2003-2004 State of New York and Citibank Program Administrator Training Citibank ® Commercial...

2003-2004

State of New York and Citibank Program Administrator Training

Citibank®

Commercial Cards, Government Services

Citigroup®

Global Transaction Services

Copyright © 2003, Citicorp. All rights reserved. CITIBANK, CITIDIRECT, CITIGROUP and the Umbrella Device are trademarks and service marks of Citicorp and its affiliates and are used and registered throughout the world.

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The State of New York

Goal & Objectives

Provide an overview of policy and controls

Highlight the benefits and features of the new Citibank Visa Program

Assist Program Administrators with converting and managing an efficient and effective card program

Provide training tools for the Program Administrators

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Agenda

Overview of State Payments

Traditional and Updated Control Systems

Program Administrator Role and Conversion Tasks

Card Features

Payment and Billing

Web Tools

Keys to Success

Summary

Contact Information

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Overview of State Payments

State payment practices are inefficient– 63.29% of our transactions that are eligible to be paid by credit card

are $250 or less – representing 1.34% of the dollars spent– 39.14% of these payments are under $67 – representing 0.28% of the

dollars spent– We had one 1 cent payment– We had 881 of these payments under $1– Processing a traditional voucher costs at least $67 a transaction

Agencies could free up resources for more significant issues, such as contracts or other financial management practices

WE CAN’T KEEP OPERATING THIS WAY!

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Traditional Control Systems

Our traditional control systems are designed to prevent problems

– Purchase request– Purchase order– Invoice– Receiving report– Voucher

This system is costly, inefficient and frustrates State employees trying to do their jobs

Ultimately, we have a costly system to control minutiae

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Updated Control Systems

For small dollar purchases we need to move from prevention controls to detection controls

– Budget to operating unit– Credit cards to program staff who need to make purchases – not just

finance office staff– Smart cards to limit unrestrained spending– Data analysis to identify improper purchases looking for trends,

patterns or outliers– Disciplinary action targeted to cardholder abusers – including possible

prosecution. Leave the good people alone!

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Program Administrator Setup

Program Administrator (PA) Setup

– Authorizing Officer must fill out the PA setup form to set up a Program Administrator

– Current Program Administrators or the Authorizing Officer must fill out the PA setup form to set up additional/alternate PA’s or to delete a PA

– NYS Agencies - Fax forms to the State Comptroller’s Office attn: Credit Card Unit (518) 473-4392

– Non-State Authorized User Entity – Fax forms to Citibank attn: Eddie McKenzie (904) 954-7700

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Program Administrator Tasks

Set up Hierarchy

Review current cardholders and input Autoenroll for cardholder conversion

Use online tools to manage card program for oversight and reporting

Assist cardholders in using the new card

Process Payment to Citibank

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Timeline for Setup

Completed Cardholder Setup and delivery should take 3 weeks

Review current Cardholders in Amex Program

Hierarchy processing, Billing account setup and Cardholder enrollment

Cards delivered

Setup active cardholders in Autoenroll spreadsheet

Send hierarchy to Alex Medina via email for her to build

Send Autoenroll to OSC for submission to Citibank

Review Hierarchy builder and establish hierarchy for agency

2-3 days

3-7 days

Up to 1 week

1day

1 day

Up to 1 week

7-10 days

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Similar to an organization chart for your agency

Hierarchy is the foundation for your program

Defines report recipients

Multiple billing accounts are not necessary, as there are no limits to the number of cardholders on an account

If cardholders are setup in the wrong hierarchy you will not be able to move those cardholders or change the hierarchy until the cycle cut

To obtain a hierarchy setup form, e-mail a request including your agency code(s) to [email protected]

Hierarchy

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Hierarchy

The Travel and Procurement Cards each have a separate hierarchy

State Agencies and Other Authorized entities using the State contract have separate hierarchies

Foundations for four hierarchies have been established– New York State Agencies - Procurement Card– New York State Agencies - Travel Card– New York State Other Authorized Users - Procurement Card– New York State Other Authorized Users - Travel Card

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The State of New YorkHierarchy

Sample Labels

Level 1 is State of NY Procurement or Travel (00132 or 10646)

Level 2 is the Department (i.e. Executive is 01, OSC is 02)

Level 3 is the billing level and is defined by Citibank, also an Agency Name

Level 4 is the same name as Level 3, but the # is Agency Code

Level 5 is Agency Defined

Level 6 is Agency Defined

Level 7 is Agency Defined, but will always be the cardholder level

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Sample Hierarchy for State of New York

