DEFENSE TRAVEL MANAGEMENT OFFICE
May 2022
4
GENERAL TRAVEL CARD INFORMATION
1. Agency Program Coordinator (APC)
APCs are the primary point of contact for cardholders within their organization. They help
cardholders with everything from the GTCC application process and setting up their accounts to the
everyday use of the travel card. APCs are responsible for execution and management of the day-to-day
operations of the DoD travel card program.
2. Cardholder Responsibilities
A. Training. When an individual first applies for a travel card and then every three years after that,
they must complete the Programs & Policies – Travel Card Program – Travel Card 101
[Mandatory] training course that is available on the TraX website. Cardholders will ensure a
copy of their certificate of completion is retained by the APC or can be obtained from TraX.
Refresher training may also be completed using other training sources as approved by the
applicable Component Program Manager (CPM). Refresher training and the updated Statement
of Understanding (SOU) will be documented and retained either electronically or in hard copy
by the APC.
B. Before Travel. Cardholders must immediately verify card receipt and create a PIN with the travel
card vendor upon receiving the card in the mail. Cardholders must also update their traveler
profile in the applicable Travel System (DTS or MyTravel) with their GTCC account number
and expiration date. Cardholders are responsible for providing a signed SOU and certificate of
training to their APC upon initial card issuance, arrival and in-processing into a new organization
and every three years thereafter. The DoD Statement of Understanding DD3120 is available at
https://www.esd.whs.mil/Portals/54/Documents/DD/forms/dd/dd3120.pdf. Additionally,
cardholders should check their account online or confirm with their APC that their card account
is open and there is sufficient available credit based on mission needs. If the cardholder’s
demographic information (mailing address, email address, phone number, last name, etc.)
changes at any time, they must update their account online, through their APC or by calling the
number on the back of their card. Cardholders whose mail has been returned to the travel card
vendor for non-delivery will have a return mail indicator placed on their account. A return mail
indicator temporarily blocks the travel card until the mailing address has been updated and/or
verified with the GTCC vendor by the cardholder or APC.
C. During Travel. Ensure the card is used to pay for all official travel expenses, unless there has
been an exemption granted. If the cardholder finds their card account is blocked or the card
declines for any reason, they should contact their APC or the travel card vendor for resolution or
simply check their account status on the mobile app using their smartphone. Cardholders should
also maintain awareness of and stay within their available credit limit while they are traveling
by accessing their GTCC account online, on the mobile app, or by calling the customer service
number on the back of the travel card itself. If additional credit limit is necessary based on the
travel mission (long-term travel or travel to a high cost area for example), the cardholder must
contact their APC to request an increase. Notify the APC and card vendor immediately if the
card is lost or stolen at any time. Cardholders may be exempt from certain state taxes for lodging