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Government Travel Charge Card Program

Traveler Information:

Required Travel Management Center (TMC) Use
New Travel Management Center (TMC) Contract
How do I make travel Reservations?
TMC ADTRAV Contract Terms
What are the TMC Contract Rates for ADTRAV?
Scheduling Travel in Advance
PCS Travel Considerations
Traveling on DOD or OGA Orders?
Leisure Travel in Conjunction with Official Orders
City Pair Program (CPP) 48-Hour Auto Cancellation
AMTRAK Refund Policy Change
AMHS Reservation Policy Change
Fly America Act and Open Skies Agreements
TSA Pre✓™ Program
Rental Vehicle FAQ


Required Travel Management Center (TMC) Use:  All official travel (e.g. airline, bus, ship, Alaska Marine Highway System (AMHS), rental vehicle) must be arranged through a Government Contracted TMC in accordance with the JTR/FTR, even if a non-contract fare is being purchased.  The contracted TMC for the Coast Guard is ADTRAV Travel Management.  Information on ADTRAV, their online tools, and providing customer feedback are available by clicking on ADTRAV here or on the above tool bar. 

New Travel Management Center (TMC) Contract:  Details on the new TMC Contract award are provided in ALCGPSC 023/16, ALCGPSC 029/16, and in our New TMC Contract Award FAQ

ALERT FOR ALL TRAVELERS TRYING TO BOOK RESERVATIONS ONLINE – The On-Line Booking Tool (GETTHERE) is down due to the CG standard image not being able to have TLS v1.2 enabled which is require as mandated by the Payment Card Industry and in support of industry best practices for secure web sites.  This is a CG issue and not a ADTRAV problem.  UPDATE 21JAN16 - If GETTHERE is not working and the website fails to load, check to see if Internet Explorer 11 or later is installed on your CG workstation.  If Internet Explorer11 is not installed see the below:

The following is published on the IT CCB Home Page under Latest News: An Internet Explorer 11 SCCM package was advertised on 12JAN2016.  If your computer has not yet updated, please follow these steps, in order:

Step 1:  Open the Software Center (click Yes to the Microsoft Office Outlook Security Notice) to see if an advertisement for Internet Explorer 11 is on the Available Software page.  If not, go to Step 2.  Otherwise, highlight the advertisement and click the Install button that appears at the lower right of the page.  Download and/or installation should proceed and complete.  If it fails, try once more.  If it fails again, go to

Step 2:  Submit a CGFixIT ticket citing IE 11s failure to install.  Include your computer name and request confirmation of the integrity of your SCCM 2012 Client installation and configuration, and explain what your experience was with the Software Center. You can refer to ITOC Alert 001-16 as your justification instead of submitting an IT CCB request.

How do I make travel Reservations? 

Full Service:  Both TDY and PCS travel support can be reached 24x7 by calling the ADTRAV Service Center at 1-
(855)-576-4781International travelers (calling from outside the US) can only call ADTRAV using a collect call to 205-403-2068.

Full Service Notes: 
(1) Tickets Charged to TONO - For reservations being charged to the Travel Order, please ensure they
include authorization to use the Centrally Billed Account (CBA) within mode of travel or remarks section (i.e. Gov’t Procured Transportation Tickets (GTA), Gov’t Transportation Request (GTR), Government Air, Govt. Conveyance, Government Procured Transportation, or CBA use is authorized) and that you fax the orders to ADTRAV at 1-(888) 225-2884.  Alternately, digital images (PDF, JPEGs, etc.) of the travel orders may be uploaded using ADTRAV's secure document site (RezSecure USCG Site - Note you are leaving this USCG site) .  For instructions on using the RezSecure site CLICK HERE .  Lastly, if neither a fax or access to this upload site are not available, travelers may e-mail them to  USCG.TRAVEL@ADTRAV.COM just remember to be careful with any Personally Identifiable Information (PII) and password protect the file and send the password as a separate e-mail.

