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U.S. General Services Administration
How Do I Manage My Centrally Billed
Travel Program (DoD)
Stacy Eslich, Citi
Ann Barkley, DTMO
July 2012
2012 GSA SmartPay Conference
“Fine Tune Your Payments Program with GSA SmartPay”
This material is intended for use by the GSA only
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House Rules
®
To ensure the best possible learning experience for participants, please adhere
to the following house rules:
• Turn electronic devices to vibrate
• No video- taping or audio recording is allowed
• Hold questions to end of session
• Ensure your participant badge is scanned to receive CLP credits
− For each course
• Take advantage of opportunities to provide feedback
− Please select the “Citi Q&A” icon on any Citi PC at the conference
− Answers to be e-mailed after the conference within 60 days
Travel A/OPCsTravel APCs
How Do I Manage My Centrally Billed Travel Program
®
Schedules Available at the Welcome Center DoD Travel A/OPCs
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Travel A/OPCsTravel APCs
How Do I Manage My Centrally Billed Travel Program
How Do I Manage My Centrally Billed Travel Program
Visit the Citibank Welcome Center–Governor’s Lobby
Visit the Citibank One-on-One Lab–Governor’s Chambers D&E
Citi Q&A Link–Tell us your thoughts
®
Reminders DoD Travel A/OPCs
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Travel A/OPCsTravel APCs
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This course is designed to assist you in
achieving the following objectives:
• Those activities that a DoD Travel A/OPC
would need to perform to support a CBA
travel program
• Provides information on how to use Citi’s
online tools.
Goals & Objectives
®
How Do I Manage My Centrally Billed Travel Program
Travel APCs
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The “How Do I..” series is a unique education series designed to
provide your learning experience with policy guidelines, roles and
responsibilities, with instruction on Citi’s tools and technology.
“How Do I…” Manage My DoD CBA Travel Program
“How Do I…” Manage My DoD IBA Travel Program
“How Do I…” Manage My Online Users and APCs
The “How Do I…” Series
Guidance and Policy
Tools and Technology
Roles and Responsibilities
“How Do I…” Learning Guideposts
Useful
Information
and Tips
Warnings and
things to
watch out for
Additional
information
and resources
Travel A/OPCsTravel APCs
How Do I Manage My Centrally Billed Travel Program
8
Agenda
®
How Do I Manage My Centrally Billed Travel Program
DoD Travel A/OPCs
Policy Guidelines and Training
1. OMB and DTMO Policy Overview
2. Ongoing Training
Managing Your DoD CBA Travel Program
3. CBA Overview
4. Practices with Traditional vs. DTS CBAs
5. Card Applications
6. Components of a Reconciliation Program
7. Managing Advanced Credits and Returned Tickets
8. Identifying and Disputing Charges
9. Card Closures and Exceptions
Travel APCs
1. OMB and DTMO Policy Overview
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How Do I Manage My Centrally Billed Travel Program
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OMB and DTMO Policy Overview
How Do I Manage My Centrally Billed Travel Program
Travel APCs
OMB Circular A-123, Appendix B
www.whitehouse.gov/sites/default/files/omb/circulars/a123/a123_appendix_b.pdf
Prescribes policies and procedures to agencies regarding how to maintain internal
controls that reduce the risk of fraud, waste, and error in government charge card
programs.
Chapter 5 of this appendix (Performance Metrics and Data Requirements)
establishes guidelines for the Travel Card Program, as well as the Purchase Card
Program
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OMB and DTMO Policy Overview (continued)
®
How Do I Manage My Centrally Billed Travel Program
DoD Travel A/OPCsTravel APCs
Financial Management Regulations, Volume 9, Chapter 3
http://comptroller.defense.gov/fmr/09/index.html
Prescribes policies and procedures specific to DoD regarding the
management of the DOD Travel Card Program
Updated and maintained by the DTMO
Key Points:
• DoD policy that the Government Travel Charge Card will be used by ALL DoD
personnel to pay for all costs related to official Government Travel
• APCs must be appointed in writing
• Program Management Controls
• Delinquency Management
OSD-P&R policy memo “Reduction of CBAs” (May 3, 2007)
http://www.defensetravel.dod.mil/Docs/Reduction_of_CBAs_050307.pdf
2. Ongoing Training
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How Do I Manage My Centrally Billed Travel Program
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Interactive Training Events – DoD
Citi offers on-site training for its EAS at no cost for agencies meeting the required minimum participant level of 20 or more as set forth in the GSA SmartPay2 Master Contract.
