Federal Acquisition Service

U.S. General Services Administration

Roberto Devarie, Business Management Specialist Michael Bertty II, Contract SpecialistU.S. General Services AdministrationOffice of Charge Card Management

Roberto Devarie, Business Management Specialist Michael Bertty II, Contract SpecialistU.S. General Services AdministrationOffice of Charge Card Management

GSA SmartPay® Purchase Cardholder Training

GSA SmartPay® Purchase Cardholder Training

2008 GSA EXPO 2008 GSA EXPO

2

Federal Acquisition Service

U.S. General Services Administration

Value to the Customer

Value: Learn how/when to use the GSA SmartPay® Purchase Card to save the government time and money.

Value: Learn information about key players in the GSA SmartPay® program to ensue proper use of the GSA SmartPay ® purchase card.

3

Federal Acquisition Service

U.S. General Services Administration

AGENDA

Did you know? GSA SmartPay® Facts and Updates The Players Proper Card Use Making Purchases Card Administration References Quiz

4

Federal Acquisition Service

U.S. General Services Administration

DID YOU KNOW?

$18.7 Billion in purchase card spend in FY07 24.7 Million purchase card transactions processed in

FY07 Just under 300,000 purchase cardholders in FY07 $1.8 Billion in administrative savings

5

Federal Acquisition Service

U.S. General Services Administration

FACTS AND UPDATES Current GSA SmartPay® Contract

5 year Master Contract with 5 One-Year Options Purchase, Travel, Fleet and Integrated Charge Cards Expires November 29, 2008

GSA SmartPay ® 2 Contract “SP2” will begin Nov. 30, 2008 4 year Master Contract base period

– One 4 year option period– One 3 year option period

Purchase, Travel, Fleet and Integrated Charge Cards

6

Federal Acquisition Service

U.S. General Services Administration

GETTING STARTED

Account Set-Up “For Official Government Use Only” Card Benefits

Saves Time, Money and Resources Financial Cash Management Worldwide Acceptance (VISA® & Master Card®)

7

Federal Acquisition Service

U.S. General Services Administration

THE PLAYERS Cardholders

Government Purchaser Responsible for Proper Use Accountability for Card and Purchases

Approving Official Assure Proper Use of the Card Ensures that Purchases are Necessary to

Accomplish the Mission of the Agency

8

Federal Acquisition Service

U.S. General Services Administration

THE PLAYERS Cont’d Agency/Organization Program Coordinator (A/OPC)

Focal Point for Questions Task Order Administration Establishes and Maintains Accounts Issuance and Destruction of Cards

Transaction Dispute Officer (TDO) Assist in Resolution of Transaction Disputes Works with A/OPC and Contractor Centrally Billed Accounts (CBAs)

9

Federal Acquisition Service

U.S. General Services Administration

THE PLAYERS Cont’d Designated Billing Office (DBO)

Receives CBA Invoices Ensures Prompt Payment of Invoices Works with A/OPC and Contractor

Purchase Card Contractor 5 Contractors (SP2 has less) Issues Cards Pays Merchants 24-hour Customer Service

10

Federal Acquisition Service

U.S. General Services Administration

THE PLAYERS Cont’d Merchant

Source for Your Supplies or Services Small Business preference Strategic Sourcing and Schedules Discounts

11

Federal Acquisition Service

U.S. General Services Administration

PROPER CARD USE Standards of Ethical Conduct

Gifts from Sources Definitions

Basic Gift Rules Acceptable Unacceptable

12

Federal Acquisition Service

U.S. General Services Administration

PROPER CARD USE Cont’d Recognizing Fraud

Definition Indicators

– Government Fraud– Merchant Fraud

Reporting Fraud Alert Report to Proper Channels

13

Federal Acquisition Service

U.S. General Services Administration

REMEDIAL ACTIONS Counseling Disciplinary action

Notation in performance evaluation Reprimand Suspension or cancellation of account Suspension or termination of employment Criminal prosecution

