CBA Reconciliation Requirements for Embassies.docx
DOCX document 22 KB Posted
- Solicitation number
- DOS-RFI-TMC-2025
About this file
This file outlines CBA (Centrally Billed Account) reconciliation requirements for Travel Management Companies (TMCs) servicing overseas embassies, appearing to be part of a larger Department of State Global TMC Services solicitation effort. The document specifies that TMCs must provide embassies with specific documentation to support CBA statement charges, including e-ticket receipts, approved travel authorizations, DOD/non-DOS travel orders with funding crosswalk documents when requested, and approved DS exemption forms for travel policy exceptions.
The TMC must also deliver a comprehensive reconciliation report in Microsoft Excel format that compares Citi billing transactions to DOS travel system records. This report must include detailed data elements such as invoice numbers, masked card account numbers, ticket information, passenger details, routing information, purchase amounts, billed amounts, net amounts, taxed amounts, travel authorization numbers, and full fund citations. The report must separately track monthly irreconcilable items and include information about ticket charges, cancellations, refunds, and adjustments.
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Other files
| File | Type | Posted |
|---|---|---|
| Global TMC Capabilities Questionnaire.xlsx | XLSX spreadsheet | |
| Job Aid for TMCs using PCS Portal-Travel Request Form.pdf | ||
| DOS Embassies not currently Serviced Under the ETS2 TMC Contract.xlsx | XLSX spreadsheet | |
| DOS Airline and Rail Ticketing Counts by TMC FY24.xlsx | XLSX spreadsheet | |
| FY24 DOS Cost Construct Transactions.xlsx | XLSX spreadsheet | |
| DOS Global ETS2 TMC Configuration as of January 2025.xlsx | XLSX spreadsheet |
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Text version
CBA Reconciliation Requirements for Embassies Overseas
The TMC shall provide the Embassy copies of the following documents to support each charge on the CBA statement:
· E-ticket receipt/itinerary/invoice showing authorized routing
· Approved travel authorization
· For DOD and non-Department of State travel orders. The TMC shall provide a copy of the funding crosswalk document if requested as an established procedure by the Embassy in writing.
· Approved DS exemption form(s) (exceptions to travel policy, e.g. non-use of contract carrier, premium class authorization forms, etc., if requested as an established procedure by the Embassy in writing.
· A list of any charges that should be disputed
· Complete and verified reconciliation report in a Microsoft Excel format that includes ticket charges, cancellations, refunds, and adjustments.
· In addition, this report will include all monthly irreconcilable items on a separate worksheet. This reconciliation report will compare the Citi billing transaction report to the DOS travel system records.
· This report should include, but is not limited to, the data elements listed below:
· Invoice number, masked card account number that displays last 4 digits, ticket number, passenger name, air routing information, ticket purchase amount, billed amount, net amount, taxed amount, travel authorization number, full fund cite on associated travel authorization.
File details come from the government source that posted it. Updated .