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					                                 United States Department of Agriculture
                                Office of Procurement & Property Management
                                                  Charge Card Service Center




USDA Purchase Card Coordinators
Policy Training Part I & II
2010 GSA SmartPay2® Conference
Tuesday August 10, 2010
12:30 - 1:40pm & 2:00 - 3:00pm
Building B, Room B 308, Georgia World Congress Center
Agenda - Discussion Topics
 Welcome
 Introductions
 CCSC Purchase Card Program Updates
     New Initiatives
     Purchase Policy Updates
      • DR 5013-6
      • Required Reviews
      • Administrative Actions
     Convenience Checks
     Comments Fields
     Alerts
      • EDN
      • Visa IntelliLink
     Training
 Questions
                             – USDA Charge Card Service Center –
2                                  Purchase Card Training
Welcome & Introductions
 Welcome
 CCSC Purchase Card Team
     John McCain- Program Manager
     Frank Hodo- IT & Process Improvement Lead
     Damien Sisca – A-123 Compliance & Fraud Detection Lead
     Linda Wilson- Agency Advocate & Policy Support
     Henry Hansen- Agency Advocate & Policy Support
     Clara Hickerson- Communications, Policy & Training (DRT Strategies)
     Yadira Stamp- CCSC Inbox Management (DRT Strategies)
     Lynn Anderson- Technology Management (DRT Strategies)
     Geoff Schrager- Data Support (DRT Strategies)
     Merabell Puwo- Data Support (DRT Strategies)



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3                                  Purchase Card Training
CCSC Purchase Card Program Updates
    New Initiatives
 Agency Incentive Program (Agency of the Quarter)
      Criteria: The CCSC tracks performance measures for each Agency and selects
       one to spotlight each quarter on the CCSC Website. The „Agency of the Quarter‟
       should have 100% clean hierarchies and excel in one or more performance
       measures such as :
       • Lowest percentage of „pending transactions‟ (to encourage timely final approval of
         transactions)
       • Greatest reduction in percentage of convenience check use
       • Greatest percentage increase in spend (based on previous year spending)

      The „Agency of the Quarter‟ will be featured on the CCSC Homepage with a link
       to the CCSC „Agency of the Quarter‟ Spotlight page (as depicted on the following
       slide) displaying:
       •   The Agency logo
       •   APC and/or HCA photo (optional), name, and email
       •   Description of accomplishments
       •   Archive list of links to previous Agency honorees

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CCSC Purchase Card Program Updates
    New Initiatives
                                            Congratulations to the
                                          Agency of the Quarter – Q3
                                                            APHIS
                                        Animal & Plant Health Inspection Service
                                                         who has achieved:
                                                             2009            2010        Variance
                                        Convenience
                                                              0               0            0%
                                        Checks usage
                                           Spend
                                                         $5,834,496.66   $9,437,732.65   61.76%
                                          increase
                                        Transactions
                                                             7,049          38,772
                                          Approved                                        400%
                                                            (19.8%)        (98.5%)
                                        within 60 days

                                                 Honorable Mention Agencies
                                                     Rural Development (RD)
                                              Office of the Inspector General (OIG)


                      – USDA Charge Card Service Center –
5                           Purchase Card Training
CCSC Purchase Card Program Updates
    New Initiatives
 APC Quarterly Newsletter
      In May 2010, the CCSC launched the
       APC Quarterly Newsletter which
       includes Charge Card Program
       updates, news, and notices
      Newsletters are posted on the CCSC
       website at:
       http://www.dm.usda.gov/procurement/
       ccsc/
      Contributions from Agencies
      Agencies may submit news and
       updates
      Ideas for content for the newsletter
         • What kind of information would you
           like to see featured in the newsletter?

                                 – USDA Charge Card Service Center –
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CCSC Purchase Card Program Updates
    New Initiatives
 CCSC on Twitter
     Follow the CCSC on Twitter at CCSC_USDA. In
     2010, the CCSC has joined the popular social
     networking site Twitter, so that we may quickly and
     efficiently disperse alerts to the Charge Card
     Community. The benefits of following CCSC on
     Twitter include:
      Easier dissemination of information to the local and field
       level.
      An interactive way to stay abreast of information.
      A timely way to get questions answered and concerns
       addressed.

