MEMORANDUM FOR RECORD
SUBJECT: Justification for Fuel Charge on Vehicle Not Listed on Travel Orders
I am documenting the circumstances surrounding the fuel purchase made on my Government Travel Charge Card (GTCC) for a vehicle not listed on my official travel orders. This memorandum is submitted to justify the charge and request validation as an authorized travel expense.
During official travel, the vehicle assigned and listed on my orders was unavailable due to mission requirements and scheduling constraints. To complete required official duties, I was directed to operate an alternate vehicle that was not included in my DTS authorization. The fuel purchased was necessary to execute mission essential travel and was used solely for official government purposes.
At the time of travel, no personal use occurred, and the fuel charge directly supported required movements associated with my assigned duties. I understand GTCC policy regarding authorized transportation expenses and acted in good faith based on mission needs. Receipts and the GTCC transaction record are attached for review.
I request that this fuel charge be accepted as an authorized exception and validated accordingly to prevent it from being flagged as misuse during audit review. If there are any questions or additional documentation required, I can be reached at [your phone number] or [your email].
