Cardholder's Purchase Card Program Guide
Cardholder's Purchase Card ProgramGuideUSDA Purchase Card ProgramUSDA OPPM Charge Card Service CenterOriginated: 06/01/2009Updated: 07/01/2014Version: 3.0
Cardholder's Purchase Card Program GuideDocument Version: 3.0Revision HistoryTable 1 provides the revision history of this document.Table 1. Revision HistoryVersionDateDefinition1.006/01/2009Initial version.2.004/16/20141. Reformatted and updated layout of document, includingupdating the headers and footers with the documentinformation.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 Trainingsection.9. Added in new links to forms/documents on the CCSC Web site.10. Updated Prohibited Items sections with information from theDR.11. Updated the Cardholders Approving/Re-allocating Transactionsection with required fields to complete for a purchase cardtransaction and for a convenience check transaction.12. Added in new section, 7.5.4.1.1, for updating the Commentsfields on the Comments tab page in Access Online (based oncontent from Comments Tab Training).13. Added in new section, 7.5.3, Identifying purchases as GreenPurchases.14. Updated information on Refresher Training in section 5.3.15. Updated Appendix A, Charge Card Reference Materials.3.007/01/20141. Updated section, “Program Support,” with the removal ofcontent that indicated CCSC supported multiple lines ofbusiness (purchase card, fleet, and travel) to the support of thepurchase card.iiDocument Date: 07/01/2014
Document Version: 3.0Cardholder's Purchase Card Program GuideTable of Contents1INTRODUCTION . 11.11.21.31.41.51.62PURPOSE OF DOCUMENT .1SCOPE OF DOCUMENT .1LOCATION OF DOCUMENT .1REFERENCES .1ABBREVIATIONS AND ACRONYMS .1PROVIDING FEEDBACK TO THE CCSC .3PURCHASE CARD OVERVIEW . 42.1 USDA GOVERNMENT-WIDE COMMERCIAL PURCHASE CARD .42.2 PURCHASE LIMITS.42.2.1Single Purchase Limit .42.2.2Monthly Purchase Limit .43PROGRAM SUPPORT. 53.13.23.33.44RESPONSIBILITIES . 64.14.24.34.44.55USDA CHARGE CARD SERVICE CENTER .5ACCESS ONLINE .5U.S. BANK WEB-BASED TRAINING .5U.S. BANK GOVERNMENT SERVICES TECHNICAL AND TRAINING HELP DESK .5DEPARTMENTAL PROGRAM MANAGER .6AGENCY PROGRAM COORDINATOR .6LOCAL AGENCY PROGRAM COORDINATOR.6APPROVING OFFICIAL .6CARDHOLDER .6TRAINING REQUIREMENTS . 85.15.25.3NON-WARRANTED (NON-PROCUREMENT) CARDHOLDERS .8WARRANTED CARDHOLDERS .9REFRESHER TRAINING.96ACCESSING THE ACCESS ONLINE SYSTEM . 107SPECIAL INSTRUCTIONS . 117.1 PURCHASE CARD ADMINISTRATION.117.1.1Nominating a Cardholder .117.1.2Activating a New Card .117.1.3Non-Receipt of Requested Purchase Cards .117.1.4Non-Receipt of Checks .117.1.5Replacing a Card .117.1.6Renewing/Reissuing a Card .127.1.7Reordering Checks.127.1.8Reporting Lost or Stolen Cards .127.1.9Reporting Lost or Stolen Checks .12Document Date: 07/01/2014iii
Cardholder's Purchase Card Program GuideDocument Version: 3.07.1.10Requesting Stop Payment of a Check .137.1.11Retaining Check Copies .137.1.12Replacing an AO .137.1.13Changing Cardholder Information .137.1.14Cardholder Purchase Card Billing Address .147.1.15Processing Transfers, Reassignments, or Departures .147.1.16Suspending/Cancelling Cards for Nonpayment of Transactions .157.1.17Cycle Date .157.1.18Year-End Roll Over of Accounting Codes .157.1.19Freedom of Information Act Requests .167.1.20Merchant Category Code Blocking .167.1.21Tax Exemption .167.1.22Foreign Currency .167.2 AUTHORIZATION TO USE A PURCHASE CARD .177.2.1Delegation of Authority .177.2.2Micro-Purchases .177.2.3Authorization to Purchase Goods/Services .177.2.4Authorized Use by Non-Procurement Personnel .177.2.5Authorized Use of the Purchase Card and Alternative Payment Methods .187.2.6Unauthorized Use of the Card and Alternative Payment Methods .197.2.7Guidelines for Using Purchase Cards/Alternative Payment Methods .207.2.8Separation of Duties .207.2.9Simplified Acquisition and Formal Contracts .217.2.10Accountable/Sensitive Property .217.3 PURCHASABLE ITEMS .217.3.1Prohibited Items .217.3.2Restrictions on Acquiring Food and Bottled Water .227.3.3Honoraria or Promotional Items .227.3.4Gifts/Gift Cards .227.4 REQUIRED