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GSA SmartPay

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Resources

GSA SmartPay resources include online publications, event presentations and ordering information for account holders, program coordinators and vendors.  Customers can also find fraud prevention tips, GSA SmartPay logos and designs, and a glossary of terms.   

Account Holders

Travel

Helpful Hints for Travel Card Use cover
Helpful Hints for Travel Card Use

This card-sized brochure provides succinct information to account holders on the travel account including do's and dont's.

GSA SmartPay Travel Card Troubleshooting Guide
GSA SmartPay Travel Card Troubleshooting Guide

The Center for Charge Card Management frequently receives questions from account holders about how to pay a travel account bill. Here are five ways to make sure the bank receives your payments on time.

GSA SmartPay Travel Card App
GSA SmartPay Travel Card App

The GSA SmartPay TravelCard App is a smartphone app designed to provide federal government travelers with key information about the GSA SmartPay travel program.  It benefits all DOD and federal civilian agency personnel that travel on official government business. Travelers are able to store AOPC information, quickly find tax exemption information, be notified of state tax exemptions, locate travel related services near them, and access helpful FAQs.  

The GSA SmartPay Travel Card App is available for iOS, Android and Blackberry devices through the Apple App Store, Google Play and Amazon App stores.

Purchase

Helpful Hints for Purchase Card Use cover
Helpful Hints for Purchase Card Use

This card-sized brochure provides succinct information to account holders on the purchase account, including do's and dont's.

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GSA SmartPay Payment Solutions: Chip-enabled Cards

Chip and PIN/Signature cards are innovative payment solutions. How do they work? Why now? What are the benefits? Find out more...

Fleet

Helpful Hints for Fleet Account Use
Helpful Hints for Fleet Card Use

This card-sized brochure provides succinct information to account holders on the fleet account, including do's and dont's.

General

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Knowledge: The Best Protection for your GSA SmartPay Card

Tips for account holders to help detect and avoid fraud.

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SmartTax Customer Guide

A customer guide with the most up-to-date tax information and best practices for CBA and IBA accounts.

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GSA SmartPay Payment Solutions

Here you can find a folder full of information and examples of the many product and service offerings available under the GSA SmartPay Master Contract. Learn how to customize payment solutions to assist your agency achieve its goals.

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GSA Fedrooms Card Sleeve Publication Number: 05-17-00210

These sturdy protective sleeves are designed to keep any Smart Pay card in good condition throughout the life of the card.

GSA SmartPay 3 Transition Information

Get Ready...Get Set... Go Transition!

General information for account holders on how to get ready for the GSA SmartPay 3 Transition.

GSA SmartPay 3 Transition: Purchase

Information for purchase account holders on how to get ready for the GSA SmartPay 3 Transition.

GSA SmartPay 3 Transition: Travel

Information for travel account holders on how to get ready for the GSA SmartPay 3 Transition.

GSA SmartPay 3 Transition: Fleet

Information for fleet account holders on how to get ready for the GSA SmartPay 3 Transition.

Acquisition Gateway

What is the Acquisition Gateway?

Have you ever needed to procure something for your agency or organization using GSA SmartPay and wanted more information to guide your purchasing decision? Good news!  GSA created the Acquisition Gateway to consolidate available product and service information across best-in-class Federal Government providers.  

The Acquisition Gateway is categorized into product and service offering “Hallways,” which include information, tools, and resources to facilitate acquisition and procurement decision-making.

For first time visitors to the Acquisition Gateway, please take a brief moment to register at OMB Max here.  Click here for a video on the registration process.

Common Questions

Who should I contact for help with my account?

First contact your Agency/ Organization Program Coordinator (A/OPC). A/OPCs can answer most account related questions including:

  • How do I apply for an account?
  • What is considered proper use of my account?
  • What is my spending limit?
  • What are merchant codes and how can I request lifting these codes?
  • What is delinquency? What is fraud? What are the consequences for my agency?
  • Why has my account been suspended or canceled?
  • How do I get set up for online access?

Account holders can also contact the bank directly using the customer service phone number listed on the back of their card.

If your issue can not be resolved by your A/OPC or the bank, please forward it to GSA Program Support at (703) 605-2808 or email gsa_smartpay@gsa.gov.

How do I get a GSA SmartPay account? Do I need to qualify?

Accounts, such as charge cards, need to be obtained through your agency’s payment solutions program. Each agency has different criteria for distributing accounts to employees. Contact your supervisor or your agency’s program management office for more information on applying for a GSA SmartPay account. 

Depending on the type of payment solution and agency/organization, there are different qualifications for applicants to obtain an account:

  • For purchase accounts, a supervisor must recommend an employee to apply.  Potential purchase account holders must complete purchase account holder training before using their purchase account.
  • Depending on the frequency of travel, agency or government wide policy may require that an employee obtain a Government travel account to make travel related purchases. Travel account applicants may be subject to a credit worthiness check and must complete travel account holder training before using their travel account.
  • Fleet accounts are generally assigned to a vehicle, rather than an individual. Users of a Government vehicle should contact their fleet program manager to learn more about how to use vehicle fleet accounts.
What may be purchased with my GSA SmartPay account?

Purchase Account – Purchase accounts are the preferred contracting and payment mechanism for micro-purchases of supplies and services in accordance with the Federal Acquisition Regulations. Only a few categories of purchases are excluded, such as:

  • Long-term rental or lease of land or buildings;
  • Travel related expenses (excluding conference rooms, meeting spaces, and local transportation services such as Metro fare cards, subway tokens, etc.);
  • Cash advances (unless permitted as a value added service under the agency task order).

For purchases above the micro-purchase threshold, the purchase card may be used as an ordering and payment mechanism, not a contracting mechanism. These purchases will require a separate contract.

Travel Account – Travel accounts may be used by individual government travelers to pay for all official Government travel and related expenses. Account holders are expected to submit vouchers to their agency for all authorized travel-related expenses within five days after the travel is completed (or within 30 days if on continuous travel) and must pay their travel account bills.

Account holders are not authorized to make purchases for anything other than official government travel-related expenses. Some agencies authorize the use of travel accounts for local travel purposes - check with your supervisor or A/OPC to learn more about your agency/organization’s policy.

Fleet Account – Fleet accounts may be used for purchasing fuel and maintenance services for government vehicles.

What policies exist regarding the use of the GSA SmartPay payment solutions?

Treasury Financial Manual for Guidance of Departments and Agencies is the Department of the Treasury’s (Treasury’s) official publication of policies, procedures, and instructions concerning financial management in the Federal Government. It is intended to promote the Government’s financial integrity and operational efficiency.

There are a number of policies that govern the use of Government payment solutions. Policies include:

  • Federal Acquisition Regulations (FAR);
  • Federal Travel Regulations (FTR);
  • Federal Management Regulations (FMR);
  • OMB Circular A-123 Appendix B;
  • Public Law;
  • American Recovery and Reinvestment Act.

Additionally, many agencies have regulations that are specific to their program and tailored to the agency's mission and operating procedures. Contact your agency program management office for more information regarding agency-specific policies. Visit our Policies page for more on the policies listed above.

What are the training requirements? How will my program coordinator know that I have completed my online training?

Per OMB Circular A-123, Appendix B all program participants must be trained and receive a training completion certificate prior to appointment.  In addition, refresher training must be completed every 3 years (or more often if required by your agency training policy).  Training certificates serve as proof that an account holder has taken the appropriate training course. 

Free online training for account holders is available on the GSA SmartPay Online Training website. Account holders can complete the training and obtain a certificate there.  If an account holder has previously taken the course and passed the quiz, a certificate can be reprint or save the original course completion date by logging into the online training.  An account holder can also take the course a quiz again as refresher training.  A passing score will enable the account holder to reprint the certificate with a refreshed date.

What is account misuse, and what are the potential penalties?

Intentional use of a government accounts for other than official government business constitutes misuse, and depending on the situation, may constitute fraud. Each agency develops and implements policies related to employee misuse. Examples of misuse include:

  • Purchases that exceed the account holder's limit;
  • Purchases that are not authorized by the agency;
  • Purchases for which there is no funding;
  • Purchases for personal consumption, and
  • Purchases that do not comply with the policies.

Potential consequences for the account holder may include: counseling, cancellation of the account, a written warning, notation in employee performance evaluation, reprimand, and/or suspension or termination of employment.

In the case of purchase account or centrally billed accounts (CBA) travel misuse, the employee may be held personally liable to the Government for the amount of any unauthorized transactions. Depending on the agency and the circumstances, there are a number of applicable laws that can result in fines or imprisonment.

Additionally, the contractor banks are authorized to take certain actions against account holders whose accounts are cancelled for delinquency, such as:

  • Assessing late fees;
  • Utilizing collection agencies to recover the delinquent balance;
  • Reporting the delinquency to national credit bureaus, and
  • Salary offset.
What is my responsibility when it comes to paying taxes when using my GSA SmartPay account?

In some cases, when using certain types of accounts, government account holders are exempt from taxes on their purchases.  Please visit the SmartTax section of the website for more information on taxes.  

  • Centrally Billed Accounts (CBA): CBAs are purchase accounts where payment is made directly to the bank by the Government.  
  • Individually Billed Accounts (IBA): IBAs are travel accounts where payment is made directly to the bank by the individual.  The state determines the exemption status for Individually Billed Accounts.
  • Integrated Accounts:  Integrated accounts are considered CBAs
  • GSA SmartPay Tax Advantage Travel Card Account: When using the Tax Advantage Travel Account, charges for rental cars and lodging will be automatically billed to a CBA for payment. Charges for other travel-related purchases such as meals and incidentals are billed to the IBA portion of the account. 
How does the GSA SmartPay Tax Advantage Travel Account work?

The Tax Advantage Travel Account is issued to an employee designated by the agency/organization in the employee’s name. The agency/organization will work directly with the contractor bank to establish the billing and payment procedures for CBA versus IBA transactions. In addition, the agency/organization will work with the contractor bank to determine if credit checks or other creditworthiness assessments will apply. A/OPCs will work with their GSA SmartPay 3 contractor to identify Merchant Category Codes (MCCs) for rental cars and lodging to be excluded from taxes. When the account is used, invoices will be sent to the agency/organization and the account holder for payment. The agency/organization is responsible for the CBA charges on the account, and the account holder is responsible for the IBA charges on the account.

Is it mandatory to use a federal government travel account when traveling?

Yes. In accordance with the FTR, Section 301-51, Paying Travel Expenses, agencies/organizations are required to pay for official travel expenses using a government-authorized travel payment solution, unless granted an exemption in accordance with FTR policies.

For the DoD, see DoD Instructions 5154.31 and the JTR.

What is split disbursement?

The payment process called split disbursement as described in OMB Circular A-123, Appendix B. divides a travel voucher reimbursement between the contractor and the traveler, sending the balance owed directly to the appropriate party.

Note:  Although OMB Circular A-123, Appendix B in Chapter 4.4 requires all executive branch agencies to implement split disbursement, it may not yet be operational in your agency/organization. Please contact your Agency/Organization Program Coordinator (A/OPC) for further details

Is a merchant allowed to photocopy a GSA SmartPay card?

Both VISA and MasterCard state in their guidelines that a merchant is allowed to make/store a photocopy of a card provided they do NOT record or copy the PIN and/or CVC data in any manner or for any purpose.

VISA guidelines state:  A merchant must not require a cardholder to provide any supplementary cardholder information as a condition of honoring the card including photocopying the card, unless it is required or permitted elsewhere in the US Regional Operating Regulations.

