U.S. General Services Administration Perry Hampton Director, Utilization and Analysis Division Office of Charge Card Management General Services Administration Perry Hampton Director, Utilization and Analysis Division Office of Charge Card Management General Services Administration GSA Training Conference and Expo May , 2012 GSA SmartPay - The Basics of Travel, Purchase, Fleet and Integrated Charge Cards

2 Polling the Audience  Level 1 A/OPCs  Level 2 A/OPCs  Level 3 A/OPCs  Level 4 through 8 A/OPCs  Other  Unsure

3 Objectives  Provide A/OPCs and cardholders general information about the three types of GSA SmartPay Charge Cards available to Federal government agencies and organizations  Discuss the roles and responsibilities in managing a charge card program, share some leading practices, and provide some general resources available to agencies/organizations

4 Overview of the GSA SmartPay Program

5 GSA SmartPay Program Overview More than 350 Federal government agencies/ organizations obtain charge card products and services and payment solutions through GSA’s SmartPay 2 master contract :  Federal government agencies/organizations are able to issue task orders against the GSA SmartPay2 Master contract for charge card products and services from a contract bank:  Citibank  JP Morgan  U.S. Bank  Agencies/organizations pay no direct fees to use the GSA SmartPay Program

6 GSA SmartPay Program - Stakeholders There are several GSA SmartPay stakeholders and the graphic below illustrates each programmatic relationship: Office of Management and Budget (OMB) Perform oversight of the government-wide charge card program Agencies/Organizations Use charge card products and services to support their missions and operations MasterCard/ VISA Partner with the banks to issue GSA SmartPay® 2 charge cards Banks Provide charge card products and services through GSA SmartPay® 2 Master Contracts; partner with MasterCard/VISA to issue cards Office of Charge Card Management (OCCM) Provides overall program management and advocacy

7 FY 2011 GSA SmartPay Statistics FY 2011 Total Program Spend:$30.8 Billion FY 2011 Total Transactions:100.4 Million FY 2011 Total Cards Issued:3.6 Million FY 2011 Net Agency Refunds:$297.9 Million Cards (Millions) Transactions (Millions) Spend (Billions) FY 2009FY 2011FY 2010FY 2009FY 2011 FY 2010 FY 2009FY 2011 FY 2010 TravelFY 09FY 10FY 11 Spend $8.9 B$9.5B$9.6B Transactions 45.3 M50.0M49.8M Cardholders 2.2 M 2.5M FleetFY09FY 10FY11 Spend $1.5 B$1.8 B$2.2 B Transactions 25.9 M27.7M29.3M Cards 650 K633K856K PurchaseFY 09FY 10FY 11 Spend $19.3B$19.2B$19.0B Transactions 21.9 M22.2M21.3M Cardholders 270 K257K278K

8 GSA SmartPay Purchase Card

9 In accordance with the Federal Acquisition Regulation, the GSA SmartPay Purchase Charge Card is the preferred method to purchase and pay for micro-purchases (FAR Part ):  For purchases above the micro- purchase threshold, the Purchase Card may be used as an ordering and payment mechanism  In FY 2010, more than $4.5 billion was spent on purchases above $10,000, government-wide (approximately 24 percent of Purchase Card spend) PurchaseFY 09FY 10FY 11 Spend $19.3B$19.2B$19.0B Transactions 21.9 M22.2M21.3M Cardholders 270 K257K278K Spend:$19.0 Billion Transactions:21.3 Million Cardholders:278 K FY 2011 Statistics

10 Overview of the Purchase Card All purchase card accounts are Centrally Billed Accounts (CBA), and the Federal government is liable for the transactions made by authorized cardholders:  The government is not liable for transactions on the Purchase Card when the use of the card is by a person who does not have actual, implied, or apparent authority for such use  If the card is used by an authorized cardholder to make an unauthorized purchase, the agency/organization is responsible for taking appropriate action against the cardholder such as:  Cancellation of Purchase Card  Notation in employee performance evaluation  Suspension and or termination of employment  Long-term rental land/building lease, travel, and cash advances are not allowable expenses on the Purchase Card