SOURCES/COMPETITION .237.4.1Required Sources.237.4.2Competition .237.4.3Purchasing Recycled and Environmentally-Preferable Products and Services .237.4.4Commercial Printing .247.4.5Meetings and Conferences.247.5 HOW TO USE THE PURCHASE CARD .267.5.1Using Convenience Checks .267.5.2Using Alternative Payment Methods .267.5.3Identifying Purchases as Green Purchases in Access Online .267.5.4Approving/Re-allocating Transactions Process.267.5.5Changing Default Accounting Codes .317.5.6Disputing a Questionable Transaction .337.5.7Reporting Fraudulent Transactions .347.5.8Closing/Cancelling Accounts .357.5.9Reimbursing the Government for Unauthorized or Erroneous Transactions .367.5.10Maintaining Documentation and Retention Procedures.368PROVIDING MANAGEMENT AND OVERSIGHT . 389TAKING ADMINISTRATIVE ACTIONS . 399.19.2ivIMPROPER PURCHASE.39FRAUDULENT PURCHASE .40Document Date: 07/01/2014
Document Version: 3.0Cardholder's Purchase Card Program GuideAPPENDIX A: CHARGE CARD REFERENCE MATERIALS. 41APPENDIX B: BUYING GREEN . 42APPENDIX C: PROHIBITED ITEMS . 44APPENDIX D: RECOMMENDED ADMINISTRATIVE ACTIONS . 46APPENDIX E: REQUIRED SOURCES OF SUPPLY . 48SUPPLIES .48GSA CUSTOMER SUPPLY CENTERS (CSCS).50SERVICES .52Document Date: 07/01/2014v
Cardholder's Purchase Card Program GuideDocument Version: 3.0List of FiguresFigure 1. Welcome to Access Online (Login) Page . 10Figure 2. Access Online Home Page . 10Figure 3. Comments Tab in Access Online . 27List of TablesTable 1. Revision History . iiTable 2. References . 1Table 3. List of Abbreviations and Acronyms . 1Table 4. Continuous Learning Points for Access Online WBT . 8Table 5. Refresher Training in AgLearn . 9Table 6. U.S. Bank's Schedule for Suspension/Cancellation of Cards . 15Table 7. Examples of Disputed Transactions . 33Table 8. File Retention Period for Other Transaction Types . 37Table 9. Prohibited Items . 44Table 10. Recommended Administrative Actions . 46viDocument Date: 07/01/2014
Document Version: 3.0Cardholder's Purchase Card Program Guide1 Introduction1.1 Purpose of DocumentCardholder’s are encouraged to read this guide thoroughly and retain it as a reference tool inaddressing 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 DocumentThis Cardholder’s Purchase Card Program Guide provides you with information necessary toadminister the Purchase Card Program within your office. The document is intended tosupplement Departmental Regulation (DR) 5013-6: Use of the Purchase Card and RelatedAlternative Payment Methods (November 2012) (herein referred to as DR 5013-6) in establishingDepartment-wide standards and policy for all USDA agencies to maintain and operate aneffective Purchase Card Program. In the event of a conflict between DR 5013-6 and theCardholder’s Purchase Card Program Guide, the policies and procedures of DR 5013-6 shallgovern.1.3 Location of DocumentThis document is located on the CCSC Web site with other guides, reference materials, andtraining documents.1.4 ReferencesTable 2 provides a list of references used in the document.Table 2. ReferencesReferencesDepartmental Regulation (DR) 5013-6: Use of the Purchase Card and Related Alternative Payment Methods (November 2012)1.5 Abbreviations and AcronymsTable 3 provides a list of abbreviations and acronyms used within the document.Table 3. List of Abbreviations and AcronymsTermDefinitionAbilityOneThe AbilityOne Program is the largest source of employment for people who are blind or have significantdisabilities in the United States. More than 500 nonprofit organizations employ these individuals and providequality products and services to the Federal Government at a fair market price. (Formerly JWOD)Access OnlineAccess OnlineAGARAgriculture Acquisition RegulationDocument Date: 07/01/20141
