DoD Centrally Billed Account Reconciliation Process
|
|
- Austen Bruno Wade
- 6 years ago
- Views:
Transcription
1 GSA SmartPay 2010 Conference DoD Centrally Billed Account Reconciliation Process Mr. Jay Darnell
2 Agenda Government Travel Charge Card (GTCC) Program Overview Roles and Responsibilities Account Setup Process CBA Reconciliation Process Checkbook Approach to Reconciliation Dispute Process Document Retention CBA Exception Process 2
3 GTCC Program Overview Policy The Travel and Transportation Reform Act (TTRA) of 1998 (Public Law ) mandates the use of the travel card for all Official Business Travel Card use is required IAW DoD FMR Vol. 9, Chapter 3 Benefits to government Facilitates access to airline City Pair Program fares Saves travel processing costs for DoD Improves DoD cash management Reduces DoD and traveler administrative workloads DoD has approximately 1.3 million IBA cardholders Comprised 62% of total government-wide spending in FY08 3
4 Regulations Financial Management Regulation (FMR), Vol. 9, Chapter 3 Sets policies and outlines procedures for GTCC program Financial Management Regulation (FMR), Vol. 5, Chapter 33 Establishes government liability payment and outlines policies and procedures Financial Management Regulation (FMR), Vol. 10 Sets policies, outlines procedures for contract payment Joint Federal Travel Regulation (JFTR), Vol. 1 and Joint Travel Regulation (JTR), Vol. 2 Identifies official travel-related entitlements and allowances 4
5 Centrally Billed Accounts (CBA) Used to support travelers who do not have or cannot use an individually billed account (IBA) Transportation accounts used for air, rail, or bus tickets Unit Travel Cards used to support group travel requirements Paid by the government, not the individual Commercial Travel Offices (CTOs) charge authorized, official government travel-related expenses to CBAs For the purposes of this briefing, we will only speak to transportation accounts 5
6 Delinquency Timelines APCs need to be aware of the status of CBAs even if they do not reconcile the account Once an account hits 55 days past due, an APC needs to take steps to ensure the account is being worked aggressively to ensure payment is made before the account suspends Once a CBA suspends, the mission cannot be accomplished 6
7 DTMO Roles and Responsibilities Program oversight and management of DoD task order Face of DoD GTCC program Coordinate with GSA, DoD Components and card vendor Develop travel card policy and procedures Facilitate travel card training for DoD Review or initiate component review of card processes Represent DoD at meetings/conferences Report on program compliance to OSD-C, OMB, and others as directed Respond to Congressional inquiries about GTCC 7
8 Roles and Responsibilities Component Program Managers (CPM) designated in writing Serve as liaison with DTMO Establish, manage, and oversee components travel card program, to include CBA Ensure CBAs are: Properly approved; reasonable credit limits are established and maintained; reviews are performed to monitor credit limits and card utilization Ensure compliance with all appropriate regulations and policy Ensure reconciliation and payments are timely in order to avoid account delinquency and suspension Monitor quarterly rebates 8
9 CBA Roles and Responsibilities Agency Program Coordinator (APC)/Account Manager (AM) Each DoD command or activity appoints an APC or AM to oversee and manage CBA accounts Establish new accounts only as required by mission needs Validate all charges are proper and authorized (supported by approved travel authorization) Ensure prompt invoice payment; NLT 30 days from the receipt of the invoice Ensure account information, such as name, address, and phone number are kept up to date in bank s account profile Notify CPMs of any changes in cardholder, APC/AM or Unit/Activity information to ensure the accuracy of CBA data maintained by bank 9
10 CBA Roles and Responsibilities Certifying Officers Review invoice payment packages that have been reviewed, reconciled, and assembled for payment by APCs/AMs Each invoice payment package contains the approved CBA billing invoice and supporting documentation Certify that invoice payment packages are correct and proper for payment Coordinate with APCs/AMs immediately if payment package cannot be certified/paid Forward the certified invoice to the appropriate disbursing location for payment 10
11 Pecuniary Liability Form of personal and financial liability APCs/AMs, AOs, and Certifying Officers maybe held financially liable for misuse, abuse, fraudulent activity or misrepresentation involving their travel card program duties Guidance on Pecuniary Liability FMR, Vol. 5, Chapter 33 11
12 Central and Transaction Account Numbers Every CBA has: Central account number (sometimes referred to as a parent or summary account) Used by the bank to record and track payments Transaction account number (sometimes referred to as a child or feeder account) Used by a CTO to charge air, rail, and bus tickets, as required Transportation accounts only have one central and one transportation account Transportation accounts have a white card that is mailed to and maintained by the account manager 12
13 Account Setup Process All CBA requests must be made in writing & approved by the APCs/AMs respective CPM Request should be made on official DoD letterhead of the requesting activity/unit and contain: Purpose for the CBA Names of the personnel responsible for the account s use, management, and oversight (APC/AM, Approving Officer, Certifying Officer) Credit limit needed to meet mission goals Statement explaining proposed reconciliation and payment process to ensure timely payments Statement explaining how a CBA will help the activity/unit meet its mission more effectively and efficiently 13