11 Understanding Micro-purchase In accordance with the Federal Acquisition Regulation (FAR), a micro-purchase is an acquisition of supplies, goods or services in which the amount does not exceed $3,000.  The limit is $2,000 in the case of construction, $15,000 in the case of contingency operations inside of the United States, and $25,000 in the case of contingency operations outside of the United States  Cardholders cannot split purchases in order to stay below authorized spend limits  For purchases above the micro-purchase threshold, the Purchase Card may be used as an ordering and payment mechanism, however not as a contracting mechanism

12 GSA SmartPay Travel Card

13 GSA SmartPay Travel Charge Card The Travel Card can be used for official government travel and travel-related costs, and allows access to GSA City Pair Program reduced airfares:  Agency/organizations are able to reduce travel processing costs and earn refunds  Annual spend has nearly tripled since the program’s inception in 1998  Travel Card Revenue funds the GSA City Pair reduced cost airline ticket program Spend:$9.6 Billion Transactions:49.8 Million Cardholders:2.5 Million FY 2011 Statistics TravelFY 09FY 10FY 11 Spend $8.9 B$9.5B$9.6B Transactions 45.3 M50.0M49.8M Cardholders 2.2 M 2.5M

14 Regulatory History of the Travel Card There are several historical laws and regulations that govern the use of the GSA SmartPay Travel Card.  Travel and Transportation Reform Act of 1998 (P.L ) mandates Travel Card use for government travel expense payment Exemptions (e.g., employees who travel less than five times a year) are allowed in accordance with the Federal Travel Regulation (FTR)  Consolidated Appropriations Act of 2008 (P.L ) requires each agency/organization to evaluate the credit worthiness of an individual before issuing a Travel Card (existing cardholders exempt)  Office of Management and Budget Circular A-123, Appendix B establishes requirements for improving charge card programs, which include maintaining a charge card management plan, training, risk management controls, and managing refunds. These can be supplemented by individual agency policies and procedures

15 Travel Card Use for Local Travel There have been recent changes to the FTR about local travel, using the GSA SmartPay Travel Card use.  New optional use of the card for local travel will be for agencies, at their discretion  DoD Joint Travel Regulations already permits use of the Travel Card for local travel expenses  Examples of local travel include -- but are not limited to -- taxi fares, public transportation, and ferry tickets  OCCM recommends that agencies/organizations develop and issue internal policies addressing oversight and internal controls for managing use of the Travel Card for local travel

16 Types of GSA SmartPay Travel Cards Centrally Bill Accounts (CBA) and Individually Billed Accounts (IBA) Travel Cards:  Standard Travel Cards: o Total credit/cash limits will vary based on agency/organization policy o Spilt disbursement is mandatory o Billing statement mailed to cardholder’s address  Restricted Travel Cards: o Total credit/cash limits will vary based on agency/organization policy o A/OPC “Activation/Deactivation” may be required o Spilt disbursement is mandatory o Billing statement mailed to cardholder’s address  Centrally Billed Accounts (Transportation Accounts and Unit Cards): o Limited use o Credit limit consistent with agency/organization mission o Government liability o Account Manager is responsible for management and reconciliation

17 GSA SmartPay Fleet Card

18 GSA SmartPay Fleet Card Use of Fleet Cards enable agencies/organizations to conveniently obtain fuel and maintenance for vehicles and equipment.  Help manage tax recovery efforts  Collect detailed fleet management data Spend:$2.2 Billion Transactions:29.3 Million Cardholders:856 K FY 2011 Statistics FleetFY09FY 10FY11 Spend $1.5 B$1.8 B$2.2 B Transactions 25.9 M27.7M29.3M Cards 650 K633K856K