Cardholder's Purchase Card Program GuideDocument Version: 3.0TermDefinitionAOApproving OfficialAPCAgency Program CoordinatorBOCCBudget Object Classification CodesCCSCCharge Card Service CenterCFOChief Financial OfficerCORContracting Officer’s RepresentativeCSCCustomer Service CenterCSQICardholder Statement of Questioned ItemDACDefault Accounting CodeDCIADebt Collection Improvement Act of 1996DCNDocument Control NumberDODDepartment of DefenseDPMDepartmental Program ManagerDRDepartmental Regulation (DR) 5013-6: Use of the Purchase Card and Related Alternative Payment Methods(November 2012)EASElectronic Access System (EAS)EINEmployee Identification NumberEPAEnvironmental Protection AgencyFARFederal Acquisition RegulationFEMPFederal Management ProgramFFISFoundation Financial Information SystemFPDS/SFFederal Procurement Data System/Standard FormFPIFederal Prison Industries, see UNICORFPOCFinancial Point of ContactFSSFederal Supply ScheduleGPOGovernment Printing OfficeGSAGeneral Services AdministrationIASIntegrated Acquisition SystemID/IQIndefinite Delivery/Indefinite QuantityITInformation TechnologyJCPJoint Committee on PrintingJWODJavits-Wagner-O'Day Act, see AbilityOne2Document Date: 07/01/2014
Document Version: 3.0Cardholder's Purchase Card Program GuideTermDefinitionLAPCLocal Agency Program CoordinatorMCCMerchant Category CodeMCCGMerchant Category GroupNFCNational Finance CenterNIBNational Industries for the BlindNISHNational Industries for the Severely Handicapped, see SourceAmericaOCOffice of CommunicationOHRMOffice of Human Resources ManagementOIGOffice of the Inspector GeneralOMBOffice of Management and BudgetOPPMOffice of Procurement and Property ManagementSourceAmericaSourceAmerica (formerly NISH), a national nonprofit, is the leading source of job opportunities for adedicated and highly qualified workforce—people with significant disabilities.SSNSocial Security NumberTINTaxpayer’s Identification NumberUNICORFederal Prison Industries, also known as UNICOR and FPI, is a wholly owned United States governmentcorporation created in 1934 that uses penal labor from the Federal Bureau of Prisons to produce goods andservices. FPI is restricted to selling its products and services to federal government agencies and has noaccess to the commercial market.UPSUnited Postal ServiceUSCU.S. CodeUSDAU.S. Department of Agriculture1.6 Providing Feedback to the CCSCForward any questions concerning this manual to the USDA Charge Card Service Center(CCSC) CCSC Inbox. Additional information is also available on the CCSC Web site.Document Date: 07/01/20143
Cardholder's Purchase Card Program GuideDocument Version: 3.02 Purchase Card Overview2.1 USDA Government-wide Commercial Purchase CardThe commercial purchase card is a VISA credit card, similar to your own personal credit card,which authorizes a cardholder to buy goods and services under an established delegation ofauthority. The card is specifically designed showing the United States of America seal and thewords “For official US Government Purchases Only” imprinted on it to avoid being mistaken fora personal credit card. The card is also imprinted with “US Government Tax Exempt.”Note: The card is still subject to existing federal and departmental procurement regulations inaccordance with DR 5013-6.The purchase card is the primary method for making purchases of 100,000 or less (simplifiedacquisition threshold). The objectives in using the purchase card are to reduce procurement andrelated payment paperwork by reducing/eliminating the number and dollar amounts of imprestfunds, reducing purchase order transactions for supplies and services, including construction, andreducing administrative processing costs and lead times. Under no circumstances is the purchasecard to be used for personal purchases.2.2 Purchase LimitsUse of the purchase card by a cardholder is subject to a single purchase limit and a monthlypurchase limit. The following sections define the purpose of each dollar limit.2.2.1 Single Purchase LimitThe single purchase limit is a dollar amount on the procurement authority delegated to thecardholder. A “single purchase” is the total of those items purchased at one time from aparticular vendor. Multiple items may be purchased at one time using the card; however, nosingle purchase may exceed the authorized single purchase limit. If the requirement is for ongoing repetitive services that exceed 2,500 a year, the best solution is to forward