14 CBA Request Sent to CPM Account Setup Process Request Approved CPM Reviews Request Request Approved If necessary, CPM contacts applying activity/unit for clarification CPM sends Bank Application to activity/unit Activity/unit completes application and sends to CPM CPM signs application and sends to bank CPM coordinates account set up with bank Bank sets up new account and notifies activity/unit Bank distributes CBA to designated individuals CPM/APC will coordinate setup within DTS, if necessary 14
15 Account Setup Process Request Denied CBA Request Sent to CPM CPM Reviews Request If necessary, CPM contacts applying activity/unit for clarification Request Denied CPM notifies activity/unit and explains reason for denial of request 15
16 CBA Reconciliation and Payment Certification Proper invoice reconciliation and payment is one of the major responsibilities assumed upon receiving approval for a CBA Typically, an APC/AM receives invoice within 7-12 days of the CBA account s billing cycle end date Billing invoice statement includes all transactions Supporting documentation from CTO verifies if charges are authorized and are reimbursable official government travel-related expenses Reconciled invoices and supporting documentation should be forwarded to AO 16
17 CBA Reconciliation and Payment Certification (continued) Unrecognized charges are disputed by filing a dispute form with the bank no later than 60 days from the date on the invoice where the charge originally appeared (per association guidelines Visa ) Certifying officer reviews invoice package and signs a statement of certification for payment 17
18 Transaction Dispute Process Invoices containing an incorrect, unrecognized, or unauthorized charge can be disputed APC/AM must file a formal dispute with the bank using the official dispute form Form obtained via the bank s website or by contacting the bank directly All disputes must be filed within 60 days of the date of the invoice that contained the charge If the dispute is not filed within 60 days, bank may not honor the dispute request 18
19 Transaction Dispute Process During the dispute process, the bank: Issues temporary credits for correctly filed and valid disputed charges Researches/reviews disputed charges Resolves disputes in favor of either the merchant or account holder If it is in the cardholder s favor, temporary credit becomes a permanent credit If it is in the merchant s favor, the original charge is reapplied to cardholder s account 19
20 Transaction Dispute Process Program participants must: Keep accurate records of all disputes Monitor invoices Ensure correct temporary credits are received Annotate the original dispute forms, referencing invoices showing temporary credits or recharge amounts Responsibility usually falls on the individual who files the dispute 20
21 CBA Invoice Reconciliation 21
22 Importance of Reconciliation Reconciliation is the same basic monthly process used to balance a personal checking account CBA accounts need to be reconciled monthly Many CBA AMs dismiss the back-end process of the monthly reconciliation because they think that CTOprovided reports (printed, certified and sent to DFAS) complete the process Must tie into the bank s ending balance on each monthly statement If it doesn t, it increases the risk of having a growing difference that can suspend an account 22
23 Importance of Reconciliation (continued) CTO Unmatched report shows what the bank has that does not match CTO s system Unbilled report shows transactions the CTO has but the bank has not yet billed Monthly Reconciliation Worksheet must be kept to record CTO errors needing credit, transfers or payments, unauthorized charges, and all other discrepancies that must be carried forward Each month, the balance on CBA register should be reconciled to the bank s ending balance 23
24 CBA Register and Reconciliation CBA Register allows you to keep an accurate balance with which to reconcile with the bank s monthly invoice ending balance 24
25 Sample CBA Register 25
26 Where Does a CBA Register Fit into the Reconciliation Process? Before entering any data onto your CBA Register, ALL Unmatched items on Unmatched Report must be resolved When resolved, CTO is notified and FINAL reports are then run, and CTO closes the file Data for CBA Register comes from CTO Final Reports! 26
27 Reports Used for Your CBA Register Reconciled Debit Transaction Report All debit (charge) transactions on the bank s electronic file that match with the CTO s file Reconciled Credit Transaction Report All credit transactions on the bank s electronic file that match with the CTO s file Billing Discrepancy Report Lists all unmatched transactions and shows action during reconciliation Resolved: Right hand column will be zero Unresolved: Right hand column shows discrepancy 27
28 Example #1: A New Account 28
29 CBA Register New Account Since this is a new account, the Previous Balance entry is blank 29
30 CBA Register Data Sources 30
31 Preparing Your CBA Register Once the data has been entered in your CBA Register, begin your CBA Reconciliation Reconciled Debit Transaction Report Reconciled Credit Transaction Report Bank s Ending Balance CBA Register 31
32 CBA Register New Account 32
33 Credits on CTO Reports Not Recorded by Bank 33
34 Reconciliation Complete Now They Match! 34 The Book Ending Account Balance and the Bank s Ending Balance have been Reconciled
35 What Happens Next Month? To perform the next month s reconciliation, do the following: Prepare CBA Register for new month Pull last month s reconciliation to identify all items that were carried forward that were not reconciled Check the new bank statement to ensure those items appear If they did, that item is not included on the new month s reconciliation If they didn t, it remains un-reconciled and will need to be carried forward pending resolution on next month s bill 35
36 Next Month s Register 36
37 Next Month s Reconciliation 37
38 Next Month s Reconciliation Now They Match! The Book Ending Account Balance & the Bank s Ending Balance match 38
39 Example #2: Existing Account 39
