Quarterly Purchasing Card Administrators’ Meeting Wednesday, November 14, 2012 – 9:00-12:00 Winewood Office Center, Building 4

AGENDA Introductions Special Presentation:

Handling Confidential Information—Danielle Alvarez, DFS, Information Security Manager (or designee)

Ongoing Items

Rep Letter/Plan Reviews

Statewide Vendor File Update

Service Fees

Large Card Files Reminder

PCard Website Reminder

New Items

Bank of America Contract Amendment

Discipline Policies

NAPCP Membership

Overrides for Limits

MCC/MCCG Update Project

Questions/Other Discussion

PCard Basics

Lost Receipts Monitoring—Mary Quinsey, DEP

Third Party Payers/Vendors—Michelle Oliver, DFS

Ordering Replacement Cards—Erica Catledge, DFS

Discussion about Replacement Card BOA Issues

Quarterly Purchasing Card Administrators’ Meeting Minutes Wednesday, November 14, 2012 – 9:00-11:30 Winewood Office Center, Building 4 Facilitator: Marie Walker

Introductions Special Presentation:

Handling Confidential Information – Warren Braswell, DFS Information Security Management Office

o Warren’s contact information: Warren.Braswell@MyFloridaCFO.com

(850) 413-2209

(Presentation posted on the Purchasing Card Quarterly Meetings website.)

Ongoing Items

Rep Letter/Plan Reviews – The Statewide Administrator’s Office has reviewed all of the Rep Letters, noted possible issues, and will be contacting the agency administrators with questions and concerns. The initial review of the amended plans submitted with the Rep Letters has also been completed. The Statewide Office will contact the administrators of the agencies that submitted amended plans regarding the results of the reviews.

Statewide Vendor File Update – The Statewide Administrator’s Office is participating on a Statewide Vendor File work group with a number of agencies who were invited to participate.

Service Fees – Marie has researched the topic of service fees and convenience fees. Florida Statute 501.0117 prohibits a seller from imposing a surcharge, except under certain circumstances. F.S. 215.322 allows “an agency or officer” to charge a convenience fee subject to some limitations. The legal office at the Public Service Commission has been contacted regarding the authority for utilities to charge a service charge. Marie plans to make a recommendation to management.

Large Card Files Reminder – Contact the Statewide Administrator’s Office a couple of days before making changes to 100+ card records. The Statewide Office will notify the technical representative at the bank of the large file, as the bank will need to ensure staff is available for processing the file.

PCard Website Reminder – Remember to utilize the Purchasing Card website (https://flair.dbf.state.fl.us/iwpapps/pchome.shtml) and the Purchasing Card Meetings website

(http://www.myfloridacfo.com/aadir/PurchasingCard/PCardMeetings.htm). Both websites are good resources for the agency administrators.

New Items

Bank of America Purchasing Card Contract Amendment No. 12 – The amendment went into effect on November 1, 2012. The amendment included Bank of America’s merger with FIA Card Services, N.A and modified the rebate structure.

Discipline Policies – Bob Notman requested that we include this topic in the agenda; however, no discussion was made.

NAPCP Membership – The Statewide Administrator’s Office has a primary membership that allows for the agencies to join as associates for $99. Marie provided NAPCP with the email addresses of the agency administrators and invitations were sent to the agencies.

Overrides for Limits – There has been confusion regarding this issue. Marie discussed it with Mark and a decision was made that the Agency Administrators can work with Jane Ritter at BOA directly to override limits. An email was sent to Jane to authorize the policy change.

MCC/MCCG Update Project – Michelle Oliver, DFS

The Statewide Administrator’s Office has received an updated MCC list from the bank and it includes new MCCs - some of which need to be prohibited from use. In the near future, the Statewide Office will be emailing the updated list to the Agency Administrators. The Agency Administrators will need to modify their MCCGs in the PCM and with the bank. As always, the Statewide Office will need to approve the changes before the change request is sent to the bank.

PCard Basics – Presentations

(Presentations are posted on the Purchasing Card Quarterly Meetings website.)

Lost Receipts Monitoring – Mary Quinsey, DEP

Third Party Payers/Vendors – Michelle Oliver, DFS

Ordering Replacement Cards – Erica Catledge, DFS

Final Item Marie Walker announced that she will be taking a position at the Department of Revenue, as the Director of Auditing in the Inspector General’s Office. Her last day at DFS will be November 21, 2012.

PCard Quarterly Meeting November 14, 2012

CONFERENCE CALL INSTRUCTIONS

The conference number will be available beginning at 8:45am. Conference Number: (850) 413-5947 NOTE: For this meeting, we are limited to 8 lines for calling in. If multiple people from your agency are calling in, please place one call for the group. If you have any difficulties with dialing in, we can be reached at the PCard cell phone number: (850) 528-5995.

OIG completed a Purchasing Card Audit August 2012

Audit timeframe was July 5, 2011 through June 4, 2012

Audit was intended to improve the P-Card Program,

compared expenditures with limits and reviewed the

reconciliation process

OIG examined 110 purchasing card transactions

5 out of the 110 were documented using the

Replacement Receipt Form

The scope was then extended to take a look at the 5

cardholders

1 out of the 5 cardholders used the Replacement Receipt Form 18 times

One month the cardholder used 5 Replacement Receipt Forms and another month the cardholder used 4 Replacement Receipt Forms

Vendors included Wal-Mart, Office Depot and Advanced Auto Parts, etc.

