1. Department of General Services CAL-Card Program Training
State of California
Department of General Services
CAL-Card Program Training
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U.S. Bank I.M.P.A.C. Government Services

2. OVERVIEW OBJECTIVES What is a CAL-Card - who can participate
CAL-Card History
Current Contract
Advantages
Costs
Prompt Payment Rebate
C.A.R.E.
Contract partners - program structure
Controls - system reports
How to participate - responsibilities
Support tools
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3. WHAT IS THE
???
Payment mechanism (all agency policies & procedures apply) for purchases of goods, services and travel expenses (travel for local agencies only) up to $25,000 per transaction, higher limits are available
government purchase card, issued in the name of the cardholder, billed to the agency
Agency determines merchant category codes and spending limits for each card
Three levels of billing information
Cardholder, Approving Official and Accounting Office
Management reports
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4. WHO CAN PARTICIPATE? Any tax funded agency in the State of California
Current participants: 825
State agencies (161)
CSU System / UC System (7)
Local government agencies (657)
27 Community Colleges
120 Cities
172 School Districts
39 Counties
178 Special Districts
(1/13/03)
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5. CAL-Card HISTORY
1990 CALTRANS inquired about a purchasing card for small dollar purchases
DGS - Looked at Federal Program
DGS - Reviewed statistics on small dollar purchase orders:
81% - less than $1,050/Avg. $324
$60 to $258 - average processing cost
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6. PILOT STUDY Participants included: Processing cost savings: 42.2% EDD
CHP
CALTRANS
DGS
DMV
Processing cost savings: %
(CAL-Card vs. Purchase Orders)
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7. CURRENT CONTRACTOR: Term: December 22, 2000 - December 22, 2006
Two year contract with four one year options for extension
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8. WHAT DOES CAL-Card REPLACE?
Purchase Orders
Travel Expense Claims
Local Agencies only
Petty Cash
Service Order
State Agencies limited to $5,000
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9. CAL-Card ADVANTAGES Expanded supplier base
No minimum card count or spend
Statewide support
Suppliers paid promptly
Eliminates multiple checks, one check
to U.S. Bank
Multiple billing cycles/levels
Choice of billing cycle dates-
from the 3rd to 27th
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10. More CAL-Card ADVANTAGES
Improved access to supplies and materials:
Walk-in purchases
Telephone
Internet
Obtained goods/services when needed
Controls-dollar and Merchant Activity Type (MAT) code limits/restrictions
Opportunities to save $$$
Training and support tools provided
at no cost
Cost free with the exception of late fees
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11. CAL-Card PROGRAM COSTS
Late Payment Penalty begins day 46 from invoice date
State Prompt Payment Act – 4.445%
Interest less than $75.00 for each invoice
is waived
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12. CAL-Card Rebate Program
Prompt Payment Rebate thru 40th day from date of invoice
Invoices paid in full minus any formal disputes
Sliding scale basis points
(pg A-63 of contract)
Rebate is a check mailed quarterly to your agency
Rebate must reach $75.00; paid at a minimum of once yearly
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13. Amount of Invoice x Percentage=Rebate
Prompt Payment Rebate
Check Date from Invoice Date Basis Points
1 to 3 days (0.62%)
4 to 7 days (0.56%)
8 to 12 days (0.48%)
13 to 16 days (0.41%)
17 to 20 days (0.35%)
21 to 24 days (0.28%)
25 to 28 days (0.22%)
29 to 32 days (0.15%)
33 to 36 days (0.09%)
37 to 40 days (0.02%)
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Amount of Invoice x Percentage=Rebate

14. C.A.R.E Customer Automation Reporting Environment
Comprehensive web based solution
for CAL-Card Program maintenance
Cardholder limits and MAT codes can be
changed “real time”
Secure and protected environment
Integration with your financial system
Web based training and PC lab training
Download cardholder Statement of Account day after cycle date
Monthly billing reports, R090, R060, F110, F107 are available 3 days after cycle date thru electronic file transfer
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15. CAL-Card PROGRAM PARTNERS
YOUR AGENCY
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16. CAL-Card PROGRAM PARTNER: Department of General Services
Request For Proposal (RFP) development
Contract negotiations and award
Contract management
Statewide marketing and training
Monitor program success
Generate new program enhancements
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17. ENHANCEMENTS Prompt Payment Rebate
Membership and administrative fees eliminated
Invoice due 45 days from invoice date
Accounting Overviews
Southern California User Groups
Websites, and
Additional U.S. Bank National Account Manager assigned to California
C.A.R.E. – U.S. Bank web based program for CAL-Card program management
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18. CAL-Card PROGRAM PARTNER: U. S. Bank
I.M.P.A.C. : International Merchant Purchase Authorization Card
Division within U. S. Bank for government purchase cards
Program implementation and support
Reporting, billing, payments, and dispute settlement systems
Monthly Reports available through:
C.A.R.E.- Customer Automation
and Reporting Environment (Contact U.S. Bank National Account Manager for additional information or set up)
Floppy Disk, Magnetic Tape, Hard Copy, Super Tracs
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19. CAL-Card PROGRAM PARTNER V I S A
VISA Logo/Bank Card Services Association
Develop CAL-Card program with U.S. Bank
Support CAL-Card marketing efforts
Dispute settlement system-must be filed within 60 days from transaction date
Fraud protection for agencies that have:
2- 4 cards = $5,000 per card
5+ cards = $15,000 per card
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20. AGENCY PROGRAM STRUCTURE Agency Program Coordinator
Accounting Officer
Cardholder
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Approving Official