Regional Citi Training Locations
– Norfolk, VA
– Washington, DC
– Visit www.defensetravel.dod.mil/passport to view and register for these sessions
On-site at your base or installation
– 20-participant minimum
– Visit www.citimanager.com/dodhome and under Resources to download the On-site Training Request Form
Web-Based Training (WBTs)
e-mail us at [email protected] and
a Citi training coordinator will work with you
directly for on-site or Web-Based sessions.
Travel A/OPCsTravel APCs
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How Do I Manage My Centrally Billed Travel Program
3. CBA Overview
®
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How Do I Manage My Centrally Billed Travel Program
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CBA Overview
®
How Do I Manage My Centrally Billed Travel Program
DoD Travel A/OPCsTravel APCs
Centrally Billed Account (CBA)
• A travel charge card account established for an agency, paid by the agency
• Can be established and issued to a unit or organization needing the flexibility
of charging directly to a DoD liability account
• All new CBA applications must be approved by the Service/Agency
Component Program Managers (CPM) (Exception: For Army, Level 3 APCs can approve CBA
applications)
• Includes both a Central Account Number and a Transaction Account Number
The Corporate Account “Parent”-- receives
the statement for payment
The Transacting Account “Child”– is issued
to the travel agency or unit
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OMB and DTMO Policy Overview
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How Do I Manage My Centrally Billed Travel Program
DoD Travel A/OPCs
Commercial Travel Office (CTO):
The commercial travel service used by the Department of Defense to issue air, rail
or bus tickets, hotel and car rental reservations
Authorized on behalf of DoD to charge air, rail and bus tickets for DoD travelers on
approved orders
Defense Travel System (DTS):
The official DoD online travel management system that provides users with a
centralized location to support travel authorizations, make reservations, receive
approvals, reconcile travel vouchers, and facilitate payments through DFAS to
Citibank.
DTS also has he capability to automate many aspects of the reconciliation for a
CBA account through the use of the DTS Recon Module or through traditional CTO
relationships.
Travel APCs
Bus tickets cannot be charged
to a CBA through DTS
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CBA Overview
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How Do I Manage My Centrally Billed Travel Program
DoD Travel A/OPCs
There are two types of CBAs
1) Transportation Accounts
Used for making reservations on behalf of an individual
The card is white plastic held by the CBA Account Manager and not used at point of sale
Traditional CBAs(Manual Reconciliation)
Traditional Air/Rail/Bus (BIN: 4614-26)
Bus/Ground Transportation (BIN: 4614-28)
MEPS Accounts (BIN: 4614-70)
Defense Travel System CBAs(DTS Recon Module Supported)
DTS Recon Accounts (BIN: 4614-27)
Supports automated reconciliation of CBA to orders, booking and obligations
Travel APCs
All CBA programs are
GSA City Pair
Program certified,
except for MEPS CBA
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CBA Overview
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How Do I Manage My Centrally Billed Travel Program
DoD Travel A/OPCs
2) Unit Travel Charge Card Account
Point of Sale card
SSN required
ATM availability can be requested
BIN: 4614-29
Authorized by the CPM
Typically issued to DoD Components in the traveler’s name (SSN required)
Charges are made directly by the cardholder and are typically used for group travel,
e.g. military band
Components will limit the issuance of unit travel cards whenever possible and
maximize the use of IBAs
Reconciliation of unit card statements is done at the organization level by the unit
account coordinator/approval official
Travel APCs
4. Practices with Traditional vs. DTS CBAs
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How Do I Manage My Centrally Billed Travel Program
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Practices with Traditional vs. DTS CBAs
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How Do I Manage My Centrally Billed Travel Program
DoD Travel A/OPCs
Traditional
– CBA is reconciled manually by the organization or with the assistance from the CTO and
