED FROM A
LOCATION OTHER THAN THAT STATED ON THE AUTHORIZED REPEAT TYPE
ORDER.  THE DESTINATION ON A REPEAT TYPE TDY ORDER MUST CONTAIN
SUFFICIENT VERBIAGE TO SHOW AUTHORIZATION TO TRAVEL TO THE
REQUESTED DESTINATION, E.G. VARIOUS CONUS AND OCONUS LOCATIONS,
CONUS COAST GUARD LOCATIONS, ETC.
  B.  HAS THE AUTHORIZED TRAVEL ORDER ITINERARY EXACTLY AS THE
REQUESTED TRANSPORTATION TICKET ITINERARY.  ANY AUTHORIZED VARIANCE
FROM THE TRAVEL ORDER ITINERARY MUST BE EXPLICITLY ADDRESSED IN THE
REMARKS SECTION OF THE TRAVEL ORDER.
  C.  HAVE A TRAVEL ORDER NUMBER (TONO) AND LINE OF ACCOUNTING.
  D.  HAVE THE AUTHORIZING OFFICIALS SIGNATURE.
6.  INDIVIDUALS WHO ARE HAVING TRANSPORTATION TICKET(S) CHARGED TO
THE CBA ARE HIGHLY ENCOURAGED TO CONTACT SATO/CENTURY TRAVEL BEFORE
DEPARTING ON TRAVEL TO CONFIRM THE FAXED OR E-MAILED ORDER HAS BEEN
RECEIVED, ACCEPTED AND THE TRANSPORTATION TICKET HAS BEEN ISSUED.
7.  CUTTERS DEPLOYED THAT DO NOT HAVE IMMEDIATE CAPABILITY OF
FAXING OR E-MAILING THE REQUIRED TRAVEL ORDERS TO SATO SHALL FOLLOW
THESE PROCEDURES WHEN CONTACTING SATO AND MAKING TRANSPORTATION
RESERVATIONS THAT ARE TO BE CHARGED TO THE CBA:
  A.  IDENTIFY YOURSELF AS AN INDIVIDUAL ON BOARD A DEPLOYED COAST
GUARD CUTTER.
  B.  PROVIDE THE TRAVELERS FIRST AND LAST NAME.
  C.  PROVIDE THE TRAVELERS EMPLOYEE ID NUMBER.
  D.  PROVIDE THE INCLUSIVE DATES OF TRAVEL.
  E.  PROVIDE THE TRAVEL ORIGIN AND DESTINATION, SPECIFIC CITY AND
STATE OR CITY AND COUNTRY.
  F.  PROVIDE THE TONO AS IT APPEARS ON THE TRAVEL ORDER.
  G.  PROVIDE THE LINE OF ACCOUNTING AS IT APPEARS ON THE TRAVEL
ORDER.
  H.  PROVIDE THE NAME OF THE INDIVIDUAL WHO AUTHORIZED THE TRAVEL
AND SIGNED THE TRAVEL ORDER.
  I.  IF THE INDIVIDUAL MAKING THE CALL IS NOT THE TRAVELER,
PROVIDE FULL NAME, RANK AND AUTHORITY FOR MAKING THE TRAVEL
RESERVATION.
  J.  PROVIDING THE VERBAL INFORMATION DOES NOT ELIMINATE THE
REQUIREMENT TO PROVIDE SATO WITH AN ELECTRONIC COPY OF A PROPERLY
PREPARED ORDER.  THE ELECTRONIC COPY MUST BE PROVIDED AT THE FIRST
AVAILABLE OPPORTUNITY.  WHEN THE ORDER IS PROVIDED ENSURE THE
RESERVATION RECORD LOCATOR NUMBER IS INCLUDED ON THE FAX COVER
SHEET OR IN THE E-MAIL SUBJECT LINE SO THAT SATO CAN ASSOCIATE THE
ORDER WITH THE ACTUAL RESERVATION.
8.  FOR QUESTIONS CONTACT MR. SCOTT ARNDT AT E-MAIL SCOTT.R.ARNDT
(AT)USCG.MIL OR MR. LES WEISBECK AT E-MAIL LES.R.WEISBECK(AT)
USCG.MIL.
9.  RADM JODY A. BRECKENRIDGE, ASSISTANT COMMANDANT FOR HUMAN
RESOURCES, SENDS.
10.  INTERNET RELEASE AUTHORIZED.