1. Federal Acquisition Service U.S. General Services Administration Roberto Devarie, Business Management Specialist Michael Bertty II, Contract Specialist U.S. General Services Administration Office of Charge Card Management GSA SmartPay® Purchase Cardholder Training 2008 GSA EXPO

2. Federal Acquisition Service U.S. General Services Administration 2 Value to the Customer  Value: Learn how/when to use the GSA SmartPay® Purchase Card to save the government time and money.  Value: Learn information about key players in the GSA SmartPay® program to ensue proper use of the GSA SmartPay ® purchase card.

3. Federal Acquisition Service U.S. General Services Administration 3 AGENDA  Did you know?  GSA SmartPay® Facts and Updates  The Players  Proper Card Use  Making Purchases  Card Administration  References  Quiz

4. Federal Acquisition Service U.S. General Services Administration 4 DID YOU KNOW?  $18.7 Billion in purchase card spend in FY07  24.7 Million purchase card transactions processed in FY07  Just under 300,000 purchase cardholders in FY07  $1.8 Billion in administrative savings

5. Federal Acquisition Service U.S. General Services Administration 5 FACTS AND UPDATES  Current GSA SmartPay ® Contract  5 year Master Contract with 5 One-Year Options  Purchase, Travel, Fleet and Integrated Charge Cards  Expires November 29, 2008  GSA SmartPay ® 2 Contract  “SP2” will begin Nov. 30, 2008  4 year Master Contract base period –One 4 year option period –One 3 year option period  Purchase, Travel, Fleet and Integrated Charge Cards

6. Federal Acquisition Service U.S. General Services Administration 6 GETTING STARTED  Account Set-Up  “For Official Government Use Only”  Card Benefits  Saves Time, Money and Resources  Financial Cash Management  Worldwide Acceptance (VISA® & Master Card®)

7. Federal Acquisition Service U.S. General Services Administration 7 THE PLAYERS  Cardholders  Government Purchaser  Responsible for Proper Use  Accountability for Card and Purchases  Approving Official  Assure Proper Use of the Card  Ensures that Purchases are Necessary to Accomplish the Mission of the Agency

8. Federal Acquisition Service U.S. General Services Administration 8 THE PLAYERS Cont’d  Agency/Organization Program Coordinator (A/OPC)  Focal Point for Questions  Task Order Administration  Establishes and Maintains Accounts  Issuance and Destruction of Cards  Transaction Dispute Officer (TDO)  Assist in Resolution of Transaction Disputes  Works with A/OPC and Contractor  Centrally Billed Accounts (CBAs)

9. Federal Acquisition Service U.S. General Services Administration 9 THE PLAYERS Cont’d  Designated Billing Office (DBO)  Receives CBA Invoices  Ensures Prompt Payment of Invoices  Works with A/OPC and Contractor  Purchase Card Contractor  5 Contractors (SP2 has less)  Issues Cards  Pays Merchants  24-hour Customer Service

10. Federal Acquisition Service U.S. General Services Administration 10 THE PLAYERS Cont’d  Merchant  Source for Your Supplies or Services  Small Business preference  Strategic Sourcing and Schedules Discounts

11. Federal Acquisition Service U.S. General Services Administration 11 PROPER CARD USE  Standards of Ethical Conduct  Gifts from Sources  Definitions  Basic Gift Rules  Acceptable  Unacceptable

12. Federal Acquisition Service U.S. General Services Administration 12 PROPER CARD USE Cont’d  Recognizing Fraud  Definition  Indicators –Government Fraud –Merchant Fraud  Reporting Fraud  Alert  Report to Proper Channels

13. Federal Acquisition Service U.S. General Services Administration 13 REMEDIAL ACTIONS  Counseling  Disciplinary action  Notation in performance evaluation  Reprimand  Suspension or cancellation of account  Suspension or termination of employment  Criminal prosecution

14. Federal Acquisition Service U.S. General Services Administration 14 MAKING PURCHASES  Initial Card Receipt  Verify Card Information  Plan Monthly Purchases  Ensure Funds Availability  Conduct Market Research  Select the Best Value  (Comparison Shopping)  Buy Green

15. Federal Acquisition Service U.S. General Services Administration 15 MAKING PURCHASES Cont’d  Seek State Tax Exemption  Talk to Merchants  Point of Sale Discounts  Determine Dollar Limits  Select Required Sources  508 Compliance* *Federal law that requires all Electronic and Information Technology (E & IT) procured, maintained, used, or developed by the federal government is accessible for people with disabilities.