40 Reconciling An Existing Account for the First Time First, create an Account Register and enter: Previous Balance Amount of the last payment made (assuming all other payments have been made) This is what you thought you owed The rest of the process is the same Let s look at the previous account using the actual statement figures.. 40
41 Is This Account In Balance? 41
42 Enter Data onto Account Register Bank Invoice Reconciled Debit Transaction Report 42
43 CBA Monthly Reconciliation 43
44 Reconciliation Complete Now They Match! 44 The Book Ending Account Balance and the Bank s Ending Balance have been Reconciled
45 Why Did We Deduct The Old Difference? Since we paid LESS than what the bank stated we owed, the bank balance is higher than what we thought Need to deduct it to reconcile to our lower balance 45
46 What About Next Month? Next month, if none of the old items are discovered and resolved, the same amount will appear on the reconciliation as an un-reconciled or disputed item This continues until the old items are resolved 46
47 Documentation to Bundle CBA Monthly Reconciliation Form CBA Account Register Month s FULL bank statement Initial and final CTO Reports (Label as Final ) Communications with Command POC and the CTO concerning the reconciliation All correspondence initiated awaiting resolution (to the travel card vendor or airline) Other relevant reconciliation documents Place in a folder labeled with the invoice number Retain for 6 years, 3 months Copy of travel orders, if required 47
48 CBA Reconciliation Tips Be prepared before cycle date Examine the Unbilled Report Understand the importance of Statement Remarks Look for Unauthorized Charges Be Aware of Successful Reconciliation Requirements 48
49 Common Mistakes Missing Standard Document Numbers (SDNs) Approving Official is responsible for ensuring SDNs are included Incorrect Lines of Accounting (LOAs) Approving Official is responsible for ensuring LOAs are correct Missing Travel Orders Transportation Office is responsible for ensuring TOs are included when necessary 49
50 CBA Exception Process Process by which an authorized APC may request a temporary reprieve on the suspension of a CBA CBA Exception requests generally require 3 business days to process. URGENT requests will be reviewed within 24 hours (the word URGENT must be included in the subject line of the ) Exception status can be requested on suspended CBAs Canceled accounts DO NOT qualify for CBA exception. Exception period will not exceed 30 days per request No more than 3 requests in a rolling 12 month period. Requests must be in writing to dod.collections@citi.com Phone requests WILL NOT be considered 50
51 CBA Exception Process All requests must include: Last 6 digits of account number Date of last payment Current days past due Reason for delinquency Expected full reconciliation date Expected payment date/amount Exception Justification All requests will be reviewed on a case-by-case basis Citi reserves the right to decline any request 51
52 Resources DTMO - Component Websites USMC Army Air Force Department of Navy 52
DoD Independent Agency Session Kathy Windsor, Defense Travel Management Office
Treasury and Trade Solutions Citi Commercial Cards DoD Independent Agency Session Kathy Windsor, Defense Travel Management Office August 1-3, 2017 Agenda DTMO Role Program Benefits Proper GTCC Use Card
More informationDoD Financial Management Regulation Volume 9, Chapter 3 * August 2010
SUMMARY OF MAJOR CHANGES TO DoD 7000.14-R, VOLUME 9, CHAPTER 3 DEPARTMENT OF DEFENSE GOVERNMENT TRAVEL CHARGE CARD (GTCC) Hyperlinks are denoted by underlined, bold, italic, blue font PARAGRAPH EXPLANATION
More informationCardholder Reference Edition
Government Travel Charge Card Regulations Cardholder Reference Edition This Cardholder Reference Edition is derived from the GTCC Regulations 1 Government Travel Charge Card Regulations Cardholder Reference
More informationDepartment of Defense
DEFENSE TRAVEL MANAGEMENT OFFICE Department of Defense Government Travel Charge Card Regulations These Regulations replace the DoDFMR, Volume 9, Chapter 3 (April 2014) *Blue text denotes new or updated
More informationDepartment of Defense Travel Card Guide
Citi Department of Defense Travel Card Guide For the Transaction Dispute Office Transaction Services Citi Department of Defense Travel Card Guide Table of Contents Table of Contents 1. General Overview...
More informationDoD Travel Card Program Initiatives Alec Cloyd, Defense Travel Management Office
Treasury and Trade Solutions Citi Commercial Cards DoD Travel Card Program Initiatives Alec Cloyd, Defense Travel Management Office August 2017 DoD Travel Card Program Initiatives House Rules To ensure
More informationTEMPORARY DUTY (TDY) TRAVEL VOUCHERS AND GOVERNMENT TRAVEL CHARGE CARD (GTCC) PROGRAM
UNITED STATES MARINE CORPS MARINE CORPS INSTALLATIONS EAST PSC BOX 20005 CAMP LEJEUNE Ne 28542-0005 MARINE CORPS INSTALLATIONS EAST ORDER 4600.1 MCIEASTO 4600.1 COMPT o 8 NOV 2011 From: To: SUbj: Ref:
More informationRequirements for Voucher Approval Process
Requirements for Voucher Approval Process Receipts: Airline receipts are required when tickets are charged to the Individual Billed Account (IBA). As a reminder, it is Mandatory for airline tickets to
More informationRequirements for Voucher Approval Process
Requirements for Voucher Approval Process Receipts: Airline receipts are required when tickets are charged to the Individual Billed Account (IBA). As a reminder, it is Mandatory for airline tickets to
More informationRequirements for Voucher Approval Process
Requirements for Voucher Approval Process Receipts: Airline receipts are required when tickets are charged to the Individual Billed Account (IBA). As a reminder, it is Mandatory for airline tickets to
More informationIntroduction: Section 2: Management of Purchase Cards
Introduction: The Office of Charge Card Management (OCCM) has developed a point by point analysis of S.300, otherwise known as the Charge Card Abuse Prevention Act, in order to illustrate the overlap between
More informationTo find out more information about the travel card program, please click here to visit the GSA SmartPay website.
