United States Department of Agriculture Office of Procurement

United States Department of Agriculture Office of Procurement & Property Management Charge Card Service Center USDA Purchase Card Coordinators Policy Training Review of DR 5013 -6 2009 GSA Smart. Pay® Conference Tuesday July 28, 2009 12: 30 -1: 40 pm Room North 231 A-C, Phoenix Convention Center

Agenda - Discussion Topics Qualifications w Coordinators w Cardholders w Approving Officials (AOs) Training Requirements Responsibilities w Coordinators w Cardholders w AOs Delegation of Authority Approval/Final Approval Policy Annual Check Waiver Process 2 – USDA Charge Card Service Center – Purchase Card Training

Qualifications § Coordinators w APC - 1102 or 1105 Series or meet training requirements of Level 1 C Contracting Officer - Complete required USDA Policy and US Bank system training - Designated by HCAD; copy forwarded to DPM w LAPC 3 - 1102 or 1105 Series or meet training requirements of Level 1 B Contracting Officer - Complete required USDA Policy and US Bank system training - Appointed locally by the HCAD, subject to the concurrence of the APC. – USDA Charge Card Service Center – Purchase Card Training

Qualifications § Cardholders w Responsible employee that can be entrusted with a Government purchase card w Current, permanent USDA employees w Temporary and term employees § Approving Officials (AOs) w Cardholder’s supervisor-of-record or w Alternate AO may be appointed with written justification from the Agency to the APC : 4 - Must be the same or higher grade than assigned purchase cardholder; - Must satisfy mandatory AO training requirements. Must be in the same program or regional/area/office as the cardholder; and – USDA Charge Card Service Center – Purchase Card Training

Training § Cardholders and AOs w Complete system and policy web-based training prior to issuance of card § Coordinators w Prior to designation letter, complete system and policy webbased training § Refresher Training – every 3 years for all participants 5 – USDA Charge Card Service Center – Purchase Card Training

Responsibilities - Coordinators Program Management and Oversight Reporting 6 – USDA Charge Card Service Center – Purchase Card Training

Responsibilities - Coordinators Program Management APC w w 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 w Program Reviews w File Management w Convenience Check Waiver Request LAPC w w 7 Serve as primary contact for cardholders and AOs Monitor day-to day operations File Management Cardholder/AO Reviews – USDA Charge Card Service Center – Purchase Card Training

Responsibilities - Coordinators Monitoring & Oversight APC 8 w Conduct agency-wide oversight of the purchase card program w Ensure LAPCs comply with Federal/Departmental/Agency regulations and policy w Ensure LAPCs have completed required training w Perform Annual Program Reviews w Ensure internal controls are in place and are being utilized to mitigate instances of fraud, waste, and abuse – USDA Charge Card Service Center – Purchase Card Training

Responsibilities - Coordinators Monitoring & Oversight continued… LAPC 9 w Monitor cardholder purchases using AXOL w Approve cardholder accounts on an emergency basis w Monitor AO final approval process in AXOL w Perform Quarterly LAPC Review and submit to APC – USDA Charge Card Service Center – Purchase Card Training

Responsibilities - Coordinators Reporting Standard Reports w Management/Oversight - Account List (Program Management/Administration) - Transaction Approval Status (Program Management/Administration) - System User List (Administration/User Management) Custom Reports 10 Purchase Limit Report Dormant/ Low Use Report Convenience Check Privileges Split Transactions High Spend Merchants – USDA Charge Card Service Center – Purchase Card Training

Responsibilities - Coordinators 11 – USDA Charge Card Service Center – Purchase Card Training

Responsibilities - Coordinators 12 – USDA Charge Card Service Center – Purchase Card Training

Responsibilities - Coordinators 13 – USDA Charge Card Service Center – Purchase Card Training

Responsibilities - Cardholders w Complete required training w Use purchase card within delegated authority w Obtain prior approval prior to purchasing w Acquire environmentally preferable products and services w Obtain independent receipt and acceptance for purchases over $300 w Approve transactions in a timely and accurate fashion and forward transaction documentation to AO for final approval 14 – USDA Charge Card Service Center – Purchase Card Training

Responsibilities – Approving Officials w Complete required training w Nominate cardholders after completion of required training by cardholder and AO w Review documentation forwarded by cardholder to timely and accurately final approve transactions in AXOL 15 – USDA Charge Card Service Center – Purchase Card Training

Approval/Final Approval Policy § Cardholders w Approve transactions every 30 days w Only cardholders approve their individual account w Card will be temporarily closed when transactions are not approved within 60 days w 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 16 – USDA Charge Card Service Center – Purchase Card Training

Approval/Final Approval Policy § AOs w Final approves transactions every 30 days w Accounts assigned to the AO will be temporarily closed when transactions are not approved within 60 days w When temporarily closed, reinstatement of accounts occur when request to reinstate is submitted to LAPC from AOs supervisor 17 – USDA Charge Card Service Center – Purchase Card Training

Reimbursement Policy Cardholder Liability w 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. w Reimburse government for the cost of the improper purchase and be subject to administrative/disciplinary action. AO Liability w 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. 18 – USDA Charge Card Service Center – Purchase Card Training

Separation of Duty Policy § Complies 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 19 – USDA Charge Card Service Center – Purchase Card Training

Annual Check Waiver Policy § Annual Check Writing Waiver Limits § Submit annual check writing waiver request on fiscal year basis § Two types of waivers: w Annual waiver authority – submitted on yearly basis w Waiver for exigencies – submitted when needed 20 – USDA Charge Card Service Center – Purchase Card Training

Questions 21 – USDA Charge Card Service Center – Purchase Card Training

United States Department of Agriculture Office 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/.