United States Department of Agriculture Office of Procurement & Property Management Charge Card...
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United States Department of Agriculture Office of Procurement & Property Management Charge Card Service Center USDA Purchase Card Coordinators Procedures Training Review of Coordinator’s Purchase Card Program Guide 2009 GSA SmartPay ® Conference Wednesday July 29, 2009 9:30-10:40am Room North 231 A-C, Phoenix Convention Center
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Transcript of United States Department of Agriculture Office of Procurement & Property Management Charge Card...
United States Department of AgricultureOffice of Procurement & Property Management
Charge Card Service Center
USDA Purchase Card Coordinators Procedures Training Review of Coordinator’s Purchase Card Program Guide
2009 GSA SmartPay® ConferenceWednesday July 29, 20099:30-10:40amRoom North 231 A-C, Phoenix Convention Center
– USDA Charge Card Service Center –Purchase Card Training
Discussion TopicsDiscussion TopicsManagement and Oversight
APC Annual Program Reviews
LAPC Quarterly Reviews
AO Reviews
File Management
Program Operation
Cardholder Nomination Process
Alternate AO
Convenience Check Annual Waiver Request Process
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– USDA Charge Card Service Center –Purchase Card Training
Discussion TopicsDiscussion Topics
Program Operation continued …
Convenience Check Process
Approval/Final Approval Process
Independent Receipt and Acceptance
Suspension Procedures for Nonpayment
Administrative Actions
Program Support
Guides and Reference Materials
Questions
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– USDA Charge Card Service Center –Purchase Card Training
Program ManagementProgram Management
Management and Oversight
APC Annual Program Reviews
Conduct at close of each fiscal year
Utilize APC Annual Review Checklist (Exhibit 11)
Summarize report findings from LAPC Reviews
Submit to DPM by Jan 30 of each year
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– USDA Charge Card Service Center –Purchase Card Training
Program ManagementProgram Management
LAPC Reviews
Random quarterly physical reviews of cardholder transaction files
Use LAPC Quarterly Review Checklist (Exhibit 10) Submit reviews to APC in accordance with review schedule
AO Reviews
Physical review of cardholder transaction documentation on a monthly basis during final approval process
Use Approving Official Checklist (Exhibit 9)
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– USDA Charge Card Service Center –Purchase Card Training
Program ManagementProgram Management
File Management
LAPC Files- Maintained by APC
- Includes LAPC designation letter, completed training certificates
Cardholder Files- Maintained by LAPC
- Includes Cardholder Request for Purchase Card, completed training certificates for cardholder and AO, requests for changes in demographic information, spending limit changes
Card Transaction Files- Maintained by cardholder
- Includes documentation to support purchases
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– USDA Charge Card Service Center –Purchase Card Training
Program OperationProgram OperationCardholder Nomination Process Nominated by AO Complete Cardholder Request for Purchase Card Set-Up Form with
completed web-based system and policy certificates by cardholder and AO
Alternate AO Supervisor-of-record remains accountable for purchase card
transaction activity Must meet the following 3 criteria:
- Same or higher grade than purchase card holder
- Same program or regional/area/office as cardholder
- Satisfy mandatory AO training requirements Submit Approving Official Appointment Request Form
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– USDA Charge Card Service Center –Purchase Card Training
Program OperationProgram Operation
Convenience Check Annual Waiver Request Process
Annual Waiver Authority
- Conduct review of transactions paid by convenience check under $2,500
- Determine if there are any alternative payment methods for categories of transactions paid by convenience check
- No alternative payment method – estimate the dollar value needed
- Annual waiver authority does not extend to purchases over $2,500
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– USDA Charge Card Service Center –Purchase Card Training
Program OperationProgram Operation
Convenience Check Annual Waiver Request Process Continued…
Submit decision memorandum signed by agency head to Director of OPPM by June 15 each year and include:
- Categories of transactions for which the waiver is needed
- Actions taken to find alternative sources that can either accept the purchase card or other payments
- Identify payment methods that were unsuccessful
- Why there is no other way to pay unless by convenience check
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– USDA Charge Card Service Center –Purchase Card Training
Program OperationProgram Operation
Convenience Check Annual Waiver Request Process Continued …
Waivers for Exigencies
- Unforeseen emergency
- Submit request to Director, OPPM
- Must address 6 criterion in Appendix A (DR 5013-6)
Checks can be used on an interim basis until notice is received to either approve or deny
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– USDA Charge Card Service Center –Purchase Card Training
Program OperationProgram Operation
Convenience Check Annual Waiver Request Process Continued …
Revocation of Waivers
- Use of checks for purposes not authorized by waiver
- Use of checks in excess of waiver limit
- Failure to approve check transactions
- Failure to safeguard checks
- Failure to comply with DR 5013-6
- Failure to comply with agency internal control procedures
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– USDA Charge Card Service Center –Purchase Card Training
Program OperationProgram Operation
Convenience Check Process Verify that the merchant does not accept the commercial Government issued
purchase card. Ensure merchant completes the W-9 Form. Indicate the applicable electronic funds transfer waiver code number for the
associated purchase. Insert the Merchant Name, Merchant Address, Merchant City, Merchant State,
Merchant Zip Code, and waiver code number in the block designated as “Comments Field 3”.
