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U. S. General Services Administration Federal Acquisition Service GSA Smart. Pay® Program Update David U. S. General Services Administration Federal Acquisition Service GSA Smart. Pay® Program Update David J. Shea, CPCM, PMP Program Director, Office of Charge Card Management (OCCM) Federal Acquisition Service 11 th Annual GSA Smart. Pay® Training Conference July 28 -30, 2009

Federal Acquisition Service Welcome Ø What are your objectives for this session? Ø What Federal Acquisition Service Welcome Ø What are your objectives for this session? Ø What issues would you like to discuss? Ø What questions would you like to have answered as a result of this session? 2

Federal Acquisition Service Training Session – Value to the Customer Ø Gain a general Federal Acquisition Service Training Session – Value to the Customer Ø Gain a general understanding of the GSA Smart. Pay® Program and its current initiatives: • • The value of charge cards to government agencies/organizations The value of the GSA Smart. Pay® Program to its customers The new products and services offered under GSA Smart. Pay® 2 The future of the GSA Smart. Pay® Program 3

Federal Acquisition Service Agenda Ø Ø Ø Ø The GSA Office of Charge Card Federal Acquisition Service Agenda Ø Ø Ø Ø The GSA Office of Charge Card Management Overview GSA Smart. Pay® 2 Transition GSA Smart. Pay® Program Performance Relevant Legislation and Regulation Charge Card Management Best Practices The Future of the GSA Smart. Pay® Program Training Resources Q&A 4

Federal Acquisition Service Congratulations! On Completing a Successful Transition to GSA Smart. Pay® 2 Federal Acquisition Service Congratulations! On Completing a Successful Transition to GSA Smart. Pay® 2 5

Federal Acquisition Service GSA Office of Charge Card Management (OCCM) Overview 6 Federal Acquisition Service GSA Office of Charge Card Management (OCCM) Overview 6

Federal Acquisition Service Where does the Office of Charge Card Management (OCCM) fit into Federal Acquisition Service Where does the Office of Charge Card Management (OCCM) fit into GSA? Jim Williams Commissioner (Q) Office of Strategic Business Planning and Process Improvement (QP) Office of Administration (QA) Tyree Varnado Deputy Commissioner Amanda G. Fredriksen Acting Assistant Commissioner Karen J. Hampel Assistant Commissioner Bruce E. Caughman Chief of Staff Office of General Supplies and Services (QS) Joseph H. Jeu Assistant Commissioner Office of Travel, Motor Vehicle, and Card Services (QM) William F. Webster Assistant Commissioner Office of the Controller (QB) Jon A. Jordan Controller Office of the Chief Information Officer (QI) Elizabeth F. Del. Negro Acting Chief Information Officer Office of Acquisition Operations (QMA) Office of Charge Card Management (QMB) Rebecca A. Koses Director David J. Shea Director Office of Integrated Technology Services (QT) Office of Assisted Acquisition Services (QF) Edward J. O’Hare Assistant Commissioner Mary A. Davie Assistant Commissioner Office of Customer Accounts and Research (QC) Gary Feit Assistant Commissioner Travel and Transportation Services (QMC) Timothy J. Burke Director Office of Acquisition Management (QV) Steven J. Kempf Assistant Commissioner Office of Motor Vehicle Management (QMD) William A. Toth Director 7

Federal Acquisition Service Office of Charge Card Management (OCCM) Organization David J. Shea Office Federal Acquisition Service Office of Charge Card Management (OCCM) Organization David J. Shea Office of Charge Card Management Director Erin Van. Dagna Service Delivery Division Director Perry Hampton Utilization and Analysis Division Director Beverly Craig Charge Card Acquisition Support Division Director 8

Federal Acquisition Service GSA Smart. Pay® Program Overview Ø The GSA Smart. Pay® program Federal Acquisition Service GSA Smart. Pay® Program Overview Ø The GSA Smart. Pay® program office currently manages three Master Contracts with charge card providers: Citibank, JPMorgan Chase, and U. S. Bank. Through these contracts, agencies/organizations can obtain a number of different types of charge card products and services to support their mission needs, including: Purchase Cards: For purchasing general supplies and services; Travel Cards: For travel expenses related to official government travel (airline, hotel, meals, incidentals); Fleet Cards: For fuel and supplies for government vehicles; and Integrated Cards: Two or more business lines (card types) whose processes are integrated into one card. Ø The GSA Smart. Pay® Program is the largest government charge card program in the world DID YOU KNOW… $970 was charged on the GSA Smart. Pay® charge card every second in FY 08 9

Federal Acquisition Service Transition to GSA Smart. Pay® 2 Federal Acquisition Service Transition to GSA Smart. Pay® 2

