U S Department Of Commerce Charge Card Management Plan-Books Pdf

U S Department of Commerce Charge Card Management Plan
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DEPARTMENT OF COMMERCE CHARGE CARD MANAGEMENT PLAN. Version History, Version Date Author, 1 0 3 31 2006 Dao Vissering. 2 0 3 01 2007 David Carter, 3 15 2007 Fred Fanning. 3 0 1 28 2008 David Carter, 3 1 6 30 2008 David Carter. 3 2 1 30 2009 David Carter, 3 3 1 29 2010 David Carter. 3 4 1 31 2011 David Carter, 3 5 1 31 2012 Ebony Jackson.
3 6 1 31 2013 Ebony Jackson, 3 7 2 28 2013 Ebony Jackson. 3 8 1 31 2014 Ebony Jackson, 3 9 1 30 2015 Ebony Jackson. 4 0 1 31 2016 Glen Vierk, Department of Commerce 1. DEPARTMENT OF COMMERCE CHARGE CARD MANAGEMENT PLAN. Table of Contents, 1 Introduction 3, 2 Personnel Management 3. 2 1 Key management officials 3, 2 2 Process for appointing cardholders and Approving Officials AOs 4.
2 3 Procedures at employment termination or transfer 5. 3 Training 6, 3 1 General 6, 3 2 Purchase Card Program 6. 3 3 Travel card program 8, 3 4 Fleet card program 8. 3 5 Record Keeping 8, 3 6 Ensuring effectiveness of training requirements 8. 4 Risk Management 9, 4 1 Creditworthiness policies and procedures 9. 4 2 Controls practices and procedures related to CBA delinquencies 9. 4 3 Controls practices and procedures related to IBA delinquencies 10. 4 4 Controls practices and procedures related to charge card misuse and abuse 10. 4 5 Appropriate authorization controls establishment 13. 4 6 Ensuring effectiveness of risk management controls 13. 5 Strategic Sourcing 14, 5 1 Ensuring effectiveness of strategic sourcing policies 14.
6 Refunds and Tax Recovery 15, 6 1 Refund management 15. 6 2 Tax recovery 15, 7 Reporting 15, 7 1 Reports 15. 8 Section 508 of the Rehabilitation Act 18, 8 1 Section 508 Compliance 18. 9 Environmental Requirements 19, 9 1 Environmental quality of products procured with purchase cards 19. Department of Commerce 2, DEPARTMENT OF COMMERCE CHARGE CARD MANAGEMENT PLAN.
1 Introduction, As required by OMB Circular A 123 Appendix B Improving the Management of. Government Charge Card Programs this plan outlines the policies and procedures within the. Department of Commerce DOC that are critical to the management of the charge card program. in order to ensure that a system of internal controls is followed and to mitigate the potential for. fraud misuse abuse and delinquency This document is intended to be a living document and. will be updated as changes occur within DOC s charge card program. The Department s SmartPay2 servicing bank is JP Morgan Chase MasterCard association for. all commercial charge card services purchase travel and fleet business lines JP Morgan. Chase s automated solution includes PaymentNet reporting tool and Account Center web based. card application tool MasterCard association s automated solution includes Expert Monitoring. System EMS a comprehensive risk management tool and their Enhanced Merchant Reporting. EMR tool These resulting solutions and business processes continue to enhance the. Department s charge card programs and are reflected in this update to the DOC Charge Card. Management Plan, 2 Personnel Management, 2 1 Key management officials. This section provides a list of the key card program management officials associated with the. charge card program within the agency along with their title and responsibilities The key officials. for each program are listed in the tables below, Charge Card Program. Name Title Responsibilities, Ajayi Akinsola Contracting Officer Contracting Officer for DOC. SmartPay2 Task Order, Glen Vierk Program Manager Provides policy leadership in.
