Subject: Travel Cards (Revalidated on March 21, 2024)

Responsible Office: Office of the Chief Financial Officer

Chapter 3. Cardholder Responsibilities

3.1 Responsibility to Pay

3.1.1 Travel cardholders shall remit payment for their travel card bill, in full, no later than 25 calendar days from the closing date on the statement in which the charge(s) appeared.

3.1.2 Travel cardholders shall read and adhere to the policies and procedures specified in their cardholder agreement.

3.1.2.1 Under the cardholder agreement, the travel card bill is due and payable in full upon delivery to the cardholder's billing address.

3.1.2.2 The travel cardholder is liable to the travel card provider for full reimbursement of all undisputed charges authorized by the cardholder.

3.1.3 Cardholders shall pay the amount owed to the travel card provider in accordance with the cardholder agreement, even if NASA has not yet reimbursed the cardholder for those expenses appearing on the billing statement.

3.1.4 If an unauthorized or other disputed charge appears on the employee's travel card billing statement, the cardholder shall follow the disputed charge procedures included in the cardholder agreement.

3.1.4.1 Cardholders are responsible for ensuring all transactions are accurate. Cardholders shall file a dispute no later than 90 days from the date the transaction posted on the account. If no dispute is filed, the cardholder shall be liable for payment of the charge.

3.1.4.2 Once cardholder properly submits the dispute, as directed in the cardholder agreement, the travel card provider will issue a temporary credit to the cardholder's account. While the dispute is being investigated, the cardholder does not need to pay the amount of the disputed charges, and it will not be considered past due.

3.2 Responsibility to Engage in Prudent Security Practices

3.2.1 Upon receipt of the travel card, cardholders shall exercise care and responsibility for the security of the travel card.

3.2.2.1 Travel cardholders shall not provide the travel card account number and/or expiration date to anyone but a travel card vendor.

3.2.2.2 Travel cardholders shall not allow others to store, keep, or use their travel card.

3.2.2.3 Travel cardholders shall exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business.

3.3 Responsibility to Report Lost or Stolen Cards

3.3.1 Travel cardholders shall report a lost or stolen travel card to the travel card provider and their CAPC immediately upon discovery

3.3.2 Employees who are transferring to another NASA Center shall keep their existing travel card and notify the previous CAPC so the account can be transferred to the gaining Center.

3.4 Responsibility to Return Cancelled Cards

3.4.1 A travel cardholder shall return the travel card to the CAPC and request account cancellation upon transferring to another Government agency, separating from NASA, or retiring.

3.4.2 A travel cardholder whose travel card account has been cancelled or revoked due to misuse or delinquency shall return the card to their supervisor or CAPC. If the card is returned to the supervisor, they will return the card to the CAPC.

3.5 Split Disbursement (Split Pay)

3.5.1 In accordance with OMB Circular A-123, Appendix B, NASA mandates the use of split disbursement for all Government travel charge cardholders.

3.5.1.1 Split disbursement divides a travel voucher reimbursement between the NASA Government charge card vendor and the traveler. When used correctly for the direct payment of common carrier, lodging, rental car, and other authorized miscellaneous expense transactions charged directly to the card, split disbursement reduces the cardholder's burden in making personal payments and assists in reducing delinquencies.

DISTRIBUTION:
NODIS

This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.