Federal Acquisition Service GSA Smart. Pay® 2 Transition Statistics Ø 100% of agencies’/organizations’ cardholders Federal Acquisition Service GSA Smart. Pay® 2 Transition Statistics Ø 100% of agencies’/organizations’ cardholders transitioned successfully to the GSA Smart. Pay® 2 Program Ø To ensure a smooth transition to the next Master Contract, GSA OCCM has collected and documented numerous transition lessons learned 11

Federal Acquisition Service GSA Smart. Pay® 2 Transition Lessons Learned Lesson Learned: Data Interface Federal Acquisition Service GSA Smart. Pay® 2 Transition Lessons Learned Lesson Learned: Data Interface Develop a standard data interface between industry and government • Standardizes multiple definitions into a single agreed upon interface • Minimizes costs by reconciling redundant work efforts • Permits agencies/organizations to more readily change their program bank • Encourages continuous innovation by program banks Lesson Learned: Phased Transition Conduct a phased transition where agencies/organizations transition at different times • Improves ability to manage transition effectively • Reduces risk implicit with entire government transitioning at once 12

Federal Acquisition Service GSA Smart. Pay® 2 Transition Lessons Learned Continued Lesson Learned: Operating Federal Acquisition Service GSA Smart. Pay® 2 Transition Lessons Learned Continued Lesson Learned: Operating Systems Simultaneously Hold a trial period, prior to transition, where the outgoing and incoming bank systems are operating simultaneously • Provides testing period • Improves knowledge sharing Lesson Learned: Trailing Transaction Policy Define a convenience check acceptance and trailing transaction policy prior to transition • Reduces convenience check acceptance issues after transition • Clarifies the period for which the government will accept invoices from prior contracts 13

Federal Acquisition Service GSA Smart. Pay® 2 Transition Lessons Learned Continued Lesson Learned: Institutionalize Federal Acquisition Service GSA Smart. Pay® 2 Transition Lessons Learned Continued Lesson Learned: Institutionalize Processes Institutionalize the Federal Information Security Management Act (FISMA) and Certification and Accreditation (C&A) process by industry • Improves compliance • Increases customer confidence • Helps protect sensitive information Lesson Learned: Access to Brand Information Provide agencies/organizations with more information on the brands (VISA, Master. Card) participating in the program • Identifies the various benefits a brand provides to their customer • Describes the pros and cons of the different brands • Defines the varying interchange rates available 14

Federal Acquisition Service GSA Smart. Pay® Program Performance Federal Acquisition Service GSA Smart. Pay® Program Performance

Federal Acquisition Service Q. What was the approximate amount of program spend, number of Federal Acquisition Service Q. What was the approximate amount of program spend, number of transactions and number of cardholders in FY 08? A. $30 billion, 50 million, 1 million B. $20 billion, 100 million, 1 million C. $30 billion, 100 million, 3 million D. $40 billion, 150 million, 3 million 16

Federal Acquisition Service Q. Each year the GSA Smart. Pay® Training Conference is conducted Federal Acquisition Service Q. Each year the GSA Smart. Pay® Training Conference is conducted to provide training to Agency/Organization Program Coordinators (A/OPCs). This year, approximately how many of your colleagues are here to share the latest trends in charge card management? A. B. C. D. 4, 000 5, 400 8, 000 2, 500 17

Federal Acquisition Service Q. In FY 08 agencies/organizations received this net amount of refunds Federal Acquisition Service Q. In FY 08 agencies/organizations received this net amount of refunds from program banks. A. $10 million B. $187 million C. $500, 000 D. $1 million 18

Federal Acquisition Service Q. In terms of total charge card spend in FY 08, Federal Acquisition Service Q. In terms of total charge card spend in FY 08, the Purchase Card program is the largest business line within the GSA Smart. Pay® program. Of the 10 agencies/organizations that make up 95% of the total Purchase Card spend, which is the second largest? A. B. C. D. E. Department of Agriculture Department of Defense Department of Veterans Affairs U. S. Postal Service Department of Interior 19

Federal Acquisition Service Relevant Legislation and Regulation Federal Acquisition Service Relevant Legislation and Regulation

Federal Acquisition Service Q. What is the public law passed in February 2009 that Federal Acquisition Service Q. What is the public law passed in February 2009 that includes over $787 billion in stimulus spending? This public law delays the Tax Increase Prevention and Reconciliation Act of 2005 (TIPRA) implementation of withholding on payments made to government contractors until after December 31, 2011. A. Tax Increase Prevention and Reconciliation Act of 2005 (P. L. 109 -222) B. Omnibus Appropriations Act of 2009 (P. L. 111 -8) C. The American Recovery and Reinvestment Act of 2009 (P. L. 111 -5) 21 http: //www. recovery. gov/