GOE R01150

Office of E m ployee Relations11497

Real P roperty M gm t60100

Real E state P lanningand Developm ent

60200

OGS RP M & D50200

Office of General S erv ices01050

Office of General S erv ices11466

E xecutive01000

OS C S upervisor70001

S tate Expenditures60003

Adm inistration19602

OS C02000

OS C11533

Office of S tate Com ptroller02000

S tate of NY - Purchase00132

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Cardholder Setup

Autoenroll Process for Conversion

– Must have hierarchy set up correctly in order to process

– Enroll Cardholders online at CitiDirect.com

OR, if you have a large number of Cardholders to enroll

– Obtain copies of travel and procurement auto enroll spreadsheets to input Cardholder information at http://www.osc.state.ny.us/agencies/index.htm

– Use Auto Enroll definition worksheet for additional help filling out the Auto Enroll spreadsheet

http://www.osc.state.ny.us/agencies/index.htm

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Cardholder Setup

Auto Enroll Process for Conversion

– Only the last four digits of cardholders SSN are required on the enrollment forms so the cardholder can call Citibank and activate their card

Credit checks are not performed on the cardholder nor is there any

effect on the cardholder’s personal credit rating

– Master Account Code (MAC) must be completed with at least the agency’s department, cost center and variable.

– Send Auto Enroll file to OSC at [email protected] to be encrypted and forwarded to Citibank

mailto:[email protected]

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Cardholder Setup

Setting up new cardholders after Conversion

– CitiDirect® Card Management System “New Account”

– More than 20 cardholders? Use Auto Enroll

– Auto Enroll or CitiDirect ® takes approximately 7 days to receive cards if all information is entered correctly.

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Card Issuance

Card Distribution

– All cards are bulk shipped to Program Administrator who will be responsible for distribution of cards

– PA should have cardholder sign acknowledgement form before distributing the new cards

– Cardholders will need to activate their Citibank Visa as soon as they receive it

– All CTA (formerly BTA) accounts will need to be distributed to Travel Agencies and previous accounts closed

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Card Issuance

Cancellation of Amex Cards

– The Program Administrator should cancel the Amex card as soon as the Citibank Visa card is issued to the cardholder

– Transactions will continue to post to Amex, however all new charges should go on the Citibank Visa

– Cardholders should switch any recurring payments to the Visa card

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Card Features

Travel CTA vs. BTA

– Central Travel Accounts are the same thing as Business Travel Accounts

– These cards can be setup with a virtual account (no card) meaning it can be used via phone or internet only

– Setup of these cards have specific identifiers that need to be included on setup (Agency Number field on the Auto Enroll)

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Card Features

Procurement Program Cards

– Card is established for a department or program and is under a “department name” and any staff at the agency can use the card.

– These are higher risk cards that require more detection controls by agencies

– OSC will provide instructions on the set up and use of this card at http://www.osc.state.ny/agencies/index.htm

– The verification ID (on the Auto Enroll worksheet) will be the first four digits of the agency code

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Card Features

Card Controls

– Single Purchase Limit – purchase card (required in the Auto Enroll)

– Daily Transaction Limit

– Daily Amount Limit

– Monthly Credit Limit (required in the Auto Enroll)

• Travel is $10,000 for individuals, $9,999,999 for CTA

• Travel has $200 retail limit

• Procurement is variable

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Card Features

Card Controls, cont.

– Merchant Category Codes (MCC)

• Merchants are setup by their merchant banks with a code for transaction processing and are regulated by the associations (Visa)

• The travel and the procurement card have preset merchant category codes

• The travel card can have a temporary MCC change (I.e. conference registration). Permanent changes will have to be approved by GOER.

• The procurement card can have a temporary or a permanent MCC change. Contact client account manager Alex Medina for permanent changes.

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Card Features

Rental Car Insurance

– Employees issued a Citibank VISA Travel card should decline the collision/loss damage waiver insurance offered by the rental car company.

– The VISA card offers the State cardholders the Auto Rental Insurance (ARI) coverage. This coverage is provided when a cardholder rents a vehicle for 31 consecutive days or less and initiates and pays for the entire rental transaction with the Citibank Travel Card

• The traveler should consider the rental car requirements in Budget Bulletin D-750 and in the New York State’s Codes, Rules and Regulations, Title 2, Chapter 1, Section 8.6.

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Payment and Billing

Billing

– To retrieve invoices on-line go to https://www.onlinestatements.cards.citidirect.com and register yourself to access the invoice

– Purchase cycles on the 6th and Travel cycles on the 22nd

– Invoice is available on-line 2 days after cycle cut. E-mail reminders will go to your email inbox when invoice is ready to view

– Last 6-digits of billing account will appear

– Quick Reference Guide available

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Payment and Billing

Payment

– Payment is due 25 days after receipt of invoice (when you receive the email)

– OSC will post instructions for proper crediting of payments to Citibank on http://www.osc.state.ny.us/agencies/index.htm

– Send voucher to OSC for payment or use quick pay. OSC does not require a copy of your bill with the voucher.

