Guidelines for Corporate Travel Accounts Date: Wed, 24 Mar 1999 12:08:42 -0500 To: "AO - All Administrative Officers", "AE - Administrative Employees" From: "Alice A. Sabatini, Division Administrative Officer, WRD" Subject: Guidelines for Corporate Travel Accounts Cc: "Elizabeth A Brenner, Management Assistant, Reston, VA" Guidelines for Nations Bank Corporate Accounts Corporate accounts have been established to provide a means for purchasing transportation tickets for individuals who do not have a travel business line card and who qualify for the GSA contract city-pair rates. These accounts are not intended to be used more than once for travel by a USGS employee who is both eligible and has supervisory approval to receive a NationsBank MasterCard. A new employee who is required to make several trips before an individual charge card can be received, will be permitted to use the corporate account for 6 weeks. This will allow ample time for the employee to receive a charge card. Because these account numbers will be shared with numerous USGS employees, it is imperative that we have sufficient internal controls in place. In conjunction with guidance published in the DOI Integrated Charge Card Program Guidelines, dated November 1998, the following procedures should be utilized when making transportation reservations with a corporate account: 1. In order to reconcile the account, a log should be maintained by the individual responsible for managing and reconciling the account. This log will contain at a minimum the following information: a. Name of Traveler b. Dates of travel c. To and from location d. Account number where cost should be transferred e. Name of USGS individual authorizing the trip f. Date ticket ordered If the individual responsible for reconciling the account has the above information, she/he will be able to perform this reconciliation upon receipt of the statement and/or review of the FFS CARD table, eliminating the need to contact offices for required information. 2. Statements are subject to periodic review by a reviewing official.