Enclosure (3) to COMDTINST 4600.14B
completed copy of the American Express Destruction Certificate. Citibank cannot
issue a credit if this process is not followed.
c. Once Citibank confirms with American Express that the checks were destroyed,
Citibank will issue a credit to the unit CBA.
11. Recording the Disbursement/Issuance of Travelers Checks.
a. Recording and reporting the issuance of travelers checks is a two part process. One
part is conveying the issuance to American Express and the second part is conveying
the issuance to Citibank. The following describes these two processes, which can be
completed in any order; however, it is essential that they are both completed on the
same day the checks are issued. Detailed step-by-step instructions are provided later
in this Enclosure:
b. Point of Sale (POS) terminal (bill generation): Travelers check transactions must be
processed through the POS terminal (card swipe machine). All check issuances must
be entered immediately and the terminal closed out daily. The POS terminal, which
was issued to all units with a travelers check program, is used to record the
transaction to Citibank. The terminal also provides the travelers check agent with the
transaction authorization number for all issuances. This data is the source of charges
that appear on monthly billing statements to FINCEN for the unit's travelers check
CBA. The terminal printer provides a receipt for each transaction and a transaction
report at the close of the day when the daily close out process has been completed.
Citibank's contractor, First Data Merchant Services, issues all the terminals, printers
and instructions. The company also provides training and a help hotline for operating
the terminals. A Quick-Reference Guide is also provided which describes the use of
the keypad for various transactions. If the terminal and/or printer do not function the
unit should contact the terminal hotline at 1-888-305-1162. The same number should
be used for questions regarding terminal training. Step-by-step instructions for
entering an issuance and completing the end of day process are contained later in this
Enclosure.
c. The second part of the process advises American Express Travelers Check Inventory
Department of the total dollar value of issuance for each day broken down by check
denominations and serial numbers, and possibly name of the traveler. This is
completed by using the American Express web based ExpressPass system.
ExpressPass is a web based system that allows each travelers check agent to record an
issuance using their own unique logon id. It also electronically maintains the
inventory of the issuing location and automatically transmits any issuance directly to
American Express at 1700 local time everyday. Additionally, ExpressPass has the
ability to store a travelers profile and recall it using a reference number (i.e.
EMPLID).
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