1 of 15 3/6/2012 7:47 PM Published on GSA SmartPay (https://training.smartpay.gsa.gov) Home > GSA SmartPay Travel Card Training (Cardholders) As a Federal Government employee going on travel, you are expected
More informationGovernment Transaction Dispute Office Guide
Government Transaction Dispute Office Guide Contents I. General Overview II. Responsibilities of Program Participants III. Disputes IV. Dispute Resolution Process V. Reports 3 General Overview This manual
More informationGovernment Designated Billing Offce Guide
Government Designated Billing Offce Guide November 2018 Treasury and Trade Solutions Government Designated Billing Offce Guide Table of Contents Table of Contents I. General Overview......2 II. Responsibilities
More informationGovernment Transaction Dispute Office Guide
Government Transaction Dispute Office Guide Treasury and Trade Solutions Government Transaction Dispute Office Guide Table of Contents Table of Contents I. General Overview...2 V. Electronic Access System...7
More informationPurchasing Card Policy and Procedure Manual
Policy and Procedure Manual FIN & PLANNING Table of contents.1 Introduction.3.2 Reason for Policies and Procedures...3.3 Who Needs to Know the Policies and procedures..3.4 Definitions...3.5 Contact Information...4.6
More informationDEPARTMENT OF DEFENSE EDUCATION ACTIVITY REGULATION Reissues reference (a) as a Department of Defense Education Activity (DoDEA) Regulation.
Resource Management Division DEPARTMENT OF DEFENSE EDUCATION ACTIVITY REGULATION SUBJECT: Use of the Government Travel Charge Card DoDEA Regulation March 16, 2007 References: (a) Director, Department of
More informationPurchasing Card Policy
Table of Contents Purchasing Card Policy 1. INTRODUCTION... 2 1.1 Overview... 2 1.2 Purpose of Program... 2 1.3 Program Oversight... 2 1.4 Program Goals... 2 2. GENERAL GUIDELINES FOR PCARD ISSUANCE...
More informationGovernment Designated Billing Office Guide
Government Designated Billing Office Guide Treasury and Trade Solutions Government Designated Billing Office Guide Table of Contents Table of Contents I. General Overview...2 IX. Suspension...9 II. Responsibilities
More informationCOMTRAWING SIX INSTRUCTION J CHANGE TRANSMITTAL 1 GOVERNMENT COMMERCIAL PURCHASE CARD (GCPC) PROGRAM
CH-1 N18 18 Aug 2017 COMTRAWING SIX INSTRUCTION 4200.1J CHANGE TRANSMITTAL 1 Sub: GOVERNMENT COMMERCIAL PURCHASE CARD (GCPC) PROGRAM Encl: (1) Revised page 1 of the basic instruction (2) Revised page 1
More informationPurchase Card Policy. Revised: 2/19/2015. All University Faculty and Staff. Issued By: Office of the Vice President for Business and Finance
Purchase Card Policy Revised: 2/19/2015 Subject: Applies to: Purchase Card Policy All University Faculty and Staff Issued By: Office of the Vice President for Business and Finance Policy Statement The
More informationProgram Initiatives Headquarters, U.S. Marine Corps Programs & Resources Department Fiscal Division Finance Branch
Government Travel Charge Card Program Program Initiatives Headquarters, U.S. Marine Corps Programs & Resources Department Fiscal Division Finance Branch Program Initiatives Salary Offset/Charge-Offs Controlled
More informationcardholder USER GUIDE Travel
cardholder Travel Table of Contents Published by: J.P. Morgan 2008 JPMorgan Chase & Co. All rights reserved. PaymentNet is a registered trademark of JPMorgan Chase & Co., registered in the United States.
More informationMCO A RFL-F 13 May Subj: GOVERNMENT TRAVEL CHARGE CARD PROGRAM (GTCCP)
DEPARTMENT OF THE NAVY HEADQUARTERS UNITED STATES MARINE CORPS 2 NAVY ANNEX WASHINGTON, DC 20380-1775 MCO 4600.40A RFL-F MARINE CORPS ORDER 4600.40A From: Commandant of the Marine Corps To: Distribution
More informationCSUF ASC Purchasing Card Policy TABLE OF CONTENTS
PC-205 PURCHASING CARD CSUF ASC Purchasing Card Policy TABLE OF CONTENTS PC 205.1 POLICY PC 205.2 PURCHASING CARD ACCESSIBILITY AND TYPES PC 205.3 AUTHORIZED USE AND RESTRICTIONS 1. Prohibited Purchases/Transactions
More informationControlled Spend Account (CSA) 101
2011 GSA SmartPay Training Conference Controlled Spend Account (CSA) 101 Stacy Eslich Vice President, Citi A Winning Hand: Solutions, Savings and Sustainability with GSA SmartPay The 13 th Annual GSA SmartPay
More informationPROCUREMENT CARD GUIDELINES
Citibank PROCUREMENT CARD GUIDELINES January 2015 Page 1 of 11 Outline A. Background 3 1. Items To Be Purchased With The Procurement Card 3 2. Items Prohibited From Procurement Card Use 3 B. Citibank Responsibilities
More informationTRINITY UNIVERSITY THE PURCHASING CARD A GUIDE FOR USERS
TRINITY UNIVERSITY THE PURCHASING CARD A GUIDE FOR USERS THE PURCHASING CARD IS FOR UNIVERSITY BUSINESS ONLY AND MUST NOT BE USED FOR ANY PERSONAL TRANSACTIONS. Questions concerning permissibility of a
More informationDODEA REGULATION USE OF THE GOVERNMENT TRAVEL CHARGE CARD
DODEA REGULATION 5154.01 USE OF THE GOVERNMENT TRAVEL CHARGE CARD Originating Division: Resource Management Division Effective: January 17, 2018 Releasability: Cleared for public release. Available on
More information26. PURCHASING CARD POLICY
26. PURCHASING CARD POLICY POLICY It is the policy of Scott County to have a Purchasing Card Program. This program is intended to replace blanket purchase orders, purchase orders used to purchase items
More informationBERKELEY COUNTY FILE: DM
1 BERKELEY COUNTY FILE: DM 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 CORPORATE PURCHASING CARD PROGRAM I. Authority
More informationCardholder Brief Headquarters, U.S. Marine Corps Programs & Resources Department Fiscal Division Finance Branch
Government Travel Charge Card Program Cardholder Brief Headquarters, U.S. Marine Corps Programs & Resources Department Fiscal Division Finance Branch Component Program Managers Mr. David G. Fuqua MSgt.