MasterCard guidelines state:  The merchant must absolutely not copy the back of the card because the merchant is not allowed to record the CVC data.  Although there is no rule prohibiting making a copy of the card front, there are standards regarding storing and destroying account data, which would include a copy of the card front. 

Note:  According to US Code Title 18, Part 1, Chapter 33, 701, it is illegal for a merchant to photocopy your Government ID.

What is the liability for lost or stolen cards?

Agencies/organizations and/or individual cardholders are not liable for charges made on a lost or stolen card after the card is reported as lost or stolen. In addition, the agency/organization has no liability for unauthorized use. Unauthorized use means the use of a GSA SmartPay solution by a person, other than the account holder, who does not have authority for such use and from which the account holder receives no benefit. A new card with a new account number will be issued to the account holder within 48 hours. Any previous authorized activity, disputed and undisputed, will be transferred to the new account.

Program Coordinators

Below is a list of guides, presentations, publications, and other resources for program coordinators.

Travel

Travel Card Program Guide for A/OPCs

This guide is intended to assist the travel charge card A/OPC in managing his/her agency's travel charge card program.

Purchase

Managing Your SmartPay Purchase Program FlipBook Cover
Managing Your SmartPay Purchase Program

The Managing Your SmartPay Purchase Program Interactive Flipbook is intended to serve as a source of information for assisting in the oversight role within the purchase program. As an agency/ organization program coordinator (A/OPC), you serve as the liaison between your agency, the contractor bank, the account holder and GSA. Your role is essential to efficiently and effectively manage your agency’s GSA SmartPay purchase program. In addition to the traditional card services, GSA SmartPay offers a variety of other payment solutions to assist with improving security, control, and oversight, as well as reducing paper and administrative costs. These innovative solutions can help your agency better leverage government spending while increasing transparency and accountability.  

Fleet

General

Approving Officials
Approving Officials

Roles and responsibilities for GSA SmartPay Approving Officials.

Convenience Check Alternatives
Convenience Check Alternatives

Convenience Check Alternatives

2018 GSA SmartPay Training Forum Presentations (New Orleans, LA)

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Ability One Overview and Update

During this presentation we will discuss the origin of the program, its purpose, and those who benefit from it. We will explore how the program works, the many products and services available, and how it is mandated by Federal Acquisition Regulations (the FAR). 

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Auditing Purchase Cards

This session will provide an overview of audit techniques and various fraud detection methods. To illustrate some of these scenarios, actual case examples that involve the improper, abusive or fraudulent use of government Purchase Cards will be discussed.

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Doing Business with UNICOR

A quick history of UNICOR and the mission. A description of the different products available through UNICOR and the different methods to purchase.

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Easy Ordering with GSA Global Supply

Learn how to utilize GSA Global Supply to access thousands of office supplies, tools, furniture and more.

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Federal Strategic Sourcing Initiative - OS3 and JanSan (Ofce, Janitorial, and Sanitation Supplies)

This course will cover both federal strategic sourcing solutions for both Ofce Supplies (OS3) and Janitorial and Sanitation Supplies (JanSan).

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Federal Travel and Ethics

Federal Travel Regulation and recent amendments to the Federal Travel Regulation will also be discussed.

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FedMall Overview

This course will provide an overview of the FedMall shopping, ordering and research functionality.

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GSA Advantage! The Basics

This course will take attendees step-by-step through the processes of registering, searching products and services, using and storing
payment information, creating and forwarding shopping carts, and ordering and obtaining status and history reports.

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GSA Fleet Card Program

Fleet program and how it relates to the GSA SmartPay Fleet Card program; fraud detection and prevention; and some of the unique needs related to Fleet Cards.

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GSA Fleet Overview and Offerings

Learn about the GSA Fleet vehicle program and current offerings and initiatives.

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GSA SmartPay 3 Innovative Payment Solutions

This presentation will provide A/OPCs and other charge card program managers with information about the innovative products and service solutions offered under the GSA SmartPay 3 program.

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GSA SmartPay 3 Master Contract Basics

The purpose of this course is to provide valuable information to familiarize customers with certain aspects of the GSA SmartPay 3 Master Contract.

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GSA SmartPay Fleet Management Essentials

This session will provide an overview of the feet card under the GSA SmartPay 2 and GSA SmartPay 3 master contracts, including roles/responsibilities, appropriate uses of the card and best practices.

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GSA SmartPay Online Tools

Explore GSA SmartPay’s online resources! Receive a detailed tour of the GSA SmartPay website and GSA SmartPay’s online training including a detailed look at the resources and tools available online.

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GSA SmartPay Program Update

What’s new in 2018 with the GSA SmartPay program? Taught by the program director, this advanced, interactive GSA SmartPay Program Update course provides an overview of significant issues affecting the GSA SmartPay program and its customers.

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GSA SmartPay Purchase Management Essentials

This basic level course provides information about the Purchase Card program under the GSA SmartPay 3 (SP3) Master Contract.

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GSA SmartPay Transition Topics

This class will provide helpful tips and recommendations on how to ensure a successful transition to GSA SmartPay 3.

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GSA SmartPay Travel Management Essentials

This basic level course provides a broad overview of the GSA Travel Card program and will introduce you to this new SmartPay 3 offering.

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GSA SmartTax – Leading Practices and Lessons Learned for State Taxes

This presentation discusses State tax assessment for GSA SmartPay transactions, specifically the legal history, background, and available tools.

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Making Informed Cost Savings Travel Decisions

This training will provide an overview of each solution and will highlight the benefits and utility of using GSA’s Travel Programs.

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Standard Accounting, Budgeting and Reporting System (SABRS) with the Defense Travel System

Overview of SABRS fnancial system and how it relates to the DTS processes. Basic system interfaces and common issues with DTS transactions.

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Standard Accounting, Budgeting and Reporting System (SABRS) with the Government Purchase Card Program

Overview of SABRS financial system and how it relates to the GCP processes. Basic system interfaces and common issues with GCP transactions, statement certifications, and invoice payments.

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Tools, Templates and Transnational Data in the Acquisition Gateway

Attend this session to see a live demo of the Acquisition Gateway, and see us walk through real-life case studies that outline the efficiencies in using the Gateway during the market research phase of an acquisition.

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Use of Data Analytics for Effective Program Oversight

This training will give A/OPCs insight into both best practices and the commercial tools currently available as part of the GSA SmartPay Program.

2017 GSA SmartPay Training Forum Presentations (Phoenix, AZ)

GSA SmartPay Data Analytics
Use of Data Analytics for Effective Program Oversight

Participants can expect an overview of data analytics and its importance to the GSA SmartPay Program. A/OPCs will gain necessary oversight into their programs and create time and money saving efficiencies. This training will give A/OPCs insight into both best practices and the commercial tools currently available as part of the GSA SmartPay Program.

GSA SmartPay Program Update
GSA SmartPay Program Update

What’s new in 2017 with the GSA SmartPay program? Taught by the program director, this advanced, interactive GSA SmartPay Program Update course provides an overview of significant issues affecting the GSA SmartPay program and its customers. The course discussion encompasses major program trends and challenges, legislative updates, industry developments, new innovative products and services, and a vision for the future. Purchase and travel aspects are the primary focus, with fleet product information included as secondary content.

Identifying and Reporting Potential Travel Card Misuse
Identifying and Reporting Potential Travel Card Misuse

This session is intended for DoD travel attendees. Representatives from the DTMO will offer a “deeper dive” into CCRS and IntelliLink reports that are key to identifying potential misuse, and the steps required by Agency Program Coordinators to report instances of suspected misuse to supervisors of cardholders. A question and answer session will immediately follow

AbilityOne: Overview and Update
AbilityOne: Overview and Update

The AbilityOne Program represents a best value source of supply for not only Federal Agencies and Military Activities, but for the taxpayer as well. During this presentation we will discuss the origin of the program, its purpose, and those who benefit from it. We will explore how the program works, the many products and services available, and how it is mandated by Federal Acquisition Regulations (the FAR).

Learning Objectives: To help the Federal Acquisition Workforce understand the requirements within the Federal Acquisition Regulations associated with the AbilityOne program. To learn how easy it is to support this valuable socio-economic program while meeting the needs of the federal government.

GSA Advantage for Federal and Military - The Basics
GSA Advantage for Federal and Military - The Basics

GSA Advantage!® is a reliable and proven one-stop online resource for thousands of federal & military employees worldwide. GSA Advantage!® offers the most comprehensive selection of approved products and services from GSA contracts. The newest version of GSA Advantage!® simplifies searches, has a services-only search feature, includes standardized descriptions and item numbers, and more closely resembles other commercial shopping sites. This course will take attendees step-by-step through the processes of registering, searching products and services, using and storing payment information, creating and forwarding shopping carts, and ordering and obtaining status and history reports.

GSA Fleet Card Program
GSA Fleet Card Program

This session will provide information on how GSA Fleet operates its card program. Topics will include an overview of the GSA Fleet program and how it relates to the GSA SmartPay Fleet Card program; fraud detection and prevention; and some of the unique needs related to Fleet Cards.

GSA SmartPay Online Tools
GSA SmartPay Online Tools

Explore GSA SmartPay’s online resources! Receive a detailed tour of the GSA SmartPay website and GSA SmartPay’s online training including a detailed look at the resources and tools available online. In addition, find out how to connect with others through the GSA SmartPay online community, social media, and more.

Easy Ordering with GSA Global Supply
Easy Ordering with GSA Global Supply

Learn how to utilize GSA Global Supply to access thousands of office supplies, tools, furniture and more. GSA Global Supply facilitates compliance with federal procurement regulations (FAR, Ability One, etc.) so that your purchases can be accomplished without soliciting multiple bids or having to reconcile multiple invoices from vendors. Find out how easy your purchase can be when requisitioning via GSA Global Supply using the GSA SmartPay Government Purchase Card. 

Travel Management Essentials
Travel Management Essentials

Did you know that government Travel Cardholders under the GSA SmartPay program are eligible to receive extended benefits coverage? This basic level course provides a broad overview of the GSA SmartPay 2 Travel Card program. Topics covered include roles and responsibilities, appropriate cardholder use, and policies and procedures associated with daily usage of cards, including program management resources. Travel Card best practices and preventive measures to maintain a successful travel charge card program will also be discussed.

GSA SmartPay Saves - Innovative Payment Solutions
GSA SmartPay Saves - Innovative Payment Solutions

This presentation will provide A/OPCs and cardholders information about the innovative products and service solutions that are either available through the GSA SmartPay Program today, or currently under development by the GSA Center for Charge Card Management.

Purchase Management Essentials
Purchase Management Essentials

This basic level course provides information about the Purchase Card program under the GSA SmartPay 2 Master Contract. Topics include roles and responsibilities, cardholder use, detecting fraud and misuse, policies and procedures associated with best practices, and differences between using the Purchase Card as a purchase, payment, and/or ordering mechanism. 

GSA Fleet Overview and Offerings
GSA Fleet Overview and Offerings

Learn about the GSA Fleet vehicle program and current offerings and initiatives.

UNICOR, Federal Prison Industries
UNICOR: Designing Healthy Work Environments

This session discusses how designing healthy work environments in the government workplace can increase worker productivity and have a positive impact on ex-offender work re-entry programs.

