Tips for cardholders to help detect and avoid fraud.
Print This PageBefore the Trip
- Cash Advance - In accordance with agency policy, you may obtain cash through the use of an ATM to cover all anticipated out-of-pocket cash expenses for the trip before you leave.
- Airline tickets - Unless your TMC/ CTO mails airline tickets to travelers, pick up your airline ticket as close to the date of departure as possible. Many TMCs use e-ticketing, where you will only receive information about the reservation and not a physical ticket.
- Phone card - Pick up a government phone card from your agency for telephone calls (ask your program coordinator to find out your agency policy on reimbursing personal phone calls while on travel).
Don’t forget to bring:
- A Government issued picture ID card/ badge or drivers license
- A copy of your travel authorization
- The government travel charge card to pay for official travel expenses such as your hotel, car rental and meals
- Personal cash or credit card to pay for personal expenses
- Lodging tax exempt forms (if available)
During the Trip
During your trip, make sure you keep a record of expenses by writing them down or saving receipts. Lodging receipts are required by all agencies. Follow agency policy with regard to other receipts.
Below is a Quick Snapshot of what is and is not reimbursable while on your trip:
| Is Reimbursable |
Is NOT Reimbursable |
| Air fare | Business or First Class air fares without prior written approval |
| Maximum lodging amount allowed for the per diem locality excluding lodging tax | Amount in excel of lodging amount allowed for the per diem locality unless previously approved |
| Meals (up to the rate for the per diem locality) | Meal costs over the rate for the per diem locality |
| Personal calls (limited, per agency) | Personal calls (over allowance) |
| Work related telephone calls and faxing | Gifts |
| Laundry and dry cleaning (at the TDY location and only after consecutive nights lodging on official domestic travel) | Postcards and postage |
| Car rental (approved) | Personal Expenses |
| Shuttle, taxi, and tips | |
| ATM fees (cash advances for official travel) |
After the Trip
You must complete and submit the travel claim/voucher immediately, within 5 calendar days or agency specified timeframe, after returning from official travel. Make sure you:
- Provide all necessary information and attach or submit receipts as required by your agency.
- Know the sign-off process and follow-up.
- Set up a direct deposit to your bank account, so you will not have to wait for a check to be mailed.
- Use the amount reimbursed by your agency to pay the travel charge card bill.
- Pay the balance on your travel charge card bill in full before it becomes delinquent.