     Twitter Sign-Up:
     Log on to www.twitter.com and click „Sign up now‟ if you do not already have
     a current twitter account.


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CCSC Purchase Card Program Updates
    New Initiatives
 Fraud Detection Hotline
     The CCSC has established a Fraud Detection Hotline number to grant program
     participants the ability to anonymously call the hotline and leave a message about
     potential fraud, misuse, or abuse of a government purchase card. The number is:
     1-888-998-USDA (8732)

                                  Cases of fraud, misuse, and abuse are often exposed
                                   either by a program participant reporting suspicious card
                                   usage and/or through the use of reporting tools in
                                   account management and oversight by Coordinators
                                   and the CCSC.
                                  The Fraud Detection Hotline will give program
                                   participants an outlet to report fraud and serve as an
                                   additional tool for the CCSC to proactively govern the
                                   program.




                               – USDA Charge Card Service Center –
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CCSC Purchase Card Program Updates
    New Initiatives
 CCSC Website Updates
      Addition of „Agency of the Quarter‟ Spotlight for Purchase
        •   Main CCSC page
        •   Purchase Section
      Forms - A new link has been added to the CCSC website (main page) with all
       charge card program forms. Forms for the Purchase Card Program include:
        • Cardholder Request for New Purchase Card
        • Reporting Hierarchy Setup
        • Point of Contact (POC) Maintenance Form
      FAQs
        •   Purchase (Coordinators, AOs, cardholders)
        •   Fleet
        •   Travel




                                – USDA Charge Card Service Center –
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CCSC Purchase Card Program Updates
 New Initiatives
 Questionable Transactions Report (QTR)
      The QTR is a report compiled and distributed by the CCSC (Damien Sisca) to
       assist Coordinators in flagging questionable transactions in an effort to reduce
       fraud, waste and abuse.
         • The CCSC works directly with APCs on QTRs and resolutions.
         • The QTR provides increased/ additional management and oversight.
         No.
          1    Status          Name                 Agency           Trans Date       Post Date      Trans Amount         Merchant Name
                        Joe Cardholder      USDA AGENCY             2/5/2010             2/8/2010         $3,500.00 ABC Research Co.
          1a            Reason for Inclusion in Questionable Transaction Report

                        Conv Check Greater $2500

                        No Conv Check TIN #

                        No Merchant Info /DCIA Waiver #

                        No Goods Recvd Date
          1b            Conv Check TIN # / Merchant Info / DCIA Waiver # / Goods Recvd Date
                        None
          1c            Item Description

                        Research Materials for USDA Project
          1d            Resolution
                        QTR to APC


          1e            Comments / Questions / Notes
                        Conv Check TIN #, Merchant Info, DCIA Waiver # & Goods Recvd Date - required documentation in AXOL Comments Section.
                        Also, Conv Check > $2500, inform Cardholder of policy regarding writing Conv Checks > $2500 and proper DCIA Waiver # .
                        (Departmental Regulation DR 5013-6)

                                                          – USDA Charge Card Service Center –
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CCSC Purchase Card Program Updates
 New Initiatives
 Questionable Transactions Report (QTR), continued
      QTR Process
      • CCSC analyzes reports and lists all questionable transactions in the QTR, detailing the
        exact reasons the transactions were included in the QTR.
      • CCSC enters „QTR to APC‟ under the „Resolution‟ Field and emails it to the APC.
      • Once the APC receives the QTR, they are required to obtain a valid explanation from the
        cardholder, explain the steps taken to resolve the questionable transaction and enter the
        information into the „Resolution Field.‟
      • As depicted in the sample below, once the CCSC receives the response from the APC,
        the CCSC will convert the „Resolution Status‟ box from „Yellow‟ status to „Green‟ status
        and successfully close the questionable transaction and the QTR.
          1d         Resolution
                     QTRtoAPC
          1e         Resolution
                     CheckwriterinformedofDR5013-6PolicyregardingwritingConvenienceChecks andproperdocumentation
                     requiredinAXOLComments Section.