Federal Acquisition Service Q. Which of the following payments would be subject to 3% Federal Acquisition Service Q. Which of the following payments would be subject to 3% withholding under the Tax Increase Prevention and Reconciliation Act of 2005 (TIPRA)? A. B. C. D. E. $5, 000 recurring utility payment paid using the Purchase Card $8, 000 in CBA Travel expenses $9, 000 emergency Purchase Card payment $11, 000 non-emergency Purchase Card payment All of the above 22 http: //www. thomas. gov

Federal Acquisition Service Q. The Tax Increase Prevention and Reconciliation Act of 2005 (TIPRA) Federal Acquisition Service Q. The Tax Increase Prevention and Reconciliation Act of 2005 (TIPRA) 3% withholding applies to all GSA Smart. Pay® 2 charge cards. A. True B. False Most payments for individual travel, lodging, and meal expenses would fall beneath the $10, 000 payment threshold http: //www. irs. gov/pub/irs-tege/2008_0104_0001_1. pdf 23

Federal Acquisition Service Q. Your agency/organization has received Recovery Act funding, what are some Federal Acquisition Service Q. Your agency/organization has received Recovery Act funding, what are some guiding principles you may want to consider when using the GSA Smart. Pay® 2 Purchase Card for your Recovery Act purchases? A. GSA Smart. Pay® 2 Purchase Cards can be used for official purchases in support of the Recovery Act, consistent with OMB Circular A-123, Appendix B, and agency/organization policy B. Additional Purchase Card accounts can be established with a Recovery Act accounting code as a default C. Cardholders should follow typical transaction reconciliation procedures, but must reconcile purchases to the accounting code(s) and provide appropriate Recovery Act transaction description(s) (if applicable) as specified by agency/organization policy for Recovery Act transactions D. All of the above http: //www. omb. gov 24

Federal Acquisition Service Q. What is the micro-purchase threshold for contingency operations? A. B. Federal Acquisition Service Q. What is the micro-purchase threshold for contingency operations? A. B. C. D. $10, 000 $5, 000 $15, 000 There is no micro-purchase threshold for contingency operations 25 http: //acquisition. gov/far/loadmainre. html

Federal Acquisition Service Q. Senator Charles Grassley is sponsoring a bill, S. 942, “The Federal Acquisition Service Q. Senator Charles Grassley is sponsoring a bill, S. 942, “The Government Charge Card Abuse Prevention Act of 2009. ” Which of the following is NOT addressed in the bill: A. Agencies/organizations with annual program spend of $10 million or more are required to report all charge-card related violations to the Office of Management and Budget (OMB) B. Purchase cardholders must review and reconcile their card statements and forward to the appropriate certifying official C. Penalties are enforced for violations of improper charge card use D. Risk assessments and audits are required by the Inspector General E. The executive agency/organization is not responsible for disputing centrally-billed unallowable and erroneous charges 26 http: //www. govtrack. us/congress/bill. xpd? bill=s 111 -942

Federal Acquisition Service Q. Which of the following findings from the March 2008 Government Federal Acquisition Service Q. Which of the following findings from the March 2008 Government Accountability Office (GAO) report on Governmentwide Purchase Cards did the GSA Office of Charge Card Management (OCCM) agree with: • GSA OCCM has the authority to help agencies/organizations improve controls over independent receipt and acceptance GSA OCCM has the authority to help agencies/organizations with asset accountability GSA OCCM has the authority to impose financial liability for unauthorized purchases None of the above • • • http: //www. gao. gov 27

Federal Acquisition Service Charge Card Management Best Practices Federal Acquisition Service Charge Card Management Best Practices

Federal Acquisition Service Q. Your agency/organization Fleet Card can be used for a vehicle Federal Acquisition Service Q. Your agency/organization Fleet Card can be used for a vehicle leased through GSA Fleet. A. True B. False Only the GSA Fleet Services Card can be used for vehicles leased through GSA Fleet 29

Federal Acquisition Service Q. According to OMB Circular A-123, Appendix B, what specific risk Federal Acquisition Service Q. According to OMB Circular A-123, Appendix B, what specific risk management controls, policies, and practices are required for addressing payment delinquencies? A. B. C. D. E. Split disbursement Salary offset Split disbursement and salary offset procedures Due process requirements prior to salary offset All of the above www. whitehouse. gov/omb/circulars/a 123_appendix_b. pdf 30

Federal Acquisition Service Q. A purchase cardholder is asked to make a $4, 000 Federal Acquisition Service Q. A purchase cardholder is asked to make a $4, 000 transaction in a non -emergency. What should the cardholder do? A. The cardholder should not make the purchase and should refer the purchase to their servicing contracting officer because the amount is over the micro-purchase threshold B. Request the merchant to manually authorize (force) the transaction C. The cardholder should split the transaction into two separate transactions under the micro-purchase threshold D. None of the above 31

