Travel Card Program Guide For A/OPCs
U.S. General Services AdministrationTravel Card Program Guidefor A/OPCs
Table of ContentsIntroduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Chapter 1: Public Laws and Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Public Law 105-264. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Public Law 109-115. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Office of Management and Budget Circular A-123, Appendix B . . . . . . . . . .Chapter 2: Role of the Travel Charge Card A/OPC. . . . . . . . . . . . . . . . . . . .Responsibilities of the Bank to Assist the A/OPC. . . . . . . . . . . . . . . . . . . . . . .Hierarchy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A/OPC Training Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Chapter 3: General Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Management Involvement and Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Together – Making It Work. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Charge Card Management Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Determining the Appropriate Ratio of A/OPC to Cardholders. . . . . . . . . . . .Training. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Performance Metrics and Data Requirements . . . . . . . . . . . . . . . . . . . . . . . . .Credit Worthiness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Chapter 4: Preventive Actions and Risk Management –A/OPC Controls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Chapter 5: Cardholder Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Publications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Chapter 6: Delinquency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Monitoring Delinquency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Account Activity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Ad Hoc Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Chapter 7: Misuse/Abuse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Chapter 8: Best Practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Best Practices for Managing Cardholders. . . . . . . . . . . . . . . . . . . . . . . . . . . . .Best Practices for A/OPC Program Managers. . . . . . . . . . . . . . . . . . . . . . . . .Chapter 9: Website Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .GSA Websites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Regulatory Websites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Federal Reference Websites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Bank Websites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Chapter 10: Frequently Asked Questions (FAQ). . . . . . . . . . . . . . . . . . . . . . .Chapter 11: Definitions and Acronyms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .List of Acronyms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Appendix: Example Letters and Memoranda. . . . . . . . . . . . . . . . . . . . . . . . . 414141516161618181818192025252829
IntroductionThe General Services Administration (GSA) SmartPay Travel Charge CardProgram provides charge cards to federal government employees for officialgovernment travel. This guide is intended to assist the travel card Agency/Organization Program Coordinator (A/OPC) in managing his or her agency’stravel card program.This guide is not a policy handbook. Rather, it is intended to serve as agovernmentwide guidebook for GSA SmartPay Travel Charge Card Programmanagement. As you review this guide, keep in mind the success of your travelcard program depends on your basic understanding of the GSA SmartPayProgram, as well as your active participation and understanding of programpolicies and procedures set forth by your agency/organization.The terms “bank” and “contractor” are used interchangeably in this guide.They refer to the three banks (Citibank, JP Morgan and US Bank) awardedcontracts under the GSA SmartPay 2 Master Contract. References to themaster contract refer to the existing GSA SmartPay 2 Master Contractawarded in June 2007.For more detailed information on the GSA SmartPay Program and theGSA SmartPay 2 Master Contract, please refer to Chapter 10, FrequentlyAsked Questions (FAQ). Also, take the GSA SmartPay travel card A/OPC andcardholder training available on our website: https://training.smartpay.gsa.gov.Finally, GSA SmartPay is more than just a charge card program. It is apayments program that can be utilized to advance agency mission in manydifferent ways. For more information on innovative solutions, read the “GSASmartPay Payment Solutions” brochure found at smartpay.gsa.gov.Travel Card Program Guide for A/OPCs1
Public Laws and RegulationsChapter 1Public Law 105-264The Travel and Transportation Reform Act (TTRA) of 1998 – Public Law 105-264mandates that federal employees use the government contractor-issued travelcard for all payments of expenses related to official government travel unless anexemption has been granted in accordance with the Federal Travel Regulation(FTR), 41 Code of Federal Regulations (CFR) §§ 300 – 304. Information regardingexemption from mandatory use of the travel charge card is located at 41 CFR §301-51 – Paying Travel Expenses, Joint Federal Travel Regulation (JFTR) and JointTravel Regulation (JTR).Public Law 109-115Section 846 of the Consolidated Appropriations Act of 2006 (Public Law 109-115)requires each executive department and agency to “evaluate the credit worthinessof an individual before issuing the individual a government travel charge card.”Credit worthiness does not need to be evaluated prior to issuance of centrallybilled travel charge cards.Office of Management and Budget (OMB) Circular A-123, Appendix BOMB Circular A-123, Appendix B, Improving the Management of GovernmentCharge Card Programs, establishes standard requirements and practices forimproving the management of government charge card programs. This circularallows the A/OPC to monitor the data accurately and in a timely manner. Itestablishes standard minimum requirements and suggested best practices thatshould be supplemented by individual agency policy and procedures. Areascovered include: establishing a management plan; training; risk management;performance metrics and data requirements; credit worthiness; and refundmanagement. OMB Circular A-123, Appendix B, is available online atwww.whitehouse.gov/omb/financial/fia travel.html. The most recent revisionwas January 15, 2009.2https://smartpay.gsa.gov