                                          – USDA Charge Card Service Center –
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CCSC Purchase Card Program Updates
 New Initiatives
 Questionable Transactions Report (QTR), continued
     The CCSC Compliance and Oversight Division will analyze nine subject areas
     susceptible to fraud, misuse, and abuse. The CCSC selects a category and
     applies this area of research across the entire agency, generating reports on all
     cardholder transactions. These nine subject areas are:
      Convenience Checks
          Written > $2500 (Waiver #, Waiver Description, etc.)
          Written to Visa Merchants
          Written to an individual (people‟s names)
          Illegible Payee
      Split Transactions (splitting transactions so total purchases are below single
       purchase limit)
      Blocked Merchant Category Codes (MCC) (Casino, etc.)
      Duplicate Transactions (same merchant/day)
      Manual Override
      Cash Advances
                                 – USDA Charge Card Service Center –
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CCSC Purchase Card Program Updates
 New Initiatives
 Questionable Transactions Reports (QTR), continued
     The CCSC is allotting a total time of three weeks from the initial QTR transmission
     to the final „Resolution‟ from the APC to the CCSC.
       CCSC is requesting all APCs to send any additional correspondence related to
        their QTRs in an email attachment when submitting their final QTR „Resolution.‟
       This communication channel and flow of QTRs, via email, between the CCSC
        and the APCs and the subsequent confirmation by the APCs with their entry into
        the „Resolution‟ Status Box, validates receipt and review by the APCs, which
        adequately satisfies an A-123 Corrective Action Plan (CAP Component).
     Clean Status Letter
       When the CCSC discovers the agency has a „Clean‟ status, a letter is sent to
        the APC recognizing their high-level of compliance and oversight in managing
        their agency‟s Charge Card Program in that particular oversight area.



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CCSC Purchase Card Program Updates
 Purchase Policy Updates
      DR 5013-6
      • Check Waiver Process
         o Removed policy on: Required check waivers from agencies to request use of
           convenience checks.
      • Independent Receipt
         o Previously read: Prior approval and subsequent review of purchase card activity is
           required for all purchase card transactions. This includes documenting independent
           receipt and acceptance of goods/services obtained with the purchase card or related
           alternative payment method. Purchases at or below the “de minimus” amount ($300) do
           not require independent receipt and acceptance.
         o Added to the policy: Agencies shall provide guidance for handling instances (e.g.,
           emergency incidents and remote working conditions) where independent receipt and
           acceptance is so impractical as to be essentially impossible.
      • Telecommunications
         o Removed policy on: Prohibition on Acquiring Telecommunications with the purchase
           card and/or the related alternative payment methods to acquire or pay for
           telecommunications services, supplies, or equipment in excess of $350, except as
           provided in AGAR Advisory No. 58A.

                                – USDA Charge Card Service Center –
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CCSC Purchase Card Program Updates
 Purchase Policy Updates, continued…
      Purchase Guides
       • All policy updates will be added to the necessary Purchase Guides and updated version
         will be posted on the CCSC website and Coordinators will be notified.


      Required Reviews (detailed on following slides)
       • APC
       • LAPC
       • Agency-issued supplements for required reviews




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 APC Annual Purchase
  Card Program Review
  • Newly Revised
      Reduced from 2pgs
       to 1 pg
  • Agency issued
    supplements for
    required reviews




                           16
 LAPC Quarterly
  Review Checklist (pg. 1)
  • Newly Revised
      Reduced from 7pgs
       to 3 pgs
  • Agency issued
    supplements for
    required reviews