Federal Acquisition Service Q. An agency/organization needs to issue a card to an employee Federal Acquisition Service Q. An agency/organization needs to issue a card to an employee who does not meet the minimum FICO 660 credit score required to obtain a Travel Card. Which GSA Smart. Pay® 2 card could they issue? A. GSA Smart. Pay® Travel Card with normal agency/organization defined transaction limits B. Debit Card C. Stored-value Card D. Contactless Card 32

Federal Acquisition Service Q. When can a government employee use their Purchase Card to Federal Acquisition Service Q. When can a government employee use their Purchase Card to buy an i. Pod? A. Anytime, as long as the i. Pod is paid for with agency/organization funds B. Never C. Only when the i. Pod supports an agency’s/organization’s mission D. When you are buying a gift for a co-worker 33

Federal Acquisition Service Q. According to the Federal Acquisition Regulation (FAR), when an agency/organization Federal Acquisition Service Q. According to the Federal Acquisition Regulation (FAR), when an agency/organization head or designee determines that a contractor provided gratuities to government personnel, the government may: A. B. C. D. Terminate the contractor’s right to proceed Initiate suspension measures Take no action Terminate the contractor’s right to proceed and initiate suspension measures (A and B) http: //www. acquisition. gov/FAR/current/html/Subpart%203_2. html#wp 1085016 34

Federal Acquisition Service Q. If you are on travel in Arizona using your GSA Federal Acquisition Service Q. If you are on travel in Arizona using your GSA Smart. Pay® 2 Travel Card to pay for your lodging, are you required to pay Arizona lodging and occupancy taxes? A. Yes B. No Each state has different tax exemption rules. Please refer to the GSA Smart. Pay® website (www. gsa. gov/smartpay) to view a full listing of state tax information. In Arizona, individuals are exempt from lodging and occupancy taxes if they stay for 30 consecutive days. 35

Federal Acquisition Service Q. According to the OMB Circular A-123, Appendix B, which of Federal Acquisition Service Q. According to the OMB Circular A-123, Appendix B, which of the following is a required element of an agency’s/organization’s charge card management plan? A. Identification of key management officials and their responsibilities for each charge card program B. Establishment of a process formal appointment of cardholders and approving officials, where applicable C. Implementation of a process to ensure the credit worthiness of new charge card applicants D. Description of agency/organization training requirements E. Management controls, policies, and practices for ensuring appropriate charge card and convenience check usage and oversight of payment delinquencies, fraud, misuse, or abuse F. All of the above www. whitehouse. gov/omb/circulars/a 123_appendix_b. pdf 36

Federal Acquisition Service The Future of the GSA Smart. Pay® Program Federal Acquisition Service The Future of the GSA Smart. Pay® Program

Federal Acquisition Service The Future of the GSA Smart. Pay® Program The future of Federal Acquisition Service The Future of the GSA Smart. Pay® Program The future of GSA Smart. Pay® will focus on: Ø Encouraging contractors to continuously upgrade offerings to create a dynamic marketplace from now until 2018 that provides agencies/organizations the opportunity to change banks and brands more readily than they do today Ø Exploring the following initiatives: • Grants funding card • Emergency cards • State and local government cards • Strategic sourcing • Standard interface between banks and agency/organization financial systems 38

Federal Acquisition Service Training Resources Ø GSA Smart. Pay® Annual Training Conference Ø GSA Federal Acquisition Service Training Resources Ø GSA Smart. Pay® Annual Training Conference Ø GSA Smart. Pay® online training: • Cardholders: Charting the Course http: //www. gsa. gov/sppurchasetraining • A/OPCs: http: //www. gsa. gov/Portal/gsa/ep/content. View. do? content. Type=GSA_BAS IC&content. Id=13032 Ø Agency/organization-provided training Ø Bank-provided training Ø Materials available online, and hard copies may be ordered by visiting the http: //apps. fss. gsa. gov/cmls/index. cfm • Mini card-sized brochure – “Helpful Hints for Purchase Card Use, ” “Helpful Hints for Travel Card Use, ” and “Helpful Hints for Fleet Card Use” 39

Federal Acquisition Service Thanks for Your Time and Attention! David J. Shea, CPCM, PMP Federal Acquisition Service Thanks for Your Time and Attention! David J. Shea, CPCM, PMP david. [email protected] gov (703) 605 -2867 Please provide your feedback and thoughts about the current and future program at: www. gsa. gov/gsasmartpay under “GSA Smart. Pay® Program Feedback Form” www. gsa. gov/gsasmartpay