Advanced Cardholder Management - Citigroup€¦ · GSA SmartPay ® 2010 Conference. Advanced Cardholder Management . Robert S. Robbins. Account Manager

GSA SmartPay® 2010 Conference

Advanced Cardholder Management

Robert S. Robbins

Account Manager

12th

Annual GSA SmartPay Conference

Atlanta, GA August 10-12, 2010

®

To ensure the best possible learning experience for participants, please adhere to the following house rules:

•

Turn cell phones and pagers to vibrate•

Hold questions to end of session

•

Ensure your participant badge is scanned to receive CLP credits− For each course−Must leave room and re-enter

•

Take advantage of opportunities to provide feedback − Please select the “Ask Citi”

icon on any Citi PC at the conference− Answers to be emailed after the conference within 45 days

House Rules

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Federal Agencies

This course is designed to assist you in achieving the following objectives:

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Detail cardholder management responsibilities for AOPC

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Review OMB Circular A-123 requirements as they relate to cardholder management

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Discuss and demonstrate CitiManager functionality to assist with cardholder management

•

Incorporate recent CitiDirect

Card Management System (CCMS) enhancements in daily activities

Goals & Objectives

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Federal Agencies

1.

Cardholder Management and OMB Circular A-123

2.

Using CitiManager to manage cardholders

3.

CitiManager demonstration

4.

CitiDirect

Card Management System Enhancements

Agenda

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Federal Agencies

1. Cardholder Management and OMB Circular A-123

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OMB Circular A-123, Appendix B requirements are best practices for managing your cardholders

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Reduce administrative time and costs with payment process•

Establish controls to mitigate fraud, misuse and delinquency

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Improve financial and administrative benefits to government and suppliers•

Maximize rebates

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Drive program effectiveness through data management


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Federal Agencies


Must develop and maintain written policies and procedures to ensure system of internal controls

Update annually and submit copy of plan to OMB by 1/31– Key elements of card management plan– Identify key management officials and responsibilities– Process for appointment of cardholders and AO– Install creditworthiness process– Describe agency training requirements– Policies and practices to monitor delinquencies, fraud, misuse and abuse– Implement Strategic Sourcing plan– Use Data to support program management– Documentation and Record Retention requirements– Outgoing cardholder processing


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Federal Agencies


Includes AOPC, AO, other accountable officials and cardholders

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All program participants trained prior to appointment•

Refresher training at minimum every 3 years

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Participants to certify training requirements completed•

Training certificates to be maintained per NARA Schedule 1, Item 10a

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Training requirements vary by program type –

purchase, travel, fleet

OMB Circular A-123, Appendix B -

Training

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Federal Agencies


Responsibilities in implementing risk management controls, policies and practices include:

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Implement compliance with Federal laws and agency regulations to monitor program effectiveness

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Ensure risk management plan is updated and effectively rolled out

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Monitor for account spend profile compliance and review for delinquency, misuse and abuse

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Communicate disciplinary policy and ensure appropriate enforcement including referral to IG

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Establish proper internal controls for all purchases including micro-purchase threshold

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Compliance with property acquisition controls, “sensitive”

property and Federal inventory requirements

OMB Circular A-123, Appendix B –

Risk Management

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Federal Agencies


All payment obligations are to be paid on time and Prompt Payment Act requirements met

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Central Bill Programs–

Establish strict internal controls for timely payments

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Closely monitor delinquency reports–

Contact appropriate personnel to address delinquency and ensure controls are in management plan

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Individual Bill Programs–

Monitor delinquency reports and contact cardholders promptly alerting to potential for disciplinary action

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Implement split disbursement and salary offset procedures

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Incorporate controls for IB travel in management plan


Delinquency Controls

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Federal Agencies


Data is essential for card managers to assess:

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Compliance with legislative and administrative requirements•

Effectiveness of efforts to mitigate fraud, waste and abuse

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Performance trends in managing costs


Metrics and Data Requirements

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Federal Agencies


Depending on Agency status, reporting to OMB and OFFM are either quarterly or annually

