Key Players in the Purchasing Process

Key program participants in the GSA SmartPay program include:

  • Agency/Organization Program Coordinators (A/OPCs) are responsible for the overall management and oversight of the accounts under their span of control. Generally speaking, these responsibilities include:
    • Setting up accounts and designating authorization controls;
    • Serving as a liaison between account holders and the bank;
    • Providing ongoing advice and assistance to account holders;
    • Auditing travel accounts as required by your agency policy; and
    • Using the bank's Electronic Access System to perform account management and oversight.
  • Approving Official (AO) is typically the account holder’s supervisor and assures proper use of the purchase account. He/she determines if purchases are necessary for accomplishing the mission of your agency.
  • Account Holders are individuals or agency/ organization components designated by an agency/organization to receive an account. The account holder is responsible for:
    • Securing the payment solution;
    • Maintaining records relating to all travel transactions; and
    • Using the account ethically for official Government travel only.
  • Designated Billing Office (DBO) serves as the focal point for receipt of official centrally billed invoices. The DBO oversees the proper processing of invoices and ensures invoices are paid within the Prompt Payment Act timeframes. Responsibilities typically include:
    • Reconciling invoices;
    • Providing feedback to the A/OPC on bank performance;
    • Determining whether to pursue faster payment of official invoices in order to take advantage of productivity refunds, if in the best interest of the government;
    • Providing timely payment to the bank;
    • Providing proper interest penalties for payments that exceed Prompt Payment Act timeframes; and
    • Making certain that the agency/organization's task order is adequately funded.
  • Transaction Dispute Officer (TDO) is an individual or office that may be designated by the ordering agency/ organization to assist the agency/ organization and the bank in tracking and resolving disputed transactions. The TDO oversees the proper processing of transaction disputes and works with the bank to assure their resolution.
  • EC/EDI Office (EO) is the focal point for electronic commerce/ electronic data interchange (EC/EDI) for the agency/organization. The EO oversees the proper implementation of the agency/organization EC/EDI capabilities and processes.
  • Purchase Contractor/ Issuing Bank:
    • Enables merchant payments for purchase transactions
    • Establishes accounts
    • Issues cards, if required
    • Prepares the monthly statement for each account holder
    • Issues invoices to the DBO
    • Provides 24-hour customer service
    • Prepares reports that assist your agency in effectively utilizing the program
  • Merchant  is the source for your supplies or services. Merchants may be a required source inside or outside the Government, another government agency, or a private sector merchant of supplies or services.