Orders Notes: 

      a.  Orders and any pen-n-ink amendments must include the Approving Official's printed name and signature in ink.  Per
DoDFMR 02-09, COMDTINST M7210.1(series), and General Accounting Office regulations for fiduciary policies along with final determination from CG-1332 - rubber stamped, facsimile and digital signatures are not authorized given the lack of a viable control process that meets the GAO requirements.

       b.  Orders must include the specific city/state of the origin and destination.  Entry of only the unit name is not acceptable. 

(2) Remote Alaska Travel -
CG Personnel who will be traveling to remote locations within AK or with complicated intra-AK travel requirements, may call ADTRAV at 1-855-576-4781.  All ADTRAV agents are capable of assisting the travelers with this type of travel and can provide assistance in obtaining full service support for lodging, rental and transportation assistance within remote Alaska areas. 

Self-Service (GTCC-holders Only):  In addition to the full service options above, for Government Travel Cardholders
TDY travel can be arranged using ADTRAV’s on-line tools, RezDesk and/or GetThere, at a savings of over 60 percent of the transaction fee based on the new contract rates.  Access to and registration for credentials for the GetThere application can be found on our website at:  http://www.uscg.mil/psc/bops/govtrvl/TMC/ADTRAV.  For navigational help with GetThere, please call ADTRAV at 855-576-4781 and select option #1 or email them at REZSUPPORT@ADTRAV.COM .

Group-Travel:  Groups of 10 or more passengers traveling together on the same day, on the same flight, and for the same mission requiring group integrity are defined as Group Travelers.  Groups require special handling by the TMC (i.e. ADTRAV) in order to choose the carrier that best meets their travel needs.  Groups of 10 or more passengers will be booked through the carrier’s group booking procedures and follow that carrier's commercial group reservation, ticketing, and cancellation policies.  If you need to make airline travel arrangements for 10 or more members, ADTRAV will need a Group Travel Worksheet prepared, password protected, and e-mailed to USCG.GROUPS@ADTRAV.COM to start the process.  If you have questions on the process, you may call ADTRAV at 855-576-4781 and select option #5

Group Travel Notes:
 
(1) The Travel Card Program can provide assistance by populating this form.  Units requesting assistance should have their Travel Manager forward a list of the traveler's EMPLID, last name, and gender to Arl-PF-CGPSC-JPMC-GTCC@uscg.mil.  Once we receive this information, we will provide the Travel Manager with a pre-populated template and full instructions for completing this process.

(2) Group Bus Services - Group travel via contracted bus service is required to be procured through the ADTRAV contract and not using other procurement methods.  The requestor needs to complete a Procurement Request and once received the contracting office should relay the requirements (dates, times, number of passengers, etc. to the Special Service Desk (SSD) via e-mail to USCG.TRAVEL@ADTRAV.COM.  The Group Travel Agent will provide the competitive quote to the contracting office for completion of a Purchase Order or Purchase Card transaction, depending on the vendors requirements. 

(3) Group Lodging -  Group lodging requirements are required to be procured through the ADTRAV contract and not using other procurement methods.  The requestor needs to complete a Procurement Request and once received the contracting office should relay the requirements (dates, times, number of rooms, etc. to the Special Service Desk (SSD) via e-mail to USCG.TRAVEL@ADTRAV.COM.  The Group Travel Agent will provide the competitive quote to the contracting office for completion of a Purchase Order or Purchase Card transaction, depending on the vendors requirements. 

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TMC ADTRAV Contract Terms - The complete Statement of Work for the current contract with ADTRAV is available at:  ADTRAV-Statement of Work

What are the TMC Contract Rates for ADTRAV?  The complete list of contract rates that apply to  ADTRAV transactions are available at:  ADTRAV Contract Rates

Scheduling Travel in Advance: Do you know that depending on the type of ticket purchased, ticketing and therefore payment may be required immediately upon making the reservation?  This is not the case with city-pair contract fares (-YCA and –CA fares) which is one of the advantages of these fares.  But, if the cardholder is required to book a non-city pair fare which requires advance ticketing, we recommend the traveler seek a travel advance through the routine processes if the travel and reimbursement will not be completed within the same billing cycle as the airfare charge.  This advance, applied to the GTCC account, will prevent any late payments which could result in disciplinary action.    