19 Overview of the Fleet Card The benefits of using the GSA SmartPay Fleet card include.  There are more than 135,000 fuel providers that accept the GSA SmartPay Fleet Card and there are more than 45,000 maintenance locations that accept the GSA Fleet Card for transactions below $100  Real time authorization data available through robust platforms as Voyager and Wright Express provide Level-3 data (when available)  Fraud monitoring using Level-3 data, as program data allows Fleet Managers to monitor and detect any instances of fraud, waste, or abuse  If Fleet cards are lost, stolen, or damaged, replacement Fleet Cards are sent directly to cardholder or proxy

20 Types of GSA SmartPay Fleet Cards There are four types of Fleet Cards, which are:  Full Service Cards: Used to provide both fuel and maintenance to the majority of GSA Fleet  Mastercard/VISA Fleet Cards: MasterCard/VISA branded cards offers greatest range of acceptance both internationally and within the U.S. (most commonly used internationally in Puerto Rico, Virgin Islands, and America Samoa)  Fuel Only Cards: Used for short rental program to fuel vehicles, but does not cover maintenance  Maintenance Only Cards: Used in rare instances, and is for vehicle maintenance only

21 Charge Card Management Roles and Responsibilities

22 A/OPC Roles and Responsibilities Agency/Organization Program Coordinators (A/OPC) are liaisons between the agency/organization management, GSA SmartPay contract banks, cardholders, and the OCCM. Roles may differ with each organization, but could include:  Manage all agency/organization GSA SmartPay Card programs  Promote appropriate use of GSA SmartPay Charge Cards  Monitor and take appropriate action for fraud, waste, or abuse  Resolve technical and operational problems between GSA SmartPay2 contracting bank and the cardholders, as required  Develop agency/organization-specific policies and procedures, as necessary  Maintain open lines of communication

23 AO Roles and Responsibilities Approving Officials (AO) are often the first line of defense against fraud, waste, and abuse. Roles may differ with each agency/organization, but could include:  Review and approve all GSA SmartPay Charge Card transactions and verify transactions are appropriate and necessary for accomplishing the agency/organization’s mission  Monitor for and resolve all questionable charges  Monitor employee compliance with charge card regulations/guidance  Certify monthly invoices  Verify receipt of purchases and/or transactions

24 Cardholder Roles and Responsibilities (1 of 2) Cardholders must use the charge card in accordance with agency/organization policy and government regulations. Other responsibilities could include:  Keep up to date with required program and agency-specific training  Keep up to date on communications from A/OPCs, and take appropriate action, as required  Contact A/OPCs for card use questions  Immediately report a lost or stolen card  Gain access to the bank’s Electronic Access System (EAS)  Accurately monitor and track expenses, as well as keep all receipts, in accordance with agency policy  Ensure accounts are reconciled in a timely manner and submit full payment for each undisputed bill

25 Cardholder Roles and Responsibilities (2 of 2) Cardholders must NEVER:  Use the GSA SmartPay Charge Card for personal use  Obtain ATM advances which exceed the expected out-of pocket- expenditures  Allow monthly bill to become overdue; this could result in suspension or cancellation of a GSA SmartPay Charge Card  Wait for receipt of the monthly bill to file claims  Pay for another employee’s charge card expense(s)  Write Personal Identification Numbers (PIN) on the GSA SmartPay Charge Card or carry the PIN on their person (e.g., wallet or purse)

26 Bank Roles and Responsibilities The GSA SmartPay Program contractor banks – Citibank, JP Morgan Chase, and U.S. Bank – have important responsibilities, which include:  Provide AO or A/OPC the ability to view current statements, payment history, and account information to make payments electronically  Issue required reports to A/OPCs  Provide assistance with audits and investigations  Provide training on the use of the EAS and other program related matters

27 Charge Card Management Leading Practices

28 Charge Card Leading Practices There are some leading practices that may help AOs and A/OPCs in more effectively managing their GSA SmartPay Charge Card Program:  Monitor the appropriate reports and remind cardholders to pay their bills in a timely manner  Publish “Frequently Asked Questions” on the agency/organization’s internal website  Create a monthly newsletter for agency/organization travel policies and procedures  Develop automated reports, to eliminate manually performing data analysis  Maximize the use of program refunds and refund earnings potential

