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

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/.