5.1. General. Employees are expected to use the NationsBank MasterCard for the travel line of business (travel card) to pay for reimbursable travel and transportation-related expenses they incur while on official travel. Transactions made with the travel card shall comply with the Federal Travel Regulations (41 CFR 300-304) and other Departmental policies and procedures issued separately from this document. When using the travel card, employees are responsible for observing the "prudent person" rule, that is, they are expected to use the card practically, sensibly, and exercise good judgment in its use at all times. If an employee incurs charges which are not reimbursable by the Department (e.g., lodging rates in excess of the maximum allowable rate, personal expenses, entertainment, etc.), the employee is personally responsible for payment of all such charges.

5.2 Eligibility. Generally, employees who travel at least once a year are eligible, at the discretion of their supervisors, to receive a travel card. However, employees who have had their government sponsored travel card canceled in the past for non-payment will be required to make full restitution before they become eligible to receive a NationsBank MasterCard. Similarly, employees with delinquent balances of 61 days or more on their American Express travel card will be required to pay off all outstanding balances before they become eligible to receive the NationsBank MasterCard.

Once full restitution has been made, an employee will be eligible, at the discretion of their supervisor, for a limited line and/or limited use charge card. Prior to establishing an account for such individuals, the A/OPC will consult with NationsBank.

A limited line card will have a credit limit set at the minimum level needed to cover specific trips. A limited use card will be activated only for periods of official travel. After one full year of satisfactory payment performance (i.e., no overdue payments, suspensions or cancellations), the employee will be eligible, at the discretion of their supervisor, for a regular line of credit. Prior to requesting a credit limit increase for such individuals, the A/OPC will consult with NationsBank.

5.3 Travel Card Use. Employees who receive a travel card are expected to use the card for all reimbursable temporary duty travel expenses associated with official travel, including transportation tickets, lodging, meals, and automobile rental. Transportation tickets for official travel should be purchased only from travel agencies under GSA contract, i.e., Travel Management Centers, or directly from a transportation provider using contract airline and rail passenger service rates. As required by Governmentwide regulations and Departmental policy, employees shall obtain authorization before travel arrangements are concluded and travel initiated. The travel charge card will not be used for permanent change of station (PCS) expenses unless specifically authorized by the PCS orders.

5.4 "Corporate" Accounts for Transportation Tickets (Travel Business Line) On occasion, bureaus and offices may have a need to purchase transportation tickets for individuals who do not have a travel business line account. This may include interviewees, employees serving without an appointment, and other individuals. As a means of purchasing transportation tickets for individuals qualifying for the GSA contract city-pair rates, bureaus/offices and programs may open a "corporate" account for this purpose.

Bureaus/offices may choose one of two structures for establishing and managing this account.

A. The account may be opened in the name of an organization, with a specific individual designated as responsible for managing and reconciling the account.

B. The account may be opened in the name of the individual responsible for managing and reconciling it. That individual must use a separate charge card account for transportation and expenses related to his or her own official travel.

Although authorized by this guidance, this account shall be used carefully and sparingly. In no case may it be used more than one time in a year for travel for an employee who is both eligible and has supervisory approval to receive a NationsBank MasterCard.

This account shall be used only for purchasing transportation tickets. Each charge against a corporate account must be authorized in writing by the individual responsible for managing and reconciling the account. Transportation ticket purchases made through this account shall comply with all applicable portions of the Federal Travel Regulations. All transactions will be centrally billed. The bureau/office A/OPC must review all transactions for this account(s) within their hierarchy monthly to ensure that the account is used only for its intended purpose.

5.5 Review of Travel in EAGLS. Employees are responsible for verifying the accuracy and validity of all expenses posted to their travel accounts, including expenses which are centrally billed to the Department and then "M" or "memorandum billed" to individual accounts. Errors and discrepancies should be promptly identified and disputed. Employees are encouraged to routinely review their accounts, through EAGLS, to ensure that improper charges are not billed to individual or central accounts.

5.6 Travel Advances. Many travelers obtain travel advances prior to departure. ATM privileges on the travel business line may be used to obtain limited cash advances for official travel expenses. ATM cash advances should not exceed the expected local allowance for Meals and Incidental Expenses (M&IE), including expected, reimbursable out-of-pocket expenses which may not be chargeable on a card (e.g., local transportation and parking). ATM fees are reimbursed up to the fee applicable to the stated maximum for travel advances. ATM withdrawals from a Bank of America or NationsBank branch will not incur a terminal access fee. ATM withdrawals from other institutions may incur a terminal access fee. Travelers can easily locate the Bank of America or NationsBank ATM nearest them, or their point of travel, by calling 1-800-462-1424 or by Internet at the following URL: (click on "Locate Us" and then "ATM Locator").