More informationPurchasing card Program
Purchasing card Program Policies and Procedures 2017/2018 Fiscal Year Purchasing Card Policies and Procedures Introduction The purpose of the purchasing card program is to establish a more efficient, cost-effective
More informationPURCHASING CARD PROGRAM POLICY AND PROCEDURES MANUAL
PURCHASING CARD PROGRAM POLICY AND PROCEDURES MANUAL Revised: 4/17/2015 TABLE OF CONTENTS 1. PURPOSE... 3 2. POLICY... 3 PURCHASING SERVICES:... 3 2.2 P-CARD PROGRAM PARTICIPANTS:... 3 3. DUTIES AND RESPONSIBILITIES...
More informationDepartment of Defense
Department of Defense Travel Card Cardholder Guide Citi Commercial Cards Department of Defense Index Welcome to the Citi Department of Defense Travel Card Program 1 Cardholders Benefit from: 2 Lost Luggage
More informationCREDIT CARD PROCEDURES
CREDIT CARD PROCEDURES REVISED FEBRUARY 2016 Independence School District Credit Card Procedures TABLE OF CONTENTS e Page 1. Introduction... 3 2. Card Procedures A. How To Obtain a Card... 4 B. How To
More informationPurchase Card Program Cardholder Manual
Purchase Card Program Cardholder Manual This is an example of a PURCHASE CARD PROGRAM MANUAL ( P-Card ). The example policies and forms can be used as a guide in the development of your own P-Card Manual.
More informationSan Francisco State University US Bank Departmental Travel Card
Program Guidelines 1.0 INTRODUCTION The Departmental Travel Card is to be used for travel related expenses and is issued in the name of a University staff member in a department or area who will become
More informationSection 14 PCard Usage (Revised May, 2017)
Section 14 PCard Usage (Revised May, 2017) This document establishes the Company s policies governing the use of the Goodman Purchasing Card and the procedures for the following areas: Purchasing Limits
More informationPurchasing Card (LaCarte) Policies and Procedures Pending Approval by Office of State Purchasing. Introduction.. 3
Purchasing Card (LaCarte) Policies and Procedures Pending Approval by Office of State Purchasing Table of Contents Introduction.. 3 I. Overview.. 4 A. Louisiana LaCarte Purchasing Card B. How your card
More informationNDSU P U R C H A S I N G C A R D T R A I N I N G
NDSU P U R C H A S I N G C A R D T R A I N I N G Introduction 2 North Dakota State University (NDSU) Purchasing Card Program has been established to provide a convenient means with which to make purchases.
More informationCredit Card Procedural Manual
(1) PURPOSE The purpose of this policy is to provide guidelines for the issuance and use of credit cards along with instructions for reconciliation and review of transactions. (2) DEFINITIONS - Approver:
More informationPROCEDURAL GUIDE. Procedures for Financial Reporting at the Department of Defense Education Activity
Department of Defense Education Activity PROCEDURAL GUIDE NUMBER 14-PGRMD-024 DATE October 3, 2014 RESOURCE MANAGEMENT DIVISION SUBJECT: Procedures for Financial Reporting at the Department of Defense
More informationPURCHASING CARD POLICY & PROCEDURES HANDBOOK
PURCHASING CARD POLICY & PROCEDURES HANDBOOK TABLE OF CONTENTS 1. Introduction 2. Card Procedures a. How to Obtain a Card b. How to Cancel a Card c. Card Renewal d. How to Report a Lost or Stolen Card
More informationSubj: CNIC GOVERNMENT COMMERCIAL PURCHASE CARD PROGRAM POLICY
DEPARTMENT OF THE NAVY COMMANDER, NAVY INSTALLATIONS COMMAND 716 SICARD STREET, SE, SUITE 1000 WASHINGTON NAVY YARD, DC 20374-5140 CNIC INSTRUCTION 4200.3 From: Commander, Navy Installations Command CNICINST
More informationPROCUREMENT CARD POLICY. Policy 570 i
Table of Contents PROCUREMENT CARD POLICY Policy 570.1 BACKGROUND INFORMATION... 1.2 DEFINITIONS... 1.4 GENERAL PROVISIONS... 2 4.1 ONE CARD TO BE USED FOR BUSINESS USES ONLY... 2 4.2 AUTHORIZED USERS...
