Attch_5_Pt_3_CBA_Recon_USMC_16Mar18.doc

PAGE

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 (Non-DoD OBT) 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.

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

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

2. Establish a process to monitor the Non-DoD OBT CBA TMC Assist PNRs for pending ticketing.

3. Contractor shall provide the Non-DoD OBT TMC Assist PNR itinerary immediately upon booking reservations to the DMO (only applicable for those Yuma/Barstow reservations where the LOA/SDN has not already been captured by the TMC).

4. For other than same day travel, the DMO will annotate the line of accounting; to include appropriation and SDN, on the Non-DoD OBT TMC Assist PNR itinerary or travel orders. The DMO will date stamp (date and time) the Non-DoD OBT TMC Assist PNR or travel orders, and provide to the TMC NLT 1400 hours.

5. For same day travel (short fuse), when the line of accounting is not yet available, and TMC is directed to issue transportation, the DMO will annotate the line of accounting: (appropriation and SDN), on the Non-DoD OBT TMC Assist PNR itinerary and/or travel orders and date stamp (date and time) the Non-DoD OBT TMC Assist PNR and/or travel orders and provide to the TMC NLT 1000 hours the following business day so the TMC may update their record/system..

6. The Contractor shall update the Non-DoD OBT TMC Assist PNR with the line of accounting (accounting appropriation and SDN) prior to ticketing when available.

7. The Contractor shall issue tickets once the accounting appropriation (LOA and Standard Document Number) has been entered into the PNR for all Non-DoD OBT transactions when available.

8. MARFORRES will provide the accounting appropriation for all Non-DoD OBT TMC Assist PNR transactions to the Contractors organizational email box for the TMC to update into the PNR.

9. 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 shall provide 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.

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 TMC Contractor shall provide a CD if requested by the Transportation

Office.

CBA – MARINE CORPS

Billing Documentation:

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

TMC PAYMENT FILE RECORD LAYOUT

10 digit ticket

Number, No airline validation

Code, blank space fill

Remaining 5

APPROPRIATION DATA

TOTAL APPROPRIATION DATA 48 CHARACTERS

ACCT NUM

TOTAL

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