Cardholder's Purchase Card Program Guide

[Pages:58]Cardholder's Purchase Card Program Guide

USDA Purchase Card Program

USDA OPPM Charge Card Service Center Originated: 06/01/2009 Updated: 07/01/2014 Version: 3.0

Cardholder's Purchase Card Program Guide

Document Version: 3.0

Revision History

Table 1 provides the revision history of this document.

Table 1. Revision History

Version

Date

Definition

1.0

06/01/2009 Initial version.

2.0

04/16/2014 1. Reformatted and updated layout of document, including

updating the headers and footers with the document

information.

2. Added a Revision History section.

3. Added an Introductory section.

4. Moved and expanded the acronym section.

5. Removed content for FFIS and updated for FMMI.

6. Reorganized sections within the document.

7. Updated broken links.

8. Moved, updated content, and updated formatting of the Training

section.

9. Added in new links to forms/documents on the CCSC Web site.

10. Updated Prohibited Items sections with information from the

DR.

11. Updated the Cardholders Approving/Re-allocating Transaction

section with required fields to complete for a purchase card

transaction and for a convenience check transaction.

12. Added in new section, 7.5.4.1.1, for updating the Comments

fields on the Comments tab page in Access Online (based on

content from Comments Tab Training).

13. Added in new section, 7.5.3, Identifying purchases as Green

Purchases.

14. Updated information on Refresher Training in section 5.3.

15. Updated Appendix A, Charge Card Reference Materials.

3.0

07/01/2014 1. Updated section, "Program Support," with the removal of

content that indicated CCSC supported multiple lines of

business (purchase card, fleet, and travel) to the support of the

purchase card.

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Cardholder's Purchase Card Program Guide

Table of Contents

1 INTRODUCTION ............................................................................................................................................ 1

1.1 PURPOSE OF DOCUMENT .......................................................................................................................................1 1.2 SCOPE OF DOCUMENT...........................................................................................................................................1 1.3 LOCATION OF DOCUMENT......................................................................................................................................1 1.4 REFERENCES........................................................................................................................................................1 1.5 ABBREVIATIONS AND ACRONYMS ............................................................................................................................1 1.6 PROVIDING FEEDBACK TO THE CCSC........................................................................................................................3

2 PURCHASE CARD OVERVIEW ........................................................................................................................ 4

2.1 USDA GOVERNMENT-WIDE COMMERCIAL PURCHASE CARD ........................................................................................4 2.2 PURCHASE LIMITS.................................................................................................................................................4

2.2.1 Single Purchase Limit .............................................................................................................................4 2.2.2 Monthly Purchase Limit .........................................................................................................................4

3 PROGRAM SUPPORT..................................................................................................................................... 5

3.1 USDA CHARGE CARD SERVICE CENTER ....................................................................................................................5 3.2 ACCESS ONLINE ...................................................................................................................................................5 3.3 U.S. BANK WEB-BASED TRAINING...........................................................................................................................5 3.4 U.S. BANK GOVERNMENT SERVICES TECHNICAL AND TRAINING HELP DESK.....................................................................5

4 RESPONSIBILITIES ......................................................................................................................................... 6

4.1 DEPARTMENTAL PROGRAM MANAGER.....................................................................................................................6 4.2 AGENCY PROGRAM COORDINATOR..........................................................................................................................6 4.3 LOCAL AGENCY PROGRAM COORDINATOR.................................................................................................................6 4.4 APPROVING OFFICIAL............................................................................................................................................6 4.5 CARDHOLDER ......................................................................................................................................................6

5 TRAINING REQUIREMENTS ........................................................................................................................... 8

5.1 NON-WARRANTED (NON-PROCUREMENT) CARDHOLDERS ............................................................................................8 5.2 WARRANTED CARDHOLDERS ..................................................................................................................................9 5.3 REFRESHER TRAINING............................................................................................................................................9

6 ACCESSING THE ACCESS ONLINE SYSTEM.................................................................................................... 10

7 SPECIAL INSTRUCTIONS .............................................................................................................................. 11

