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Federal Acquisition Service
U.S. General Services Administration
David J. Shea, CPCM, PMP Program Director, Office of Charge Card Management (OCCM) Federal Acquisition Service
11th Annual GSA SmartPay® Training ConferenceJuly 28-30, 2009
David J. Shea, CPCM, PMP Program Director, Office of Charge Card Management (OCCM) Federal Acquisition Service
11th Annual GSA SmartPay® Training ConferenceJuly 28-30, 2009
GSA SmartPay® Program UpdateGSA SmartPay® Program Update
Federal Acquisition Service
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Welcome
What are your objectives for this session?
What issues would you like to discuss?
What questions would you like to have answered as a result of this session?
Federal Acquisition Service
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Training Session – Value to the Customer
Gain a general understanding of the GSA SmartPay® Program and its current initiatives:
• The value of charge cards to government agencies/organizations• The value of the GSA SmartPay® Program to its customers• The new products and services offered under GSA SmartPay® 2• The future of the GSA SmartPay® Program
Federal Acquisition Service
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Agenda The GSA Office of Charge Card Management Overview GSA SmartPay® 2 Transition GSA SmartPay® Program Performance Relevant Legislation and Regulation Charge Card Management Best Practices The Future of the GSA SmartPay® Program Training Resources Q&A
Federal Acquisition Service
Congratulations! On Completing a Successful
Transition to GSA SmartPay® 2
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Federal Acquisition Service
GSA Office of Charge Card Management (OCCM)
Overview
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Federal Acquisition Service
Where does the Office of Charge Card Management (OCCM) fit into GSA?
Jim Williams Commissioner (Q)
Tyree VarnadoDeputy Commissioner
Bruce E. CaughmanChief of Staff
Jim Williams Commissioner (Q)
Tyree VarnadoDeputy Commissioner
Bruce E. CaughmanChief of Staff
Office of Strategic Business Planning and Process
Improvement (QP)
Amanda G. FredriksenActing Assistant Commissioner
Office of Strategic Business Planning and Process
Improvement (QP)
Amanda G. FredriksenActing Assistant Commissioner
Office of Administration (QA)
Karen J. HampelAssistant Commissioner
Office of Administration (QA)
Karen J. HampelAssistant Commissioner
Office of General Supplies and Services (QS)
Joseph H. JeuAssistant Commissioner
Office of General Supplies and Services (QS)
Joseph H. JeuAssistant Commissioner
Office of Travel, Motor Vehicle, and Card Services
(QM)William F. Webster
Assistant Commissioner
Office of Travel, Motor Vehicle, and Card Services
(QM)William F. Webster
Assistant Commissioner
Office of Assisted Acquisition Services (QF)
Mary A. Davie Assistant Commissioner
Office of Assisted Acquisition Services (QF)
Mary A. Davie Assistant Commissioner
Office of Integrated Technology Services (QT)
Edward J. O’HareAssistant Commissioner
Office of Integrated Technology Services (QT)
Edward J. O’HareAssistant Commissioner
Office of the Controller (QB)
Jon A. JordanController
Office of the Controller (QB)
Jon A. JordanController
Office of the Chief Information Officer (QI)
Elizabeth F. DelNegroActing Chief Information
Officer
Office of the Chief Information Officer (QI)
Elizabeth F. DelNegroActing Chief Information
Officer
Office of Customer Accounts and Research
(QC)
Gary FeitAssistant Commissioner
Office of Customer Accounts and Research
(QC)
Gary FeitAssistant Commissioner
Office of Acquisition Management (QV)
Steven J. Kempf Assistant Commissioner
Office of Acquisition Management (QV)
Steven J. Kempf Assistant Commissioner
Office of Acquisition Operations (QMA)
Rebecca A. KosesDirector
Office of Acquisition Operations (QMA)
Rebecca A. KosesDirector
Travel and Transportation Services (QMC)
Timothy J. BurkeDirector
Travel and Transportation Services (QMC)
Timothy J. BurkeDirector
Office of Motor Vehicle Management (QMD)
William A. TothDirector
Office of Motor Vehicle Management (QMD)
William A. TothDirector
Office of Charge Card Management (QMB)
David J. SheaDirector
Office of Charge Card Management (QMB)
David J. SheaDirector
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Federal Acquisition Service
Office of Charge Card Management (OCCM) Organization
David J. SheaOffice of Charge Card
ManagementDirector
David J. SheaOffice of Charge Card
ManagementDirector
Perry HamptonUtilization and Analysis
DivisionDirector
Perry HamptonUtilization and Analysis
DivisionDirector
Erin VanDagnaService Delivery Division
Director
Erin VanDagnaService Delivery Division
Director
Beverly CraigCharge Card Acquisition
Support DivisionDirector
Beverly CraigCharge Card Acquisition
Support DivisionDirector
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Federal Acquisition Service
GSA SmartPay® Program Overview
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DID YOU KNOW…$970 was charged on the GSA SmartPay® charge card every second in FY08
The GSA SmartPay® 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.
