DD Form 3120 – DoD Government Travel Charge Card (GTCC) Statement of Understanding (SOU)

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DD Form 3120 is the official DoD Government Travel Charge Card (GTCC) Statement of Understanding (SOU). Every eligible Department of Defense (DoD) military member and civilian employee who holds or applies for an Individually Billed Account (IBA) Government Travel Charge Card must review, check, and sign this form. It confirms that the cardholder understands mandatory-use rules, payment obligations, training requirements, and the consequences of misuse.

As of 2026, the current edition remains DD Form 3120, March 2021, prescribed by the DoD GTCC Regulations. It is still the required document for initial card issuance, in-processing at a new duty station, and every three years thereafter.

What Is DD Form 3120 and Why Does It Exist?

The Travel and Transportation Reform Act of 1998 and DoD Instruction 5154.31, Volume 4 require DoD personnel to use the Government Travel Charge Card for all authorized official travel expenses unless an exemption is granted. The GTCC (currently issued by Citibank under the GSA SmartPay program) covers temporary duty (TDY), and—when Component guidance requires it—permanent change of station (PCS) and local travel.

DD Form 3120 serves as the formal acknowledgment that the cardholder has been briefed on these rules. Agency Program Coordinators (APCs) retain a signed copy (electronic or hard copy) for every open account in their hierarchy. Without a current SOU and “Travel Card 101” training certificate on file, an APC cannot process a new card application or keep an existing account in good standing.

When Must You Complete DD Form 3120?

You must submit a signed DD Form 3120 in these situations:

  • When you first apply for a GTCC.
  • Upon arrival and in-processing at a new organization or duty station.
  • Every three years as part of mandatory refresher training.
  • After certain administrative actions related to account status (as directed by your APC or Component Program Manager).

Navy and Marine Corps guidance, for example, explicitly requires a signed DD Form 3120 (often paired with a Page 13 counseling entry) before PCS detachment for eligible travelers.

Key Responsibilities You Acknowledge on DD Form 3120

The form requires the cardholder to read and check each of the following items. These are the exact directives and understandings listed on the official March 2021 edition:

I understand that I am being directed to:

  • Confirm receipt of my GTCC and set up my PIN upon delivery.
  • Ensure that my card account is open for use prior to ticketing and travel.
  • Obtain tax exemption information prior to my trip from the GSA SmartPay state tax site.
  • Use my card for only expenses incurred by me while in an official travel status or, when authorized for PCS travel, my authorized dependents.
  • Charge my official expenses to the GTCC wherever possible rather than use cash withdrawals or another form of payment.
  • File my travel voucher within five working days from returning to my permanent duty station (PDS) after completing my travel.
  • Pay all my undisputed charges by the due date on my billing statement regardless of my travel reimbursement status.
  • Use split disbursement to pay for all outstanding charges.
  • Keep my account number, expiration date, and contact information updated in DoD travel systems (primarily the Defense Travel System – DTS).
  • Update my contact information with the travel card vendor when necessary.
  • Notify the travel card vendor and my APC immediately if my GTCC is lost, stolen, or compromised.
  • Complete “Travel Card 101” training initially and refresher training every three years thereafter.
  • Complete a “NEW” SOU upon arrival at each new duty assignment or every three years.

I understand that:

  • Disputes must be properly submitted to the GTCC issuer within 60 calendar days from the statement date or I must pay the charge.
  • I am not allowed to withdraw a credit balance refund from an ATM.
  • If I misuse the card, I will be subject to administrative or disciplinary action.
  • Cash withdrawal fees are part of incidental expenses and not separately reimbursable.

The form also notes that online and mobile account access is available at CitiManager.com and directs cardholders to their APC and the full DoD GTCC Regulations for additional guidance.

How to Complete and Submit DD Form 3120?

  1. Download the official fillable PDF from the Washington Headquarters Services Forms site: https://www.esd.whs.mil/Portals/54/Documents/DD/forms/dd/dd3120.pdf.
  2. Read every item carefully and check the corresponding boxes.
  3. Print your name, sign, and date the form.
  4. Provide the form to your APC. The APC will add their name, phone number, and date. Many commands also require a supervisor signature.
  5. Keep a personal copy. APCs normally retain the signed SOU electronically in the card vendor’s system or in local files.

Digital signatures are widely accepted. Your APC can confirm local procedures.

Signing the SOU is paired with mandatory training. New cardholders and those due for triennial refresher must complete the “Programs & Policies – Travel Card Program – Travel Card 101” course available in TraX (accessible via a Passport account). The course takes approximately 60 minutes. Your APC retains the completion certificate.

Payment, Split Disbursement, and Account Management

DoD policy requires split disbursement: when you file your travel voucher in DTS, the system automatically sends the portion of your reimbursement that covers GTCC charges directly to the card vendor. You remain responsible for paying any remaining undisputed balance by the statement due date—even if your voucher is delayed.

Accounts become past due at 31 days and delinquent at 61 days. Delinquency can lead to account suspension, salary offset, and loss of travel privileges. Misuse (personal expenses, charging another person’s travel, excessive cash advances, etc.) can result in counseling, reprimand, non-judicial punishment under the UCMJ, or administrative separation for military members, and comparable adverse actions for civilians.

Where to Find Official Resources?

  • Official form download: Washington Headquarters Services – DD 3120 page and the direct PDF link above.
  • GTCC Program overview and regulations: Defense Travel Management Office (DTMO) at travel.dod.mil.
  • Cardholder Reference Edition of the GTCC Regulations (latest available version reflects 2026 updates).
  • Account management: CitiManager.com.
  • State tax exemption certificates: GSA SmartPay site linked on the form.
  • Contact for form questions: Under Secretary of War for Personnel and Readiness ([email protected]).

Always use the official sources listed above. Third-party fillable templates may not match the current prescribed form.

Frequently Asked Questions

Do I need a new SOU if I already signed one under a previous edition?
Current cardholders do not need to re-sign solely because of the March 2021 update. You will complete a new DD Form 3120 at your next three-year cycle or when you change duty stations.

Is the form required for Centrally Billed Accounts (CBA)?
No. DD Form 3120 applies to Individually Billed Accounts. CBAs follow different documentation and training rules.

What happens if I refuse to sign?
An APC cannot issue or maintain a GTCC without a signed SOU and current training certificate. You would be treated as exempt from mandatory card use and would have to travel using personal funds (subject to Component rules).

Can dependents use my card on PCS?
Only when specifically authorized for PCS travel of your dependents under Component guidance and the Joint Travel Regulations.

Bottom Line for U.S. DoD Travelers

DD Form 3120 is not optional paperwork. It is the formal record that you understand the rules governing one of the most closely monitored financial tools in the Department of Defense. Completing it accurately, keeping your training current, filing vouchers promptly, and using split disbursement protects both your personal finances and the Department’s ability to earn rebates and maintain a clean travel program.

Download the official form, read every line, check the boxes, sign it, and turn it in to your APC. When in doubt, ask your Agency Program Coordinator—they are your primary point of contact for all GTCC matters.

For the most current policy, always refer to the latest DoD GTCC Regulations published by the Defense Travel Management Office and the official DD Form 3120 available on the Washington Headquarters Services website.