Insert the TIN/EIN in the first 9 positions of the block designated as “TIN” in Access Online when approving the transaction. DO NOT enter dashes or additional characters in the TIN/EIN.
Enter the correct BOCC. Attach all documents to the requisition and retain on file for 3 years after
payment.
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– USDA Charge Card Service Center –Purchase Card Training
Program OperationProgram Operation
Approval/Final Approval Process
Cardholders approve transactions in AXOL and forward transaction documentation to AO for final approval.
AOs final approve transactions by reviewing documentation submitted by cardholders and using the AO Review Checklist to ensure compliance.
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– USDA Charge Card Service Center –Purchase Card Training
Program OperationProgram Operation
Prior Authorization
Cardholder obtains authorization before making purchase.
Authorization can be in the form of procurement request, email request with all pertinent accounting information, blanket authorization for fiscal year.
Independent Receipt and Acceptance
Pertains to transactions over $300.
Signature of someone other than the cardholder along with date the goods/services received on the receipts.
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– USDA Charge Card Service Center –Purchase Card Training
Program OperationProgram Operation
Suspension Procedures for Nonpayment
Each transaction in AXOL is an invoice
Valid DACs are to be loaded in AXOL
Cards will be suspended 61 days from the cycle date
Account will be canceled 125 days from cycle date
Administrative Actions
APC/LAPC applies administrative action
Supervisor-of-record applies disciplinary action
Refer to Section 9 and Exhibit 13 in Coordinator’s Purchase Card Guide
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– USDA Charge Card Service Center –Purchase Card Training
Program Support
Who to Call
APCs
- Policy Issues –DPM/CCSC
- System Defect Issues – Bank
LAPCs
- Policy Issues – APC
- System Defect Issues – Bank
Cardholders
- Policy Issues – LAPC
- System Defect Issues - Bank
AOs
- Policy Issues – LAPC
- System Defect Issues - Bank
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– USDA Charge Card Service Center –Purchase Card Training
Guides and Reference MaterialsGuides and Reference Materials
Guides and Reference Materials
Coordinator- Coordinator’s Purchase Card Program Guide
- AXOL Quick Guide for Coordinator’s Purchase Card Program Guide
- USDA User Profile Guidance – Step-by-Step Instructions for Creating/Modifying Coordinators & Approving Officials Information
Cardholder- Cardholder Access® Online (AXOL) Quick Guide for Approving
Purchase Card/Alternative Payments Transactions
- Cardholder Guidelines for Approving and Re-allocating Transactions in Access® Online
- Cardholder’s Purchase Card Program Guide
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– USDA Charge Card Service Center –Purchase Card Training
Guides and Reference MaterialsGuides and Reference Materials Approving Official
- Approving Official’s Purchase Card Program Guide
- Quick Guide to Proper Use of the Card and Convenience Checks for Approving Officials
- Approving Official Guidelines for Final Approving Transactions in Access® Online
General
- Purchase Card Locked Transaction Scenarios & GL Extract in AXOL
- Quick Guide to Proper use of the Purchase Card and Alternative Payment Methods
Website for documents:
http://www.da.usda.gov/procurement/ccsc/purchase_card.htm
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– USDA Charge Card Service Center –Purchase Card Training
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/.