                             17
 LAPC Quarterly
  Review Checklist (pg. 2)




                             18
 LAPC Quarterly
  Review Checklist (pg. 3)




                             19
CCSC Purchase Card Program Updates
 Administrative Actions
      APCs/LAPCs are responsible for communicating the importance of the
       cardholder‟s responsibility in using the purchase card/convenience checks as
       well as the consequences and administrative actions for misuse, abuse, and
       fraud which may include:
       • The immediate cancellation of the employee‟s purchase card and/or convenience
         checks
       • Suspension and/or removal of cards for a specific time and/or permanent termination
         of accounts for repeat or first time serious violations which include blatant violations
         of purchase card policy, splitting purchases, and/or allowing another employee to use
         purchase card.
       • An employee (cardholder and/or AO) will be personally liable to the Government for the
         amount of any unauthorized transaction and may be subject to a fine of not more than
         $10,000 or imprisonment for not more than 5 years, or both, under 18 U.S.C. 287.
      All instances of suspected fraud or abuse must be reported.
       • The LAPC must forward all documentation related to the suspected fraud or abuse to
         the APC who will then involve the appropriate offices as necessary.

                                  – USDA Charge Card Service Center –
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 „Recommended
  Administrative Actions‟
  are listed in Exhibit 13
  of the „Coordinator‟s
  Purchase Card
  Program Guide‟
     This exhibit merely
      provides guidance for
      disciplinary and
      administrative penalties;
      each matter should be
      handled on a case by
      case basis.
 OMB has further
  clarified the terms
  “fraud” and “erroneous
  or improper” purchase
  which can also be
  viewed in the
  Coordinator‟s Guide
                                  21
CCSC Purchase Card Program Updates
 Convenience Checks
      Reduction of the use of convenience checks
       • CCSC Goal for FY11 is 25%
       • Strategy for how to reduce the use of convenience checks
       • APCs have been provided a list of vendors who accept the Visa-issued Purchase Card
         and were paid via check
 Comments Fields
     AXOL has designated comments fields where users should enter additional
     information regarding each transaction to capture important transaction information
     and data. The chart below outlines the 5 Comment Fields located in AXOL within
     the Transaction Management – Transaction Detail screen:
          Comment Field               Old Name                    New Name
     Comments Field 1       Conv. Checks TIN#           No change; remain the same
     Comments Field 2       FPDS_NG/FS-281              Agency Specific Data
     Comments Field 3       Comments Field 3            Conv Ck Mer Inf / Waiver#
     Comments Field 4       Goods Recvd Date            No change; remain the same
     Comments Field 5       Treasury Pymt Details       Item Description

      Issues
       • After a transaction is reallocated, you cannot edit or add comments
                                    – USDA Charge Card Service Center –
22                                        Purchase Card Training
CCSC Purchase Card Program Updates
 Alerts
      Event Driven Notifications (EDN) Implementation
        • The CCSC and US Bank Technical teams have identified some issues during the
          preliminary testing of the Access Online functionality of EDNs (initial testing began in
          April 2010).
        • EDN is part of the CCSC next generation reporting and oversight functionality in AXOL.
          Functionality enhancements are planned throughout the Summer and Fall of 2010 with
          implementation in calendar-year 2011.
        • EDNs will provide appropriate personnel with automated notifications of changes in
          cardholder status.
      Visa IntelliLink
       • Currently using it at a high-level at CCSC for fraud detection
       • Agency use of IntelliLink will be decided at the APC level




                                   – USDA Charge Card Service Center –
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CCSC Purchase Card Program Updates
 Training
      AgLearn
       • Transition of Purchase policy training for Purchase from WBT to AgLearn is in process
      Validation Testing for LAPC Training
       • Takes place in 2011 (more detail to come, date set by A-123 project team)
      Live/ In-person Training Requests
       Coordinators may submit requests for CCSC-led „webinar‟ or local „in-person‟ trainings, as
       needed (in-person trainings for larger groups only). Topics may include:
       • Refresher on AXOL
       • „How to Run Reports in AXOL‟
       • Purchase Card Policy & Procedures




                                 – USDA Charge Card Service Center –
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Questions




            – USDA Charge Card Service Center –
25                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.dm.usda.gov/procurement/ccsc/.

				
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