USDA Purchase Card Coordinators Policy Training Review of DR 5013-6

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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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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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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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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Responsibilities - CoordinatorsResponsibilities - Coordinators

Program Management

Management and Oversight

Reporting

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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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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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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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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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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



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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)



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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)


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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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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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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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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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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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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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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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/.

http://www.da.usda.gov/procurement/ccsc/

USDA Purchase Card Coordinators Policy Training Review of DR 5013-6

Documents

Transcript of USDA Purchase Card Coordinators Policy Training Review of DR 5013-6