Enclosure (3) to COMDTINST 4600.14B
12. Step-By-Step Instructions for Issuing Travelers Checks. Prior to making any entries
into either the POS terminal or ExpressPass, the travelers check agent must ensure the
following:
a. Ensure that the traveler does not possess a GTCC or has been authorized an advance
in lieu of mandatory GTCC use. The travel orders should state whether or not the
traveler possesses a GTCC. If the traveler possesses a GTCC, ensure that the orders
are endorsed to indicate member/employee is exempt from mandatory use for this
particular trip. If there is no statement exempting the traveler from GTCC use for the
trip, but it is clear from the inclusive dates of travel that the trip will exceed 21 days,
the location or nature of duty that the use of the GTCC is not encouraged, travelers
checks can be issued.
b. Ensure that the orders properly indicate the total amount of advance authorized and
are annotated to indicate travelers checks in lieu of EFT. The original orders must be
endorsed on the backside by the travelers check agent showing that a travel advance
has been given. Show the amount and the date.
c.
Ensure that an SF-1038, Advance of Funds Application and Account, has been
completed and signed by the proper authorizing official.
d.
All checks within each check package must be issued to one traveler. Checks may
be issued up to the authorized amount on the orders. Rounding up to accommodate
the denominations of the check packages is permissible provided the rounded
amount does not exceed 100% of the computed entitlement not including
miscellaneous expenses such as taxi, fuel, tips, etc.
e. Contained in each check package is the Purchase Agreement Form (PAF). This must
be filled out before the issuance of each package of checks. Before conveying the
checks, the traveler must sign all the travelers checks in the travelers check agent's
presence and should be advised to keep the PAF separate from the travelers' checks
for record keeping purposes or in case of loss or theft. The signature must be in the
upper signature line of the check. When the check is used, it will be countersigned
below. American Express will only provide a refund for lost/stolen/destroyed checks
to the traveler if these procedures have been complied with. The signature should not
include titles.
NOTE: ExpressPass will generate a receipt with all of the information that is
contained on the purchase agreement forms that the traveler can sign and be used in
lieu of having the traveler fill out all of the PAFs.
13. The following are the step-by-step instructions for recording the issuance of travelers
checks through ExpressPass. These are basic instructions and do not replace the
instructions contained in the ExpressPass user guide:
a. First screen - logon on ExpressPass.
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