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Statistical Reporting–

Number of cards, number of active accounts

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% of employees to cardholders–

Net number of new accounts opened

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Spend, refunds, % of potential refunds–

Number of cases reported to OIG for misuse/abuse

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Number of disciplinary actions for misuse/abuse–

Number of disciplinary actions for convenience check misuse

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Additional reporting specific to purchase, travel and convenience checks


Reporting Requirements

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Federal Agencies


Depending on Agency status, reporting to OMB and OFFM are either annually or bi-annually

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Narrative Reporting–

Dates of most recent and next scheduled independent review

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Description of process for monitoring delinquency including reports reviewed and actions taken

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Steps agency takes for voucher turnaround of travel expense submissions (< 15 days)

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Description of method to identify misuse including reports and specialized information technology used

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Future 12 month plan to enhance abuse, misuse and fraud detection systems

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Description of best practices employed for card program


Reporting Requirements

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Federal Agencies


Designed to identify financially responsible new card applicants – FICO score of 660 and higher

•

Scores of less than 660 dictate issuance of “restricted”

cardOne or more of following must be imposed– Card limit less than standard agency card– Reduced limit on individual transactions– Limit types of transactions– Limit time period dollar amount can be applied – Limit active status period permitted– Limit ATM use

•

Options other than credit score– Review SF85 P, Section 22 or SF86, Section 27


Creditworthiness

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Federal Agencies

6666 66660000


Refund management is critical to ensure you maintain cost-effective programs

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Review competitive landscape for sales and productivity refund rates

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Tag along to another agency task order -

benefit from their pricing

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Ensure on-time payments for productivity•

Initiate internal controls to maximize card use

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Statutory authority dictates how refunds can be used


Refund Management

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Federal Agencies


Can be written to vendors not accepting purchase card, emergency incident response and compliance with Public Law 104-134

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Convenience Checks may not be written to:–

Vendors accepting purchase card

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Vendors under another payment mechanism–

Employee reimbursements

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Cash advances–

Salary payments, cash awards

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Travel related transportation tickets–

Meals or lodging for employee travel except emergency incident response


Convenience Checks

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Federal Agencies


•

Must follow FAR Section 2.1– Supplies -

$3000– Services -

$2500– Construction -

$2000•

Must be written for exact amount of purchase

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Applicable 1099 requirements apply•

Agency must maintain written policies and procedures for convenience checks


Convenience Checks

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Federal Agencies

2. Using CitiManager to Manage Cardholders

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CitiManager is the single sign-on system to access all electronic tools to support managing cardholders

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Applications– CitiDirect

Card Management Systems– Citibank Custom Reporting System– Card Statements and Payments

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Library•

CLASS

Using CitiManager to Manage Cardholders

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Federal Agencies

Advanced Cardholder ManagementUsing CitiManager to Manage Cardholders

Home Page View

Federal Agencies

Advanced Cardholder ManagementUsing CitiManager to Manage Cardholders

Applications View

Federal Agencies


Library View


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Federal Agencies


CLASS View


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Federal Agencies

3. CitiManager Demonstration

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4.CitiDirect Card Management System Enhancements

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CCMS has quarterly releases providing enhancements furthering efficiencies and convenience

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Release 10.1 –

February 20, 2010•

Release 10.2 –

May 22, 2010•

Release 10.3 –

August 14, 2010•

Release 10.4 –

4th

Quarter 2010

CitiDirect


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Federal Agencies


Release 10.1 – Automatically enabled

New field on Modify and View Account screen– Identifies the type of account

Manage Contact Enhancement to Create Login screen– Create login account box automatically checked

Verbiage change to Online Application email–

Change language to read – request “received” instead of “approved

Reallocation Red Check Mark–

Only checks the reallocation box when a true reallocation has taken place

CitiDirect


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Federal Agencies


Release 10.1 – Configurable Functionality

Online Bulk Account Maintenance– Allows refined selection of maintenance impact

Allocation Code Description on Transaction Detail screen– Now an optional configuration, was automatic

