United States Department of Agriculture Office of Procurement

United States Department of Agriculture Office of Procurement and Property Management USDA Transition to GSA Smart. Pay® 2 - Purchase APC/LAPC Information

Agenda § Introductions § What is Smart. Pay 2 (SP 2)? § What’s New for USDA? § USDA Transition Information § USDA APC/LAPC Roles and Responsibilities § Charge Card Service Center (CCSC) Website – USDA Charge Card Service Center – Purchase Card Training

Smart. Pay® 2 Overview Charge Card Service Center Team § Departmental Program Manager – John Mc. Cain § Transition/Implementation Lead – Veronica Nelson § Policy/Training Leads – Linda Wilson/Henry Hansen § Policy/Training PM Support – Tejal Patel § CCSC Email Address: ccsc@usda. gov § CCSC Website Address: http: //www. usda. gov/procurement/ccsc/ – USDA Charge Card Service Center – Purchase Card Training

Smart. Pay® 2 Overview U. S. Bank Relationship Management Team § Relationship Manager – Scott Kelly § Account Manager – Laura Horovitz § Product Trainers – Emily Stephans/Marsha Banovetz § Account Coordinator (Main contact for APC): Jen Dalhed – USDA Charge Card Service Center – Purchase Card Training

Smart. Pay® 2 Overview What is Smart. Pay® 2? § New Government Card Contract under GSA § New Contract: § § USDA Task Order Awarded: 5/29/2008 Base Period: 11/30/2008 through 11/29/2011 Option Periods: 11/30/2011 through 11/29/2015 and 11/30/2015 through 11/29/2018 USDA Provider = U. S. Bank § Key Transition Requirements § New accounts will be created for all cardholders § Coordinator training will take the following three forms: Web-based training, Microsoft Office Live Meeting, and Instructor-led training § Cardholder and Approving Official (AO) training will be web-based § Certification required for all training § Purchase cards will be delivered directly to cardholder’s office address – USDA Charge Card Service Center – Purchase Card Training

Smart. Pay® 2 Overview What’s New for USDA? § New Card Design § New Dispute Rights Time Frame § 90 days from transaction post date § Alternative Payment Methods § USDA Charge Card Service Center and Website § CCSC Email Address § FAQs for All Business Lines (Fleet, Travel, Purchase) § PCMS Replaced by Access® Online § Users Self-register to Obtain Access to Online System – USDA Charge Card Service Center – Purchase Card Training

Smart. Pay® 2 Overview What’s New for USDA? § Mandatory Policy Training is Online § Card Activation will be Linked to Successful Completion of Training for Cardholders and AOs (FY 09) § Refresher Policy Training will be Provided Every 3 Years § Changes to Account Information is Real Time § Transaction Declines can be Reviewed Real Time § Blocked Merchant Category Codes § Purchase Card Prohibited for Official Travel and Fleet Related Transactions – USDA Charge Card Service Center – Purchase Card Training

Smart. Pay® 2 Overview What’s New for USDA? § AOs will Review Selected Transactions and Approve Online § New Program Guides for Coordinators (APCs/LAPCs), AOs, and Cardholders – Under Development § Web-based Training § Managing Account § Organization Short Name § New Hierarchy Terminology – USDA Charge Card Service Center – Purchase Card Training

Smart. Pay® 2 Overview What’s New for USDA? § Hierarchy Structure Levels PCMS (Old) Access Online (New) Level 1 All Government USDA Level 2 USDA Purchase Level 3 Agency Level 4 Region Agent Level 5 Unit Company Level 6 Subunit Division Level 7 Department – USDA Charge Card Service Center – Purchase Card Training

Smart. Pay 2 Overview Purchase Card Design - Front – USDA Charge Card Service Center – Purchase Card Training

Smat. Pay 2 Overview Travel Card Design - Front – USDA Charge Card Service Center – Purchase Card Training

Smat. Pay® 2 Overview Purchase/Travel Card Design - Back – USDA Charge Card Service Center – Purchase Card Training

Smart. Pay® 2 Overview Fleet Card Design - Front – USDA Charge Card Service Center – Purchase Card Training

Smart. Pay® 2 Overview USDA Transition Information Milestone Effective Date § Completed cardholder enrollment form 8/29/08 § Captured all maintenance and new cardholder set ups 8/30/08 -11/10/08 § Completed data validation process § U. S. Bank started creating USDA card accounts 9/15/08 -10/1/08 -10/15/08 § BOA accounts closed § U. S. Bank authorizes USDA accounts 11/29/08 11: 59 pm ET 11/30/2008 12: 01 am ET § Access Online setup and maintenance available 11/30/08 § First USDA cycle date 12/7/08 – USDA Charge Card Service Center – Purchase Card Training

Smart. Pay® 2 Overview Coordinators’ Roles and Responsibilities § Participate in Training Sessions § Read Draft of DR 5013 -6 § Be Familiar with the APC/LAPC Roles and Responsibilities § Know the Training Requirements for All Roles (i. e. , Coordinators, Cardholders, and AOs) § Know your Points of Contacts (i. e. , Agency, US Bank) § Communicate Information to your AOs and Cardholders (i. e. , Card Mailing Dates, What to do with Old Cards, Deactivation, and Activation Timelines, Reconciling Transactions in PCMS) – USDA Charge Card Service Center – Purchase Card Training

CCSC Website Home Page – USDA Charge Card Service Center – Purchase Card Training

CCSC Website Purchase Card Home Page – USDA Charge Card Service Center – Purchase Card Training

CCSC Website Purchase Card – Regulations, Policy & Guides – USDA Charge Card Service Center – Purchase Card Training

A Message From U. S. Bank … To every A/OPC in the U. S. Department of Agriculture: U. S. Bank is honored to have been awarded the USDA Tailored Task Order for Smart. Pay® 2, and we look forward to fulfilling our commitment to you. As members of the USDA Relationship Management Team, it is our privilege to work with you individually, providing your agency with the products and tools to manage the Purchase, Fleet, and Travel Card programs. – USDA Relationship Management Team – USDA Charge Card Service Center – Purchase Card Training