United States Department of Agriculture Office of Procurement & Property Management Charge Card Service Center USDA Purchase Card Coordinators Policy Training Review of DR GSA SmartPay ® Conference Tuesday July 28, :30-1:40pm Room North 231 A-C, Phoenix Convention Center

– USDA Charge Card Service Center – Purchase Card Training 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 2

– USDA Charge Card Service Center – Purchase Card Training Qualifications Coordinators  APC 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 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. 3

– USDA Charge Card Service Center – Purchase Card Training 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. 4

– USDA Charge Card Service Center – Purchase Card Training 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 5

– USDA Charge Card Service Center – Purchase Card Training Responsibilities - Coordinators Program Management Management and Oversight Reporting 6

– USDA Charge Card Service Center – Purchase Card Training Responsibilities - Coordinators Program Management APC  Serve as primary contact for LAPCs  Agency Policy Guidance/Clarification -Agency supplements to the DR 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 7

– USDA Charge Card Service Center – Purchase Card Training 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 8

– USDA Charge Card Service Center – Purchase Card Training 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 9

– USDA Charge Card Service Center – Purchase Card Training 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 10

– USDA Charge Card Service Center – Purchase Card Training Responsibilities - Coordinators 11

– USDA Charge Card Service Center – Purchase Card Training Responsibilities - Coordinators 12

– USDA Charge Card Service Center – Purchase Card Training Responsibilities - Coordinators 13

– USDA Charge Card Service Center – Purchase Card Training 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 14

– USDA Charge Card Service Center – Purchase Card Training 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 15

– USDA Charge Card Service Center – Purchase Card Training 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 16

– USDA Charge Card Service Center – Purchase Card Training 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 17

– USDA Charge Card Service Center – Purchase Card Training 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. 18

– USDA Charge Card Service Center – Purchase Card Training 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 19

– USDA Charge Card Service Center – Purchase Card Training 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 20

– USDA Charge Card Service Center – Purchase Card Training Questions 21

United States Department of Agriculture Office of Procurement & Property Management Charge Card Service Center Additional information on the Charge Card Service Center including News, Notices, POC Lists, Guides & Reference Material, Training Information, etc… can be accessed at