29 Mitigating Fraud, Waste, Abuse Risk (1 of 2) Misuse by employees impacts agency/organization charge card performance and refund earning potential. Some leading practices to mitigate this risk includes:  Establish agency/organization policies and procedures to detect and mitigate the risk of fraud, waste, and abuse  Emphasize standards of conduct/ethics and clearly state consequences for misuse  Periodically monitor authorization controls and set reasonable transaction limits  Restrict spend use through Merchant Category Code (MCC) blocks  Deactivate cards as appropriate – cards with little or no activity should be considered for closure  Manage delinquency and implement proper training  Review card activity through reports generated from the bank’s EAS

30 Mitigating Fraud, Waste, Abuse Risk (2 of 2) Agency/organizations can mitigate risks through:  Strict internal controls  Periodic reviews of spending and transaction limits  Conduct internal program reviews on regular basis  Monitor management reports, as generated by the EAS  Perform periodic reviews of charge card accounts  Solutions to detect and mitigate the risk of fraud, waste and abuse: Data mining Blocking card use for high risk merchant category codes Restrictive spending limits Review cardholder accounts and make adjustments, as necessary Establish internal controls to ensure accounts are closed, when necessary

31 Leading Practices – Reporting GSA SmartPay contractor banks are required to issue reports to A/OPCs that address transactions, payments, disputes, and delinquencies. A/OPCs should:  Monitor bank reports regularly, which will allow A/OPCs to oversee the agency/organization’s overall charge card financial condition and monitor for fraud waste, and abuse  Use bank reports proactively, not reactively for activities such as invoice and payment data and meeting OMB requirements  Understand and familiarize yourself with all available reports  Develop automated reports, specific to your agency/organization  Save reports in a shared folder so all A/OPCs can access them

32 Leading Practices – Reports There are several reports generated from the EAS that will assist A/OPCs in managing their GSA SmartPay Charge Card Program. These reports include, but are not limited to:  Account Activity Report  Declined Authorizations Report  Dispute Report  Unusual Spending Activity Report  Master File  Ad Hoc Report ** A full listing of agency/organization reports can be found in section C of the GSA SmartPay2 Master Contract

33 Leading Practices – Deactivation To help streamline agency/organization charge card programs, and to help mitigate the risk of fraud, waste, and abuse, deactivating cards that are no longer in use can be a powerful and proactive measure:  A/OPCs can quickly deactivate/reactivate cards electronically or by contacting the bank’s designated representative  If a card is deactivated, authorizations are declined at point of sale  Notify cardholder of deactivation, and communicate procedures to re-activate (e.g., who to call and when to call)  Be wary of automatic billing (e.g. magazine subscriptions) and forced transactions (e.g. vendor manually processing the charge card)  Close charge card accounts for cardholders who leave the agency (varies by agency policy and business line)

34 Leading Practices – Training Training cardholders is also a powerful tool in managing an agency/organization’s GSA SmartPay Program. A/OPCs are encouraged to:  Ensure cardholders and A/OPCs fulfill required training requirements  Provide a comprehensive face-to-face training as orientation for new cardholders  Engage in bank-sponsored training  Attend the Annual GSA SmartPay Training Conference and other SmartPay courses, as offered at the GSA Training Expo 2011  Ensure that training is easily accessible  Address standards of conduct/ethics and clearly state consequences for misuse

35 General Resources

36 GSA SmartPay Website The new GSA SmartPay website launched November 2010 at Please join the blog: What's New Program Statistics New Legislation State Tax Information Resources Managing Your Program Accepting GSA SmartPay® Cards Online Training for Cardholders and Program Coordinators

37 Bank Contact Information  Citibank ( Customer Service: (800)  JP Morgan Chase ( Customer Service: (888)  U.S. Bank ( Customer Service: (888)

38 Questions

39 Thank you for your time and attention! Contact Information: GSA SmartPay Program Support: (703) Please feel free to provide your feedback and thoughts on our website, available at Also, don’t forget to visit the GSA SmartBlog at: