Your new card--travel with care

  • Published
  • By Maj. Nicholas Bell
  • 354th Fighter Wing
EIELSON AIR FORCE BASE, Alaska --  In case you missed it, the Government Travel Card (GTC) program was recently replaced by a new system; the Controlled Spend Account (CSA) card. With these new cards already in process of being distributed there are some need-to-know basics about this new system that will need to highlighted.

First, let's be clear of how money will be loaded onto your card prior to your departure. Authorization orders will need to be created, as always. This is when estimated operational costs of your TDY are taken into account: such as airline travel, rental car and gas, your hotel, hotel tax, taxi fares, tolls, etc. Per Diem (compensation for meals and incidentals) is also calculated in this process.

Whether it will be you who will create the authorization in Defense Travel System, or someone else on your behalf, it will be this estimate that will be deposited onto your card before official travel. Take note, this is an estimated amount. That is to say, if the estimate is greater than the actual cost, once you file your travel voucher with Finance, Citibank will be seeking to reclaim the extra funds.

As we all know, an estimate is a best guess. If there were changes to your mission, for example, if your trip was cut short; or if you simply spent more than your allotted per diem amount, you will have to settle the difference with the bank once your voucher has been processed through AF Finance.

Why is this important? If you can't afford to pay this debt back to Citibank right away, your account will be frozen from use once you have reached 61 days past due. A frozen card means you can't go TDY any time soon. If you can't go TDY because you have failed to manage your travel finances, you could soon be behind closed doors with your Commander. Further, if left unpaid you will: incur needless late fees, be pursued by collection agencies and face possible punitive action against your personal credit rating.

Bottom-line...your carelessness will cost you dearly.

Luckily, these financial pitfalls can be avoided. So let me offer you a CSA management technique: Consider using your CSA at a minimum when it comes to your Per Diem purchases (restaurants, drinks, retail purchases, etc.). To be clear, you absolutely must use the card for operational costs (lodging, transportation, etc). But, instead of flipping out the CSA at the steak house bar to pay the round, consider using your personal credit card/debit card or even cash instead. By avoiding using the CSA for per diem purchases you can greatly reduce your risk in overextending the card during your TDY.

In the end, what will proper CSA management look like? After you file your travel voucher and the Air Force reconciles with Citibank the actual amount owed, Citibank will inform you that you have a residual credit on your CSA card, from which as you might recall, can easily be transferred into your personal bank account.

To be clear, Air Force's CSA card is unlike anything any bank will offer you. To avoid financial distraction as you run your mission from off station, it's imperative that you understand both the new freedom and responsibility that comes along with this unassuming light blue travel card. Finally, please understand that you, without question, are now the fiscal focal point of responsibility for your future TDYs and your success literally lies in your hands.