Federal Strategic Sourcing - Janitorial and Sanitation (JanSan)
Federal Strategic Sourcing - Janitorial and Sanitation (JanSan)

This course will cover the Janitorial and Sanitation (JanSan) Supplies federal strategic sourcing solution. JanSan is a broad category encompassing commonly purchased janitorial and sanitation supplies. Learn what the solution provides in data, and how the credit card is used within this program. Discover resources where agencies can learn more in-depth opportunities about this Government-Wide solution.

Federal Strategic Sourcing - Office Supplies
Federal Strategic Sourcing - Office Supplies

This presentation will be an overview of the FSSI for Office Supplies. This is the OS3 solution that encompasses both the OS3 Purchasing Channel and the OS3 Requisition Channel. It will cover the background on the program, current status, and current contractors. It will also discuss ordering under both channels and allow time for questions/discussion.

Fleet Management Essentials
Fleet Management Essentials

Want to learn more about managing your fleet card program? This session will provide an overview of the fleet card under the GSA SmartPay 2 master contract, including roles/responsibilities, appropriate uses of the card and best practices. 

Planning for SmartPay Transition
Planning for SmartPay Transition

This session is limited to DoD travel attendees. Representatives from the DTMO will discuss the notional schedule and high-level project list in preparation for the transition from SmartPay2 to SmartPay3, with a focus on the tasks that will be required of Agency Program Coordinators. A question and answer session will immediately follow.

GSA SmartTax - Leading Practices and Lessons Learned for State Taxes
GSA SmartTax - Leading Practices and Lessons Learned for State Taxes

Do you or your account holders have questions about when or when not to pay State taxes for charge card transactions? This presentation discusses State tax assessment for GSA SmartPay transactions, specifically the legal history, background, and available tools. There will also be opportunity for participants to ask questions and share lessons learned and leading practices.

GSA SmartPay 3 Transition Training
GSA SmartPay 3 Transition Training

This course provides a high level overview of the Transition Training Tools available to agencies/organizations to assist with their transition to GSA SmartPay 3. Transition tools include a Needs Assessment Tool, Task Order Type Tool, Task Order Guide, and several other documents that walk agencies/organizations through the transition process. This course is recommended for card program managers that will be actively involved in the GSA SmartPay 3 Transition effort for their agency/organization.

Making Informed Cost Saving Travel Decisions
Making Informed Cost Saving Travel Decisions

GSA offers integrated services to manage Travel which includes E-Gov Travel Service (ETS), the City Pair Program (CPP), Fedrooms, and Travel Service Solutions (TSS). This training will provide an overview of each solution and will highlight the benefits and utility of using GSA’s Travel Programs. The goal is to provide helpful travel tips so agencies and programs can get more and spend less on travel.

Purchase Card Fraud Investigations
Purchase Card Fraud Investigations

The HHS/OIG has initiated its own purchase card fraud investigation program which incorporates liaison activities, data mining, and investigations to identify and pursue those who fraudulently use their purchase cards. This presentation will provide insight on how to identify fraudulent purchases, investigative techniques, and current trends of fraud.

Introduction to Sustainable Acquisitions
Introduction to Sustainable Acquisitions

Federal agencies are required by statute and executive order to purchase certain products with specific environmental or energy attributes. “Green purchasing” or “sustainable acquisition” refers to purchasing products with these attributes, and purchasing services under which these products will be supplied or used. This course will provide an introduction to these requirements and walk through GSA tools and resources available to agencies.

Category Management and the Acquisition Gateway
Introducing the Acquisition Gateway

Come learn about the Acquisition Gateway, powered by GSA. Learning objectives include: Explain the concept of Category Management, explain the federal government's goal and structure for Category Management, explain what the Acquisition Gateway is, its goals and benefits, and provide a live demonstration of the Acquisition Gateway to show how its tools can be used throughout the acquisition lifecycle

Federal Travel and Ethics
Federal Travel and Ethics

This session will review frequent issues connected to travel and travel-related ethics for civilian Federal travelers. Attendees will benefit from a review of the current regulations and policies related to premium-class travel; use and retention of frequent traveler benefits; voluntary and involuntary denial of a seat on an airline; payment of travel expenses by non-Federal sources; use of the Government travel charge card; the rules relating to the airline City Pairs contract program; and use of a rental car for official travel. Recent amendments to the Federal Travel Regulation will also be discussed.

Auditing Purchase Cards
Auditing Purchase Cards

This session discusses the background of GAO and their approach to auditing Purchase Cards including some Case Study Examples.

GSA SmartPay 3 Transition Documents

GSA SmartPay 3 Ordering Procedures

Presented during the GSA SmartPay 3 Kick-Off Conference.

SP3 Task Order Pricing Basics

Presented during the GSA SmartPay 3 Kick-Off Conference and covers topics such as Refunds vs Fee-Based Pricing, Master Contract Pricing Structures, and Task Order Pricing Structures.

ePayables - What Makes Them Different?

ePayables are about saving administrative costs and simplifying overly burdensome administrative processes. Learn about the three major categories of separately priced ePayable products and services offered under the GSA SmartPay 3 Master Contract.

GSA SmartPay 3 Frequently Asked Questions (FAQs)

The current GSA SmartPay® 2 Master Contracts expires on November 29, 2018. The future program is referred to as GSA SmartPay 3 or “SP3”. This document addresses a number of the most common questions program participants may have about the transition to the new contract, including:

  • General Questions,
  • Establishing a New Task Order,
  • Post-Award Transition Activities, and
  • Transition Resources & Support.

If you do not find an answer to your question here, please contact a GSA SmartPay Point of Contact (POC)  at gsa_smartpay@gsa.gov

SP3 Tax Advantage Travel Card Handout

The GSA SmartPay Tax Advantage Travel Card Account is a new product offering that combines an Individually Billed Account (IBA) and Centrally Billed Account (CBA), providing a means to obtain tax exemption automatically at the point of sale for rental cars and lodging charges. This document provides FAQs about the new product.

* Document being updated and will be reposted. Please check again soon!

GSA SP3 Master Contract

Contracting Officers may need the following information to complete their task order award documents:  

US Bank
Contract Number:  GS-36F-GA001 
Address: 800 Nicollet Mall, Minneapolis, MN 55402

Citibank, N.A.
Contract Number:  GS-36F-GA002 
Address:  701 E 60th St N, Sioux Falls, SD  57104-0432

Please use contact information found in the SP3 presentation packages to reach SP3 contractors about their product and service offerings.

Master Contract Updates Quick Sheet

The purpose of this document is to provide a side-by-side comparison of changes between the GSA SmartPay 2 (SP2) and SmartPay 3 (SP3) Master Contracts.

GSA SmartPay 3 RFP

GSA SmartPay 3 Solicitation Number: GS10F17LPP0003

Transition Executive Briefing

The Center for Charge Card Management (CCCM) recognizes that A/OPCs need the support of their agency’s/organization’s Executives to get the resources they need to carry out the transition to GSA SmartPay® 3 (SP3). This presentation is meant to be used as a guiding document for a discussion between an agency/organization’s Lead A/OPC(s) and Agency Executives.

Transition Communications Planning Tool

This Transition Communications Planning Tool is a resource for agencies/organizations to use as they transition to GSA SmartPay® 3 (SP3). This tool is meant to help you effectively plan, develop, and implement communications about your agency’s/organization’s transition to SP3.

Needs Assessment Tool

The Needs Assessment Tool can be used as a starting point for agencies/organizations to begin determining payment solution program needs under the GSA SmartPay 3 program (SP3).  It is meant to assist you with Task 1, Define Needs, as you conduct your Pre-Award Transition activities.  

GSA SmartPay Task Order Type Tool

The Task Order Type Tool assists lead A/OPCs and/or their Contracting Officers as they conduct their agencies’/organizations’ Pre-Award transition activities.

Pre-Award Transition Checklist

The pre-award transition checklist is a resource for agencies to utilize as they transition to GSA SmartPay3® (SP3). This checklist covers tasks up to (but not after) placing the agency’s task order. The Post-Award Transition checklist Below details the tasks agencies will carry out after they have awarded their task orders.

GSA SmartPay Task Order Guide

The Task Order Guide assists A/OPCs and/or their Contracting Officers with developing and awarding their GSA SmartPay® 3 (SP3) task orders, as they conduct their agencies’/organizations’ task order pre-award transition activities.

Post-Award Transition Checklist

This post-award transition checklist is a resource for agencies/organizations to utilize as they transition to GSA SmartPay® 3 (SP3). This checklist covers transition tasks that should be performed after an agency/organization has awarded its task order.

A/OPC Information Technology (IT) Quick Reference

Each agency/organization will need to complete a number of Information Technology (IT) related tasks to transition to GSA SmartPay 3 (SP3). This quick reference is meant to help Lead A/OPCs begin to identify these activities and some IT-related considerations. This document can also be used to begin conversations with the IT resources who will assist with the agency’s/organization’s transition. 

Charge Up Video: Choosing Your Brand

Needs Assessment Training Tool

The Needs Assessment tool will help determine your agency/organization’s payment solution program needs. This presentation offers instructions on completing the needs assessment tool.

Note: To hear the audio, play the slideshow from the beginning of the presentation.

This presentation is intended for Government use only.

Task Order Guide Tool Training

The GSA SmartPay 3 Task Order Guide Tool Training will explain the purpose of the tool, how to use it, and provide example task order request documents for you to utilize as you work through your task order development process.

Note: To hear the audio, play the slideshow from the beginning of the presentation.

This presentation is intended for Government use only.

Interact Online Community for A/OPCs

Discussions with GSA SmartPay

GSA SmartPay Online Communities offer opportunities for networking and sharing best practices among groups utilizing the GSA Interact platform.

Discussions with GSA SmartPay is a private online community giving Program Coordinators (A/OPCs) a central location to share ideas and best practices, as well as discuss all other issues related to the GSA SmartPay program. If you are an A/OPC and would like to register, please go to https://interact.gsa.gov. Once registered, email your User ID to gsa_smartpay@gsa.gov so we can add you to the private group.

 

 

GSA SmartPay Training Forum 2016

GSA SmartPay® 2 Master Contract Basics
GSA SmartPay® 2 Master Contract Basics

Learn about the key terms and conditions of the GSA SmartPay 2 Master Contract. You’ll learn about the roles and responsibilities of key program personnel, the scope of the GSA SmartPay 2 Master Contract, and tools available to A/OPCs to manage your program. Real life examples and solutions will be addressed.

GSA SmartPay® Fleet Management Essentials
GSA SmartPay® Fleet Management Essentials

Want to learn more about managing your fleet card program?  This session will provide an overview of the fleet card under the GSA SmartPay 2 master contract, including roles/responsibilities, appropriate uses of the card and best practices.  New this year, this course will also feature program management information through the use of data and fraud analytics.

GSA SmartPay® Program Review
GSA SmartPay® Program Review

What’s new in 2016 with the GSA SmartPay program? Taught by the program director, this advanced, interactive GSA SmartPay Program Update course provides an overview of significant issues affecting the GSA SmartPay program and its customers. The course discussion encompasses major program trends and challenges, legislative updates, industry developments, new innovative products and services, and a vision for the future. Purchase and travel aspects are the primary focus, with fleet product information included as secondary content.

Purchase Management Essentials
Purchase Management Essentials

This basic level course will provide a discussion of the Purchase Card program under the GSA SmartPay 2 Master Contract. Topics such as roles and responsibilities, cardholder use, detecting fraud and misuse, and policies and procedures associated with daily usage of cards will be performance and best practices.

