Government Travel Charge Card Program

Traveler Information:

Required Travel Management Center (TMC) Use
How do I make travel Reservations?
TMC CWTSato Contract Terms
What are the TMC Contract Rates for CWTSato?
Scheduling Travel in Advance
PCS Travel Considerations
Leisure Travel in Conjunction with Official Orders
City Pair Program (CPP) 48-Hour Auto Cancellation
AMTRAK Refund 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 JFTR/FTR, even if a non-contract fare is being purchased.  The contracted TMC for the Coast Guard is CWTSato. 

How do I make travel Reservations? 

Full Service:  Both TDY and PCS travel support can be reached 24x7 by calling the CWTSato San Antonio Service Center at 1-800-753-7286

a.  Personnel stationed in PATFORSWA/BAHRAIN may continue to use Alshamel Travel for OCONUS TDY travel requirements by calling 011-973-1785-6654.
b.  Personnel stationed in Europe may continue to use the CWTSato Schinnen, Netherlands office for OCONUS TDY travel requirements by calling 011-0031-46443-4373.
c.  Personnel stationed at the Coast Guard Academy may continue to use Rodgers Travel for their TDY travel requirements. 
d.  Personnel who are physically stationed within the geographic boundaries of CGD11 and CGD13 may use Century Travel 877-372-4640 for their TDY travel requirements. 

Note:  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 CWTSato at 866-914-7386 or e-mail them to USCG@CWTSATOTRAVEL.COM.

Self-Service:  In addition to the full service options above,
TDY travel can be arranged using CWTSato’s on-line booking tool, GetThere, at a savings of over 50 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/SATO.  For navigational help with GetThere, please call the CWTSatoTravel Help Desk at 877-905-9647 or email them at govechelp(AT)cwtsatotravel.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. SATO) 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, SATO will need a Group Travel Worksheet prepared, password protected, and e-mailed to ssd@cwtsatotravel.com to start the process. 

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 SATO 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 ssd@cwtsatotravel.com.  The SSD 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 CWTSato Contract Terms - The complete Statement of Work for the current contract with CWTSato is available at:  CWTSato-Statement of Work.

What are the TMC Contract Rates for CWTSato?  The complete list of contract rates that apply to all CWTSato and their subcontractors are available at:  CWTSato 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 JFTR (U2515) and the TMC/SATO 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 4600.14B. 

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 4600.14B.

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. 

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 mitigate issues for Coast Guard Travelers, the current contract with CWT SATO has been modified to change the required ticketing from three (3) to five (5) business days in advance of the scheduled departure. 

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 CWT SATO.  In addition, the orders must be faxed to CWT SATO 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.   

Fly America Act and Open Skies Agreements.  Active duty members of the USCG traveling OCONUS will follow the (JFTR) Fly America Act provisions only.  As such, SATO should book these travelers on US Flag carriers using any routings that allows SATO 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 JFTR and the orders authorizing the exemption must be supplied to SATO before that ticket could be issued.

For civilian members of the USCG following the FTR, Open Skies apply.  SATO 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. 

Rental Vehicle FAQ.  Want to know how to rent a vehicle for official travel, why you should use SATO 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 8/21/2014