21. The Cardholder Agency purchasing agent Receives monthly Cardholder
Statement of Account
Reconciles receipts to Cardholder Statement of Account and forwards to A/O
Authorizes payment and/or use of credits in a timely manner
Initiates disputes, completes and faxes CSQI to U. S. Bank
Monitors disputes thru to closure
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22. Approving Official Receives monthly R090 Report
Ensures all Cardholder Statements of Account are received with backup documentation attached
Monitors disputes thru to closure
Approves Cardholder Statements of Account in a timely manner
Compiles Cardholder Statements of Account, with R090 as a cover, and forwards the payment package to the Accounting Office
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23. Billing Office Receives monthly R060, F110, F107
Ensures all approved R090 payment packages are received and reconciled
against the R060
Payment is processed in a timely manner
Completes NIA forms as needed
Monitors invoice payments and disputes
thru to closure
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24. Agency Program Coordinator
Receives F107, F110, standard and
ad hoc reports
Adds/deletes Cardholders, Approving Officials and Billing Contacts
Establishes and changes Cardholder limits and MAT codes
Provides written procedures and training for:
Agency Program Coordinator/ Sub APC
Cardholder
Approving Official
Billing Office
Monitors program compliance and payment/dispute resolution
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25. SYSTEM CONTROLS Cardholder: Approving Official: Billing Office:
Single transaction, 30 day, quarterly
and annual spending limits
Merchant Activity Type Codes
Monthly Statement of Account
Approving Official:
30 day, quarterly and annual spending limits
Monthly statement and reports
Billing Office:
Monthly invoice and reports
Program Coordinator:
Cycle and system management reports
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26. CAL-Card Merchant Codes
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27. EXCLUDED MERCHANT CATEGORY CODES
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28. PROGRAM REPORTS Cardholder Statement of Account
A variety of reports are available to participants in the
CAL-Card Program as well as ad hoc reporting capability. Below are some of the standard program reports.
Cardholder Statement of Account
Business Account Summary (A/O)- R090
Financial Summary (invoice)- R060
Invoice Status Report - F110
New Account Report - G022
Merchant Activity Report - R900
Disputed Transaction Status Report - F107
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30. INSTRUCTIONS FOR DISPUTING A SALES TRANSACTION 1
INSTRUCTIONS FOR DISPUTING A SALES TRANSACTION 1. Attempt to resolve the dispute with the vendor. 2. Complete the Cardholder Statement of Questioned item form. This form is available from your Approving Official or Agency Program Coordinator. 3. Pay particular attention to: describing the attempted vendor resolution signing the form providing your day time telephone number including area code attaching any supporting documentation such as credit vouchers, return shipping documents such as postal receipts or UPS receipts, etc 4. Return the original form to: I.M.P.A.C. Government Services P.O. Box Fargo, ND The Statement of Questioned Item must be returned to l.M.P.A.C. Government Services promptly after the statement date on which the transaction appeared In order to preserve your rights to dispute the transaction. 6. Retain a copy for your files and forward a copy with your Certified Statement of Account to your Approving Official or other routing as indicated by your office's internal procedures. If you have any questions concerning disputing a transaction, you are encouraged to call l.M.P.A.C. Customer Service at so that we might assist you.
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37. HOW DOES AN AGENCY PARTICIPATE IN THE CAL-Card PROGRAM?
Send a “Request to Participate” to DGS
Complete an addendum to the Master Service Agreement (MSA) with U. S. Bank
Local agencies three years audited
financial reports
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39. AGENCY RESPONSIBILITIES
Designate:
Agency Program Coordinator & Sub. APC
Approving Officials
Cardholders
Accounting Coordinator
Establish card limits and restrictions
Develop procedural manuals and training
for all levels
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40. SUPPORT TOOLS U.S. Bank training video
Calcard.com (obtain password from
U.S. Bank National Account Manager)
pd.dgs.ca.gov/calcard (no password)
Boilerplate guidebooks for APC, A/O, CH and Accounting Officer, training video, fill and print forms. Program, Accounting and User Group schedules
Quarterly User Group Meetings
Program and Accounting Training
Participants list – disk /
CD of Program & Accounting Training
Issue memos- Proposals- Testimonials
CAL-Card Program Overview Binder
Contract – hard copy
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41. OVERVIEW BINDER TABLE OF CONTENTS
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42. QUESTIONS? CAL-CARD PROGRAM
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