GSA SmartPay®  Travel Management Essentials
GSA SmartPay® Travel Management Essentials

Did you know that government Travel Cardholders under the GSA SmartPay program are eligible to receive extended benefits coverage? This basic level course provides a broad overview of the GSA SmartPay 2 Travel Card program. Topics covered include roles and responsibilities, appropriate cardholder use, and policies and procedures associated with daily usage of cards, including program management resources. Travel Card best practices and preventive measures to maintain a successful travel charge card program will also be discussed.

GSA SmartPay® Online Tools
GSA SmartPay® Online Tools

Explore GSA SmartPay’s online resources!  Receive a detailed tour of our new GSA SmartPay website and free online training.  In addition, find out how to connect with others through the Discussions with GSA SmartPay private online community, social media, and the Acquisition Gateway.

GSA SmartPay® Saves - Innovative Payment Solutions
GSA SmartPay® Saves - Innovative Payment Solutions

This presentation will provide A/OPCs and account holders information about the innovative products and service solutions that are either available through the GSA SmartPay Program today, or currently under development by the GSA Center for Charge Card Management.

GSA SmartPay® Program Analytics
GSA SmartPay® Program Analytics

What reports can be used to detect fraud, waste and abuse in a charge card program? What different disciplinary actions and consequences can be used for the misuse of the GSA SmartPay card at your agency? This course provides A/OPCs and other card management personnel with leading approaches on how to effectively manage a GSA SmartPay program. This course also addresses fraud, waste, and abuse issues, and identifies preventive measures to handle the issues through data analytics.  Join this important discussion on how to effectively detect and report misuse and fraud within your charge card program.

Auditing Purchase Cards
Auditing Purchase Cards

This session will provide an overview of audit techniques and various fraud detection methods. To illustrate some of these scenarios, actual case examples that involve the improper, abusive or fraudulent use of government Purchase Cards will be discussed. Corrective actions will also be addressed.

Section 508 Basics – Procurement
Section 508 Basics – Procurement

Section 508 of the Rehabilitation Act is a Federal law that requires all Information Communication Technology (ICT) products and services “developed, procured, maintained, or used” by the Federal Government are accessible to persons with disabilities. This affects everything from websites (Internet/Intranet), video and multimedia products, software applications and operating systems, telecommunications, kiosks, hardware, desktop and portable computers, copiers and fax machines. This session will present an overview of how to develop compliant requirements for your procurements, providing you with tools such as the Buy Accessible Tools, and techniques and resources for conducting market research. Empower yourself to make informed, legal decisions in your purchasing of ICT that conforms with Section 508.  This session is a must for all persons who purchase ICT products and services, to include purchase card holders, federal managers, requiring officials, and contracting officials.  Come and learn how Section 508 impacts the Federal procurement process, as well as your legal responsibilities to comply with the law.

GSA eBuy Overview
GSA eBuy Overview

Looking to obtain better pricing on your procurements? Need to find sources of supply? Trying to increase competition? GSA’s online procurement tool, eBuy, allows buyers to prepare Request for Quotes (RFQs) for millions of products and services offered under GSA MAS contracts. eBuy also provides the opportunity to do research, establish BPAs, and get quotes on big ticket and large quantity procurements. First, find a category and select vendors to personally notify (all vendors are notified if the RFQ/RFP is placed under a GWAC category). All vendors listed under the category selected can also review or quote on your request. Second, enter your requirements and specify the amount of time the RFQ should remain open. Contractors will receive emails about your requirements and submit quotes in return. Learn how eBuy allows buyers to procure services with complex requirements.

Easy Ordering with GSA Global Supply™
Easy Ordering with GSA Global Supply™

Learn how to utilize GSA Global Supply to access thousands of office supplies, tools, furniture and more. GSA Global Supply facilitates compliance with federal procurement regulations (FAR, Ability One, etc.) so that your purchases can be accomplished without soliciting multiple bids or having to reconcile multiple invoices from vendors. Find out how easy your purchase can be when requisitioning via GSA Global Supply using the GSA SmartPay Government Purchase Card.

Ordering Office Supplies from FSSI OS3 Requisition Channel GSA Global Supply™
Ordering Office Supplies from FSSI OS3 Requisition Channel GSA Global Supply™

This presentation will be on overview of the FSSI for Office Supplies. This is the OS3 solution that encompasses both the OS3 Purchasing Channel and the OS3 Requisition Channel.  It will most likely cover the background on the program, current status and current contractors.   It will also discuss ordering under both channels and allow time for questions/discussion.

Maintenance, Repair & Operations (MRO)  and Janitorial and Sanitation Supplies (JANSAN)  Federal Strategic Solutions
Maintenance, Repair & Operations (MRO) and Janitorial and Sanitation Supplies (JANSAN) Federal Strategic Solutions

This course will cover the Maintenance Repair and Operations (MRO) solution. MRO is a broad category encompassing commonly purchased hardware, tools, and paints supplies. Learn what the solution provides in data, and how the credit card is used within this program.  Discover resources where agencies can learn more in-depth opportunities about this Government Wide solution.

Federal Travel and Ethics
Federal Travel and Ethics

This session will review the most frequent issues relating to travel and travel-related ethics and appropriations. Attendees will benefit from a review of the current regulations and policies related to premium-class travel; use and retention of frequent traveler benefits; voluntary and involuntary denial of a seat on an airline; payment of travel expenses by non-Federal sources; use of the Government travel charge card; the rules relating to the airline City Pairs contract program; use of a rental car for official travel; and routing of travel. This course covers the Federal Travel Regulation, which applies only to civilian Federal travelers.

GSA Advantage!®  for Federal and Military  The Basics
GSA Advantage!® for Federal and Military The Basics

GSA Advantage!® is a reliable and proven one-stop online resource for thousands of federal employees worldwide. GSA Advantage!® offers the most comprehensive selection of approved products and services from GSA contracts. The newest version of GSA Advantage!® simplifies searches, has a services only search feature, includes standardized descriptions and item numbers, and more closely resembles other commercial shopping sites. This course will take attendees step-by- step through the processes of registering, searching products and services, using and storing payment information, creating and forwarding shopping carts, and ordering and obtaining status and history reports.

GSA Fleet & Sustainability
GSA Fleet & Sustainability

Learn about the GSA Fleet vehicle program and solutions as well as how to green and optimize your fleet.

Using Your GSA Fleet Card
Using Your GSA Fleet Card

This session will provide information on how GSA Fleet operates its card program. Topics will include an overview of the GSA Fleet program and how it relates to the GSA SmartPay Fleet Card program; fraud detection and prevention; and some of the unique needs related to Fleet Cards.

Introduction to Sustainable Acquisition
Introduction to Sustainable Acquisition

Federal agencies are required by statute and executive order to purchase certain products with specific environmental or energy attributes. “Green purchasing” or “sustainable acquisition” refers to purchasing products with these attributes, and purchasing services under which these products will be supplied or used. This course will provide an introduction to these requirements and walk through GSA tools and resources available to agencies.

Making Informed  Cost Saving Travel Decisions
Making Informed Cost Saving Travel Decisions

GSA offers integrated services to manage Travel which includes E-Gov Travel Service(ETS), the City Pair Program (CPP), Fedrooms, and Travel Service Solutions (TSS). This training will provide an overview of each solution and will highlight the benefits and utility of using GSA's Travel Programs. The goal is to provide helpful travel tips so agencies and programs can get more and spend less on travel.

Greening Service and Construction Contracts
Greening Service and Construction Contracts

This session will give a brief overview of sustainable procurement requirements and will delve more deeply into how to incorporate sustainability into service contracts.  The speaker will provide details on specification and clauses that should be included in service contracts to meet requirements.  The discussion will include evaluation of nine common service contracts.

Sustainable Acquisition Refresher
Sustainable Acquisition Refresher

There has been a significant expansion of the federal sustainable acquisition program. Designed for purchasers, program managers, and suppliers with familiarity with federal sustainable acquisition requirements, this presentation discusses what's new under Executive Order 13693, what further changes are pending, and what they mean to purchase card holders. A demonstration of the Green Procurement Compilation will be provided.

DoD Fleet Card Overview
DoD Fleet Card Overview

The Department of Defense Fleet Card enables authorized users to buy and pay for fuel, emergency roadside assistance or minor maintenance in support  of official government business. The term “DoD Fleet,” as used herein refers to vehicles that are owned or are under individual "dry" lease by the Component Services and the DoD Agencies. The fleet card may be used to purchase fuel for equipment. The use of the fleet card constitutes a government order for supplies or service in accordance with the Federal Acquisition Regulation and is subject to the micro- purchase threshold of $3,500.

Government Travel Charge Card Best Practices
Government Travel Charge Card Best Practices

This session is intended for DoD travel attendees.  Representatives from the DTMO will provide best practices and lesson's learned in managing your GTCC program.  Highlights to include metrics reporting, declined authorizations reporting , DTS reports on travel card profiles, mandatory reporting and datamining, delinquency management and training requirements.  A question and answer session will immediately follow.

Acquisition Gateway

What is the Acquisition Gateway?

Have you ever needed to procure something for your agency or organization using GSA SmartPay and wanted more information to guide your purchasing decision? Good news!  GSA created the Acquisition Gateway to consolidate available product and service information across best-in-class Federal Government providers.  

The Acquisition Gateway offers information, tools, and resources to facilitate acquisition and procurement decision-making.

For first time visitors to the Acquisition Gateway, please take a brief moment to register at OMB Max here.  Click here for a video on the registration process.

 

GSA SmartPay Audit Repository

Report on the Government Purchase Card Initiative

Background:  The objective of the Council of the Inspectors General on Integrity and Efficiency (CIGIE) purchase card initiative was to analyze and review Government purchase card data to determine the risks associated with purchase card transactions.
 

Findings:

  • 20 OIGs selected and tested a sample of 1,255 high-risk purchase card transactions of over $1.3 million.
  • The OIGs found no evidence of fraudulent behavior.
  • Agencies should take steps to improve controls such as training, policies and procedures, separation of duties, and supervisory reviews to mitigate risks.

 

 

DoD Reporting of Charge Card Misuse to OMB (4/3/2018)

Background: OMB reporting requirements use the word misuse as a broad term that includes various categories of improper transactions such as fraud, waste, abuse, personal use, other loss, and misappropriations of funds or assets. This audit is the third report the DoD OIG has produced regarding travel card misuse. It focuses on purchase card and travel card reports that the DoD was required to submit to OMB.

Recommendations: The recommendations were:

  • Obtain, review, and oversee transaction level details for misuse to improve reporting; and
  • Complete an evaluation of the costs and benefits of PCOLS.

Recommend that the Director, DTMO, revise the Government Travel Charge Card Regulations to require CPMs and designated agency program coordinators to use available contractual tools, to include the Visa IntelliLink rules, queries, and case disposition modules.

Veterans Health Administration: Review of Alleged Irregular Use of Purchase Cards by the Engineering Service at the Carl Vinson VA Medical Center in Dublin, Georgia

Background: The Office of Inspector General conducted this review in response to allegations that Dublin VA Medical Center (VAMC) purchase cardholders split purchases and made duplicate payments to Ryland Contracting Incorporated and Sterilizer Technical Specialists. 

Recommendations for Executive Action(s): We recommended the Veterans Integrated Service Network 7 Director review transactions for unauthorized commitments, submit ratification requests, emphasize the importance of monitoring cardholders, provide training, and ensure approving officials do not exceed the limit of assigned cardholders. In addition, we recommended the Director ensure contracts are established in accordance with VHA policy and take appropriate administrative action for each cardholder who made unauthorized commitments.