therequirement for the service through the agency servicing contracting office. A requirementcannot be reduced into smaller parts to avoid formal contracting procedures. Splitting purchasesmerely to stay within the single purchase limit is a violation of the law.An example of a split purchase is:The cardholder’s single purchase limit is 3,000. The items to be purchased total 3,500. Thecardholder divides the purchase into several charges to stay within the authorized single purchaselimit.2.2.2 Monthly Purchase LimitThe monthly purchase limit is the maximum total dollar amount a cardholder is authorized toprocure each month. This amount is established in Access Online when a cardholder’s account isfirst established. The monthly purchase limit applies to the monthly total of all purchase card andconvenience check transactions. This amount is similar to a “credit limit.” The monthly purchaselimit is determined by the Approving Official (AO) using historical spending data for the office.4Document Date: 07/01/2014
Document Version: 3.0Cardholder's Purchase Card Program Guide3 Program Support3.1 USDA Charge Card Service CenterThe Office of Procurement and Property Management (OPPM) established an office to provideoverall charge card management. This USDA Charge Card Service Center (CCSC) is staffedwith subject matter experts to provide a one-stop shop for inquiries and assistance for thebusiness line relating to the purchase card. Information pertaining to the purchase card isavailable at the USDA CCSC Web site. Questions pertaining to the USDA Charge Card Programcan be forwarded to the CCSC Inbox. The CCSC staff consists of the Departmental ProgramManager (DPM), business line experts for purchase cards, and contractor support. The CCSCstaff is dedicated to providing quality service and assistance to USDA employees.3.2 Access OnlineAccess Online is a web-based electronic access tool designed to be the system source forpurchasing card program management and related data. The U.S. Bank electronic access systemenhances program management capabilities and streamlines the billing and payment processes.This system is used for establishing and managing card accounts, including accountreconciliation and purchase approval by cardholders and AOs. It is also used by Coordinators toperform management and oversight of purchase card transactions.Access Online interfaces with the financial system. It automatically generates and sends paymentvoucher documents (P8) for individual purchase charges to the financial system on a nightlybasis. The documents (P8) are charged directly to the cardholders’ default accounting codes.3.3 U.S. Bank Web-based TrainingThe web-based training provides valuable information about the electronic access systemcapabilities, including an explanation of access screens, as well as necessary key sequences andfunctions for reviewing purchases and disputing a transaction electronically. This is an exclusivetraining and communication website tailored to support U.S. Government Services PurchaseCard customers. You can also visit the Communication and Training Materials page on the U.S.Bank Web site for access to communication updates, training resources, and reference materialsto successfully implement and manage the purchase card program. For a user name andpassword, cardholders and AOs should contact their Local Agency Program Coordinator(LAPC).3.4 U.S. Bank Government Services Technical and Training Help DeskU.S. Bank Government Services Technical Help Desk staff are available via phone (1-800-2549885, option 2), or you can e-mail seven days-a-week, from 6:30 A.M. to 8:00 P.M., centraltime. They assist Cardholders and AOs with questions about web-based program managementtools. After hours, calls are routed to U.S. Bank Government Services representatives who canassist with frequent requests such as password resets.Document Date: 07/01/20145