More informationGovernment Transaction Dispute Offce Guide
Government Transaction Dispute Offce Guide November 2018 Treasury and Trade Solutions Government Transaction Dispute Offce Guide Table of Contents Table of Contents I. General Overview......2 II. Responsibilities
More informationLoyola University Maryland Procurement Card Policy & Procedure Revised October 9, 2014
Policy Statement Loyola University Maryland Procurement Card Policy & Procedure Revised October 9, 2014 Procurement Cards are issued by name to individual employees and cannot be transferred to, assigned
More informationFailure to approve and/or submit complete documentation in a timely manner may result in suspension or cancellation of Procurement Card privileges.
Failure to approve and/or submit complete documentation in a timely manner may result in suspension or cancellation of Procurement Card privileges. For a first offense of the cardholder and approver will
More informationMcGILL UNIVERSITY PROCUREMENT CARD POLICIES AND PROCEDURES
McGILL UNIVERSITY PROCUREMENT CARD POLICIES AND PROCEDURES The McGill University Procurement Card (PCard) is a University selected credit card assigned to authorized Cardholders in order to allow purchasing
More informationCity of Poulsbo Finance Department
CITY CREDIT CARD PROGRAM US BANK VISA CARD Introduction The City of Poulsbo recognizes that the use of credit cards is a customary and economical business practice to improve cash management, reduce costs,
More informationPurchasing Card (LaCarte) Policies and Procedures. Introduction.. 3
Purchasing Card (LaCarte) Policies and Procedures Table of Contents Introduction.. 3 I. Louisiana LaCarte Purchasing Card A. How Your Card May Be Used to Purchase Materials 4 B. Travel Charges on the P-Card
More informationSCHOOL BOARD OF BREVARD COUNTY PURCHASING CARD MANUAL
SCHOOL BOARD OF BREVARD COUNTY PURCHASING CARD MANUAL TABLE OF CONTENTS PURCHASING CARD PROCEDURE Introduction Page 2 1. Purpose Page 2 2. Scope Page 3 3. Applicability Page 3 4. Background Page 3 5. Card
More informationDEPARTMENT OF THE NAVY POLICY FOR THE OPERATION AND MANAGEMENT OF THE NONAPPROPRIATED FUND PURCHASE CARD PROGRAM
DEPARTMENT OF THE NAVY OFFICE OF THE SECRETARY 1000 NAVY PENTAGON WASHINGTON DC 20350 1000 SECNAVINST 7043.7 ASN (M&RA) August 7, 2014 SECNAV INSTRUCTION 7043. 7 From: Subj: Secretary of the Navy DEPARTMENT
More informationState Purchase Card Processes
State Purchase Card Processes Marshall University May 2017 State of WV Purchase Card Program The State of West Virginia Purchasing Card Program provides an opportunity for Marshall University to streamline
More information1. Purpose The purpose of Mohawk College s Purchasing Card Policy ( policy ) is to:
Policy Number: CS-1002-2009 Policy Title: Purchasing Card Policy Policy Owner: Chief Financial Officer Effective Date: December 2, 2009 Revision Date: August 17, 2016 1. Purpose The purpose of Mohawk College
More informationPOLICY TEMPLATE. Cardholder means a University employee who is in possession of a PCard pursuant to this policy.
POLICY TEMPLATE PROCUREMENT CREDIT CARD (PCARD) Category: Approval: Responsibility: Date: Leave this blank; a category will be assigned The University Secretary, on the advice of the Policy Advisory Subcommittee,
More informationTulane Purchasing Card Policies and Procedures
Tulane Purchasing Card Policies and Procedures I. Purpose The Purchasing Card program was established to provide a more efficient and cost-effective method for purchasing and paying for small dollar transactions,
More informationPurchasing Card (LaCarte) Policies and Procedures
Purchasing Card (LaCarte) Policies and Procedures August 1, 2018 1 Table of Contents Introduction.. 4 I. Louisiana LaCarte Purchasing Card A. How Your Card May Be Used to Purchase Materials. 5 B. Travel
More informationDD2481 s, VRA s, Out of Service Debts, Hearings and Waivers
DD2481 s, VRA s, Out of Service Debts, Hearings and Waivers Defense Finance and Accounting Service INDIANAPOLIS PAYROLL OFFICE November 14, 2014 Integrity - Service - Innovation Integrity - Service - Innovation
More informationGuide for Managing Travel-Incurred Debt
Defense Travel Management Office Defense Travel System Guide for Managing Travel-Incurred Debt October 26, 2018 Table of Contents Table of Contents Chapter 1: Introduction... 6 Chapter 2: Roles in Debt
More informationPurchasing Card (PCard) Guidelines
Purchasing Card (PCard) Guidelines New Program Effective 7.1.13 Version 10.12.15 TABLE OF CONTENTS GENERAL INFORMATION: THE PCARD PROGRAM SUMMARIZED... 2 PCARD PROGRAM ROLES AND RESPONSIBILITIES AT STEVENS...