2017 ANNUAL REPORT: Additional Opportunities to Reduce Fragmentation, Overlap, and Duplication and Achieve Other Financial Benefits

Background: The federal government faces a long-term, unsustainable fiscal path based on an imbalance between federal revenues and spending. While addressing this structural imbalance will require fiscal policy changes, in the near term opportunities exist to take action in a number of areas to improve this situation, including where federal programs or activities are fragmented, overlapping, or duplicative. To call attention to these opportunities, Congress included a provision in statute for GAO to identify and report on federal programs, agencies, offices, and initiatives—either within departments or government-wide—that have duplicative goals or activities.

Recommendations for Executive Action(s): In this report, GAO presents 79 new actions that Congress or executive branch agencies could take across 29 new areas.  Of these, they suggest 26 actions to address 15 areas in which we found evidence of fragmentation, overlap, or duplication in government missions and functions.

The GSA SmartPay Audit Repository includes both multi-agency and agency specific audits related to the GSA SmartPay program.  

USPS Fleet Specialty Credit Cards – Eastern Area

Background: This fleet specialty credit card is issued to each facility with assigned vehicles and to Vehicle Maintenance Facilities (VMF) to pay for maintenance or repairs over $300.  Controls over fleet specialty credit cards in the Eastern Area were not always effective.

Recommendations for Executive Action(s): OIG recommended management issue a directive instructing site managers to ensure fleet specialty credit card transactions and related supporting documentation are reviewed at least monthly, maintained for 2 years, and provided to the appropriate VMFs. OIG also recommended management direct all site managers to follow fleet specialty credit card guidance to properly manage and secure PINs and fleet specialty credit cards.

GOVERNMENT PURCHASE CARDS: Opportunities Exist to Leverage Buying Power

Background: GAO was asked to review whether agencies are effectively leveraging their buying power when using purchase cards.

Recommendations for Executive Action(s): Analyze purchase card data. Develop guidance to encourage local officials to examine purchase card spend patterns and share this information.

FEDERAL TRAVEL: Opportunities Exist to Improve Data and Information Sharing

Background: The administration and GSA have encouraged agencies to take steps to adopt cost-savings efforts and promote efficient travel spending.

Recommendations for Executive Action(s): Develop a travel data management approach that would provide GSA with more consistent travel cost data. Identify and implement promising practices to help agencies leverage travel resources and achieve cost savings.

GOVERNMENT PURCHASE CARDS: Little Evidence of Potential Fraud Found in Small Purchases, but Documentation Issues Exist

Background: GAO examined (1) what actions GSA and OMB have taken since 2008 to enhance program controls over micro-purchases and (2) whether weaknesses exist in the approval process for them and, if so, whether there are indicators of improper or potentially fraudulent purchases.

Recommendations for Executive Action(s): Reemphasize OMB guidance to obtain and retain complete documentation of micro-purchases. Require cardholders to document purchase request and preapproval for self generated purchases.

Financial Management: Actions Needed to Strengthen GAO's Purchase Card Program Controls

Background: This report addresses the extent to which GAO maintained effective internal controls for preventing, detecting, and responding to potential misuse, waste, and abuse of GAO purchase cards.

Recommendations for Executive Action(s): Revise purchase card policy and procedures to address key requirements. Develop, document, and implement a process to efficiently identify and monitor compliance with training requirements.

DoD Officials Did Not Take Appropriate Action When Notified of Potential Travel Card Misuse at Casinos and Adult Entertainment Establishments

Background: DoD cardholders who used Government travel cards at casinos and adult entertainment establishments for personal use sought or received reimbursement for their charges.

Recommendations for Executive Action(s): Report travel card misuse under investigation to the appropriate facility and the report outcome of the investigation. Report misuse of travel cards in a timely manner on individuals without a security clearance. Improve the identification of personal use of the travel card and disciplinary actions taken by revising the “Government Travel Charge Card Regulations.”

EPA Oversight of Travel Cards Needs to Improve

Background: The EPA does not check travel card bank rebates for accuracy. As a result, the agency does not know whether travel card rebates received from the bank are accurate.

Recommendations for Executive Action(s): Verify the bank refund with the agency’s calculation and spending.

The Department Of State’s Major Management And Performance Challenges

Background: The Department of State continues to improve security related training, but it lacks consistent implementation of personnel safety standards, faces significant challenges managing posts and programs in conflict areas, needs to adequately protect its information systems and electronic data from internal and external threats, needs to fully address the proper management, oversight, and accountability of contracts and procurements, and continues to make progress resolving financial management concerns, but challenges remain.

Recommendations for Executive Action(s): Developed new training and expanded content of current trainings. Conducted a webinar on coordinating with various offices and bureaus. Update emergency action plans and has updated consular emergency preparedness documents, processes and training for numerous overseas missions. Created an office responsible for developing, coordinating, and implementing the risk assessments and mitigation plans for critical environment contracts. Updated its Management Policies and Procedures Manual. Invested in technology that enhanced records-keeping and reporting. Developed an annual acquisition plan. Establishing management and monitoring procedures. Providing guidance to CORs and GTMs on performing assigned duties. Issued guidance defining the procedures for reporting deficiencies.

Audit of Engineering Service Purchase Card Practices at the Ralph H. Johnson VA Medical Center, Charleston, South Carolina

Background: VA’s Office of Inspector General Hotline Division received an allegation that Engineering Service employees at the Ralph H. Johnson, VA Medical Center (VAMC), Charleston, SC, were splitting purchases to circumvent the $3,000 micro-purchase limit.

Recommendations for Executive Action(s): Leverage data mining and detailed reviews of high risk transactions to review micro-purchase card transactions to identify unauthorized commitments, and submit ratification requests. Use data mining and detailed reviews of high-risk transactions to review micro-purchase card transactions for purchases lacking sufficient documentation and take steps to recover identified inappropriate payments. Develop monitoring mechanisms to ensure approving officials consistently use required Approving Official Checklist to identify split purchases, purchases that exceed the micro-purchase limit for services, and purchases without sufficient documentation. Ensure purchase cardholders and approving officials receive required refresher training every 2 years.

Fiscal Year 2015 Risk Assessment of the DHS Bank Card Program Indicates Moderate Risk

Background: The Department of Homeland Security (DHS) has established internal controls for its charge card programs. Components did not always follow DHS’ required procedures for credit card use. In addition, components did not always have their own procedures in place to supplement those developed by DHS.

Recommendations for Executive Action(s): The Bankcard and Review Branch is updating the DHS Purchase Card Manual. Once updated and finalized, DHS will require the components to incorporate the updates into their component-specific manuals within 6 months. DHS is also updating the charge card oversight plan to include compliance evaluation of the component-specific manuals.

Fiscal Year 2016 Risk Assessment of the Social Security Administration’s Charge Card Programs

Background: Analyze the risk of illegal, improper, and erroneous purchases made through the Social Security Administration’s (SSA) charge card programs. 

Recommendations for Executive Action(s): Issue a reminder to help ensure compliance with policy and procedures for recording purchase card transactions in purchase order logs and retaining adequate records indicating receipt and acceptance of goods. Assess the split purchases identified to determine whether they were detected by monitoring processes, and then adjust the monitoring process to identify and resolve such transactions, as needed. Implement a verification process to ensure purchase card training completion, certification, and other related information are included in the applicable training records. Remind approving officials to timely complete all required actions of purchase card termination when an employee leaves to ensure the delegation of acquisition authority is terminated, purchase cards are destroyed, and accounts are cancelled. Determine the appropriateness of, and take appropriate actions, regarding the questionable transaction that occurred over a weekend.

U.S. Department Of The Interior’s Internal Controls For Purchase Cards And Fleet Cards

Background: Determine whether internal controls for the Integrated Charge Card Program (ICCP) are adequately designed and appropriately implemented to effectively deter fraud, waste, or abuse.

Recommendations for Executive Action(s): Develop internal controls and increase accountability actions so that cardholders and AOs review statements and attach supporting documents. Recover the cost of any illegal, improper, or erroneous purchases. Conduct recurring management reviews of charge card transactions and clearly demonstrate actions taken when deficiencies are identified. Establish internal controls designed to identify purchases exceeding authorized limits. Develop and implement internal control procedures needed to ensure purchase logs are properly documented, maintained and current. Instruct cardholders and AOs regarding the authorized uses of convenience checks and take appropriate actions for those who do not comply with policy. Close cardholder accounts before employees separate to prevent fraudulent use. Establish a department-wide systematic review process for assigning MCC restricted groups. Verify the accuracy of MCCs and verify that appropriate restrictions have been placed on purchase card accounts.

Risk for EPA’s Fiscal Year 2016 Purchase Card and Convenience Check Program Warrants an Audit

Background: In accordance with the requirements of the Government Charge Card Abuse Prevention Act of 2012, it was determined that the EPA’s compliance with internal controls was lacking. As a result, they plan to conduct an audit of the purchase card and convenience check program for FY 2017.

Recommendations for Executive Action(s): There are no recommendations at this time.  

Common Questions

As a Program Coordinator, how do I connect with other agency program coordinators to share ideas and best practices?

There are several ways to actively participate within the community:

  • Join the Discussions with GSA SmartPay Community on Interact: A private online community allowing Program Coordinators (A/OPCs) a central location to share ideas and best practices, as well as discuss all other issues related to the GSA SmartPay program.
  • Attend the Quarterly A/OPC meetings, monthly Discussions with Dave conference call, as well as other special meetings and events.  Dates and location for all meetings will be posted within the Interact Community.
  • Attend the GSA SmartPay Annual Training Forum:  Learn about all aspects of successfully managing your charge card program, including innovative payment solutions and the latest advancements in program oversight, as well as network, collaborate and share best practices with other card managers, bank representatives and GSA personnel. Check the website for more information.
What can I do to improve my agency’s program performance?

The GSA SmartPay program office provides a number of tools and other types of assistance to support effective program management in agencies across the Government. A few tips include:

Ensure policies are being followed: Most agencies have comprehensive policies regarding the administration of their payment programs. This includes policies for account use as well as for program management. Agency program management offices should ensure that the policies are communicated to account holders and easily accessible (e.g., post the regulations on the agency's Intranet website). It is important for agencies to follow through with the implementation of their policies, including distribution and compliance monitoring.

Make sure training is a priority for all account holders and program coordinators: 

  • GSA offers free basic online training covering regulations and best practices for all agencies,
  • A variety of free resources and guidebooks to support card management are available on our website 
  • Contact the bank to schedule an in person or virtual Electronic Access System (EAS) training for your program coordinators
  • Attend the annual GSA SmartPay training forum provides a large variety of training for all program coordinators   

Initiate an Accounts Payable File Review:  An A/P File Review is a no-cost tool for agencies to help identify opportunities to leverage GSA SmartPay solutions as methods of payment to increase process efficiencies, cost savings, and refunds. 

Participate in Workgroups:  The GSA SmartPay program office sponsors periodic workgroups to facilitate the sharing of information between agencies, and to collect feedback on the performance of the GSA SmartPay program office and its contractor banks.

How do I go about incorporating a new payment solution into my program?

Under the GSA SmartPay program there are many options available to assist in meeting your agency’s mission critical needs.  Products and related services under the GSA SmartPay program can offer customized payment solutions to help your agency achieve its goals. Under the GSA SmartPay master contract, each participating agency tags, joins a pool agreement or awards its own a task order to one of the GSA SmartPay contractor Banks. Not all products and services offered under the GSA SmartPay program may be available to your agency as each agency's task order is different and unique.  For this reason, it is important to review your agency/organization's task order. Speak to those within your agency responsible for managing your agency’s task order, such as your level 1 A/OPC and/or the task order Contracting Officer, to find out how your agency/organization can take advantage of these offerings. 

