Post on 25-Feb-2016
description
United States Department of AgricultureOffice of Procurement & Property Management
Charge Card Service Center
USDA Purchase Card Coordinators Policy TrainingReview of DR 5013-6 2009 GSA SmartPay® ConferenceTuesday July 28, 2009 12:30-1:40pm Room North 231 A-C, Phoenix Convention Center
– USDA Charge Card Service Center –Purchase Card Training
Agenda - Discussion TopicsAgenda - Discussion TopicsQualifications Coordinators Cardholders Approving Officials (AOs)
Training Requirements
Responsibilities Coordinators Cardholders AOs
Delegation of Authority
Approval/Final Approval Policy
Annual Check Waiver Process
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– USDA Charge Card Service Center –Purchase Card Training
QualificationsQualificationsCoordinators APC- 1102 or 1105 Series or meet training requirements of Level 1C
Contracting Officer
- Complete required USDA Policy and US Bank system training
- Designated by HCAD; copy forwarded to DPM
LAPC- 1102 or 1105 Series or meet training requirements of Level 1B
Contracting Officer
- Complete required USDA Policy and US Bank system training
- Appointed locally by the HCAD, subject to the concurrence of the APC.
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– USDA Charge Card Service Center –Purchase Card Training
QualificationsQualificationsCardholders
Responsible employee that can be entrusted with a Government purchase card
Current, permanent USDA employees Temporary and term employees
Approving Officials (AOs) Cardholder’s supervisor-of-record or Alternate AO may be appointed with written justification from the Agency
to the APC : - Must be the same or higher grade than assigned purchase cardholder;- Must be in the same program or regional/area/office as the cardholder;
and- Must satisfy mandatory AO training requirements.
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– USDA Charge Card Service Center –Purchase Card Training
TrainingTrainingCardholders and AOs Complete system and policy web-based training prior to
issuance of card
Coordinators Prior to designation letter, complete system and policy web-
based training
Refresher Training – every 3 years for all participants
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– USDA Charge Card Service Center –Purchase Card Training
Responsibilities - CoordinatorsResponsibilities - Coordinators
Program Management
Management and Oversight
Reporting
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– USDA Charge Card Service Center –Purchase Card Training
Responsibilities - CoordinatorsResponsibilities - CoordinatorsProgram Management
APC Serve as primary contact for LAPCs Agency Policy Guidance/Clarification
- Agency supplements to the DR 5013-6 must be submitted to the OPPM/CCSC before implementation
Program Reviews File Management Convenience Check Waiver Request
LAPC Serve as primary contact for cardholders and AOs Monitor day-to day operations File Management Cardholder/AO Reviews
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– USDA Charge Card Service Center –Purchase Card Training
Responsibilities - CoordinatorsResponsibilities - CoordinatorsMonitoring & Oversight
APC Conduct agency-wide oversight of the purchase card program
Ensure LAPCs comply with Federal/Departmental/Agency regulations and policy
Ensure LAPCs have completed required training
Perform Annual Program Reviews
Ensure internal controls are in place and are being utilized to mitigate instances of fraud, waste, and abuse
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– USDA Charge Card Service Center –Purchase Card Training
Responsibilities - CoordinatorsResponsibilities - Coordinators
Monitoring & Oversight continued…
LAPC Monitor cardholder purchases using AXOL
Approve cardholder accounts on an emergency basis
Monitor AO final approval process in AXOL
Perform Quarterly LAPC Review and submit to APC
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– USDA Charge Card Service Center –Purchase Card Training
Responsibilities - CoordinatorsResponsibilities - Coordinators
ReportingStandard Reports Management/Oversight
- Account List (Program Management/Administration)- Transaction Approval Status (Program Management/Administration)- System User List (Administration/User Management)
Custom Reports- Purchase Limit Report - Dormant/ Low Use Report - Convenience Check Report - Convenience Check Privileges - Split Transactions - High Spend Merchants
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– USDA Charge Card Service Center –Purchase Card Training
Responsibilities - CoordinatorsResponsibilities - Coordinators
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No. Name of Report Report Description Responsible Role Report Frequency
1 Purchase Limit Report
For Coordinators to assess all cardholders in the agency and whether they have the appropriate credit limit or need an increase in their limit and determine the need for the card- run by last name, first name and credit limit. This helps reduce the amount APC and Dept. levels
Annually based on the date of the OMB requirement
2 Dormant/ Low Use ReportReport to determine need for a card if it is dormant or not being used frequently.
LAPCs and APCs (then the agency sends the report on the number of eliminations to the Dept. level)
Annually based on the date of the OMB requirement and also report of eliminations due to Dept. by Dec 1st yearly.