PCS Travel Considerations

a.  Both the JTR (U2515) and the TMC/ADTRAV contract prohibit a CBA or GTR/GTA ticket from being issued for leisure travel in conjunction with official travel.  This is true even for PCS moves.  A GTR for dependents can only be issued from PDS to PDS.  The only exception would be if the travel including pickup and driving of a shipped vehicle for OCONUS transfers. 

b.  Reminder that the traveler cannot use the Government Travel Card for the purchase of tickets if the PCS duration exceeds 15 days per COMDTINST M4600.18. 

c.
 
The travel card shall not be used for the family's tickets since it is not authorized for use for anyone other than the cardholder per COMDTINST M4600.18.

d. 
Alaska Marine Highway System (AMHS) and Personally Procured Moves:  Movement of a trailer (boat, camper, u-haul) is not a reimbursable travel expense.  In addition, CG-1222 has made the determination that an RV/motor home would not be an authorized vehicle for ferry travel.  An RV is a motorized wheeled vehicle used for camping or other recreational activities, and is not used primarily for personal transportation.  This same logic applies to large U-haul type moving trucks since they are primarily used for transporting property and not personal transportation.  Therefore, transportation costs of these items on the AMHS are not authorized to be charged to the Centrally Billed Account (CBA) or the member’s Individually Billed Account (IBA).  These would be considered part of a Do It Yourself (DITY) move and reimbursable under a separate process.  Travelers should ticket these items separate from their authorized POV, pay for them using personal funds and then seek reimbursement. 

Traveling on DOD or OGA Orders?  If a CG member is issued a set of temporary duty DOD orders with a DOD TONO and line of accounting there are several specific issues that the AO and the traveler need to be aware of to avoid problems.  Click here for more information.   

Leisure Travel in Conjunction with Official Orders.  Planning to combine some leisure travel with your official trip, please review our Leisure In Conjunction With Official (LICWO) Travel – FAQ Sheet prior to making any reservations.   

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City Pair Program (CPP) 48-Hour Auto Cancellation.  As part of the FY13 GSA City Pair contract airlines may cancel any reservation not ticketed within 48-hours of the scheduled departure.  Click here for the GSA FAQ Sheet on the 48-Hour Auto Cancellation.  A GSA developed 48-Hour Auto Cancellation Briefing is also available to further explain this change.  Lastly, travelers can also review the current Airline Cancellation Matrix provided by GSA. 

To avoid ticketing problems and potential cancellation of the reservation, travelers must ensure that their travel card is not expired, has been activated and has the credit limit set high enough to cover the ticket cost.  Your local Travel Manager can assist you with adjusting your credit limit. 

Travelers who will be using the centrally billed account (i.e. GTR or charged to TONO travel) need to ensure the orders specifically state that "Use of the Centrally Billed Account is authorized" prior to faxing them to ADTRAV.  In addition, the orders must be faxed to ADTRAV immediately after making a reservation to ensure timely ticketing. 

AMTRAK Refund Policy Change.  Effective 12 Aug 12, AMTRAK changed their refund policy.  Click here for complete details.   

AMHS Reservation Policy Change.  Effective 1 Oct 2015, the Alaska Marine Highway System (AMHS) ferry system changed their reservation policy and added non-refundable cancelation fees. 

UPDATE -
Per the AMHS letter to the CGD17 Commander on 21 Dec 2015  an exception for military members seeking to make reservations for official Permanent Change of Station (PCS) orders was provided. 

