Identifying and Reporting Potential Travel Card Misuse

Transcription

1 U.S. General Services Administration Identifying and Reporting Potential Travel Card Misuse August 2017 presented by Ken Hennessy

2 Agenda Misuse Defined Identifying Potential Misuse Reporting Suspected Misuse Questions and Answers 2

3 Misuse Defined Per OMB Circular A-123, Appendix B Use of a Federal charge card for other than the official Government purpose(s) for which it is intended Personal vs. Official Travel Unauthorized expenses, even when on Official Travel For expenses of other than the cardholder Except for authorized dependent travel expenses 3

4 Tools to Help Identify Misuse Citi Custom Reporting System (CCRS) IntelliLink CitiDirect Card Management System (CCMS) DTS Traveler Status Report 4

5 Identifying Potential Misuse Using CCRS Account Activity Text Report Non-Travel Activity Report Weekend/Holiday Activity Report ATM Report Declined Authorization Report 5

6 CCRS Account Activity Text Report Displays all transaction activity for a specified billing cycle APCs use it to review a minimum of 10% of transactions to ensure no misuse DoD 1-10 May IBA Account Activity Text File - CD100T Page by: Report As Of Date: Hierarchy Transaction Total Level 3 Name Account Number Transaction Account Name Date Transaction Post Date Merchant Name MCC Merchant City State Transaction Type Reference Number Transaction Amount AGENCY X xxxx BEN DEED 4/30/2017 5/1/2017 SPORTING GOODS 5941 ALBUQUERQUE NM Purchase 23 Digits AGENCY X xxxx BEN DEED 4/30/2017 5/1/2017 ENTERPRISE RENT-A-CAR 3405 ALBUQUERQUE NM Purchase 23 Digits AGENCY X xxxx BEN DEED 4/30/2017 5/2/2017 HYATT PLACE ALBUQUERQUE A 3812 ALBUQUERQUE NM Purchase 23 Digits AGENCY X xxxx BEN DEED 4/30/2017 5/2/2017 THE PARKING SPOT HUMBLE TX Purchase 23 Digits AGENCY X xxxx BEN DEED 5/9/2017 5/9/2017 SPLIT DISBURSEMENT PAYMENT 6011 Payments 23 Digits -1, COLORADO SPRINGS AGENCY X xxxx KEN PLATE 4/27/2017 5/1/2017 AIRPORT 9399 COLORADO SPRI CO Purchase 23 Digits 18 AGENCY X xxxx KEN PLATE 4/27/2017 5/1/2017 HOLIDAY INNS 3501 PORTLAND OR Purchase 23 Digits AGENCY X xxxx KEN PLATE 4/27/2017 5/1/2017 UNITED TX Purchase 23 Digits 25 AGENCY X xxxx KEN PLATE 5/4/2017 5/4/2017 SPLIT DISBURSEMENT PAYMENT 6011 Payments 23 Digits -1,

7 CCRS Non-Travel Activity Report Identifies cardholders with transaction activity (cash, fuel, food) occurring without other associated travel activity (air, car rental, lodging) APCs use it to research potential misuse of the travel card Army 1-2 May Non Travel Activity Page by: Report As Of Date: Hierarchy Hierarchy Level 3 Account Total Transaction Amount Current Transaction Level 3 Name Number Account Name Balance Date MCC Merchant Name Merchant City 30xxx Any Unit xxxx LUCKY PETER 3, /1/ BELAGIO - CASINO LAS VEGAS 2, xxx Any Unit xxxx DISH DAVID /2/ KORAIL DAEJEON xxx Any Unit xxxx DISH DAVID /2/ U.S.AIRLINES ALLIANCE PYEONGTAEK-SI xxx Any Unit xxxx BRAVE TOMMY /1/ DELTA CHICAGO 1, xxx Any Unit xxxx LEADER VICKY /2/ SPLIT DISBURSEMENT PAYMENT -2, xxx Any Unit xxxx BEST JAMES /1/ STARBUCKS RICHMOND xxx Any Unit xxxx CRASH AARON /1/ BURGER KING WASHINGTON xxx Any Unit xxxx CRASH AARON /2/ HILTON HOUSTON 1, xxx Any Unit xxxx BRICKY RICKY /1/ HERTZ RENTAL CAR PHEONIX

8 CCRS Weekend/Holiday Activity Report Identifies cardholders with transaction activity (lodging, car rental) when checkout is on a Sunday, Monday or a federal holiday APCs use it to research potential misuse of the travel card AF 1-15 May Weekend Holiday Activity Page by: Report As Of Date: Hierarchy Level 3 Hierarchy Level 3 Name Account Number Account Name Current Balance Transaction Date MCC Merchant Name Merchant City Merchant State Total Transaction Amount 36xxx Any Wing xxxx ALLEN ROD 1, /6/ CLUB TOPLESS MACDILL AFB FL HILTON GARDEN INN 36xxx Any Wing xxxx WIN RICH 1, /6/ O'FALLO O'FALLON IL xxx Any Wing xxxx SUPER GARY 5, /6/ LIMA MARRIOT HTL STELLARS BOSTON MA 1, xxx Any Wing xxxx SUPER GARY 5, /6/ ENTERPRISE CAR TOLLS BOSTON MA xxx Any Wing xxxx WALTER GOOD /7/ CASH ADVANCE FEE ITALY xxx Any Wing xxxx WALTER GOOD 1, /7/ EMBASSY SUITES AIRPORT ITALY xxx Any Wing xxxx WALTER GOOD 1, /7/ TRANSP TERRESTRE NVA I ITALY