What policies exist regarding the use of the GSA SmartPay payment solutions?

Treasury Financial Manual for Guidance of Departments and Agencies is the Department of the Treasury’s (Treasury’s) official publication of policies, procedures, and instructions concerning financial management in the Federal Government. It is intended to promote the Government’s financial integrity and operational efficiency.

There are a number of policies that govern the use of Government payment solutions. Policies include:

  • Federal Acquisition Regulations (FAR);
  • Federal Travel Regulations (FTR);
  • Federal Management Regulations (FMR);
  • OMB Circular A-123 Appendix B;
  • Public Law;
  • American Recovery and Reinvestment Act.

Additionally, many agencies have regulations that are specific to their program and tailored to the agency's mission and operating procedures. Contact your agency program management office for more information regarding agency-specific policies. Visit our Policies page for more on the policies listed above. 

What training is available for agency program coordinators?

There is a variety of free training offered for program coordinators (A/OPCs).  All upcoming training relevant information for program coordinators will be posted in Interact. 

What can agencies/organizations do to help prevent misuse of cards? What tools are available to provide assistance to agencies in detecting fraud and misuse?

Mandating training that meets government wide standards for account holders and A/OPCs is the first step to preventing misuse. Currently, training varies widely among agencies, with many agencies relying on the training provided at the annual GSA SmartPay training forum and the online training courses on the GSA SmartPay website.  While these training courses provide the necessary government wide rules and regulations they DO NOT reflect agency-specific requirements which are important for account holders to know.

The master contract requires a number of tools that support the Government in controlling and monitoring card spend to prevent fraud, waste, and abuse. Examples of these tools are:

  • Credit limits – Credit limits restrict single purchase, daily, weekly, or monthly expenditures by the account holders. In accordance with agency policy, limits are set to meet the agency needs.
  • Merchant Category Code (MCC) Blocks – MCCs are established by the bankcard associations to classify different types of businesses. Merchants are assigned codes that describe their primary line of business. Agencies can limit the types of businesses where account holders can make purchases by limiting the MCCs available to the account holder.
  • Reports – Agencies have access to online management reports via their bank providers Electronic Access System (EAS). The banks provide standard reports including Account Activity reports, Dispute reports, Unusual Spending Activity reports, Lost/Stolen Cards reports, as well as Ad Hoc reports.
  • Guidebooks – The banks are required to provide written guides for A/OPCs that are sufficiently detailed to serve as a stand-alone reference for A/OPCs to conduct program management for the GSA SmartPay Program. Topics include procedures for account setup and maintenance, account suspension/cancellation, transaction disputes and reconciliation among other topics such as authorized use and payments requirements and options. Agencies also have access to account holder, designated billing office, and transaction dispute office guides from banks.

Other resources program specific guides are available for download or print here.  

What action should I, as an A/OPC, take if an account holder does not pay their bill on time or it becomes delinquent?

Every effort should be made to assist the contractor in collecting the balance due. Ensure that your account holders are aware of their responsibilities

Can I, as an A/OPC, suspend or cancel an account?

Yes. A reason must be documented for suspension or cancellation. Accounts may be canceled through your bank’s EAS or through the bank’s customer-service office.

How do I set up accounts?

As the A/OPC, you are responsible for the establishment and maintenance of your program accounts. Refer to your contractor’s A/OPC guide and EAS manual for instructions on how to set up accounts

For Approving Officials

Below is a list of resources for approving officials

Tools

Pre-Approval/Approval Request Template

This template can use as a standard format for purchase cardholders to send pre-approval or approval requests to their approving official for supplies or services that need to be purchased using a government purchase card. Text can either be copied into an email or other document according to agency operating procedures. This template is a SAMPLE and should be modified to meet the needs of the agency/organization before it is distributed to cardholders. Use of this template is not mandatory.

Pre-Approval Response Template

These templates can use as a standard format for approving officials to send notice of pre-approval, approval or denial of requests made by purchase cardholders. Text can either be copied into an email or other document according to agency operating procedures. This template is a SAMPLE and should be modified to meet the needs of the agency/organization. Use of this template is not mandatory.

Approval Response Template

These templates can use as a standard format for approving officials to send notice of pre-approval, approval or denial of requests made by purchase cardholders. Text can either be copied into an email or other document according to agency operating procedures. This template is a SAMPLE and should be modified to meet the needs of the agency/organization. Use of this template is not mandatory.

Blanket Approval Authority Template

This template can use as a standard format for approving officials to send notice to purchase cardholders that they have been given standing approval to purchase certain supplies or services. Text can either be copied into an email or other document according to agency operating procedures. Approval officials should check their activity’s policy to see if such action is allowable before granting this authority to a cardholder. This template is a SAMPLE and should be modified to meet the needs of the agency/organization Use of this template is not mandatory.

Approving Official Approvals Tracking Log

This spreadsheet is a template for approving officials to use to track pre-approval and/or approval requests and responses to aid in their recording keeping. This spreadsheet can be downloaded and modified to suit agency needs. Use of this spreadsheet is not mandatory.

Vendors

Below is a list of guides, presentations, and publications for vendors.

All

SmartTax: Quick Reference for Vendors cover
SmartTax: Quick Reference for Vendors

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Accepting GSA SmartPay Cards? A Handy, Helpful Reference Guide For Vendors cover
Accepting GSA SmartPay Cards? A Handy, Helpful Reference Guide For Vendors

Accepting GSA SmartPay Account? A Handy, Helpful Reference Guide For Vendors

SmartTax Vendor Guide
SmarTax Vendor Guide

This brochure is targeted at vendors who accept the GSA SmartPay account so they will be able to more easily recognize the accounts by BIN numbers to know when taxes should not be assessed.

For State/Local

Resources for state and local government commercial payment solutions programs. 

GSA SmartPay Chip and PIN Enabled Charge Cards

State and local government commercial payment solutions programs may face many challenges similar to those experienced by the Federal Government in making the transition to chip charge cards. CCCM prepared  a Primer on GSA SmartPay Charge Card Program EMV "chip" Transition and Other Enhanced Security Considerations to share our lessons learned in dealing with the transition from a card issuance perspective.  

Ordering Guides and Publications

Copies of guides and publications may be ordered by contacting the Centralized Mail List Service (CMLS).  This service is free of charge for agency customers and items can be shipped directly to your office.  

Order Online

Hard copies of publications may be ordered by contacting the Centralized Mail List Service (CMLS). Simply refer to the specific publication by title or document ID.  Both printing and shipping of these publications is free.

Order by Phone:

The call center, available at (800) 488-3111, operates Monday through Friday. This center assists GSA and non-GSA personnel with ordering publications.

Phone Number: (800) 488-3111
E-mail Address: ncsccustomer.service@gsa.gov

Fraud Prevention

Protecting your GSA SmartPay Account

It is important to understand how to protect not only your account, but also yourself from fraud. Identifying and reporting fraud is your responsibility as the account holder. This section discusses some tips to help detect and avoid becoming a victim of fraud. Knowledge and awareness are the best protection.  

Fraud Definition and Types

Fraud

Fraud is a deception deliberately practiced with the motive of securing unfair or unlawful gain. Specific to our topic here, fraud can be an attempt to cheat the Federal Government and corrupt its agents by using GSA SmartPay payment solutions for transactions not part of official government business. Like any deception, fraud has its fair share of victims.

GSA is posting this information to help you, your agency, and the Federal Government avoid being victimized. Fraud can come in many disguises, such as false emails, mail, or phone calls. Likewise, intentional misuse of a GSA SmartPay payment solution by the account holder can result in fraud. In addition, non-account holder fraud involves the use of the payment solution or account holder information by an unauthorized person.

As a GSA SmartPay cardholder, you should be aware and take necessary steps to protect your account and yourself.

Different Types of Fraud

Some of the different types of fraud include:

  • Counterfeit Accounts — To make fake cards, criminals use the newest technology to “skim” information contained on magnetic stripes of cards, and also to pass security features (such as holograms).
  • Lost or Stolen Accounts — Often physical cards are stolen from a workplace, gym or unattended vehicle.
  • Card Not Present (CNP) Fraud — Internet fraud occurs whenever account information is stolen and used to make online purchases. Usually, a merchant will ask for the CVC code (located on the back of the card itself) to help prevent this type of fraud.
  • Phishing — Phishing occurs whenever an account holder receives a fake email directing him or her to enter sensitive personal information on a phony website. The false website enables the criminal to steal information from the account holder.
  • Non-Receipt Fraud — This occurs whenever new or replacement cards are mailed and then stolen while in transit.
  • Identity Theft Fraud — Whenever a criminal applies for an account using another person’s identity and information

Detecting Fraud

One of the first signs that you have been a victim of fraud will be at least one “mystery expense” showing up in your monthly statement. To help detect fraud, you should verify your statement by:

  • Looking for transactions you do not recall making;
  • Checking for unknown vendors; and,
  • Searching for account withdrawals you do not remember making.

Avoiding internal/external Fraud

Avoiding Fraud

Some tips to avoiding fraud are:

  1. Secure account numbers and information.
  2. Safeguard your personal identification number (PIN). Do not write it down — memorize it. Do NOT share your PIN.
  3. Monitor your card during transactions. When the card is returned, check to make sure it is indeed yours.
  4. Make a list of account numbers with key contact information, in case you need to report a lost or stolen account.
  5. Immediately report lost/stolen accounts and/or any questionable charges.
  6. Sign the back of a new card as soon as you receive it. If you do not receive a replacement card before the expiration date of the older card, contact the bank.
  7. Destroy unwanted or expired cards and shred (or secure) monthly statements and receipts.
  8. Always verify charges appearing on your monthly statement. Note that online statements provide a faster, more efficient way to check for fraudulent activities.
  9. Unless you initiated the purchase, NEVER give your account information over the telephone, through the mail, or on the Internet.
  10. Consistently check your account for accuracy of personal and billing information. Notify the bank if your personal information and/or address needs updated.
  11. Never let a telemarketer or salesperson pressure you into agreeing to a deal.
  12. Be aware of common scams. If you are unsure of a situation, please contact your A/OPC or the bank.
  13. Examine your credit report at least once a year.
  14. Update the anti-spyware and anti-virus software on your computer.
Understanding Account Holder Misuse and Fraud

Fraud can be defined as a deception deliberately practiced with the motive of securing unfair or unlawful gain. Specific to our topic here, fraud can be an attempt to cheat the Federal Government and corrupt its agents by using GSA SmartPay accounts for transactions not part of official government business. Fraud can come in many disguises, such as false emails, mail, or phone calls. Likewise, intentional misuse of a GSA SmartPay account by the account holder can result in fraud. The employing agency of an account holder who misuses the account or who participates in fraud may cancel the purchase account and take appropriate disciplinary action against the employee.  In the case of account misuse, the employee will be held personally liable to the Federal Government for the amount of any unauthorized transaction.

Depending on the facts involved, an employee may be subject to fine or imprisonment for action relating to purchase account misuse and fraud.  Employees issued an account have a responsibility to use the account to procure supplies and services at the direction of the agency under official purchase authorization.  Examples of misuse include:

  • Purchases that exceed the account holder’s limit,
  • Purchases not authorized by the agency,
  • Purchases for which no funding exists,
  • Purchases for personal consumption,
  • Purchases that do not comply with the FAR and/or other applicable procurement statutes and regulations, and
  • Purchases billed by the merchant but not received by the agency.

There are guidelines and procedures for disciplinary action to be taken against individuals for the improper, fraudulent, or abusive use of the purchase account. Purchase account misuse/ fraud may have the following potential consequences:

  • Counseling,
  • Cancellation of purchase account,
  • Notation in employee performance evaluation,
  • Reprimand,
  • Suspension of employment,
  • Termination of employment, or
  • Criminal prosecution.
Understanding Non-Account Holder Fraud

Non-account holder fraud involves the use of the purchase account or account holder data by an unauthorized person.  Non-account holder fraud is investigated by special units within the banks.  Any information acquired that relates to non-account holder fraud should be reported.  The risk of non-account holder fraud is higher in certain situations including:

  • Account/Card never received – A new or replacement card has been mailed to the account holder but was not received.  This may be due to a third party interception.  In this case, the account should be cancelled and new card issued. 
  • Lost or Stolen Account/Card – If the account holder reports the account as lost or stolen, the account will be cancelled and new one issued.  Reporting the account as lost or stolen does not relieve the Federal Government for payment for any transactions that were made by the account holder prior to losing it.  If transactions not made by the account holder appear on the statement, the account holder has 90 days from the date of the transaction to file a dispute.  If it is not done within 90 days, they may forfeit their rights to dispute.   
  • Altered or counterfeit cards – This occurs when third parties obtain account information and used that information to make purchases with an altered or counterfeit card.  If the banks recognize a fraudulent pattern of use at the time of authorization, the bank will validate the use of the account with the account holder and/or suspend the account.  If transactions not made by the account holder appear on the statement, the account holder has 90 days from the date of the transaction to file a dispute.  If it is not done within 90 days, they may forfeit their rights to dispute.
  • Account takeover/ Identity theft – In this case, the account holder’s identity has been compromised and a third party has requested a new account by providing confidential information about the account holder.  Any account holder who believes that he or she may have been subject to identity theft should contact the bank’s customer-service department.  Once a determination is made that an account has been compromised, investigation is the responsibility of the bank. Unless a government employee is determined to be involved in the fraud, the agency generally does not participate in the investigation.  The account will be closed, and a replacement account opened.

Misuse and Abuse

Intentional use of a government account for other than official government business constitutes misuse, and depending on the situation, may constitute fraud. Each agency develops and implements policies related to employee misuse. Examples of misuse include:

  • Purchases that exceed the account holder's limit;
  • Purchases that are not authorized by the agency;
  • Purchases for which there is no funding;
  • Purchases for personal consumption, and
  • Purchases that do not comply with the policies that govern each particular payment solution type.

Potential consequences for the account holder may include: counseling, cancellation of the card, a written warning, notation in employee performance evaluation, reprimand, and/or suspension or termination of employment.

In the case of a centrally billed account (CBA), either purchase or CBA travel account misuse, the employee may be held personally liable to the Federal Government for the amount of any unauthorized transactions. Depending on the agency and the circumstances, there are a number of applicable laws that can result in fines or imprisonment.

Additionally, in certain cases, vendors are authorized to take certain actions against account holders whose accounts are cancelled for delinquency, such as:

  • Assessing late fees;
  • Utilizing collection agencies to recover the delinquent balance;
  • Reporting the delinquency to national credit bureaus, and
  • Salary offset.
Understanding Account Holder Misuse and Fraud

Fraud can be defined as a deception deliberately practiced with the motive of securing unfair or unlawful gain. Specific to our topic here, fraud can be an attempt to cheat the Federal Government and corrupt its agents by using GSA SmartPay accounts for transactions not part of official government business. Fraud can come in many disguises, such as false emails, mail, or phone calls. Likewise, intentional misuse of a GSA SmartPay account by the account holder can result in fraud. The employing agency of an account holder who misuses the account or who participates in fraud may cancel the purchase account and take appropriate disciplinary action against the employee.  In the case of account misuse, the employee will be held personally liable to the Federal Government for the amount of any unauthorized transaction.

Depending on the facts involved, an employee may be subject to fine or imprisonment for action relating to purchase account misuse and fraud.  Employees issued an account have a responsibility to use the account to procure supplies and services at the direction of the agency under official purchase authorization.  Examples of misuse include:

  • Purchases that exceed the account holder’s limit,
  • Purchases not authorized by the agency,
  • Purchases for which no funding exists,
  • Purchases for personal consumption,
  • Purchases that do not comply with the FAR and/or other applicable procurement statutes and regulations, and
  • Purchases billed by the merchant but not received by the agency.

There are guidelines and procedures for disciplinary action to be taken against individuals for the improper, fraudulent, or abusive use of the purchase account. Purchase account misuse/ fraud may have the following potential consequences:

  • Counseling,
  • Cancellation of purchase account,
  • Notation in employee performance evaluation,
  • Reprimand,
  • Suspension of employment,
  • Termination of employment, or
  • Criminal prosecution.

If I become a Victim of Fraud

If you discover that someone else has used your account, promptly report the incident to your A/OPC and the bank’s customer service representative. Once your account (or the account holder information) has been reported lost or stolen, the account is immediately blocked. If necessary, the bank will then issue a new card with a new account number. Also, your bank will send you a letter explaining the steps you can take to protect yourself further. Sometimes, unauthorized transactions will appear on the billing statement, even though the account was reported lost or stolen. You should report all unauthorized transactions by calling the bank's customer service telephone number.

If your GSA SmartPay account falls victim to fraud, contact your A/OPC and your agency’s bank immediately.

U.S. Bank
fraud_help@usbank.com
(877) 595-6256

J.P. Morgan
abuse@chase.com
(888) 297-0781

Citibank
emailsproof@citigroup.com
(800) 274-6660

If Fraud has already occurred

If an account holder reports fraud, it is your responsibility to contact the issuing bank for further investigation.  The bank will block/cancel the account and replace it immediately.  If you suspect an account holder is guilty of fraud, you can file a complaint with your agency’s Inspector General.  Investigations are initiated upon receipt of a complaint or other information that gives a reasonable account of the wrongful or fraudulent act.  Many agencies provide fraud hotline numbers to report fraud.  Be as specific as possible when calling or sending a complaint.  The following should be provided:

  • The employee's full name
  • Rank or pay grade
  • Duty station
  • Specific suspected fraudulent act or wrong doing
  • Specific dates and times
  • Specific location of where the suspected fraudulent act occurred
  • How the individual completed the alleged fraudulent act

Based on the findings of the investigation, you may be required to notify an employee’s supervisor and human resources office for further internal administrative action.  Depending on the action you may also need to contact other organizations including:

  • The bank’s fraud unit
  • The Inspector General
  • The Fraud Hotline
  • The DOD Criminal Investigative Service (DCIS)
  • The Federal Bureau of Investigation (FBI)
  • The Naval Criminal Investigation Service (NCIS)
  • The U.S. Army Criminal Investigation Service (USACIDC)
  • The Air Force Office of Special Investigators (AFOSI)

Reporting/Monitoring Fraud

Program Coordinators should use electronic reports to monitor and track misuse and fraud.  The following reports may be utilized to detect misuse and fraud within your program:

  • Account Activity Report –This report shows all active accounts and spending for each account during a billing cycle.  It provides details on each transaction, including transaction date, transaction type, merchant name, and dollar amount.  It is particularly useful for identifying suspicious merchants, unusually high spending patterns, excessive convenience check usage, and untimely purchases.
  • Declined Authorizations Report – The declined authorization report will identify account holders who have attempted to use an account to buy an item for which they are not authorized, that exceeds their single-purchase limits, that exceeds their monthly purchase limit, or from a merchant that falls under a blocked Merchant Category Code (MCC).
  • Disputes Report – The disputes report identifies date, merchant, reason code, dollar amount, and status of each dispute filed by an account holder.  Approving officials and A/OPC’s should track and follow up on disputes to determine their outcomes.  Account holders should attempt to resolve disputes directly with merchants prior to filing a disputes report.  If a merchant is consistently appearing on the disputes report, the A/OPC should determine whether the merchant may have billing issues, quality issues, or is attempting to commit fraud by submitting false transactions.
  • Unusual Spending Activity Report – The banks offer various reports identifying transactions that may warrant further review.
  • Lost/Stolen Account Report –The lost/stolen account report identifies accounts that are reported lost or stolen.  This may either be an indicator that the account holder needs to secure his/her account or that the account holder is attempting to disguise misuse or fraudulent activity by denying the charges.
  • Master File – The master file should be reviewed periodically to eliminate account holders who are no longer employed in the agency, correct addresses, and verify whether card limits and authorization controls are appropriate.
  • Ad Hoc Reports - Your bank may offer an ad hoc reporting tool that enables you to create customized reports with the data elements you specify.
Taking Action

Potential consequences for the account holder may include:

  • Counseling,
  • Cancellation of the account,
  • A written warning,
  • Notation in employee performance evaluation,
  • Reprimand, and/or
  • Suspension or termination of employment.

In the case of purchase account, the employee may be held personally liable to the Federal Government for the amount of any unauthorized transactions. Depending on the agency and the circumstances, there are a number of applicable laws that can result in fines or imprisonment.

Additionally, in certain cases, the issuing banks are authorized to take certain actions against account holders whose accounts are cancelled for delinquency, such as:

  • Assessing late fees;
  • Utilizing collection agencies to recover the delinquent balance;
  • Reporting the delinquency to national credit bureaus; and
  • Salary offset.

Logo & Designs

Glossary

Glossary of the GSA SmartPay Program Terminology

AB | C | D | E | F | G | H | I | J | K  | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

1057: Form used to describe merchant demographics (e.g., small business, veteran-owned small business, service-disabled veteran-owned small business, Historically Underutilized Business Zones (HUBZone) small business, small disadvantaged business, or women-owned small business concerns).

1099: Form used for reporting income to the Internal Revenue Service using a tax identification number. This could be either a Social Security Number (SSN) or an Employer Identification Number (EIN). For individuals who operate as merchants, reporting income should provide a SSN. A sole proprietor may provide either, but is not required to provide both. All others should provide an EIN.

508 Conformance: Standards set by Section 508 of the Rehabilitation Act of 1973 as amended by the Workforce Investment Act of 1998 — Public Law (P.L.) 105-220 dated August 7, 1998 — that require software and websites are accessible to people with disabilities. 

A:

Abuse: Use of a government payment solution to buy authorized items, but at terms (e.g., price, quantity) that are excessive, for a questionable government need, or both. Examples of such transactions would include purchase of items such as a day planner costing $300 rather than one costing $45, allowable refreshments at an excessive cost, and year-end or other bulk purchases of supplies or services for a questionable government need.

Account: An arrangement by which the Contractor accepts a customer agency’s/organization’s financial assets and holds them on behalf of the card/account holder at the agency’s/organization’s discretion.

Account Holder: Any individual issued an account at the request of an agency/organization component. This may also include any vehicle/equipment (e.g. Fleet applications), designated portions of an agency/organization, or Contractors under a cost reimbursable contract for Purchase accounts, Fleet accounts, and Travel CBA only. Account holders include both individuals with carded (e.g. cardholders) and non-carded accounts. See “Cardholders”.

Account Holder Agreement: A written agreement between the Contractor and account holder designating both the account holder's and Contractor's responsibilities. By signing the application form and activating, signing, or using the account, a card or account holder agrees to be bound by the terms and conditions of the agreement. This also includes agreements between the Contractor and a cardholder. See “Account Holder”.