Reservations without signed PCS Orders (more than 60 days ahead of travel) - Member's who are PCSing into or out of AK and desire to use the AMHS should call the AMHS Juneau Reservations Central Office at 1-800-642-0066 in order to complete the reservation. AMHS will hold the desired reservation until 60 days prior to the sailing date without payment. At 60 days before the sailing date, unless other arrangements are made by the military member, unpaid reservations will be automatically canceled to allow AMHS to sell that space in an effort to improve our capacity utilization.  Travelers should fax the travel orders to ADTRAV with the AMHS Itinerary number noted as soon as they are available and then wait 30 to 60 minutes before calling ADTRAV to finalize their AMHS reservations/booking. It is critical that this be done more than 60 days prior to the sailing date to avoid cancelation of the reservation.  If there is anything on the  itinerary that is not authorized on the travel orders  (pet, trailer, etc.), the member must call AMHS after completing the transaction with ADTRAV on the same day  to make the rest of the payment on a personal credit card.

Reservations with signed PCS Orders  - If travel is within 60 days or if you have not made reservations prior to receiving your signed PCS orders, the following process should be used.  AMHS advised that payment needs to be made the same day the reservation is made. Therefore, USCG travelers should not contact AMHS directly for reservations.  Travelers should fax the travel orders to ADTRAV and then wait 30 to 60 minutes before calling ADTRAV to make their AMHS reservations/booking.   Travel orders will no longer require the AMHS itinerary numbers be listed. 

Cancellation Penalties.  Cancellation penalties now apply to all reservations (USCG is no longer excluded):  
     *     Within 24 hours of booking – No penalty
     *     Greater than 30 days from sailing – 5% penalty
     *     15 – 30 days from sailing – 10% penalty
     *     7 – 14 days from sailing – 20% penalty
     *     1 – 6 days from sailing – 30% penalty
     *     Within 24 hours of sailing or a no show – 40% penalty  

Change Fees.  Reservation Change fees are applicable only if the itinerary decreases in value. Fees are applicable as follows:  
     *     Within 24 hours of booking – No fee
     *     Greater than 30 days from sailing – 5% fee on decrease in value
     *     15 – 30 days from sailing – 10% fee on decrease in value
     *     7 – 14 days from sailing – 20% fee on decrease in value
     *     1 – 6 days from sailing – 30% fee on decrease in value
     *     Within 24 hours from sailing – 40% fee on decrease in value

Fly America Act and Open Skies Agreements.  Active duty members of the USCG traveling OCONUS will follow the (JTR) Fly America Act provisions only.  As such, ADTRAV should book these travelers on US Flag carriers using any routings that allows ADTRAV to get the traveler to their destination.  If a US Flag carrier is not available or does not meet the member’s mission requirements, the traveler is required to obtain approval of an exemption on their orders per U3525 of the JTR and the orders authorizing the exemption must be supplied to ADTRAV before that ticket could be issued.

For civilian members of the USCG following the FTR, Open Skies apply.  ADTRAV can route these members on the most logical routings to get their OCONUS destination, using American carriers where they can.  However if there is not an American carrier in the market or the routing is not logical and does not meet mission requirements, Open Skies apply and no waiver is necessary to book the foreign flag provided they are covered by an existing Open Skies Agreement.  

TSA Pre-Check ™ Program.  TSA Pre is a voluntary, expedited security screening process that allows participants to keep on their shoes, belt, and light jacket, and leave laptops and 3-1-1 compliant liquids in their carry-on bags.  Please click here for complete details on the program, availability, and actions required for participation.  You can also check out the TSA FAQ on the program at http://www.tsa.gov/tsa-precheck/frequently-asked-questions.

Rental Vehicle FAQ.  Want to know how to rent a vehicle for official travel, why you should use ADTRAV and your Government Travel Charge Card, and what to do if you are in an accident.  Check out the Rental Vehicle FAQ sheet. 

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Last Modified 6/16/2016