Purchase Card APC Level 1 acquisition and procurement. management, Cecelia M Kizer DOC Travel Card Manager Travel card program. Jill Thomas Travel Card APC Level 1, Angela McGlathery Henry Travel Card APC Level 2. Lisa Singletary Travel Card APC Level 2, Byron Martin Travel Card APC Level 1 2. Andre Jessup Fleet Card APC Level 1 Fleet card program. Darrell Stewart Fleet Card APC Level 1, Eston Lewis Fleet Card APC Level 2. Mike McConnell Director CBC Chief Commerce Bankcard. Center CBC, Tracey Cureaux Purchase Card APC Level 2 NOAA AGO HQ EAD.
Denise Morrison Purchase Card APC Level 2 NOAA AGO CBC. Shannon Nelson Purchase Card APC Level 2 NOAA AGO WAD. Carla Robison Purchase Card APC Level 2 NOAA AGO CBC. JoAnn Roberts Purchase Card APC Level 2 NOAA AGO CBC. Kendra Webster Purchase Card APC Level 2 OSEC, Lisa Wade Purchase Card APC Level 2 USPTO. Samantha Brady Kristee Purchase Card APC Level 2 Census Bureau BEA ESA. Camilletti, Glenera Sisson Andrew Perry Purchase Card APC Level 2 NIST NTIS NTIA EDA BIS. OIG ITA MBDA NTIA, Department of Commerce 3, DEPARTMENT OF COMMERCE CHARGE CARD MANAGEMENT PLAN. 2 2 Process for appointing cardholders and Approving Officials AOs. This section outlines agency policies and procedures by program for appointing cardholders and. Approving Officials AOs, Purchase Card Program, The Head of Contracting Office HCO has the overall responsibility for managing the purchase. card program including convenience checks within an operating unit The HCO approves the. issuance of individual purchase cards and delegates management responsibilities in writing to the. Agency Program Coordinators APC approving officials and cardholders. Employees applying for contractor issued Government purchase cards are nominated by their. operating unit official All cardholder nominees for purchase card authority and approving officials. must complete the following training GSA purchase card web based training the servicing. bank s electronic access system and DOC customized purchase card training in classroom or. virtual prior to issuance of an account or establishment as an approving official The required. training includes information on federal and agency policies and processes relative to use of the. purchase card such as allowable purchases required sources card restrictions Section 508. Rehabilitation Act green procurement Federal Strategic Sourcing Office Supply vehicles and. ethics In addition all purchase cardholders and approving officials are responsible for certifying. that they have read and understand the DOC Purchase Card Program outlined in Commerce. Acquisition Manual CAM 1313 301 The applicant s nomination package must include proof of. successful completion of required training copies of training certificates The approving official. signs the application prior to submission to their servicing APC for processing Approving officials. cannot be subordinate to cardholders and are generally held to 1 7 ratios of approving officials to. cardholders HCOs delegate acquisition authority to approving officials and cardholders. The GSA SmartPay2 Government Charge Card Program established convenience checks. under the Purchase Card Program Convenience checks are check like payment instruments. which are an integrated part of the purchase card program and cannot be issued without a. purchase card regardless of business line The day to day management and ownership of. convenience checks issued under the purchase card program is delegated to the HCOs. Oversight and surveillance of convenience checks are the ultimate responsibility of the HCO and. is delegated to the APC in the Delegation of Authority Memorandum APCs are required to. conduct a 100 review of all convenience check transactions. Alternatives to use of convenience checks are encouraged In SmartPay2 the Department has. enhanced internal controls to manage convenience checks by using the servicing bank s online. electronic access system Electronic images of cancelled convenience checks are made. available in the servicing bank s electronic access system and check writers are required to enter. level 3 transaction data for goods and service purchased. Travel Card Program, The use of the servicing bank s Government travel charge card is mandatory for all Departmental.