Role of theTravel Charge Card A/OPCChapter 2As the GSA SmartPay Travel Charge Card A/OPC, you play a diverse role inthe management of your agency’s travel card program. Your main responsibilityis to oversee the travel card program for your agency/organization to bestsupport your agency mission.In general, the A/OPC serves as the intermediary and liaison between thecardholder, the bank, an agency’s management, and the GSA’s Office of ChargeCard Management. The agency lead A/OPC may be supported by regional orfield A/OPCs with distinct responsibilities.As an A/OPC, you are responsible for the following tasks taken directly from theGSA SmartPay 2 Master Contract, terms and conditions, paragraph 32. You maybe required to assume some or all of the following responsibilities:nnnMaintain an up-to-date list of account names, account numbers, addresses, e-mailaddresses, telephone numbers, etc., of all current cardholders and accounts.Maintain an up-to-date list of agency/organization points of contact for DesignatedBilling Offices (DBOs), Transaction Dispute Offices (TDOs), and ElectronicCommerce/Electronic Data Interchange Offices (EOs), as applicable, a list of eachtraveler’s check/convenience check distribution point, point of contact for each site,and telephone number of contact.Provide to the bank(s) any changes in an agency’s/organization’s organizationalstructure that affect invoice/report distribution.(Continued on following page.)Travel Card Program Guide for A/OPCs3
(Continued from previous page.)nnnnnnnnnReview and evaluate the bank’s technical and administrative task-order performanceand compliance, including conformance with price and schedule provisions of thework effort, and accepting deliverables, as requested by the GSA Contracting Officeand on a quarterly basis.The A/OPC will ensure that DBOs, TDOs, and EOs provide feedback to the A/OPC.The A/OPC will consolidate feedback on the task-order evaluation forms.Resolve technical and operational problems between the bank and the user as required.Assist the GSA SmartPay Contracting Officer in authorizing unique contract supportchanges, as applicable.Take appropriate action regarding delinquent accounts or non-compliance with taskorder performance, notifying the bank and GSA’s Office of Charge Card Managementas appropriate, and reporting to the GSA SmartPay Contracting Officer any observedviolations of applicable executive orders, laws or regulations.Conduct site visits of the bank’s facility, as necessary.Ensure that task orders and change orders to the task orders are within the maximumdollar volume limit, and include:– Clearly defined requirements, acceptance plan and criteria, and an appropriatemanagement and technical approach; and– Defined milestones and deliverable products, schedules and prices.Develop an independent government estimate for each task order and/or changeorders to the task order, for use in negotiating price.Participate in annual training forums and disseminating to the agency/organizationbasic information learned during training proceedings.nEnsure cardholders use the card program correctly.nMonitor account activity and manage delinquencies.nEnsure that appropriate steps are taken to mitigate suspension or cancellation actions.Keep in mind that the terms and conditions of the GSA SmartPay 2 MasterContract can only be modified by the GSA SmartPay Contracting Officer.The A/OPC does not provide supervisory guidance to the bank’s personnel.4https://smartpay.gsa.gov
Responsibilities of the Bank to Assist the A/OPCYour bank may help you with the management of your agency’s travel cardprogram by assisting with: account setup; establishing new accounts andmaintenance; providing forms and reports; and resolving disputes.HierarchyAs the A/OPC, you may also be responsible for establishing cardholderhierarchies. Cardholder hierarchies are determined by the agency and are oftenassociated with billing and organizational structures. Because agencies haveunique requirements, hierarchy structures may vary from agency to agency. Thisincludes the number of cardholders that you, as the A/OPC, may manage andthe level of problem resolution. Once your agency determines the structure andrequirement needed, the bank will be able to assist you with establishing youragency hierarchy levels.A/OPC Training ResourcesIn addition to this guide, the following training and resources areavailable:nnnnnGSA SmartPay Travel Charge Card Program A/OPC online training is availableat https://training.smartpay.gsa.gov.The GSA SmartPay Training Forum provides training, physically or virtually, on avariety of topics. These topics may include travel charge card policy, delinquencymanagement, reports, electronic access systems, and industry and governmentbest practices.Bank-provided on-site training is available for groups of 25 or more A/OPCs at therequest of the agency.An A/OPC guide specific to your bank is available from the bank. The guide maybe provided via Internet/intranet or hard-copy format.Electronic Access System (EAS) User Manual, provided by the bank, providesa detailed description of your bank’s EAS functionality.Travel Card Program Guide for A/OPCs5