9 CCRS ATM Cash Report Provides a list of ATM and cash withdrawal transactions APCs use it to identify activity not associated with official travel or for amounts exceeding what is necessary USMC 1-7 June ATM Cash Report Page by: Report As Of Date: Hierarchy Hierarchy Account Cardholder First Cardholder Transaction Transaction Transaction Level 3 Name Number Name Last Name Date MCC Code Merchant Name Amount 34xxx UNIT X xxxx JOHN DAWSON 6/6/ BANK OF HAWAII xxx UNIT X xxxx JOSHUA DENNY 6/4/ MAB xxx UNIT X xxxx DUANE BROWN 6/1/ MARINE FCU xxx UNIT X xxxx WILLIAM BIRD 6/6/ MARRIOT ST L xxx UNIT X xxxx JAMES BAKER 6/4/ MARRIOTT DEN xxx UNIT X xxxx DANIEL SLACKER 6/5/ LOVES TS xxx UNIT X xxxx STEPHEN CAKE 6/5/ NAVY FEDERAL CR xxx UNIT X xxxx JOHN ACE 6/4/ NAVY FEDERAL CR xxx UNIT X xxxx NICHOLAS PENNY 6/1/

10 CCRS Declined Authorization Report Lists all account transactions presented for approval that were declined; includes the decline reason, and type of attempted purchase APCs and CPMs use it to identify attempted potential misuse, abuse, and/or fraud Navy IBA 1-30 April Declined Authorizations Report Page by: Report As Of Date: Hierarchy Level 3 Hierarchy Level 3 Name Account Name (Short) Account Number Decline Date Decline Time Primary Decline Reason Merchant City MCC Merchant Name Decline Transaction Amount 32xxx Any Fleet ATLAS ROBERT xxxx 4/28/ :49:40 Merchant Type Blocked Orlando 5945 TOYS-R-US $ xxx Any Fleet GREEN DEBORRA xxxx 4/18/ :29:40 Invalid Expiration Date SAN DIEGO 6011 $ xxx Any Fleet BROOKS MIKE xxxx 4/10/ :17:13 Cardholder has not Confirmed Receipt SAN DIEGO 3001 AMERICAN AIRLINE $ xxx Any Fleet BROOKS MIKE xxxx 4/13/ :17:52 Credit Limit Exceeded PENSACOLA 3501 HOLIDAY INN EXPRESS $4, xxx Any Fleet BROOKS MIKE xxxx 4/13/ :18:16 Credit Limit Exceeded PENSACOLA 3501 HOLIDAY INN EXPRESS $3, xxx Any Fleet ANDREWS ALLEN xxxx 4/26/ :19:41 Card Not Activated by APC SAN DIEGO 3001 AMERICAN AIRLI AA $ xxx Any Fleet ARROWS CHRIS xxxx 4/5/ :50:55 Card Not Activated by APC SUMMERVILLE 5812 LOGANS ROADHOUSE $ xxx Any Fleet APPLE ERNIE xxxx 4/24/ :27:54 PIN Error - Invalid PIN MADRID 6011 $ xxx Any Fleet RUNNER RODNEY xxxx 4/6/ :19:11 Credit Limit Exceeded SAN DIEGO FOUR POINTS 3778 DOWNTOWN SD $

11 Identifying Potential Misuse Using the DTS Traveler Status Report Request from the DTA Lists cardholders travel status Compare with the Account Activity Report to determine if GTCC transactions were related to official travel Note: not all travel is processed using DTS 11

12 IntelliLink Case Management Create cases Respond to inquiries Monitor case status Case management report 12

13 IntelliLink Compliance Module for Case Management 13

14 IntelliLink Case Questionnaire 1. Was the purchase necessary to meet the travel requirement? 2. Was the purchase or withdrawal allowed by the organization? 3. Was the purchase for an individual other than the cardholder or his/her authorized dependents? 4. Was the purchase made during a non-travel period? 5. Was the purchase strictly for personal use? 6. Was the transaction referred to the supervisor or commander for review and or corrective action? Please provide a response in the comment box. If yes; provide action taken and resolution. If no; provide reason. 14

15 IntelliLink Case Questionnaire Administrative Disposition 1. Based on your current knowledge, please classify this transaction as one of the following. Valid / Valid with Administrative Discrepancy / Potential Fraud / Misuse / Abuse 2. If the transaction(s) did not meet the valid requirement, please select a reason. Not Applicable / Personal Use / Exceeded Minimum Need / Compromised Card / Prohibited Item / Disputed Transaction / Other / Other reason 3. Classify the transaction(s) as one of the following. Not Applicable / Minor / Major / Critical 15

16 IntelliLink Case Questionnaire Form 16

17 An APC Response to Misuse Ask the cardholder /phone See Annex 8 of GTCC Regulations for sample notification Notify the Supervisor/Commander Conduct a review of past transactions Monitor the cardholder more closely Deactivate the card when not in a travel status Notify the gaining APC when a cardholder transfers Enter remarks in CCMS when completing hierarchy transfer 17

18 A Supervisor/Commander Response to Misuse Determine severity of misuse (minor, major, critical) Oversee the inquiry/investigation into the potential misuse Initiate the inquiry Appoint an investigating officer Elevate as required Take corrective action Administrative/Disciplinary Refer cardholder to employee assistance programs as needed Gambling Financial assistance Monitor cardholder more closely 18

19 Resources GTCC Regulations Joint Travel Regulations Authorized travel expenses APC Guide TraX Training Travel Card Program Management (APC Training) Managing Misuse for DoD Management Officials Citi Class Training System Visa IntelliLink Compliance Management User s Guide 19

20 Questions 20