employees who travel unless an exemption has been granted The use of the card is limited to. expenses incurred incidental to officially authorized Government travel Use of the card other. than in connection with officially ordered travel is strictly forbidden. Employees applying for a Government travel card must complete the GSA Cardholder Training. Once training is completed the applicant must provide proof of successful completion of required. training copies of training certificates to the APC The cardholder and approving official. completes and signs the credit card application which includes the Employee Approving Official. Acknowledgement Statement and the travel card application is submitted to the servicing APC. for processing, Upon receipt of application packages the APC completes the application process in the servicing. bank s electronic access system The servicing bank performs credit worthiness checks on new. Department of Commerce 4, DEPARTMENT OF COMMERCE CHARGE CARD MANAGEMENT PLAN. applications prior to issuing a travel card The APC provides the cardholder with information to. access the servicing bank s electronic access system and directs the cardholder to the servicing. bank s online training, Fleet Card Program, GSA Leased Vehicles DOC uses the GSA Fleet Card for leased vehicles A local GSA Fleet. Management Center assigns a card to a vehicle and that card is used only for the vehicle. identified on the card Purchases for maintenance and repair services are limited to 100 without. prior approval If repairs on a vehicle exceed 100 the vendor must contact the GSA. maintenance control center for repair authorization If a vehicle requires after hours emergency. repairs when the maintenance control center is closed the GSA service provider Wright. Express can authorize purchases up to 500 In the event of an emergency that renders the. vehicle unsafe to operate the driver must call the GSA service provider to receive authorization. for repairs up to 500 The driver must call the maintenance control center during the next. regular business day to report completed repairs, Agency Owned Vehicles DOC Fleet Managers utilize JP Morgan Chase MasterCard charge. card management tools and services for agency owned and commercially leased vehicles Fleet. cards are assigned to vehicles not to individuals The DOC Fleet Manager is responsible for. card issuance cancellation and maintenance, 2 3 Procedures at employment termination or transfer.
This section outlines the procedures taken by the agency when an employee terminates employment. within the Federal government or transfers to a different agency or transfers within the same. Purchase Card Program, When transferring between operating units within DOC or leaving the agency the cardholder. must notify his or her approving official and the APC When leaving retiring or transferring to. another Government agency the cardholder must return the card to the approving official The. approving official is responsible for determining when to close the account based on the. outstanding transactions and notifies the APC via email to close the account The APC closes. the account via the servicing bank s online system The cancellation of the card is done. immediately and the card is destroyed by the APC Failure to comply with these procedures may. result in a delay of official employee checkout, Travel Card Program. The APC verifies if there is an outstanding balance based on the cardholder s last statement and. sends a report to their Human Resource Office It is the cardholder s responsibility to pay all. outstanding balances on individually billed travel cards If the cardholder fails to pay the account. the serving bank or its collection agency will contact the cardholder The serving bank or its. collection agency may use whatever lawful garnishment and salary offset remedies that may be. available in the collection process including reports to credit bureaus as per the servicing bank s. individually billed travel cardholder agreement When the travel cardholder signs the back of the. Government travel card they agree to the terms and conditions of the servicing bank s. individually billed travel cardholder agreement, Fleet Card Program. There are no fleet card procedures for employee termination or transfer because fleet cards are. assigned to the vehicle not the driver, Department of Commerce 5. DEPARTMENT OF COMMERCE CHARGE CARD MANAGEMENT PLAN. 3 Training, 3 1 General, This section summarizes agency general training requirements that are relevant for all charge card.
program participants Explain your agency s procedures for training. All charge card program participants receive training prior to appointment or issuance of a card. and are required to take refresher training Specific procedures for training are explained below. 3 2 Purchase Card Program, Cardholders approving officials and agency program coordinators are required to certify that. they have read and understand the policies and procedures outlined in Commerce Acquisition. Manual 1313 301, Cardholders approving officials and agency program coordinators shall document satisfactory. completion of required training prior to nomination and appointment to the purchase card. Cardholders Approving Officials and Agency Program Coordinators. Single Purchase Limit up to the Micro purchase Threshold. The single purchase limit for cardholders who are not in an acquisition position is generally the. micro purchase threshold Prospective cardholders requesting a single purchase limit up to the. U S Department of Commerce Charge Card Management Plan DEPARTMENT OF COMMERCE CHARGE CARD MANAGEMENT PLAN Department of Commerce 1 31 2016 1 Version History Version Date Author 1 0 3 31 2006 Dao Vissering 2 0 3 01 2007 3 15 2007 David Carter Fred Fanning 3 0 3 1 1 28 2008 6 30 2008 David Carter David Carter 3 2 1 30 2009 David Carter 3 3 1 29 2010 David Carter 3 4 1 31 2011 David

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