1 / 22

USDA Purchase Card Coordinators Policy Training Review of DR 5013-6

USDA Purchase Card Coordinators Policy Training Review of DR 5013-6 . 2009 GSA SmartPay ® Conference Tuesday July 28, 2009 12:30-1:40pm Room North 231 A-C, Phoenix Convention Center. Agenda - Discussion Topics. Qualifications Coordinators Cardholders Approving Officials (AOs)

dillon
Télécharger la présentation

USDA Purchase Card Coordinators Policy Training Review of DR 5013-6

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. USDA Purchase Card Coordinators Policy TrainingReview of DR 5013-6 2009 GSA SmartPay® Conference Tuesday July 28, 2009 12:30-1:40pm Room North 231 A-C, Phoenix Convention Center

  2. Agenda - Discussion Topics • Qualifications • Coordinators • Cardholders • Approving Officials (AOs) • Training Requirements • Responsibilities • Coordinators • Cardholders • AOs • Delegation of Authority • Approval/Final Approval Policy • Annual Check Waiver Process

  3. Qualifications • Coordinators • APC • 1102 or 1105 Series or meet training requirements of Level 1C Contracting Officer • Complete required USDA Policy and US Bank system training • Designated by HCAD; copy forwarded to DPM • LAPC • 1102 or 1105 Series or meet training requirements of Level 1B Contracting Officer • Complete required USDA Policy and US Bank system training • Appointed locally by the HCAD, subject to the concurrence of the APC.

  4. Qualifications • Cardholders • Responsible employee that can be entrusted with a Government purchase card • Current, permanent USDA employees • Temporary and term employees • Approving Officials (AOs) • Cardholder’s supervisor-of-record or • Alternate AO may be appointed with written justification from the Agency to the APC : • Must be the same or higher grade than assigned purchase cardholder; • Must be in the same program or regional/area/office as the cardholder; and • Must satisfy mandatory AO training requirements.

  5. Training • Cardholders and AOs • Complete system and policy web-based training prior to issuance of card • Coordinators • Prior to designation letter, complete system and policy web-based training • Refresher Training – every 3 years for all participants

  6. Responsibilities - Coordinators • Program Management • Management and Oversight • Reporting

  7. Responsibilities - Coordinators Program Management • APC • Serve as primary contact for LAPCs • Agency Policy Guidance/Clarification • Agency supplements to the DR 5013-6 must be submitted to the OPPM/CCSC before implementation • Program Reviews • File Management • Convenience Check Waiver Request • LAPC • Serve as primary contact for cardholders and AOs • Monitor day-to day operations • File Management • Cardholder/AO Reviews

  8. Responsibilities - Coordinators Monitoring & Oversight • APC • Conduct agency-wide oversight of the purchase card program • Ensure LAPCs comply with Federal/Departmental/Agency regulations and policy • Ensure LAPCs have completed required training • Perform Annual Program Reviews • Ensure internal controls are in place and are being utilized to mitigate instances of fraud, waste, and abuse

  9. Responsibilities - Coordinators Monitoring & Oversight continued… • LAPC • Monitor cardholder purchases using AXOL • Approve cardholder accounts on an emergency basis • Monitor AO final approval process in AXOL • Perform Quarterly LAPC Review and submit to APC

  10. Responsibilities - Coordinators Reporting • Standard Reports • Management/Oversight • Account List (Program Management/Administration) • Transaction Approval Status (Program Management/Administration) • System User List (Administration/User Management) • Custom Reports • Purchase Limit Report • Dormant/ Low Use Report • Convenience Check Report • Convenience Check Privileges • Split Transactions • High Spend Merchants

  11. Responsibilities - Coordinators

  12. Responsibilities - Coordinators

  13. Responsibilities - Coordinators

  14. Responsibilities - Cardholders • Complete required training • Use purchase card within delegated authority • Obtain prior approval prior to purchasing • Acquire environmentally preferable products and services • Obtain independent receipt and acceptance for purchases over $300 • Approve transactions in a timely and accurate fashion and forward transaction documentation to AO for final approval

  15. Responsibilities – Approving Officials • Complete required training • Nominate cardholders after completion of required training by cardholder and AO • Review documentation forwarded by cardholder to timely and accurately final approve transactions in AXOL

  16. Approval/Final Approval Policy • Cardholders • Approve transactions every 30 days • Only cardholders approve their individual account • Card will be temporarily closed when transactions are not approved within 60 days • When temporarily closed, card will not be re-activated until all transactions are approved and a request to re-instate is submitted to LAPC by supervisor

  17. Approval/Final Approval Policy • AOs • Final approves transactions every 30 days • Accounts assigned to the AO will be temporarily closed when transactions are not approved within 60 days • When temporarily closed, reinstatement of accounts occur when request to reinstate is submitted to LAPC from AOs supervisor

  18. Reimbursement Policy • Cardholder Liability • Reimburse government for the cost of unauthorized or erroneous transactions that the cardholder has not resolved or properly disputed within the 90-day disputes window. • Reimburse government for the cost of the improper purchase and be subject to administrative/disciplinary action. • AO Liability • Reimburse the government for the cost of purchase in instances where official directs an erroneous purchase to be made by or directs a cardholder to purchase items/services that are subsequently determined to be improper and be subject to disciplinary action.

  19. Separation of Duty Policy • Complies with A-123 • No one individual shall control all key aspects of a transaction, except for purchases under $300 • Minimizes risk of fraud, misuse and abuse

  20. Annual Check Waiver Policy • Annual Check Writing Waiver Limits • Submit annual check writing waiver request on fiscal year basis • Two types of waivers: • Annual waiver authority – submitted on yearly basis • Waiver for exigencies – submitted when needed

  21. Questions

  22. 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/.

More Related