submitted to DFAS for disbursement
• Copies of travel orders and travel itinerary may need to be submitted with the invoice
package
– Some services utilize software in coordination with their CTO to assist with traditional
reconciliation, e.g. GTS
DTS CBA Recon
– Fully automated recon process within DTS that allows a user to electronically reconcile, certify
and submit the invoice file to DFAS/Vendor Pay for disbursing
– There are separate sessions at the conference that will provide an overview of the DTS CBA
Recon process
– Potential cost savings by using the DTS module or sending your invoice electronically to Vendor
Pay (DFAS)
– The “per LOA/transaction” rate charged to the components by DFAS is less for DTS CBA than
for traditional accounts; the rates charged by DFAS vary by component
Travel APCs
DTS CBA Automated Process Flow
DMDC
CCV
Invoice
DTS
Trip Request
AO
Approves
Travel
Authorization
(or Amendment)
User
CTO CTO
Ticket
DataCTO
CTO ticketed
information
populated
in DTS
CCV
Invoice
DTS
reconciliation
match to
trip record
CTO
Research
DISPUTES
PAID
(820)
Matched &
Unmatched Records
TO Review
&
Certification
$
OB
(821)
DFAS
GEX
CBA
Invoice
(810)
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5. Card Application
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How Do I Manage My Centrally Billed Travel Program
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Card Application
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How Do I Manage My Centrally Billed Travel Program
DoD Travel A/OPCs
Who Can Citi Accept an Application for a Centrally Billed Account from?
• Air Force–CPM Office Only
• Army–CPM and Level 3 APCs
• Navy–CPM Office Only
• Marine Corps–CPM Office Only
• Independents–CPMs (HL3 APCs)
Travel APCs
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Card Application
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How Do I Manage My Centrally Billed Travel Program
There are two types of CBAs that you can apply for
• Transportation Account (Traditional or DTS)
• Unit Card
Billing cycles can be chosen on the application
• 3rd to the 27th of the month
• It is important to vary your cycles to assist with reconciliation
Cards can be set up for:
• Air/Rail
• Bus
• Car Rental
• Hotel
• Restaurants
• Other
• All or some of the above
Transportation
CBAs
Unit Card
CBAs
If you are not sure,
check with your CPM
on the type of CBA
Card is Appropriate
Travel APCs
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Card Application
®
How Do I Manage My Centrally Billed Travel Program
Things to Look Out for When Considering A New CBA Card…
1. Cycle Dates – Accounts need to be reconciled quickly (15 days), so space them out if
you have more than one account
2. Contact Information for the Card holders and Units is critical for timely resolution of
issues
3. Type of CBA should match the Mission
a) DTS CBAs (BIN 4614-27) are the only CBA’s reconciled by the DTS Recon Module
b) Traditional CTO CBAs (BIN 4614-26) Need a DoD approved CTO to support the
card
c) Unit Card CBAs (BIN 4614-29) are the only cards you can swipe at a point of sale
and an individual’s SSN
d) MEPS Accounts (BIN 4614-70) are not City Pair Program Certified
Travel APCs
6. Components of a Reconciliation Program
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How Do I Manage My Centrally Billed Travel Program
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Components of a Reconciliation Program
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How Do I Manage My Centrally Billed Travel Program
DTS Recon Accounts
• The DTS Recon module speeds the reconciliation process through the user of automated tools
and integration with DoD, CTO, and Citi systems
• DTS Accounts MUST be registered with the DTS Program Management team. The Citi CBA
Card Application alone will not register your account on DTS.
All Non-DTS Recon Accounts
• The focus of a CBA Reconciliation Program involves the validation of financial transactions
against their DoD obligation, the CTO travel booking and the Citi Statement.
• Attention should focus on resolving the “unmatched” transaction, including
• Does the Obligation provide for sufficient funding at the line of accounting
• Does the CTO data contain the correct information to identify the traveler and ticket
• Do the dollars on the transaction match that on the CTO information
• Does the amount that was certified match what was actually paid?
