U S General Services Administration GSA Tax Advantage

U. S. General Services Administration GSA Tax Advantage Travel Card Department of the Interior: Best Practices presented by Ken Casey Dawn Schaffer

Who We Are § Ken Casey, Interior’s Charge Card Program Manager § Dawn Schaffer, Interior’s Program Specialist and Team Lead at the Charge Card Support Center 2

Agenda § Background § Implementation § Best Practices for Program Management 3

Background § DOI Smart. Pay® 2 DOI Integrated Card – Precursor to the GSA Tax Advantage Card – Centrally Billed and Individually Billed Transactions – Purchase and Travel Combined 4

Background § GSA Tax Advantage Card – Centrally Billed (CB) and Individually Billed (IB) Transactions – For DOI, all non-M&IE transactions (Airfare, Hotel, Taxi, and Car Rental) divert to CB – Transfer transaction process established to transfer IB transactions to CB, and vice versa – Cardholder statements show both IB and CB diverted transactions under separate headings 5

Background - Statements Individually Billed Transactions 6

Background - Statements Centrally Billed Transactions 7

Background – Cards § Separate prefixes and number system § Citibank has two federal civilian specific Tax Advantage BINs 8

Implementation § DOI-Citibank Discovery Sessions: March 20 -22, 2018 § DOI Hierarchy § MCC Groups or AUTH Groups? – Flexibility or standardization and control? § Decision on authorization controls – Standard or flexible cycle/monthly limits? – Standard or flexible cash/ATM limits? 9

Implementation § Diversion Accounts – One per Bureau § Which MCCs will bill centrally and which will bill individually? – Compatibility with Agency travel system § Split disbursement? § Which MCCs to include or exclude? – Obtain most up-to-date listing of MCCs (MC vs. Visa) – Bureau level involvement – Historical spend review • Set transaction count threshold in order to include 10

Best Practices § Transfer Transactions – Citi. Manager® capability – Centrally Billed to Individually Billed – Individually Billed to Centrally Billed § Cardholders must identify in a timely manner; must be transferred within 90 days (like disputes) § Merchant Category Code tracking using Decline Reports § Create transfer transaction request form and workflow 11

Best Practices § Delinquency Tracking – Standardize Agency reports for tracking delinquency – Review all past due accounts at 31 and 45 days past due – Reach out to cardholders and supervisors for possible transfer transactions – Ensure cardholders know how to read their statements (electronic or paper) • Amount and date due • Centrally billed transactions versus individually billed 12

Best Practices § Authorization Groups (AUTH Groups) – What are they and how do they work? • Naming conventions • MCC Groups that make up an AUTH Group • Tied to the individual transaction limit § Salary Offset 13

Best Practices § Provide cardholders the GSA Smart Tax Vendor Guide § Speak to the accounting manager at check in and ensure understanding 14

Best Practices § https: //smartpay. gsa. gov/sites/default/files/do wnloads/1900259_Smart. Pay%20_Smart. Tax_Vendor_G uide_508 C%20%282%29. pdf 15

Best Practices § VISA Intelli. Link Compliance Management – Rules & Reports • Uber Eats (Taxicab MCC 4121) centrally bills • Hotel Transactions less than $50 • Identify meals and hotel services that may have incorrectly centrally billed. • Airline Transactions less than $25 • Identify meals, drinks, and wi-fi purchases that may have been incorrectly centrally billed 16

Questions? Please Submit in the Chat Window 17

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