14

Federal Acquisition Service

U.S. General Services Administration

MAKING PURCHASES Initial Card Receipt

Verify Card Information Plan Monthly Purchases Ensure Funds Availability Conduct Market Research Select the Best Value

(Comparison Shopping) Buy Green

15

Federal Acquisition Service

U.S. General Services Administration

MAKING PURCHASES Cont’d Seek State Tax Exemption Talk to Merchants

Point of Sale Discounts Determine Dollar Limits Select Required Sources 508 Compliance*

*Federal law that requires all Electronic and Information Technology (E & IT) procured, maintained, used, or developed by the federal government is accessible for people with disabilities.

16

Federal Acquisition Service

U.S. General Services Administration

MAKING PURCHASES Cont’d Limits Prohibitions

Long-Term Rental or Lease of Land or Buildings Travel or Travel Related Expenses (excluding

conference rooms, meeting spaces and local transportation services)

Cash Advances (unless permitted by agency)

17

Federal Acquisition Service

U.S. General Services Administration

MAKING PURCHASES Cont’d Placing Your Order

Over the Counter By Telephone or Fax On-line

Accurate Quotes Avoid “Splitting Requirements” Keep Your Records

18

Federal Acquisition Service

U.S. General Services Administration

MAKING PURCHASES Cont’d After Your Purchase

Acceptance Procedures Cancellation Purchase Return Obtain Redress

19

Federal Acquisition Service

U.S. General Services Administration

MAKING PURCHASES Cont’d

Obtain Sales Draft Copies Unapproved Purchases Credit Reconciliation Convenience Checks

20

Federal Acquisition Service

U.S. General Services Administration

CARD ADMINISTRATION Requesting a Higher Dollar Limit Statement Reconciliation Lost/Stolen Cards Renewal Accounting Code Changes Name/Business Changes

21

Federal Acquisition Service

U.S. General Services Administration

CARD ADMINISTRATION Cont’d Suspension Cancellation Billing Concerns

Item Billed, Not Received Item Billed, Returned but Not Credited Multiple Billing Item Billed, Not Ordered

22

Federal Acquisition Service

U.S. General Services Administration

CARD ADMINISTRATION Cont’d Statutes

Federal Acquisition Regulations (FAR) Federal Management Regulations (FMR) Federal Acquisition Streamlining Act of 1994

(FASA) OMB Circular A-123 (Appendix B)

23

Federal Acquisition Service

U.S. General Services Administration

REFERENCES GSA SmartPay®

www.gsa.gov/smartpay Master Contract, State Tax Letters, GSA Points of Contact,

Purchase Card A/OPC Listing, Contractor Points of Contact Ethics Resource Library

www.usoge.gov/home.html Prompt Pay Act

www.fms.treas.gov/prompt/ FAR

www.arnet.gov/far/

24

Federal Acquisition Service

U.S. General Services Administration

QUIZ

1. The Purchase Card can be used in the event of a personal emergency if, and only if the cardholder’s name is imprinted on the front of the card.

2. The A/OPC serves as the focal point for answering questions related to the purchase card.

3. An employee suspected of misuse should not be reported until he/she is caught “red-handed.”

FALSE

TRUE

FALSE

25

Federal Acquisition Service

U.S. General Services Administration

QUIZ

4. Fraud is loosely defined as any act that is deceptive for personal gain.

5. If you are using the Purchase Card, competition is not required when making purchases over $3,000.

6. If your Purchase Card is lost or stolen, you should report it to the A/OPC immediately.

TRUE

FALSE

TRUE

26

Federal Acquisition Service

U.S. General Services Administration

QUESTIONS ?

www.gsa.gov/smartpay

27

Federal Acquisition Service

U.S. General Services Administration

Michael Bertty II

Contract Specialist

GSA SmartPay®

Michael.Bertty@gsa.gov

703-605-21789

Roberto Devarié Business Management

Specialist GSA SmartPay®

Roberto.Devarie@gsa.gov 703-605-2521