Travel APCs
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®
How Do I Manage My Centrally Billed Travel Program
What Documentation is Necessary for a Proper CBA Program Reconciliation*
• CBA Reconciliation Form- Used to track the matching process
• CBA Register – Used to keep an accurate running balance of each CBA Account and maintain
the Ending balance.
• Monthly Bank Statement – The FULL Monthly Statement including the Central and Transacting
accounts
• Initial and Final CTO Reports (Labeled as “FINAL”)
• Any Reconciliation Communications- For use in the event of a future audit of your records
• All Correspondence Initiated to the Card Vendor or Airline and awaiting Resolution
• Any Other Relevant Recon Documents
Components of a Reconciliation Program
*Courtesy of the Dept. of Navy CBA Travel Card Program Website
https://www.navsup.navy.mil/ccpmd/travel_card/centrally_billed_accounts
Travel APCs
7. Managing Advanced Credits and Returned Tickets
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How Do I Manage My Centrally Billed Travel Program
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Managing Advanced Credits and Returned Tickets
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How Do I Manage My Centrally Billed Travel Program
What Is an Advanced Credit?
Advanced Credits occurs when the balance is not paid in full due to a pending credit for
an airline ticket that was billed
Each Service /Agency CPM will determine what their policy is pertaining to advance
credits
How do I handle Advanced Credits?
Advanced Credits must be tracked in order to not take the credit twice. If you take the
advanced credit, when the credit does post, it must not be taken again
If the credit does not post timely you need to dispute the transaction. A dispute must be
filed within 60 days from the statement date on which the transaction appears
Responsibility is on traveler to contact the CTO when a ticket has not been used or was
partially used.Keep track of your Advanced Credits!
Unresolved advanced credits can get lost
in the monthly churn if you don’t stay on
top of them
Travel APCs
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Managing Advanced Credits and Returned Tickets
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How Do I Manage My Centrally Billed Travel Program
Tracking Advanced Credits
The Airline Credit Report in the CCRS CBA Supplemental Folder lists credits posted from
airline merchants along with possible original transactions that can be matched for offset
In the DTS Recon Module, the DTS Unused Ticket Report is available in the Report
Scheduler
Travel APCs
Many credits provided by the CTO don’t
include the original ticket numbers. Pay
attention to the vendors and dollars
8. Identifying and Disputing Charges
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How Do I Manage My Centrally Billed Travel Program
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Identifying and Disputing Charges
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How Do I Manage My Centrally Billed Travel Program
Identifying Transactions
• Identifying transactions that qualify for Dispute starts with a solid CBA account
reconciliation process
• Look for transactions that….
Don’t match known travel orders
Are lacking CTO data
Check for unauthorized charges
Verify that ticket charges from vendor match amount authorized for ticket
Verify credits are similar to the original transaction and belong on your account
Travel APCs
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Identifying and Disputing Charges
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How Do I Manage My Centrally Billed Travel Program
If I Find Transactions I Don’t Recognize…
Call the CTO or merchant first and ask for clarification. Usually a call to the
merchant will resolve the issue
If the Merchant cannot resolve the transaction themselves, and you cannot
reconcile the transaction to known travel, then you can file a claim with Citi.
Remember a dispute must be filed by the APC within 60 days from the
statement date on which the transaction appeared and the APC must be
responsive to all requests for documentation from Citi
Follow up and track the resolution of your disputes. A resolved dispute may
still be in favor of the merchant and require payment.