More informationCorporate Purchasing Card Program Policy and Procedures
Corporate Purchasing Card Program Policy and Procedures Revised July 1, 2014 Peter Franchot State Comptroller Table of Contents Page Corporate Purchasing Card Overview.... 1 Introduction (Section 1) 2
More informationUniversity Card Program Manual
University Card Program Manual Last Revision: July 20, 2018 TABLE OF CONTENTS Section Topic Page Contacts for Assistance... 1 Cardholder Process Overview... 2 Section 1: Overview of Wake Forest University
More informationTRAVEL CARD PROGRAM POLICY AND PROCEDURES. West Chester University
TRAVEL CARD PROGRAM POLICY AND PROCEDURES West Chester University 201 Carter Drive, Suite 200 West Chester, PA 19383 PURPOSE To establish a methodology for use and define the limits of the West Chester
More informationPurchasing and Travel Services
Purchasing and Travel Services Purchasing Card Procedures January 2015 1. PURPOSE To give direction to the administration of purchasing cards and the operational support necessary for use of purchasing
More informationVISA TRAVEL CARD PROGRAM
Authority: 05.190 VISA TRAVEL CARD PROGRAM Vice Chancellor for Business Affairs History: Effective July 1, 2012; Updated November 1, 2017 Source of Authority: Office of State Purchasing Related Links:
More informationCOUNTY OF SONOMA. CAL-Card USER MANUAL
COUNTY OF SONOMA CAL-Card USER MANUAL DEPARTMENT OF GENERAL SERVICES PURCHASING DIVISION May 2012 TABLE OF CONTENTS SECTION PAGE NO. 1. General Information 1 2. Definitions 3 3. Authorized, Restricted
More informationPURCHASING CARD PROGRAM PROCEDURES MANUAL
PURCHASING CARD PROGRAM PROCEDURES MANUAL Updated January 2018 PURCHASING CARD PROGRAM It is the intent that the Purchasing Card Program provide an efficient and economical method for authorized employees
More informationPurchasing Card Program
University Of North Alabama Purchasing Card Program User Guidelines University of North Alabama Procurement Department Created: March 2008 University of North Alabama Purchasing Card Program 1 Table of
More informationDepartment of Defense
w& VVV.V.W.W.*; mm^mmmm^ OFFICE OF THE INSPECTOR GENERAL FINANCIAL MANAGEMENT OF THE DEFENSE BUSINESS OPERATIONS FUND - FY 1992 Report No. 94-082 April 11, 1994 DISTRIBUTION STATEMENT A Approved for Public
More informationTo be eligible for a P-Card the applicant must meet the following criteria:
Policy Name: Procurement Card Policy Originating/Responsible Department: University Services and Purchasing Approval Authority: Senior Management Committee Date of Original Policy: September 2002 Last
More informationCredit Card Solutions Program
Credit Card Solutions Program Travel & Entertainment Card Guidelines and Procedures Manual F.I.U Procurement Services Create Date: May 14, 2009 Revised Date: October 21, 2009 Introduction The Travel and
More informationThe City of Port St. Lucie. Procurement Card Policy & Procedures Manual
The City of Port St. Lucie Procurement Card Policy & Procedures Manual Revised April 2015 Purchasing Card 1 Table of Contents TABLE OF CONTENTS 1 PROCUREMENT CARDS 4 Introduction 4 Purpose 4 How It Works
More informationPolicies and Procedures Date: January 22, 2015
No. 4302 Rev.: 1 Policies and Procedures Date: January 22, 2015 Subject: Small Purchase Charge Card 1. Purpose... 1 2. Policy... 2 2.1. Use of the SPCC... 2 2.2. Card Security... 3 2.3. Statement Reconciliation...
More informationOccidental College Visa Card Program Policy June 2015
Occidental College Visa Card Program Policy June 2015 PURPOSE The Business Office of Occidental College administers the Occidental College Visa Card Program. The Visa Card is issued by Community Bank and
More informationCitibank Government Fleet Card Guide. Treasury and Trade Solutions
Citibank Government Fleet Card Guide Treasury and Trade Solutions Citibank Government Fleet Card Guide Table of Contents Table of Contents Table of Contents...1 General Overview...2 Responsibilities of
More informationCSB s Fiscal Year 2014 Purchase Card Program Assessed as High Risk
U.S. ENVIRONMENTAL PROTECTION AGENCY OFFICE OF INSPECTOR GENERAL U.S. Chemical Safety Board CSB s Fiscal Year 2014 Purchase Card Program Assessed as High Risk Report No. 15-N-0171 June 29, 2015 Scan this
More informationPROCUREMENT CARD POLICIES AND PROCEDURES
PROCUREMENT CARD POLICIES AND PROCEDURES CITY OF JOHNSON CITY TENNESSEE April 2003 Revised July 1, 2014 TABLE OF CONTENTS PURPOSE... 2 PARTICIPANT IDENTIFICATION... 2 RESPONSIBILITY... 3 CARDHOLDER...
More informationOffice of Procurement Services Procurement Card Manual
Office of Procurement Services Procurement Card Manual Missouri State University Office of Procurement Services Procurement Card Manual DESCRIPTION TABLE OF CONTENTS PAGE# Section 1 OVERVIEW 4 Section
More informationTrip Cancellation Procedures in DTS
Information Paper: Trip Cancellation Procedures in DTS DEFENSE TRAVEL Summary If you* created an authorization** in DTS, but your trip gets cancelled, you must either cancel the authorization or file a
More informationPCard Compliance Training Guide
PCard Compliance Training Guide PCard Services SVC 1072 pcard@usf.edu Overview The Procurement Card Services (PCard Services) operates under the Purchasing Department and is responsible for the following.
