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SmartPay®3 (SP3) Transition Job Aid

Travel Card Reimbursement and Payment Changes

Purpose: This job aid details the temporary reimbursement and payment process change impacting all U.S. Department of Health and Human Services (HHS) travelers, which will be in effect for HHS travel charge cards from October 1, 2018, to December 31, 2018, due to the Department's transition from JPMorgan Chase to Citibank.

Audience: Federal Travelers and Federal Agency Travel Arrangers (FATA)

Version: 6.10.8.2018

 

Overview

JP Morgan Chase credit card. arrow to Citibank credit card.

HHS is transitioning from JPMorgan Chase to Citibank as its bank and charge card provider. This change is occurring under the GSA SmartPay3 program. HHS employees will receive new Citibank travel charge cards.

From October 1, 2018, to December 31, 2018, you will be reimbursed to your personal bank account for the allowable amount of your travel voucher claim for lodging and rental car fees. Please note that airfare, rail, and other fees will not be charged on travel cards during this time.

During this time, you will be responsible for paying your travel card bill in full to the bank(s). Please voucher within five (5) days of travel to receive timely reimbursement.

The current process, where the bank is paid directly by your OpDiv/StaffDiv or representative agency for airfare, lodging, rental car fee, and TMC/ETS fee (for some OpDivs) charged on your travel card, will be on hold during this time. On January 1, 2019, the normal process will resume

 

Process Flow Changes

Current process: Process flow chart showing HHS pays traveler who then pays Bank or HHS pays bank. process from 10/1 to 12/31: HHS will pay traveler who then pays bank.

Important Dates

Date Significance
Midnight. November 29. At midnight on November 29th (11:59 PM EST), all JP Morgan Chase cards will be deactivated.
Midnight. November 29. The new Citibank travel charge cards will be available for use beginning, November 30th (12:00 AM EST).
Midnight. November 29. Charges attempted on the new Citibank cards prior to November 30th will decline.

PLAN AHEAD! You Should…

Be aware of your monthly billing cycle and pay close attention to your bank statements. To determine your balance for payment, you can:

  • Check your paper statements
  • Log into the banks’ online systems
  • Call the banks

Paying your travel card bill on time is critical to ensuring no outstanding balance exists on your account. To pay your bill, you can:

  • Mail a check to the banks for payment
  • Log into the banks’ online systems
  • Call the banks
  • Contact your A/OPC, approving official, or FATA if you experience difficulty.

 

Navigation Directions

To navigate this job aid, select the link for the scenario below that corresponds with your situation.

Scenario Authorization
Submission
Voucher
Submission
Description
Scenario 1 Before 10/1/2018 10/1/2018 through 12/31/2018 How to fix an expense on a voucher when the authorization was submitted before the transition period (10/1/2018) and the corresponding voucher is processed during the 90-day transition period (between 10/1/2018 and 12/31/2018).
Scenario 2 10/1/2018 through 12/31/2018 10/1/2018 through 12/31/2018 The authorization and voucher expenses are both submitted between the 90-day transition period (10/1/2018 and 12/31/2018).
Scenario 3 10/1/2018 through 12/31/2018 After 12/31/2018 The authorization was processed during the 90-day transition period (10/1/2018 and 12/31/2018) but the voucher was submitted after the 90-day transition period (after 12/31/2018).
Scenario 4 Before 10/1/2018 After 12/31/2018 The authorization was submitted prior to the 90-day transition period (before 10/1/2018) and the voucher was processed after the 90-day transition period (after 12/31/2018).
step2

Scenario 1

This scenario details how to fix an expense in ConcurGov on a voucher when the authorization has been submitted before the transition period (before 10/1/2018) and the corresponding voucher is processed during the 90-day transition period (10/1/2018 through 12/31/2018).

Current State (Before Transition Period) An authorization that was created before the transition period (before 10/1/2018). The traveler was able to select "IBA - Travel Card" from the "Payment Method" drop-down menu for the expense. The "Airport Tax" expense was added and assigned to IBA.

Solution Summary: The traveler must select "PERSONAL" in the "Payment Method" drop-down menu on the "Expense & Receipts" page in order to receive funds for payment to be paid to the bank.

Sample Travel Document: TANUM00S5B

Voucher (created during the 90-day transition) The "Airport Tax" payment method remains as "IBA – Travel Card" on the "Summary" page.

Expenses screen highlighting a line item.

On the "Expense & Receipts" page, the payment method for "Airport Tax" will not have an option selected in the "Payment Method" drop-down menu.

Edit expense screen with the payment method dropdown highlighted.

The pre-audit is flagged if the "Payment Method" remains blank for any expense.

Pre-audit fail screen highlighting a hardfail of a line item.

Select "PERSONAL" as the "Payment Method" option for the "Airport Tax" expense on "Expenses & Receipts" page (which was left blank earlier).

Edit expense detail screen with personal chosen as payment method.

In the "Expenses" section on the "Summary" page, there will be an alert advising of the change in "Payment Method."

Line item highlighted with an error message that the payment method selected doesn't match the payment method approved.

