General Services Administration - Nancy Hexmoor
General Services Administration, Office of Administrative Services, Office of Travel and Charge Card Services
Describe some of your responsibilities related to the GSA SmartPay program.
As A/OPC, I serve as the liaison between GSA, the contractor bank, and the account holders. At GSA, we have approximately 1,300 purchase cardholders and approving officials and 7,243 travel cardholders. I develop policies and procedures; establish and maintain internal controls in accordance with OMB Circular A-123, Appendix B; develop management reports to monitor program effectiveness; and serve as the liaison for audits and program reviews. In addition, I supervise nine Charge Card Coordinators who manage daily operations in the regions to include opening and closing accounts for the purchase and travel card programs, conducting training for the purchase cardholders, and conducting reviews to ensure compliance with policy.
How does your agency/organization use the GSA SmartPay program to accomplish its mission?
GSA uses the purchase card for all authorized micro-purchases to the maximum extent possible. GSA encourages contracting officers (warranted cardholders) to use the purchase card as a payment mechanism for contracts, as applicable. All GSA employees are directed to use the travel charge card for all expenses related to official government travel.
What do you see as the major benefits of the GSA SmartPay program?
The use of the GSA SmartPay card for official and authorized expenses increases rebates to the Government. Regarding the purchase card, it reduces administrative costs and time associated with low dollar, high volume procurement of goods and services. The use of the travel card decreases the need for cash advances and provides a convenient way to pay for travel expenses while maintaining effective internal controls. In addition, GSA flags and/or blocks certain merchant category codes as appropriate to ensure proper use of charge cards. GSA also utilizes data mining tools under the GSA SmartPay contract to identify and track high risk transactions such as weekend and third party payment transactions.
What are three words that you’d use to describe the GSA SmartPay program?
- Dependable – The Center for Charge Card Management provides the means and the foundation to manage the program and facilitates learning among users of the program.
- Informative – Easy access to updated information on GSA SmartPay Website.
- Efficient – Timely responses from the servicing bank.
What is the most interesting/important way that you’ve seen the GSA SmartPay program used within your agency/organization? Any special projects/special purchases that you’d like highlight?
The purchase card can be used to pay for training registration and/or tuition. Once a training request is approved, a cardholder may provide the purchase card account number to the provider by phone or on a registration form. The cardholder must log the training and attach the training approval and/or training related documents in Pegasys. Merchants accept the purchase card because they are paid quickly.
What’s one piece of advice that you’d offer to cardholders?
Always follow your agency’s policies and procedures. When in doubt, contact your charge card coordinator in advance for assistance.
What’s one fact/piece of information about the GSA SmartPay program that you’d like to share with the general public?
GSA achieves savings for the taxpayers and makes purchase card transactions available to the general public quarterly at Data.gov