16. Federal Acquisition Service U.S. General Services Administration 16 MAKING PURCHASES Cont’d  Limits  Prohibitions  Long-Term Rental or Lease of Land or Buildings  Travel or Travel Related Expenses (excluding conference rooms, meeting spaces and local transportation services)  Cash Advances (unless permitted by agency)

17. Federal Acquisition Service U.S. General Services Administration 17 MAKING PURCHASES Cont’d  Placing Your Order  Over the Counter  By Telephone or Fax  On-line  Accurate Quotes  Avoid “Splitting Requirements”  Keep Your Records

18. Federal Acquisition Service U.S. General Services Administration 18 MAKING PURCHASES Cont’d  After Your Purchase  Acceptance Procedures  Cancellation  Purchase Return  Obtain Redress

19. Federal Acquisition Service U.S. General Services Administration 19 MAKING PURCHASES Cont’d  Obtain Sales Draft Copies  Unapproved Purchases  Credit Reconciliation  Convenience Checks

20. Federal Acquisition Service U.S. General Services Administration 20 CARD ADMINISTRATION  Requesting a Higher Dollar Limit  Statement Reconciliation  Lost/Stolen Cards  Renewal  Accounting Code Changes  Name/Business Changes

21. Federal Acquisition Service U.S. General Services Administration 21 CARD ADMINISTRATION Cont’d  Suspension  Cancellation  Billing Concerns  Item Billed, Not Received  Item Billed, Returned but Not Credited  Multiple Billing  Item Billed, Not Ordered

22. Federal Acquisition Service U.S. General Services Administration 22 CARD ADMINISTRATION Cont’d  Statutes  Federal Acquisition Regulations (FAR)  Federal Management Regulations (FMR)  Federal Acquisition Streamlining Act of 1994 (FASA)  OMB Circular A-123 (Appendix B)

23. Federal Acquisition Service U.S. General Services Administration 23 REFERENCES  GSA SmartPay®  www.gsa.gov/smartpay  Master Contract, State Tax Letters, GSA Points of Contact, Purchase Card A/OPC Listing, Contractor Points of Contact  Ethics Resource Library  www.usoge.gov/home.html  Prompt Pay Act  www.fms.treas.gov/prompt/  FAR  www.arnet.gov/far/

24. Federal Acquisition Service U.S. General Services Administration 24 QUIZ 1. The Purchase Card can be used in the event of a personal emergency if, and only if the cardholder’s name is imprinted on the front of the card. 2.The A/OPC serves as the focal point for answering questions related to the purchase card. 3.An employee suspected of misuse should not be reported until he/she is caught “red- handed.” FALSE TRUE FALSE

25. Federal Acquisition Service U.S. General Services Administration 25 QUIZ 4. Fraud is loosely defined as any act that is deceptive for personal gain. 5.If you are using the Purchase Card, competition is not required when making purchases over $3,000. 6.If your Purchase Card is lost or stolen, you should report it to the A/OPC immediately. TRUE FALSE TRUE

26. Federal Acquisition Service U.S. General Services Administration 26 QUESTIONS ? www.gsa.gov/smartpay

27. Federal Acquisition Service U.S. General Services Administration 27 Michael Bertty II Contract Specialist GSA SmartPay® Michael.Bertty@gsa.gov 703-605-21789 Roberto Devarié Business Management Specialist GSA SmartPay® Roberto.Devarie@gsa.gov 703-605-2521