Based on those findings, the office received their own internal audit by the OIG’s office

Updated the Replacement Receipt Form to include a supervisor’s signature

Updated P-Card Plan

Send memo out to all Cardholders changing policy

Provide monthly reports to F&A and Procurement for audit purposes

Provide quarterly reports to upper management

LOST RECEIPTS

If a receipt is lost or misplaced, the Cardholder will contact the vendor for a duplicate receipt. A faxed copy of the receipt is acceptable. If the vendor is unable to provide another copy, a Replacement Receipt Form (DEP 55-307) may be used. The Replacement Receipt Form should be kept just as an original receipt/invoice would be with the Purchasing Card records and must be signed and dated by the Cardholder. Supervisor’s signature is required on each replacement receipt form. The Department will be using the short “Description” field on the first page in FLAIR to document lost receipts. The Reviewers are required to enter “Lost Receipt” when the Cardholder is not able to obtain the required receipt for the purchase.

The PCPA will provide both Bureaus with a Monthly P-Card Lost

Receipt Report which will be used to perform quality assurance

checks on all to verify compliance with State procurement

regulations. The PCPA will be providing Management with a

Quarterly P-Card Lost Receipt Report.

PCDETAIL table

PCDSTB table

Welcome

Division of Information Systems Information Security Office

November 2012

Information Security

• Information Security Rule: 71A-1

• Information Security Managers (ISMs):

– DFS ISM is:

Danielle Alvarez

danielle.alvarez@myfloridacfo.com

850-413-2244

– Every Agency must appoint one

• How does this help the Agency?

• How does this impact me?

2

How does this help the Agency?

• SPOC for IT Security Questions

• ISMs work together

• Incident Response

• Disaster Recovery

• Risk Management

• Security of data

3

How does this impact me?

• Safe handling of confidential, exempt data

• Inter-Agency data sharing procedures

• SPOC for guidance

• Assistance with tools:

– IronPort (Registered Envelope Service)

– ATTACH or sFTP or HTTPs

– Rights Management

– Data redaction

4

Welcome

Questions?

5

Welcome

Thank You!

6

Purchasing Card Administration

When to Order a Replacement Card

Cardholder Name A cardholder may request a replacement card to:

Correct a misspelled name

Change a name due to marriage, divorce or legal name change

As only the name is changed, the replacement card will have

the same account number as the original card. Issuance of

the replacement card should be documented as the original

card was.

Replace a cracked card or magnetic strip issue

How to Order a Replacement Card: Change Cardholder Name Steps

Type CM in the code field.

Press <Enter> to view a card mini menu screen.

How to Order a Replacement Card: Change Cardholder Name Steps (continued)

Type CB in the code field.

Press <Enter> to view a card file browse screen.

How to Order a Replacement Card: Change Cardholder Name Steps (continued)

Type M under ACT column next to the cardholder’s name.

Press <Enter> to view a card file maintenance screen.

How to Order a Replacement Card: Change Cardholder Name Steps (continued)

Type over the existing name with the new name and insert X in the

replacement card field.

Press <Enter>. “Card record modified successfully” appears in the

upper left corner of the screen.

How to Order a Replacement Card: Replace a cracked card or magnetic strip issue

Follow slides 3-5 and simply insert X in the replacement card field.

Press <Enter>. “Card record modified successfully” appears in the

upper left corner of the screen.

Lost or Stolen Cards

The Replacement Card field should not

be used for a Lost or Stolen Card

Cardholders who lose cards or have cards stolen are responsible for expediently reporting the card’s loss, both to Bank of America and to you.

You should immediately cancel the card in the Purchasing Card Module.

Questions?

Please contact the Purchasing Card Administration:

Marie Walker

850-413-5679

Michelle Oliver

850-413-5451

Lee Rayner

850-413-5733

Tyesin Payne

850-413-5359

Erica Catledge

850-413-5539

THIRD PARTY PAYERS

Quarterly PCard Administrators’ Meeting

November 14, 2012

What are Third Party Payers?

Third party payers, also known as

third party processors, are companies

that process credit card transactions

on behalf of another company.

Similar to an escrow account, third

party payers act as the middleman

holder of money.

The buyer (cardholder) does not

receive merchandise from a third

party payer.

The seller pays for the service of

processing the transaction.

Third Party Payers

PayPal Google Wallet (GOOGLE *) Square (SQ *) Amazon Marketplace (AMAZON MKTPLACE PMTS or AMZ*) Barnes & Noble Marketplace (BARNES&NOBLE*MRKTPLACE) Best Buy Marketplace (BESTBUYMKTPLACE) Active Network (ACT*) Event Brite (EB *)

Amazon vs.

Amazon Marketplace

Direct online

merchant

Goods are

shipped from

Amazon.com

Customer service

handled by

Amazon

Independent sellers (third party payers) who use the Amazon.com platform to sell goods

Goods are shipped from independent seller

Customer service handled by seller (not Amazon)

Amazon Amazon Marketplace

Why does DFS discourage the

use of Third Party Payers?

DFS discourages the use of third

party payers, but understands that

another option may not be available.

The cardholder should note if no other

option is available.

Third party payers are discouraged

due to:

Greater risk of abuse

Issues involving disputed

transactions

Difficulty indentifying and

reconciling transactions.

Examples of Third Party

Vendors - as shown in FLAIR

PAYPAL *ASSOCIATION

PAYPAL *GOLD

PAYPAL *PROFESSIONA

PAYPAL *TALLAHASSEE

ACT*DEFAULT COMPANY

ACT*FLORIDA DEPARTMENT

ACT*268529

SQ *GEORGE TWIGGS

SQ *IAN TUTTLE

Square (SQ *) Transaction

The vendor appears in FLAIR as SQ *CHAD WHERRELL.

Square (SQ *) Transaction

The vendor appears in FLAIR as SQ *KARHLEEN APPLEBY.

Questions?