On the "Summary" page, in the "Document Totals" section, the "Disbursement Type" option "Pay to Charge Card" will display $0.00, however the total reimbursable amount will display as disbursement type "Pay to Traveler."

highlighted disembursement type: Pay to charge card 0.00
step2

Scenario 2

For a Travel Document where the authorization and corresponding voucher are submitted during the 90-day transition period (10/1/2018 through 12/31/2018), ConcurGov will automatically assign "PERSONAL" under the "Payment Method" on the voucher "Expense & Receipts" page. When the funds are reimbursed, the traveler must pay the bank directly.

Solution Summary: The Traveler does not have to make any changes to the "Payment Method" option on the "Expenses & Receipts" page in the Travel Document. Upon creating the travel Authorization, form of payment IBA will not be available. Therefore, all expenses will need to reflect PERSONAL as the form of payment. Corresponding Vouchers that are also processed during this time, incurred expenses should also reflect PERSONAL.

Sample Travel Document: TANUM00S8P

When expenses are added, the only available option in the "Payment Method" drop-down menu is "PERSONAL."

Add expense details screen showing payment method as personal.

On the voucher, the "Payment Method" will remain the same as the authorization’s payment method.

expenses details highlighting an example line item.

On the "Summary" page, in the "Document Totals" section, the option "Pay to Charge Card" will display $0.00, while the total reimbursable amount will display as disbursement type "Pay to Traveler."

totals and travel advances disbursement type pay to charge card = 0.00
step2

Scenario 3

For a Travel Document where the authorization was submitted during the 90-day transition period (10/1/2018 through 12/31/2018) and the voucher is processed after the transition period (after 12/31/2018).

Example Scenario: Example scenario of a traveler changing the FOP; Authorization created DURING the transition for travel beginning December 9th to December 14th — all expenses on the Authorization would reflect PERSONAL. While on travel, ground transportation, and other expenses were paid via the travelers newly issued Citibank travel card. Given the holiday season, traveler creates the corresponding Voucher (say on Jan 3rd). As this is after the transition period, the IBA-TRAVEL CARD form of payment will be available for selection. Therefore, the traveler can change those expenses originally entered as PERSONAL to IBA. Since split pay will be back in effect (as of January 1st), the total amount indicated as Pay to Charge Card on the Voucher will therefore be sent directly to Citibank.

Solution Summary: The traveler will need to change the "Payment Method" field to "IBA – Travel Card." (On the Authorization the "Payment Method" was assigned as "PERSONAL.") When the funds are reimbursed, the traveler must pay the bank directly. Upon creating the travel Authorization, form of payment IBA will not be available. Therefore, all expenses will need to reflect PERSONAL as the form of payment. However, once the corresponding Voucher is created after the transition period, travelers will have the option of selecting the IBA form of payment.

Sample Travel Document: TANUM00S8Q

When expenses are added, the only available option in the "Payment Method" drop-down menu is "PERSONAL."

Note: Depending on your OpDiv configuration, other options may be present, however it's important to note that the form of payment, IBA, will not be an option.

edit expense detail payment method is personal.

Once the Voucher is created, all the expenses are assigned to either "PERSONAL" or "CBA-CENTRALLY BILLED ACCT", as the IBA-TRAVEL CARD payment method was not available when the corresponding Authorization was originally created.

expenses screen with the cost and payment method columns highlighted.

After the 90-day transition period (10/1/2018 through 12/31/2018), the traveler edits the "Payment Method" for "Airport Tax" expense and will then be able to select "IBA - Travel Card" from the drop down menu.

edit expense details screen width payment method personal highlighted.

In the "Expenses" section on the "Summary" page, there will be an alert advising of the change in "Payment Method."

Under this scenario, travelers will be presented with Document Validation Test (Payment Method mismatch as previously discussed) if expense form of payment(s) is changed from what was originally indicated on the corresponding Authorization.

expenses detail screen showing a line item with an error: the payment method doesn't match the payment method approved on the authorization.

On the "Summary" page, in the "Document Totals" section, the "Disbursement Type" option "Pay to Charge Card" will display the total IBA reimbursable amount, while the disbursement type "Pay to Traveler" will display the total "PERSONAL" reimbursable amount.

totals and travel advances screen highlighting the row that says: pay to charge card = 200.00.
step2

Scenario 4

The authorization was submitted prior to the 90-day transition period (before 10/1/2018) and the voucher was processed after the 90-day transition period (after 12/31/2018).

Under this scenario, upon creating the travel authorization, form of payment IBA was available. Corresponding vouchers that are processed after the transition period (after Dec 31st), expenses should also reflect IBA-TRAVEL CARD (as originally indicated on the Authorization).

This scenario resembles normal configuration settings established in ConcurGov (i.e. IBA, PERSONAL, etc.).

Solution Summary: The traveler does not have to make any changes to the "Payment Method" option on the "Expenses & Receipts" page in the Travel Document.

Sample Travel Document: TANUM00S3N

The traveler was able to select "IBA – Travel Card" from the "Payment Method" drop-down menu for the expense. The "Airport Tax" expense was added and assigned to IBA, as seen here.

edit expense details screen highlighting the payment method IBA Travel Card.

On the "Summary" page, under the "Expenses" section, the expense will reflect the payment method selected in the "Payment Method" column.

Expenses screen with a line item highlighted.

The amount applied to the IBA – Travel Card will also be displayed in the "Totals and Travel Advances" section under "Pay to Charge Card."

a line item highlighted in a list.