Cardholder's Purchase Card Program GuideDocument Version: 3.04 Responsibilities4.1 Departmental Program ManagerThe DPM, who is located in the USDA CCSC is responsible for the implementation andoversight of the program as well as being the GSA Contracting Officer’s Representative (COR)for USDA. The COR is an authorized individual acting within the limits of their authority asdelegated by the Contracting Officer. This means that the DPM has authority to perform thefunctions in the performance of the government-wide commercial purchase card program only tothe extent permitted by the GSA Contracting Officer.4.2 Agency Program CoordinatorThe APC coordinates the implementation of the program within the organization through theDPM. The APC is responsible for the overall management of the Purchase Card Programagency-wide.4.3 Local Agency Program CoordinatorThe LAPC is responsible for the day-to-day operation of the purchase card program at theirrespective site. They work directly with the cardholder, bank contact person, and APC. Alldocumentation related to the establishment of the cardholder is processed through the LAPC.4.4 Approving OfficialThe AO is the cardholder’s supervisor-of-record. Refer to the Coordinator’s Purchase CardProgram Guide or the Approving Official’s Purchase Card Program Guide for exceptions.4.5 CardholderThe cardholder is the individual to whom a card/convenience or cardless account check is issued.The purchase card/convenience check bears the cardholder’s name and may only be used by theindividual designated on the card/convenience check. No other person is authorized to use theaccount. The authorized spending limits are displayed in Access Online. These limits indicatethat
Cardholder's Purchase Card Program Guide Document Version: 3.0 4 Document Date: 07/01/2014 2 Purchase Card Overview 2.1 USDA Government-wide Commercial Purchase Card The commercial purchase card is a VI
VISA Gold Card or BSP First VISA Platinum Card. 'Card Details' refers to the information embossed on the card including the Cardholder name, Card number, Card expiry date, and Card Security Code. 'Cardholder' or 'You' or 'your' or 'yours' means the person to whom BSP has issued a Card (or an additional Cardholder). 'Card .
the agency's purchase card program, provides oversight of the program, and serves as the liaison between the cardholder and Citibank. Specifically, the APC: Establishes and maintains agency policy and training requirements for the purchase card program Performs Citibank administrative maintenance -- new cardholder accounts setup, issue
Cardholder means a person to whom a Collabria Business Card has been issued or any additional cardholder who is authorized to use the card, and whose name is embossed on the card. Cardholder may also be referred to as “You” and “Your”. Collabria Business Card means a business Visa Card or
Cards on KSU 64 If card is a Loop card 64 If card is a T1 card 64 If card is a PRI card 65 If card is an ETSI PRI card 66 If card is a DID card 66 If card is an E&M card 66 If card is a BRI-U2, BRI-U4 or BRI-ST card 66 If
currency conversion service is offered by this merchant. approved auth# 152808 01-027 thank you-----cardholder name cardholder will pay card issuer above amount pursuant to cardholder agreement. merchant copy abc shop 123 main street toronto on card ***** 8265 card type mastercard date 2016/03/07 .
"Card" means a CIBC Dividend Visa Infinite* Card. "Cardholder" means the Primary Cardholder or Authorized User, as defined in the Card's Cardholder Agreement. "CIBC" means Canadian Imperial Bank of Commerce. "Insured Item" means a new item (a pair or set being one item) of personal property (not purchased by or for use by a .
a personal credit card. The card is also imprinted with “US Government Tax Exempt”. Note that the card is still subject to existing federal and departmental procurement regulations in accordance with DR 5013-6. The purchase card is the primary method for making purchase
When designing a storage tank, it is necessary to meet the requirements of the design code (in this case, API 650), and also with all those requirements of the codes involved in the process of the tank. Some of them are listed below: API-RP 651: Cathodic Protection of Aboveground Petroleum Storage Tanks