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Web Tools

CitiDirect® Card Management System

– www.cards.citidirect.com (Data is maintained for 36 months on-line)

– PA will not be able to suspend cards but will be able to cancel card and re-activate

– Program Administrators will be PA with full access. Supervisors will be a PA – Read Only. User Id will be issued from PA Setup form for PA and PA Read Only. Citibank Helpdesk will contact you with user id and temporary password.

– Cardholder User ID is first four letters of their last name and last six digits of their card number. Password is their user ID backwards in capital letters.

• User ID ex – smit123456

• Password ex – 654321TIMS

http://www.cards.citidirect.com/

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Web Tools

CitiDirect® Card Management System Functions

– Client codes for New York are NYS-P and NYS-T

– Manage Cardholder maintenance on-line

– Review transactions and cardholder statements

– View/Edit Hierarchy

– Dispute Log

– On-line Help and Tutorial

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Web Tools

Citibank® Electronic Reporting System (CERS)

– https://www.electrpts.cards.citidirect.com

– Reports are retained for 6 iterations of the report, if cycle report, then 6 cycles, if monthly then, 6 months, etc.

– Download in PDF or Text

– Sign-on through CitiDirect

– Email Notification reports are available

– Contact Eddie McKenzie to get access

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The Keys to Success

Program Administrator Goals

– Procurement Card look at expanding your spend categories

– Get the right people with a procurement card or travel card

– Pay in a timely manner

– Manage and control your programs

– Keep cardholder information updated

– Close inactive cards

– Educate and train cardholders

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Summary

What do I do now?

– E-mail [email protected] to request a copy of your agency’s hierarchy. Complete levels 5 through 7 and e-mail to Eddie McKenzie at [email protected]. For further instructions see the PA Quick Reference Guide.

– Obtain the PA Setup form from [email protected] Form(s) should be filled out and faxed to the State Comptroller’s Office attn: Credit Card Unit at 518-473-4392 (State Agencies) or Citibank at 904-954-7700 (Non-State Entities)

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Summary

What do I do now?

– Review current cardholders and populate the auto enroll spreadsheet with active cardholders and any new cardholders who want to participate

– Upload auto enroll to Citibank at the Citibank Electronic Reporting System web site.

– Receive cards and distribute. Have Cardholders sign acknowledgement form

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Who to Contact

Customer Service Monday – Sunday, 24 x7, 365 days a year

– (800) 790 - 7206

– Collect (904) 954 - 7850

Automated options

– Option # - Activation of card

– Option 1 - Automated account information

• Balance

• Available Credit

• Disputes

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Who to Contact

Automated Options

– Option 2 – Web Application System support

• Password resets

• Issue resolution

• Questions regarding:

» File delivery

» CitiDirect® Card Management System

» Citibank® Electronic Reporting System

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Who to Contact

Automated Options

– Option 4 - Client Account Services

– Option 0 - Customer Service

• Available to Program Administrators and cardholders

• Maintenance on the cardholder’s account

» e.g., address changes, disputes, etc.

• Change credit lines for individuals

• Change single-purchase limits

• Close and reopen accounts of individuals

• Force authorizations in emergency situations (purchase only)

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Client Account Manager

Eddie McKenzie 1-800-790-7206 option 4 ext. 69888

– Must know the five-digit extension of Client Account Manager

email is [email protected]

– Any maintenance on billing accounts– Merchant Category Code Questions– Troubleshooting– Reconciliation– Set-up for Web Applications

• CitiDirect® Card Management System

• Citibank® Electronic Reporting System ID

mailto:[email protected]

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Citibank and State of New York

Citibank– Eddie McKenzie 1-800-790-7206, option 4, ext. 69888 [email protected]– Helpdesk 1-800-790-7206, option 2, option 2– Customer Service 1-800-790-7206, option 1

OSC– Lori Russo, 518-402-2628 [email protected]

– Kristin Ellis, 518-474-8721 [email protected]

– Katie Gavigan, 518-402-2511 [email protected]

OGS– Linda Decker, 518-474-5999 [email protected]

– Kimberly Miller, 518-473-3983 [email protected]

– Nick Jacobia, 518-473-4651 [email protected]

GOER– Craig Dickinson, 518-473-8317 [email protected]

– Jane Lynch, 518-474-1400 [email protected]

Key Contacts

Copyright © 2003, Citicorp. All rights reserved. CITIBANK, CITIDIRECT, CITIGROUP and the Umbrella Device are trademarks and service marks of Citicorp and its affiliates and are used and registered throughout the world.

2003-2004 State of New York and Citibank Program Administrator Training Citibank ® Commercial...

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Transcript of 2003-2004 State of New York and Citibank Program Administrator Training Citibank ® Commercial...