Compass

Table of Contents
Introduction
PART ONE:
How It Works
Definitions
Getting Started
Planning for the Trip
Making Reservations
Before the Trip
Taking the Trip
After the Trip
PART TWO:
Introduction
The Role of the A/OPC
Signing up for a Travel Charge Card
Receiving Your Travel Charge Card
On Travel - Using Your Travel Charge Card
Using the ATM
Customer Service/Help
Electronic Access System
The Travel Charge Card Bill
Questioned Charges
Disputed Charges
International Use
Change of Address
Lost or Stolen Travel Charge Card
Payment of the Travel Charge Card Bill
Travel Charge Card Quiz
Home  Quiz
  The Government Travel Charge Card
 

Making Reservations - Airline, Lodging, Rental Carair ticket image

At most agencies, you will make travel reservations through your agency Travel Management Center (TMC), or if you work at the Department of Defense, Commercial Travel Office (CTO). The TMC or CTO may charge your agency a fee for processing the transaction. If there are several transactions, such as transportation and lodging reservations, the fee may be lower if you make all arrangements at the same time rather than calling back. Generally the TMC/CTO pays for airline tickets using your agency's centrally billed travel account so these charges will not appear on your individually billed travel charge card. However, at times, you may be required to pay for airline tickets using your individually billed travel charge card - make sure to check with your agency policy. The TMC/CTO may also make all arrangements for lodging or other travel expenses, depending on agency policy.

Effective January 1, 2001, you are required to use the Travel Management System selected by your agency for all common carrier, lodging, and car rental arrangements. Only the head of your agency or his/her designee may exempt certain types of travel arrangements from the mandatory use of the Travel Management System.

There are several benefits to having the TMC/CTO make your lodging reservations:

  • Compliance with the Fly America Act, government-wide travel policies, contract city pair fares, electronic ticketing, and ticket delivery.
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  • Compliance with the Hotel/Motel Fire Safety Act.
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If you make lodging reservations, find out:

  1. If the facility is on the FEMA list of fire safe lodging. See www.usfa.fema.gov/applications/hotel/.
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  2. The cancellation policy. Be sure to cancel if you will not be using the room. Most hotels charge for last minute cancellations or no-shows.
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  3. The late arrival policy if you will be arriving after 6 PM.
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  4. When they plan to charge your travel charge card. This is important because it will affect your ability to receive reimbursement from your agency in time to pay your travel charge card bill before it becomes delinquent.
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  5. Tax Exemption
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  • A few states may honor federal tax exemption. Before leaving for travel make sure to view a copy of each state tax letter, visit www.gsa.gov/gsasmartpay. Click on "Agency Information" then "State Tax Letter". A state tax letter will let you know whether the state has granted state tax exemption for lodging on your individually billed travel charge card account. Be aware that some states may not grant exemption from state taxes. You may also check for state tax exemption forms at www.gsa.gov/statetaxforms.
  • Lodging tax is reimbursable and is not part of per diem.
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  • To find out the approximate amount of lodging tax for your TA, go to: www.gsa.gov. Once on the site, click "Policy" then "Per Diem Rates".
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