federal acquisition service u.s. general services administration roberto devarie, business...
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Federal Acquisition Service
U.S. General Services Administration
Roberto Devarie, Business Management Specialist Michael Bertty II, Contract SpecialistU.S. General Services AdministrationOffice of Charge Card Management
Roberto Devarie, Business Management Specialist Michael Bertty II, Contract SpecialistU.S. General Services AdministrationOffice of Charge Card Management
GSA SmartPay® Purchase Cardholder Training
GSA SmartPay® Purchase Cardholder Training
2008 GSA EXPO 2008 GSA EXPO
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Federal Acquisition Service
U.S. General Services Administration
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.
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Federal Acquisition Service
U.S. General Services Administration
AGENDA
Did you know? GSA SmartPay® Facts and Updates The Players Proper Card Use Making Purchases Card Administration References Quiz
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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®)
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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)
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
THE PLAYERS Cont’d Merchant
Source for Your Supplies or Services Small Business preference Strategic Sourcing and Schedules Discounts
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Federal Acquisition Service
U.S. General Services Administration
PROPER CARD USE Standards of Ethical Conduct
Gifts from Sources Definitions
Basic Gift Rules Acceptable Unacceptable
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Federal Acquisition Service
U.S. General Services Administration
PROPER CARD USE Cont’d Recognizing Fraud
Definition Indicators
– Government Fraud– Merchant Fraud
Reporting Fraud Alert Report to Proper Channels
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Federal Acquisition Service
U.S. General Services Administration
REMEDIAL ACTIONS Counseling Disciplinary action
Notation in performance evaluation Reprimand Suspension or cancellation of account Suspension or termination of employment Criminal prosecution
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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.
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Federal Acquisition Service
U.S. General Services Administration
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)
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Federal Acquisition Service
U.S. General Services Administration
MAKING PURCHASES Cont’d Placing Your Order
Over the Counter By Telephone or Fax On-line
Accurate Quotes Avoid “Splitting Requirements” Keep Your Records
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Federal Acquisition Service
U.S. General Services Administration
MAKING PURCHASES Cont’d After Your Purchase
Acceptance Procedures Cancellation Purchase Return Obtain Redress
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Federal Acquisition Service
U.S. General Services Administration
MAKING PURCHASES Cont’d
Obtain Sales Draft Copies Unapproved Purchases Credit Reconciliation Convenience Checks
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Federal Acquisition Service
U.S. General Services Administration
CARD ADMINISTRATION Requesting a Higher Dollar Limit Statement Reconciliation Lost/Stolen Cards Renewal Accounting Code Changes Name/Business Changes
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Federal Acquisition Service
U.S. General Services Administration
CARD ADMINISTRATION Cont’d Suspension Cancellation Billing Concerns
Item Billed, Not Received Item Billed, Returned but Not Credited Multiple Billing Item Billed, Not Ordered
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Federal Acquisition Service
U.S. General Services Administration
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)
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Federal Acquisition Service
U.S. General Services Administration
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/
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
QUESTIONS ?
www.gsa.gov/smartpay
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Federal Acquisition Service
U.S. General Services Administration
Michael Bertty II
Contract Specialist
GSA SmartPay®
703-605-21789
Roberto Devarié Business Management
Specialist GSA SmartPay®
[email protected] 703-605-2521