You can track disputes in CCRS by usingthe Transaction
Dispute Report
Travel APCs
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Identifying and Disputing Charges
®
How Do I Manage My Centrally Billed Travel Program
DoD Travel A/OPCs
Disputes Do Require the Correct Form with a Signature
• The form can be downloaded from Citi at:
http://www.citibank.com/transactionservices/home/sa/a2/gsasmartpay2/dod/index.jsp
• In the DTS CBA recon module
• DTMO website under Program & Services/GTCC/DTS CBA Reconciled
Accounts
http://www.defensetravel.dod.mil/site/cba.cfm
Dispute forms must be faxed to Citi
per the instructions on the form for
the Dispute to be considered
Travel APCs
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Identifying and Disputing Charges
®
How Do I Manage My Centrally Billed Travel Program
The CCMS Dispute Log is Another Tool You Can Use to Track Disputes
https://home.cards.citidirect.com >> Web Tools >> CCMS >> Inquiry>> Dispute Log
Travel APCs
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Identifying and Disputing Charges (continued)
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How Do I Manage My Centrally Billed Travel Program
For Accepted Disputes Citi Will:
• Provide a provisional credit while the dispute is being researched by Citi
• Promptly investigate disputed items and use best efforts to resolve the dispute,
including working with merchants and the transaction dispute officer
• If the dispute is found in favor of the government, Citi will chargeback
(rebill) the merchant where appropriate
• If the dispute is found in favor of the merchant, Citi will remove the
provisional credit and rebill the charges
Remember: Disputes must be filed within 60
days of the statement date on which the
transaction first appears or dispute rights are
relinquished.
Travel APCs
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Identifying and Disputing Charges (continued)
®
How Do I Manage My Centrally Billed Travel Program
What are other common dispute reasons on a Centrally Billed Account?
Multiple Processing : A merchant may process a single transaction
more than once
Difference in amount: A merchant may charge a different amount,
i.e., instead of a $500 ticket they charge a $5,000 ticket
Transactions that have posted to the wrong account can be transferred
and should not be disputed. The transfer transaction form can be
accessed on the Citi site under the resources link:
http://www.citibank.com/transactionservices/home/sa/a2/gsasmartpay2/dod/index.jsp
Travel APCs
Be Careful with your Dispute Reasons...
Multiple “Unauthorized Transactions” indicates a
compromised account and your CBA will be closed
and reissued. “Services Not Provided” does not
close an account
9. Card Closures and Exceptions
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How Do I Manage My Centrally Billed Travel Program
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Card Closure
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How Do I Manage My Centrally Billed Travel Program
Closing a CBA Account
Citi will accept a closure request for a Centrally Billed Account from:
– Army–CPM and Level 3 APCs
– Navy–CPM Office Only
– Marine Corps–CPM and authorized APCs
– Air Force–CPM Office Only
– Independents–CPMs (HL3 APCs)
When switching from one CTO to another, the CBA account must be closed
and a new one opened
– Does not apply to accounts using the DTS CBA Recon Module
A CTO can always be added to an existing
traditional CBA if there is no CTO on the
account, and does not require a new
application
Travel APCs
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Card Closure
®
How Do I Manage My Centrally Billed Travel Program
It is important to pay your Centrally Billed Account on time
– Prompt Payment Act interest will accrue if your statement is not paid with in
30 days after receipt of the statement (calculated and applied by DFAS)
– CBA accounts will suspend at 61 days past statement billing date
– CBA account will be canceled at 126 days past statement billing date
CBA Exceptions can be requested for a temporary reprieve of suspension
– CPMs can request exceptions on accounts 55-90 days past billing/statement
date
– For accounts over 91 days past billing/statement date, the request must come
from the DTMO
– Exceptions do not change Prompt Payment Act interest due
– Canceled accounts do not qualify for exception
– Citi reserves the right to deny any exception request
Travel APCs
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Card Application and Closure
®
How Do I Manage My Centrally Billed Travel Program
Applying for an Exception:
– Exception period will not exceed 30 days
– No more than three requests in a rolling 12-month period per account
– Requests must be made in writing from the CPM (or DTMO) via the
[email protected] mailbox
– Requests must include:
– Last six digits of the account number
– Date of last payment
– Number of days past billing
– Reason for delinquency
– Expected date of full reconciliation
– Expected date of payment and the amount
– Exception Justification to include date of voucher submission and amount
Travel APCs
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Identifying Cards at Risk
®
How Do I Manage My Centrally Billed Travel Program
Aging Analysis for CBAs is available on CCRS for high-level reporting
Do you monitor delinquency reports?
– You don’t want a CBA to suspend!
– Your entire organization could be impacted
CitiManager >> Web Tools >> CCRS >> Shared Reports>> DoD Travel Shared Reports
Travel APCs
Stacy Eslich Ann Barkley
®
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Travel APCs
How Do I Manage My Centrally Billed Travel Program
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