Cardholder Access to Budget Exchange Rate (CD1700T)– Allows to run Budget Exchange Rate Calculation report

CitiDirect


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Federal Agencies


Release 10.2 – Released on May 22, 2010

Automatically available for users

•

Declined Authorizations− Updated table for easier reason identification

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Inquiry/Transaction Screen− Search by 1st

name, post or transaction date− Date range from current to 30 day back

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Post Comments− Indicates number of comments posted

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Inbox/Account Status Screen− Newly created account number displayed− Enables redirect to Modify Account and back

CitiDirect


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Federal Agencies


Release 10.2 - Continued


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Online Application− Email to AOPC non consent to Terms/Conditions

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Internet Explorer 8 supported− IE 6.0-8.0 supported

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Reallocation Activity Report− Report by transaction or reallocation date

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Email Capability− Can email cardholders from Statement Screen− Uses Agency email system but uses address in

CCMS

CitiDirect


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Federal Agencies




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Bulk Maintenance Spreadsheet− File Header page is now default with instructions

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ASC Maintenance Upload Enhancement− File upload history for past 90 days− Date/Time and file name used− Descending order and 10 files/page

CitiDirect


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Federal Agencies



Client Configurable Functionality

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Disable TDD Field Access− Disable TDD field requiring user enter information

to Allocation Detail Description (ADD) field

CitiDirect


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Federal Agencies


Release 10.3 – Scheduled for August 14, 2010

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Manage Contacts –

non cardholder demographic maintenance updates all instances of individual within hierarchy purview

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Online Application –

rejected application to cardholder retains demographics rather than complete again

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Bulk Statement Print –

can print multiple statements up to 2,000 transaction; each statement shows count of transactions

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Allow individuals to unsubscribe/subscribe to receive specific email notifications –

6 scenarios currently being developed

CitiDirect


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Federal Agencies


Release 10.3 – Scheduled for August 14, 2010

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Agent Number as Read Only –

if agent number enabled, can be read only in Modify Account view

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Assign Non-Cardholders –

assign to multiple hierarchies with check box in Create New User screen in Manage Contacts

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Add merchant name to declined and referred authorizations when information is available

CitiDirect


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Federal Agencies


Rob Robbins

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Federal Agencies

Thank you for attending!

Visit the Citibank Welcome Center–

Across from Room#B212–

National Industries for the Blind will have a display of products

–

Conference Slide Show –

come see yourself shine!

Visit the Citibank One-on-One Lab - B210

Visit the Citibank Mini Sessions – B209

Ask Citi Link – Tell us your thoughts

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Reminders Federal Agencies


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Interactive Training Events Federal Agencies

Citi offers onsite training at no cost for agencies meeting the required minimum participant level of 20 or more as set forth in the GSA SmartPay2 Master Contract.

Please contact your Account or Client Manager if you are interested in setting up a training session. Training can be conducted at a Citi Training Location or On-site at your office.

Regional Citi Training Locations–

Norfolk, VA–

Washington, DC

On-Site at your office–

20 participant minimum

Distance Learning – Computer Based Training is available via the CLASS icon in CitiManager.


Terms & Disclosures

Tuesday, July 28, 2009

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IRS Circular 230 Disclosure: Citigroup Inc. and its affiliates do not provide tax or legal advice. Any discussion of tax matters in these materials (i) is not intended or written to be used, and cannot be used or relied upon, by you for the purpose of avoiding any tax penalties and (ii) may have been written in connection with the "promotion or marketing" of any transaction contemplated hereby ("Transaction"). Accordingly, you should seek advice based on your particular circumstances from an independent tax advisor.

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Prior to entering into any Transaction, you should determine, without reliance upon us or our affiliates, the economic risks and

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Documents

Advanced Cardholder Management - Citigroup€¦ · GSA SmartPay ® 2010 Conference. Advanced Cardholder Management . Robert S. Robbins. Account Manager