3 Approved Transaction Report This report lists all card transactions by cardholders by AO LAPC, APC Monthly
4 Convenience Check Report
This report is a method to help eliminate and decrease the amount of convenience checks written. It also helps verify who was writing the convenience checks. This report also captures the information that is required when writing a check, i.e., TIN/EIN/
LAPCs and APCs (then email sent to cardholder to provide justification as to why the check was written) Monthly
5 Convenience Check Privileges This report shows who has convenience check authority. LAPCs and APCs Monthly
– USDA Charge Card Service Center –Purchase Card Training
Responsibilities - CoordinatorsResponsibilities - Coordinators
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No. Name of Report Report Description Responsible Role Report Frequency
6 Split Transactions Report
Report to view when multiple transactions are made to a particular vendor in a short time frame to see if the cardholder is making split transactions against policy. LAPCs, APCs, and Dept Monthly
7 High Spend Merchants
This report is similar/same as the spend analysis report and is used to strategic and e-sourcing by providing an assessment to view which merchants the cardholders are purchasing frequently and in high dollar amounts from and then possibly negotiating a BPA. APC and Dept. levels TBD
8 High Spend Detail
This report is similar/same as the spend analysis report and is used to strategic and e-sourcing by providing an assessment to view which merchants the cardholders are purchasing frequently and in high dollar amounts from and then possibly negotiating a BPA. APC and Dept. levels TBD
9 Managing Account ReportThis report identifies the cardholders within an agency by level number, by AO, and by LAPC. LAPC, APC, Dept Monthly
10 Unapproved Transactions
Report of unapproved transactions within 30, 45, and 60 days. Used to monitor and issue warnings of card de-activation. US Bank providing this report. LAPC and APC
LAPC (30 day) and APC (45 and 60 day)
– USDA Charge Card Service Center –Purchase Card Training
Responsibilities - CoordinatorsResponsibilities - Coordinators
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No. Name of Report Report Description Responsible Role Report Frequency
11Prohibited or Questionable Purchases Report
Report to identify questionable and prohibited purchases by cardholder, i.e., telecom expenditures, Franklin Covey. The report should be run by MCC. APC Quarterly
12 Purchase Card Program Metrics This report was prepared for the Procurement Council Meetings. CCSC
1st half of the fiscal year and 2nd half of the fiscal year
13 Request Status Report
This report is for maintenance purposes to list all requests made, in process and completed. (i.e., hierarchy changes, limit changes, re-orders of convenience checks, etc…) APC and Dept. level TBD
14 Disputed Transactions
This reports helps check disputes to see if a credit has been issued for the dispute (bc if the credit has not been issued, according to policy, the cardholder is responsible)
APC and then send to LAPC Monthly
15 Checks Over $2500 Report listing convenience checks written over $2500. LAPC Monthly
16Approved Transaction Report w/Missing Required Fields
This report identifies the required fields that have been completed by the cardholder. LAPC Monthly
17Approving Offi cial's Final Approval Report
This is an optional report that is available for managers that shows what the cardholder has purchased. Managers
Optional at the agency's discretion (let managers know it's available to them)
– USDA Charge Card Service Center –Purchase Card Training
Responsibilities - CardholdersResponsibilities - Cardholders Complete required training
Use purchase card within delegated authority
Obtain prior approval prior to purchasing
Acquire environmentally preferable products and services
Obtain independent receipt and acceptance for purchases over $300
Approve transactions in a timely and accurate fashion and forward transaction documentation to AO for final approval
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– USDA Charge Card Service Center –Purchase Card Training
Responsibilities – Approving OfficialsResponsibilities – Approving Officials Complete required training
Nominate cardholders after completion of required training by cardholder and AO
Review documentation forwarded by cardholder to timely and accurately final approve transactions in AXOL
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– USDA Charge Card Service Center –Purchase Card Training
Approval/Final Approval PolicyApproval/Final Approval PolicyCardholders Approve transactions every 30 days
Only cardholders approve their individual account
Card will be temporarily closed when transactions are not approved within 60 days
When temporarily closed, card will not be re-activated until all transactions are approved and a request to re-instate is submitted to LAPC by supervisor
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– USDA Charge Card Service Center –Purchase Card Training
Approval/Final Approval PolicyApproval/Final Approval PolicyAOs Final approves transactions every 30 days
Accounts assigned to the AO will be temporarily closed when transactions are not approved within 60 days
When temporarily closed, reinstatement of accounts occur when request to reinstate is submitted to LAPC from AOs supervisor
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– USDA Charge Card Service Center –Purchase Card Training
Reimbursement PolicyReimbursement PolicyCardholder Liability Reimburse government for the cost of unauthorized or
erroneous transactions that the cardholder has not resolved or properly disputed within the 90-day disputes window.
Reimburse government for the cost of the improper purchase and be subject to administrative/disciplinary action.
AO Liability Reimburse the government for the cost of purchase in
instances where official directs an erroneous purchase to be made by or directs a cardholder to purchase items/services that are subsequently determined to be improper and be subject to disciplinary action.
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– USDA Charge Card Service Center –Purchase Card Training
Separation of Duty PolicySeparation of Duty PolicyComplies with A-123
No one individual shall control all key aspects of a transaction, except for purchases under $300
Minimizes risk of fraud, misuse and abuse
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– USDA Charge Card Service Center –Purchase Card Training
Annual Check Waiver PolicyAnnual Check Waiver PolicyAnnual Check Writing Waiver Limits
Submit annual check writing waiver request on fiscal year basis
Two types of waivers:
Annual waiver authority – submitted on yearly basis
Waiver for exigencies – submitted when needed
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– USDA Charge Card Service Center –Purchase Card Training
QuestionsQuestions
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United States Department of AgricultureOffice of Procurement & Property Management
Charge Card Service Center
Additional information on the Charge Card Service Center including News, Notices, POC Lists, Guides & Reference Material, Training Information, etc… can be accessed at http://www.da.usda.gov/procurement/ccsc/.