General AdministrationChapter 3Management Involvement and SupportManagement involvement and support are essential keys for a successful GSASmartPay Travel Charge Card Program. The following tips may assist you inachieving that goal:nEnsure management appoints/designates a central and/or lead A/OPC for travelpolicy and management.nEnsure that employees are aware of your agency’s policies, goals and objectives.nMaintain the lines of communication at all levels.nProvide timely reports, including delinquency reports, to the appropriate officials.nStay abreast on travel charge card issues, including pending legislation related totravel, in order to provide accurate information to employees.Together – Making It WorkWith management involvement and support, you will be able to manage youragency’s travel card program more efficiently and effectively. Communicatingand educating employees at all levels is an ongoing process vital to the successof the program. Together, you can make it work! It is important to:nWork with your agency’s travel manager to develop agency-specific guidance foradministering the GSA SmartPay Travel Charge Card Program;nEnsure each cardholder is provided a copy of your agency’s policies and procedures; andnMaintain appropriate historical records and documentation.Charge Card Management PlanEach agency is required to develop a charge card management plan. Within youragency, offices/organizations may also be required to have their own respectivemanagement plan.The management plan establishes written formal policies andprocedures critical for ensuring that a system of internal controls is followed andthat potential for fraud, misuse and delinquency is minimized. See OMB CircularA-123, Appendix B, Chapter 2.3 for management plan requirements.6https://smartpay.gsa.gov
Determining the Appropriate Ratio of A/OPCs to CardholdersSeveral factors, such as delinquency rate and management control, should beconsidered when determining an appropriate ratio of A/OPCs to cardholders.However, these determining factors are primarily based on an in-depthmanagement review and availability of the agency’s resources. Therefore, asan A/OPC, you should consult with your agency’s appropriate official(s) whendetermining an appropriate A/OPC ratio to cardholders.TrainingTraining is important because it is vital that travel card managers andcardholders understand their roles and responsibilities in order for a GSASmartPay Travel Charge Card Program to be implemented efficiently. Allprogram participants, including cardholders, charge card managers, A/OPCs,approving officials, and other individuals (e.g., accounting and billing officials)responsible for the management of the program, must be trained in charge cardmanagement. All program participants must be trained prior to appointmentand must take refresher training at a minimum of once every three years or morefrequently (as required by your agency).All program participants must certify that they have received the training,understand the regulations and procedures, and know the consequences ofinappropriate actions. Copies of all training certificates must be maintainedpursuant to U.S. National Archives and Records Administration (NARA)requirements, General Records Schedule 1, Item 10a. See OMB Circular A-123,Appendix B, Chapter 3.4.Cardholder training must both provide general information on traveling forthe government and review how to use a travel charge card, including agencytravel charge card policies and procedures, and proper card use. It must alsofamiliarize cardholders with the FTR, specifically Part 301-51 – Paying TravelExpenses and Part 301-54 – Collection of Undisputed Delinquent Amounts Owedto the Bank Issuing the Individually Billed Travel Charge Card, JFTR or JTR,as applicable.A/OPC training must cover the additional roles and responsibilities of theA/OPC, including proper management, control, and oversight tools andtechniques. The A/OPC must also receive the same training as cardholders.See OMB Circular A-123, Appendix B, Chapter 3 for more training requirements.Travel Card Program Guide for A/OPCs7
Performance Metrics and Data RequirementsEach agency must maintain and report data and performance metrics including:number of cards; number of active accounts; percentage of employees that arecardholders; number of new accounts; charge card dollars spent; total refundsearned; percentage of potential refunds earned; number of cases reported tothe Office of Inspector General (OIG); and number of administrative and/ordisciplinary actions taken for card misuse (including delinquency). See OMBCircular A-123, Appendix B, Chapter 5 for additional Performance Metrics andData Requirements.Credit WorthinessCredit worthiness assessments are an important internal control for ensuringthat charge cardholders are financially responsible. Pursuant to Section 846 ofthe Consolidated Appropriations Act, 2006 (Public Law 109-115), each agencymust assess the credit worthiness of all new Individually Billed Account(IBA) travel charge card applicants prior to issuing a travel charge card. SeeOMB Circular A-123, Appendix B, Chapter 6 for further a.gov
Preventive Actions andRisk Management – A/OPC ControlsChapter 4As the travel charge card A/OPC, you can implement several control factorsto prevent abuse of the government travel card and minimize the occurrenceof delinquency by:nnnnnnnnnDetermining credit limits.Reviewing the credit l
Travel Card Program Guide for A/OPCs 5 Responsibilities of the Bank to Assist the A/OPC Your bank may help you with the management of your agency’s travel card program by assisting with: account setup; establishing new accounts and
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