Navigating government travel regulations can be complex, especially when it comes to managing finances and reimbursements. A crucial aspect for military service members and Department of Defense (DoD) civilian employees using government travel cards is understanding split disbursement. This system, which Requires Split Disbursement To The Travel Card Vendor, ensures that official travel expenses charged to the government travel card are directly paid to the card vendor, streamlining the reimbursement process and minimizing financial burdens on the traveler.
For military personnel, utilizing split disbursement is not just recommended—it’s mandatory. When on Temporary Duty (TDY) or even during local travel if a government travel card is used, service members must employ split disbursement. This process involves directing a portion of their travel reimbursement to directly pay off their government travel card balance. Whether submitting a SF 1164 for local travel expenses or a DD Form 1351-2 for TDY travel claims, it’s essential to accurately include all official travel expenses charged to the government travel card in the split disbursement section (Box 1 on the DD Form 1351-2). Supervisors and reviewing officials play a vital role in this process, as they are now required to return any travel claims that do not correctly reflect the charges meant for the credit card vendor. This ensures accuracy and compliance with regulations. Any remaining funds after the credit card vendor is paid will be electronically transferred to the traveler’s personal bank account. For claims processed by the Defense Finance and Accounting Service (DFAS), a reviewer’s signature is mandatory before the travel claim can be processed for payment, adding another layer of oversight.
DoD civilian employees, while not mandated, are strongly encouraged to utilize split disbursement to the greatest extent possible. This also applies to partial or accrual payments for long-term TDY when using the government travel card. Similar to military personnel, partial and accrual payments require a reviewer’s signature; without it and a date, these claims will be returned unprocessed by DFAS.
When travel vouchers are processed by DFAS, the travel office will follow the disbursement instructions provided in Block 1 of the DD Form 1351-2. However, in cases where Block 1 is left empty, DFAS will refer to the traveler’s official travel orders. Travel orders are required to indicate if the traveler is a government travel card holder. If the orders confirm card ownership but Block 1 is blank, the travel office will automatically implement a default split disbursement provision. This means the sum of lodging, rental car, and airfare expenses claimed on the DD Form 1351-2 will be directly sent to the government travel card company on behalf of the civilian traveler. This default mechanism ensures that even without explicit instructions, travel card charges are appropriately addressed. Any remaining balance after payment to the travel card vendor will be sent to the employee’s Electronic Funds Transfer (EFT) account.
Conversely, if Block 1 is empty and the travel order indicates that the traveler is not a travel cardholder, the entire travel payment will be directed to the traveler’s EFT account. In situations where Block 1 is empty, and the travel order doesn’t specify travel card status, the travel office will attempt to contact the traveler for clarification. If no response is received within 48 hours, the voucher will be returned to the traveler, highlighting the importance of clear and complete documentation.
In Conclusion
Understanding and correctly implementing split disbursement is crucial for both military and civilian government travelers using government travel cards. By ensuring accurate reporting of card charges on travel claims and utilizing the split disbursement feature, travelers can streamline their reimbursement process, avoid delays, and maintain compliance with regulations. For any further questions or clarification regarding split disbursement policies, travelers are encouraged to contact their local travel office for assistance.
(Note: The split disbursement requirement was initially implemented on April 23, 2003, following Public Law 107-314 and a memorandum from the Under Secretary of Defense (Comptroller) dated the same day. Default split disbursement for civilian travelers was also mandated in this directive.)
(Page updated February 10, 2015)