The GSA SmartPay® Program is the largest government charge card program in the world
Federal Acquisition Service
Transition to GSA SmartPay® 2
Federal Acquisition Service
GSA SmartPay® 2 Transition Statistics
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100% of agencies’/organizations’ cardholders transitioned successfully to the GSA SmartPay® 2 Program
To ensure a smooth transition to the next Master Contract, GSA OCCM has collected and documented numerous transition lessons learned
Federal Acquisition Service
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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
GSA SmartPay® 2 Transition Lessons Learned
Federal Acquisition Service
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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
GSA SmartPay® 2 Transition Lessons Learned Continued
Federal Acquisition Service
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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, MasterCard) 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
GSA SmartPay® 2 Transition Lessons Learned Continued
Federal Acquisition Service
GSA SmartPay® Program Performance
Federal Acquisition Service
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Q. What was the approximate amount of program spend, number of transactions and number of cardholders in FY08?
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
Federal Acquisition Service
Q. Each year the GSA SmartPay® 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. 4,000
B. 5,400
C. 8,000
D. 2,500
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Federal Acquisition Service
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Q. In FY08 agencies/organizations received this net amount of refunds from program banks.
A. $10 million
B. $187 million
C. $500,000
D. $1 million
Federal Acquisition Service
Q. In terms of total charge card spend in FY08, the Purchase Card program is the largest business line within the GSA SmartPay® program. Of the 10 agencies/organizations that make up 95% of the total Purchase Card spend, which is the second largest?
A. Department of Agriculture
B. Department of Defense
C. Department of Veterans Affairs
D. U.S. Postal Service
E. Department of Interior
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Federal Acquisition Service
Relevant Legislation and Regulation
Federal Acquisition Service
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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)
http://www.recovery.gov/
Federal Acquisition Service
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Q. Which of the following payments would be subject to 3% withholding under the Tax Increase Prevention and Reconciliation Act of 2005 (TIPRA)?
A. $5,000 recurring utility payment paid using the Purchase Card
B. $8,000 in CBA Travel expenses
C. $9,000 emergency Purchase Card payment
D. $11,000 non-emergency Purchase Card payment
E. All of the above
http://www.thomas.gov
Federal Acquisition Service
Q. The Tax Increase Prevention and Reconciliation Act of 2005 (TIPRA) 3% withholding applies to all GSA SmartPay® 2 charge cards.
A. True
B. False
Most payments for individual travel, lodging, and meal expenses would fall beneath the $10,000 payment threshold
23http://www.irs.gov/pub/irs-tege/2008_0104_0001_1.pdf
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 SmartPay® 2 Purchase Card for your Recovery Act purchases?
A. GSA SmartPay® 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 abovehttp://www.omb.gov
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Federal Acquisition Service
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Q. What is the micro-purchase threshold for contingency operations?
A. $10,000B. $5,000C. $15,000D. There is no micro-purchase threshold for contingency operations
http://acquisition.gov/far/loadmainre.html
Federal Acquisition Service
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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 useD. Risk assessments and audits are required by the Inspector GeneralE. The executive agency/organization is not responsible for disputing
centrally-billed unallowable and erroneous charges
http://www.govtrack.us/congress/bill.xpd?bill=s111-942
Federal Acquisition Service
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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:
A. GSA OCCM has the authority to help agencies/organizations improve controls over independent receipt and acceptance
B. GSA OCCM has the authority to help agencies/organizations with asset accountability
C. GSA OCCM has the authority to impose financial liability for unauthorized purchases
D. None of the above
http://www.gao.gov
Federal Acquisition Service
Charge Card Management Best Practices
Federal Acquisition Service
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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
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. Split disbursement
B. Salary offset
C. Split disbursement and salary offset procedures
D. Due process requirements prior to salary offset
E. All of the above
30www.whitehouse.gov/omb/circulars/a123/a123_appendix_b.pdf
Federal Acquisition Service
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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 transactionC. The cardholder should split the transaction into two separate
transactions under the micro-purchase thresholdD. None of the above
Federal Acquisition Service
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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 SmartPay® 2 card could they issue?
A. GSA SmartPay® Travel Card with normal agency/organization defined transaction limits
B. Debit Card
C. Stored-value Card
D. Contactless Card
Federal Acquisition Service
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Q. When can a government employee use their Purchase Card to buy an iPod?
A. Anytime, as long as the iPod is paid for with agency/organization funds
B. NeverC. Only when the iPod supports an agency’s/organization’s missionD. When you are buying a gift for a co-worker
Federal Acquisition Service
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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. Terminate the contractor’s right to proceedB. Initiate suspension measuresC. Take no actionD. 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#wp1085016
Federal Acquisition Service
Q. If you are on travel in Arizona using your GSA SmartPay® 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 SmartPay® 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.
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Federal Acquisition Service
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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 for 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 requirementsE. 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/a123/a123_appendix_b.pdf
Federal Acquisition Service
The Future of the GSA SmartPay® Program
Federal Acquisition Service
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The future of GSA SmartPay® will focus on:
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
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
The Future of the GSA SmartPay® Program
Federal Acquisition Service
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Training Resources GSA SmartPay® Annual Training Conference
GSA SmartPay® online training: • Cardholders: Charting the Course http://www.gsa.gov/sppurchasetraining• A/OPCs:
http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=13032
Agency/organization-provided training
Bank-provided training
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”
Federal Acquisition Service
David J. Shea, CPCM, PMP
(703) 605-2867
Please provide your feedback and thoughts about the current
and future program at: www.gsa.gov/gsasmartpay
under “GSA SmartPay® Program Feedback Form”
Thanks for Your Time and Attention!
www.gsa.gov/gsasmartpay