Attachment_5_Part_3_USMC_Recon_26Oct17.docx

Department of Defense (DoD) Travel Management Company (TMC) Services for Travel Area 2 (TA2) - Attachment 5 – Part 3 Marine Corps Reconciliation Process

CBA Reconciliation Support

The USMC uses two unique CBA card types for payment processing of CBA PNRs. The card types are based on the Bank Identification Number (BIN) of the sixteen (16) digit CBA number. The BIN identifies the level of effort required by the Contractor to support ticketing of the PNR as well as CBA reconciliation. The Contractor shall distinguish between the two different card types (BINs) within the PNR. One BIN is for reconciliation through the DoD OBT CBA Reconciliation Module (Electronic) and one BIN is for manual CBA reconciliation (TMC Assist) that requires Contractor intervention to support ticketing and CBA reconciliation.

TMC Assist transactions shall require manual intervention by the Contractor to apply the accounting appropriation and Standard Document Number for the CBA PNR for ticketing, in addition to CBA reconciliation support.

All DoD OBT CBA PNR’s using the (Electronic) BIN will be reconciled using the DoD OBT CBA Reconciliation Module. This transaction type will require no manual intervention of updating accounting appropriation within the PNR on behalf of the Contractor for ticketing. USMC personnel will perform the CBA reconciliation for this BIN type.

All DoD OBT CBA PNRs and Non-DoD OBT CBA PNRs using the manual CBA BIN will be identified as TMC Assist transactions. For TMC Assist transactions, the Contractor shall capture the accounting appropriation and Standard Document Number (SDN) data for ticketing purposes. The Contractor shall perform CBA Reconciliation for TMC Assist transactions.

The Contractor shall provide supporting documentation and information as needed in order to comply with CBA Reconciliation.

CBA (Report Package) for TMC Assist CBA Reconciliation

NLT three (3) business days after receipt of the billing file from the Charge Card Vendor (CCV), the Contractor shall prepare an electronic transmission to a secure file transfer site or via an encrypted process for the Distribution Management Offices (DMO’s) or their designated representative(s) to access for download/receipt, containing the following files for CBA Reconciliation:

1. Bank File.

2. Match File.

3. Unmatched File.

4. Summary Report.

For DoD OBT CBA TMC Assist transactions, the Contractor shall:

1. Receive DoD OBT CBA TMC Assist PNRs per PWS.

2. Establish a process to monitor the DoD OBT CBA TMC Assist PNRs for Authorizing Official (AO) awaiting approval.

3. Upon AO approval, Contractor prints DoD OBT TMC Assist PNR itinerary and provides to DMO.

4. Contractor shall provide printed copies of the DoD OBT TMC Assist PNR itinerary in an "out 'basket" for DMO to take possession of the itinerary or itineraries.

5. For same day travel, the DMO will annotate the line of accounting; to include appropriation and SDN, on the DoD OBT TMC Assist PNR itinerary or travel orders. The DMO will date stamp (date and time) the DoD OBT TMC Assist PNR or travel orders, and place in the "in basket" NLT 1400 hours.

6. Emergency Travel will be an exception to the 1400 hours cut off.

7. For other than same day travel, the DMO will annotate the line of accounting: appropriation and SDN, on the DoD OBT TMC Assist PNR itinerary and/or travel orders and date stamp (date and time) the DoD OBT TMC Assist PNR and/or travel orders and place in the "in basket" NLT 1400 hours the following business day.

8. The Contractor shall update the DoD OBT TMC Assist PNR with the line of accounting (accounting appropriation and SDN) prior to ticketing.

9. The Contractor shall issue tickets upon receipt of the DoD OBT TMC Assist PNR Approved travel authorization from the DMO with line of accounting (appropriation and Standard Document Number).

10. For After Hours/Verbal Order support if tickets are issued and authorized by the DMO with no appropriation data/SDN provided at the time of ticketing:

a. The Contractor shall generate a report to provide to the DMO the next business day identifying transactions that were ticketed using CBA as the method of payment with no appropriation/SDN provided at ticketing.

b. The DMO will within one business day of receiving the Contractor’s report provide the Contractor the appropriation and SDN to the Contactor.

c. The Contractor shall update the ticketing data (to include accounting appropriation/SDN) into their accounting system for CBA reconciliation.

d. The Contractor shall provide confirmation to the DMO that the appropriation/SDN data was updated into their accounting system.

11. For Bus CBA transactions (TMC Assist):

a. The Contractor shall build the Bus CBA transaction in their accounting system to support CBA reconciliation.

Billing Documentation:

Upon completion of each ticketing period, the Contractor shall prepare a diskette or other agreed upon electronic transmission in accordance with the following instructions and submit it to the TMO or his/her designated representative for Electronic Data Transfer (EDT) to Albany, GA.

NOTE: The CTO Contractor shall provide a CD if requested by the Transportation Office.

CTO PAYMENT DISK RECORD LAYOUT

CBA – MARINE CORPS

TMC PAYMENT FILE RECORD LAYOUT

FIELD NAME FORMAT STARTING LENGTH REQUIREMENTS POSITION

Ticket number A 1 15 Left justified, 10 digit ticket number, No airline validation code, blank space fill remaining 5

justified, numeric

Appropriation Data

spaces Object class A 55 3 No punctuation, no spaces Bureau control numberA 58 5 No punctuation, no spaces Sub-auth A 63 1 No punctuation, no spaces Auth Acc Activity A 64 6 No punctuation, no spaces Type A 70 2 No punctuation, no spaces Travel Orders A 72 6 No punctuation, no spaces Cost Code A 78 12 No punctuation, no Spaces

Total appropriation data 48 characters

ACCT NUM A 90 15 Space fill, no punctuation AAC (TMO RUC) A 105 8 Space fill, no punctuation SDN A 113 15 Space fill, no punctuation

TOTAL 127

Note: A = alpha-numeric field; N = numeric field