7.1 PURCHASE CARD ADMINISTRATION........................................................................................................................11 7.1.1 Nominating a Cardholder ....................................................................................................................11 7.1.2 Activating a New Card .........................................................................................................................11 7.1.3 Non-Receipt of Requested Purchase Cards ..........................................................................................11 7.1.4 Non-Receipt of Checks .........................................................................................................................11 7.1.5 Replacing a Card ..................................................................................................................................11 7.1.6 Renewing/Reissuing a Card .................................................................................................................12 7.1.7 Reordering Checks................................................................................................................................12 7.1.8 Reporting Lost or Stolen Cards.............................................................................................................12 7.1.9 Reporting Lost or Stolen Checks...........................................................................................................12

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7.1.10 Requesting Stop Payment of a Check..............................................................................................13 7.1.11 Retaining Check Copies ...................................................................................................................13 7.1.12 Replacing an AO ..............................................................................................................................13 7.1.13 Changing Cardholder Information ..................................................................................................13 7.1.14 Cardholder Purchase Card Billing Address ......................................................................................14 7.1.15 Processing Transfers, Reassignments, or Departures .....................................................................14 7.1.16 Suspending/Cancelling Cards for Nonpayment of Transactions .....................................................15 7.1.17 Cycle Date .......................................................................................................................................15 7.1.18 Year-End Roll Over of Accounting Codes .........................................................................................15 7.1.19 Freedom of Information Act Requests ............................................................................................16 7.1.20 Merchant Category Code Blocking..................................................................................................16 7.1.21 Tax Exemption.................................................................................................................................16 7.1.22 Foreign Currency .............................................................................................................................16 7.2 AUTHORIZATION TO USE A PURCHASE CARD............................................................................................................17 7.2.1 Delegation of Authority .......................................................................................................................17 7.2.2 Micro-Purchases ..................................................................................................................................17 7.2.3 Authorization to Purchase Goods/Services ..........................................................................................17 7.2.4 Authorized Use by Non-Procurement Personnel..................................................................................17 7.2.5 Authorized Use of the Purchase Card and Alternative Payment Methods ..........................................18 7.2.6 Unauthorized Use of the Card and Alternative Payment Methods......................................................19 7.2.7 Guidelines for Using Purchase Cards/Alternative Payment Methods ..................................................20 7.2.8 Separation of Duties ............................................................................................................................20 7.2.9 Simplified Acquisition and Formal Contracts .......................................................................................21 7.2.10 Accountable/Sensitive Property ......................................................................................................21 7.3 PURCHASABLE ITEMS ..........................................................................................................................................21 7.3.1 Prohibited Items...................................................................................................................................21 7.3.2 Restrictions on Acquiring Food and Bottled Water..............................................................................22 7.3.3 Honoraria or Promotional Items ..........................................................................................................22 7.3.4 Gifts/Gift Cards ....................................................................................................................................22 7.4 REQUIRED SOURCES/COMPETITION .......................................................................................................................23 7.4.1 Required Sources..................................................................................................................................23 7.4.2 Competition .........................................................................................................................................23 7.4.3 Purchasing Recycled and Environmentally-Preferable Products and Services .....................................23 7.4.4 Commercial Printing ............................................................................................................................24 7.4.5 Meetings and Conferences...................................................................................................................24 7.5 HOW TO USE THE PURCHASE CARD .......................................................................................................................26 7.5.1 Using Convenience Checks ...................................................................................................................26 7.5.2 Using Alternative Payment Methods ...................................................................................................26 7.5.3 Identifying Purchases as Green Purchases in Access Online ................................................................26 7.5.4 Approving/Re-allocating Transactions Process....................................................................................26 7.5.5 Changing Default Accounting Codes....................................................................................................31 7.5.6 Disputing a Questionable Transaction .................................................................................................33 7.5.7 Reporting Fraudulent Transactions......................................................................................................34 7.5.8 Closing/Cancelling Accounts ................................................................................................................35 7.5.9 Reimbursing the Government for Unauthorized or Erroneous Transactions .......................................36 7.5.10 Maintaining Documentation and Retention Procedures.................................................................36

8 PROVIDING MANAGEMENT AND OVERSIGHT............................................................................................. 38

9 TAKING ADMINISTRATIVE ACTIONS............................................................................................................ 39

9.1 IMPROPER PURCHASE..........................................................................................................................................39 9.2 FRAUDULENT PURCHASE......................................................................................................................................40

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APPENDIX A: CHARGE CARD REFERENCE MATERIALS........................................................................................... 41