More informationClaremont McKenna College Wells One Commercial Card Program Policy and Procedures Manual Effective July 1, 2013
Claremont McKenna College Wells One Commercial Card Program Policy and Procedures Manual Effective July 1, 2013 1.0 INTRODUCTION 2.0 GENERAL The Wells One Commercial Card Program has been established at
More informationArkansas Tech University Procurement Card (P-Card) Program Policies and Guidelines Manual
Arkansas Tech University Procurement Card (P-Card) Program Policies and Guidelines Manual March 5, 2013 (revised) Policies and guidelines will be changed to meet the needs of the Procurement Card (P-Card)
More informationOFFICE OF THE VIRGIN ISLANDS INSPECTOR GENERAL
September 4, 2018 AR-01-39-18 THE UNITED STATES VIRGIN ISLANDS OFFICE OF THE VIRGIN ISLANDS INSPECTOR GENERAL AUDIT OF THE ADMINISTRATIVE FUNCTIONS OF THE VIRGIN ISLANDS CASINO CONTROL COMMISSION ILLEGAL
More informationDECA MANUAL GOVERNMENT-WIDE PURCHASE CARD
DECA MANUAL 10-13.01 GOVERNMENT-WIDE PURCHASE CARD Originating Component: Acquisition Management Directorate Effective: May 5, 2017 Releasability: Establishes Unlimited. This directive is approved for
More informationNacogdoches Independent School District. Procurement Card Procedures
General Information Nacogdoches Independent School District Procurement Card Procedures The Cardholder User's Guide provides the general guidelines for using the purchasing card. Please read it carefully.
More informationGSA Federal Supply Service. Citibank Best Practices for Payments and Delinquency Management in Your Purchase Card Program
GSA Federal Supply Service Citibank Best Practices for Payments and Delinquency Management in Your Purchase Card Program Citibank Best Practices for Payments and Delinquency Management in Your Purchase
More informationMission and Installation Contracting Command. Government Purchase Card Operating Procedures
Mission and Installation Contracting Command Government Purchase Card Operating Procedures 19 October 2012 TABLE OF CONTENTS SECTION TITLE PAGE 1 Purpose 1 2 Applicability 1 3 Background 1 4 Authorized
More informationUniversity of Arkansas at Monticello Procurement Card (P-Card) Program Policies and Guidelines Manual
University of Arkansas at Monticello Procurement Card (P-Card) Program Policies and Guidelines Manual Policies and guidelines will be changed to meet the needs of the Procurement Card (P-Card) Program.
More informationWells Fargo Bank WellsOne SM Commercial Card Program. Policy and Procedures Manual
MINNEAPOLIS COLLEGE OF ART AND DESIGN Wells Fargo Bank WellsOne SM Commercial Card Program Policy and Procedures Manual Updated July 2017 Administered by: MCAD Business Office Table of Contents Introduction
More informationPosting Date: Page 1 of 11 FIN & INFO Procurement Card Policies & Procedures
Posting Date: 2010-09-01 Page 1 of 11 Section # Table of Contents 1.0 Purpose 2.0 Overview 3.0 Cardholder Eligibility 4.0 Establishment of Credit Limits 5.0 Methodology 6.0 Responsibilities 7.0 Application
More informationPURCHASING CARD PROGRAM
PURCHASING CARD PROGRAM CARDHOLDER POLICIES & PROCEDURES MANUAL 1 Overview and Introduction SECTION 1.0 Card Management TABLE OF CONTENTS 1.01 Card Use 1.02 Restrictions and Control 1.03 Application Process
More informationOffice of Chief of Operations State Procurement Card Program Guidelines- Office of Procurement
Office of Chief of Operations State Procurement Card Program Guidelines- Office of Procurement Introduction The Department of Finance and Administration (DFA) has adopted State Procurement Card Guidelines
More informationU.S. General Services Administration. Disputes DoD Travel Karen Young Director Citi
U.S. General Services Administration Disputes Karen Young Director Citi July 2012 2012 GSA SmartPay Conference Fine Tune Your Payments Program with GSA SmartPay House Rules (agency DoD name) Travel To
More informationPolicy: To establish uniform policy and procedures for the issuance and use of the state purchasing card.
SECTION: 4.4 SUBJECT: AUTHORITY: Use of State Purchasing Card Chapters 112, 212, 215, 257, 273 and 287 Florida Statutes; Chapters 3A and 60A, Florida Administrative Code; Comptroller s Rules; Department
More informationPROCUREMENT CARD PROGRAM POLICY AND PROCEDURES MANUAL
Series Number 704.2.3.1P Adopted June 2007 Revised February 2018 Title Procurement Card Program Policy and Procedure Manual PROCUREMENT CARD PROGRAM POLICY AND PROCEDURES MANUAL Procurement Card Program
More informationVisa Credit Card Policy and Procedures Manual May 1, 2009
1 Visa Credit Card Policy and Procedures Manual May 1, 2009 Table of Contents Introduction... 3 General Guidelines... 4 Card Issuance... 4 Account Maintenance... 4 Card Usage... 4 Limitations and Restrictions...
More informationPurchasing Card Procedures
7/5/2012 Purchasing Card Procedures PURCHASE CARD PROCEDURES TABLE OF CONTENTS OVERVIEW OF PROGRAM... 3 PURPOSE... 3 INTRODUCTION... 3 BENEFITS OF THE P CARD... 3 CONTACT INFORMATION... 3 DEFINITIONS OF
More informationPINE TREE ISD CARD CARDHOLDER GUIDE
Overview The Procurement Card program is intended to streamline and simplify the Purchasing and Accounts Payable functions, by eliminating waste and low-value activities. The Procurement Card is a tool
More information