APPENDIX B: BUYING GREEN ............................................................................................................................... 42

APPENDIX C: PROHIBITED ITEMS ......................................................................................................................... 44

APPENDIX D: RECOMMENDED ADMINISTRATIVE ACTIONS ................................................................................. 46

APPENDIX E: REQUIRED SOURCES OF SUPPLY...................................................................................................... 48

SUPPLIES ....................................................................................................................................................................48 GSA CUSTOMER SUPPLY CENTERS (CSCS)........................................................................................................................50 SERVICES .................................................................................................................................................................... 52

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List of Figures

Figure 1. Welcome to Access Online (Login) Page ..................................................................... 10 Figure 2. Access Online Home Page ............................................................................................ 10 Figure 3. Comments Tab in Access Online .................................................................................. 27

List of Tables

Table 1. Revision History ............................................................................................................... ii Table 2. References......................................................................................................................... 1 Table 3. List of Abbreviations and Acronyms................................................................................ 1 Table 4. Continuous Learning Points for Access Online WBT...................................................... 8 Table 5. Refresher Training in AgLearn......................................................................................... 9 Table 6. U.S. Bank's Schedule for Suspension/Cancellation of Cards ......................................... 15 Table 7. Examples of Disputed Transactions ............................................................................... 33 Table 8. File Retention Period for Other Transaction Types ........................................................ 37 Table 9. Prohibited Items .............................................................................................................. 44 Table 10. Recommended Administrative Actions ........................................................................ 46

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Cardholder's Purchase Card Program Guide

1 Introduction

1.1 Purpose of Document

Cardholder's are encouraged to read this guide thoroughly and retain it as a reference tool in addressing the procedures and proper management of U.S. Department of Agriculture's (USDA) participation in the use of the purchase card.

1.2 Scope of Document

This Cardholder's Purchase Card Program Guide provides you with information necessary to administer the Purchase Card Program within your office. The document is intended to supplement Departmental Regulation (DR) 5013-6: Use of the Purchase Card and Related Alternative Payment Methods (November 2012) (herein referred to as DR 5013-6) in establishing Department-wide standards and policy for all USDA agencies to maintain and operate an effective Purchase Card Program. In the event of a conflict between DR 5013-6 and the Cardholder's Purchase Card Program Guide, the policies and procedures of DR 5013-6 shall govern.

1.3 Location of Document

This document is located on the CCSC Web site with other guides, reference materials, and training documents.

1.4 References

Table 2 provides a list of references used in the document.

Table 2. References

References

Departmental Regulation (DR) 5013-6: Use of the Purchase Card and Related Alternative Payment Methods (November 2012)

1.5 Abbreviations and Acronyms

Table 3 provides a list of abbreviations and acronyms used within the document.

Table 3. List of Abbreviations and Acronyms

Term

Definition

AbilityOne Access Online

The AbilityOne Program is the largest source of employment for people who are blind or have significant disabilities in the United States. More than 500 nonprofit organizations employ these individuals and provide quality products and services to the Federal Government at a fair market price. (Formerly JWOD)

Access? Online

AGAR

Agriculture Acquisition Regulation

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Term AO APC BOCC CCSC CFO COR CSC CSQI DAC DCIA DCN DOD DPM DR

EAS EIN EPA FAR FEMP FFIS FPDS/SF FPI FPOC FSS GPO GSA IAS ID/IQ IT JCP JWOD

Definition Approving Official Agency Program Coordinator Budget Object Classification Codes Charge Card Service Center Chief Financial Officer Contracting Officer's Representative Customer Service Center Cardholder Statement of Questioned Item Default Accounting Code Debt Collection Improvement Act of 1996 Document Control Number Department of Defense Departmental Program Manager Departmental Regulation (DR) 5013-6: Use of the Purchase Card and Related Alternative Payment Methods (November 2012) Electronic Access System (EAS) Employee Identification Number Environmental Protection Agency Federal Acquisition Regulation Federal Management Program Foundation Financial Information System Federal Procurement Data System/Standard Form Federal Prison Industries, see UNICOR Financial Point of Contact Federal Supply Schedule Government Printing Office General Services Administration Integrated Acquisition System Indefinite Delivery/Indefinite Quantity Information Technology Joint Committee on Printing Javits-Wagner-O'Day Act, see AbilityOne

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