Account Holder Application: An application designed by the Contractor and used by the account holder to apply for CBAs or IBAs. This includes applications used by cardholders. See “Account Holder”.

Account Setup Information: Specific information required for each account so that an active account can be established. This information is supplied by each ordering agency/organization to the Contractor.

Ad Hoc Reporting: Provides the ability for GSA and the agency/organization community to access all data elements of the AO, account holder, and transaction records at any time to by allowing GSA and/or agencies/organizations to create reports in html, Excel, text (ASCII) formats, and/or others as defined by the agency/organization.

Adjustment: Purchases made through a GSA SmartPay payment solution are returned at a later date. While this purchase is initially included in net charge volume, it is deducted from net charge volume if the item purchase is returned. Any transaction that reduces the amount due to the agency/organization or account holder. See “Credit”.

Agency Location Code (ALC): A 3-, 4-, or 8-digit unique identifier similar to a bank account number. An 8-digit numerical ALC is used by agencies/organizations that use Treasury for disbursement of funds. The first two digits refer to the Agency, the next two digits refer to the Bureau, and the last four digits refer to the particular agency accounting station. A 4-digit numerical code is used for agencies/organizations that have their own disbursing authority, (e.g., Department of Defense (DOD)). A 3-digit ALC is used to identify Treasury Financial Centers and should comply with Digital Accountability and Transparency Act of 2014 (DATA Act), P.L. 113-101.

Agency/Organization: The entity authorized to manage and utilize the card/account (e.g., Administration, Agency, Board, Commission, Corporation, Department, Tribes and Tribal Organizations, Institute, Component). Agencies/organizations may be further designated by one or more in sub-elements (e.g., bureau, service, activity, division, office). Note: An agency/organization may also be referred to as a “customer” or “customer agency/organization”.

Agency/Organization Accounts: An account issued in the agency/organization name that is centrally billed and paid directly by the agency/organization. A physical card may or may not be issued.

Agency/Organization Gross Refund: The calculated amount of the agency/organization refund inclusive of the GSA CAF. 

Agency/Organization Identifying Number: Provided in NIST Special Publication 800-87, Revision 1, Codes for Identification of Federal and Federally-Assisted Organizations. This standard provides a fourcharacter identifier for each agency/organization. The set of identifiers defines a standard data element. The two leftmost characters form a component data element which is identical with the two-digit numerical code used in the Federal budgetary process to identify major Federal organizations. Agency/Organization Identifying Numbers may be downloaded from the internet at: http://csrc.nist.gov/publications/PubsSPs.html.

Agency/Organization Level: Any hierarchy level established by the agency/organization.

Agency/Organization Net Refund: The calculated amount of the agency/organization gross refund reflected in dollars, less the GSA CAF in dollars and other applicable adjustments.

Agency/Organization Program Coordinator (A/OPC): The individual serving as the focal point for management, establishing and maintaining accounts, government-wide reporting and issuance and destruction of cards within each customer agency/organization. The A/OPC oversees the business line for his or her agency/organization and establishes agency/organization guidelines. The A/OPC directs the Contractor to establish accounts, serves as liaison between the account holder and the Contractor, provides on-going program guidance, audits card accounts as required, and keeps necessary account information current for the agency/organization.

Appropriate Purchase: A purchase that complies with federal and agency regulations and policies.

Approving Official (AO): The individual (typically a supervisor) responsible for ensuring an account is used properly by the agency/organization. The AO also authorizes account holder purchases (for official use only) and ensures that the statements are reconciled and submitted to the Designated Billing Office (DBO) in a timely manner. In the Travel business line, the individual (also, typically a supervisor) who is responsible for signing the traveler’s voucher, indicating approval for payment and for its content. 

Associations: Organizations that are comprised of banks and financial institutions that make the rules for acceptance of payment solutions, including interchange fees.

Authorization: The process of verifying, at the point-of-sale, that a transaction being made is allowable given requirements, prohibitions, and controls established by an agency/organization for that account.

Automated Clearing House (ACH): Central distribution point for transferring funds electronically for participating depository financial institutions. Transactions are accumulated and sorted by destination for transmission during a predetermined period.

Automated Teller Machine (ATM) Services: Contractor provided ATM services which allow cash withdrawals within dollar limits established in the relevant task orders from participating ATMs to be charged to a Contractor-issued card/account.

Automated Testing: Testing software applications by the creation of a test harness to control the execution of tests, verification of outcomes with predicted outcomes, and repeat-ability of test results.

B:

Background Investigation: The act of reviewing both confidential and public information to investigate a person or entity's history of reliability and trustworthiness for purposes of accessing personal and sensitive GSA SmartPay customer and cardholder information.

Bank Identification Number (BIN): The first four to six numbers that appear on a charge card. The BIN uniquely identifies the financial institution issuing the card. The BIN is key in the process of matching transactions to the issuer of the charge card.

Basis Point (bp): One hundredth of one percent.

Billing Cycle: A specific recurring time period between when statements of account/invoices are processed. Billing Cycle Date: The cut-off date for which charges are processed for the billing cycle.

Billing Cycle Office Limit: A monetary limit established by the A/OPC for budget control purposes. The limits may be established on single, reoccurring, or otherwise noted basis.

Billing Date: The billing date is the date of the official invoice sent to the agency/organization Designated Billing Office (DBO) in accordance with the Prompt Payment Act.

Brand: A financial institution that dictates where payments can be processed and facilitates the payment process between account holders, cardholders, merchants, and issuing financial institutions.

Business Day: Days that the Federal Government is open for operation (excludes weekends and Federal holidays).

Business Line: A group of payment solutions or payment activities with common functional characteristics (i.e., Purchase, Travel, Fleet, or Integrated).

Buyer-Initiated Payments: A type of transaction that requires no action by the supplier, no point-of-sale terminals or other hardware/software required to receive payment

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C:

Calendar Day: Any day of the week, including days falling on a weekend or Federal holiday.

Cancelled Account: An account that is canceled due to an undisputed balance remaining unpaid for the prescribed number of calendar days after the date of the statement of account on which the charge first appeared. An account may also be canceled for numerous suspensions.

Card Account Number: An external means of identifying a specific customer unit or specific card. This is embossed/encoded/encrypted on the card itself.

Card Identifier: Unique identification for each card or other payment solution issued to an account (e.g., customer unit).

Cardholder: Any approved individual or agency/organization component issued a physical charge card at the request of the agency/organization.

Cardholder Agreement: See “Account holder Agreement”.

Cardholder Application: See “Account holder Application”.

Cardholder Verification Method (CVM): The mechanism used to identify a card or account holder (e.g. PIN, signature).

Card-Not-Present: A transaction conducted without a physical card.

Case Management System: A system that provides the interface to the user that allows for the review and documentation of at-risk transactions.

Cash Advances: The withdrawal of cash from an Automated Teller Machine (ATM) or financial institution, up to a certain limit.

Category Management: GSA purchasing approach where spend is organized into common categories and managed strategically. Uses expertise from industry and government to group product or service and provide Government buyers a strategic view of market places. 

Centrally Billed Account (CBA): An account established by the Contractor at the request of the agency/organization to pay for official government purchases, for which the customer agency/organization is directly billed (billing account) and liable for making the payment. All Purchase and Fleet accounts are centrally billed. Travel accounts used for airfare and other travel related transactions may also be centrally billed. Agencies/organizations will specify, at the task order level, which Travel cards will be centrally billed accounts.

Centrally Billed Transaction: Transactions made by a card/account holder (transacting account) that are billed directly (billing account) to the Federal Government to be paid by the Federal Government. Includes all Purchase and Fleet transactions and may include other transactions, such as airfare.

Change Fee: Charge levied upon making a material change in a concluded arrangement such as an already purchased airfare ticket.

Charge Card (or “Card”): A card, issued to an individual or an entity that is associated with an underlying account that is used for making payments. A charge card is similar to a credit card, except that there is no line of credit established and the balance owed is due and payable in full upon receipt of the statement for each billing cycle.

Chief Financial Officers (CFO) Act Agencies: The list of agencies identified in the Chief Financial Officers (CFO) Act of 1990.

Chip Card: A card product with a microprocessor chip embedded into the card to provide increased payment security. The chip creates a unique one-time code known as a “cryptogram” with each transaction.

Closing Date: The closing date is the cut-off date for which charges are processed for the billing cycle. See “Billing Cycle”. 

Computer Platform: A computer platform is a system that consists of a hardware device and an operating system that an application, program or process runs upon.

Contract Access Fee (CAF or “GSA CAF”): A fee, previously called the Industrial Funding Fee (IFF) that equals a set number of basis points as established by the Center for Charge Card Management (CCCM) 5, to be remitted by the Contractor to GSA, from the gross refunds. The CAF is intended to cover GSA’s cost of operating the GSA SmartPay Program.

Contract Period: The total period of performance for the GSA SmartPay Master Contract is broken into contract periods. Under the GSA SmartPay 3 Master Contract there is a base period and three option periods that comprise the total period of performance. See “Period of Performance”.

Contract Line Item Number (CLIN): The contract identifies business line product and service offerings as separately identified contract line items. Contract line items allow for pricing of products and services by individual unit prices or lump sum prices, as identified for each business line.

Continuity of Operations: Actions taken by the Contractor in the event of a catastrophe that may disrupt operations domestically or internationally.

Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer. A single contracting officer may be responsible for duties in any or all areas of the procurement cycle. The Contracting Officer for the Master Contract is the GSA Contracting Officer, and referred to as such. The Contracting Officer at the task order level may be referred to as the Agency/Organization Contracting Officer or Ordering Officer. 

Contracting Officer Representative (COR): An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions. The COR for the Master Contract is the GSA COR and will be appointed in writing at the time of contract award. The GSA COR is referred to as such in the Master Contract. The COR at the task order level will be designated in writing by the Agency/Organization Contracting Officer or Ordering Officer, at their discretion.

Convenience Check: Contractor-provided instrument that is written, dated and signed against a card/account within established dollar limits.

Core Requirements: Minimum government-wide requirements. All Contractors shall offer core requirements. Core requirements are referred to as “Tier 1.”

Corrective Refunds: Payments from the Contractor to the agency/organization to correct improper or erroneous refund payments, or an invoice adjustment.

Credit: Any transaction that reduces the amount due to the agency/organization or account holder. See “Adjustment”. 

Credit Loss Rate: The rate used to offset against agency/organization individually billed refunds when net credit losses on Travel IBA accounts during the reporting period are greater than or equal to 30 basis points of net charge volume for Travel IBA accounts.

Creditworthiness Assessment: An assessment used as an internal control to ensure that account holders are financially responsible (See P.L. 112-194 and OMB Circular A-123 Appendix B).

Customer: See definition for “Agency/Organization.” Customer Account: A Contractor’s internal means of identifying a specific customer unit. This identification may be separate from the card account number, may appear on invoices or reports, and may be required by the Contractor to properly post payments received.

Customer Agency/Organization: See definition for “Agency/Organization.” 

Customer Unit: The smallest unit of reporting and invoicing. Each Customer Unit is a distinct account. More than one card may be assigned to each Customer Unit.

Customization: The standard commercial practice of creating reports, invoices, and services to meet unique needs of a specific customer at no cost or at a mutually agreeable fee, when applicable. 

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D:

Data Mining: An automated process used to scan databases to detect patterns, trends, and/or anomalies for use in risk management, spend patterns, and other areas of analysis.

Data Universal Numbering System (DUNS) number: A unique identifier available to organizations by registering with Dun & Bradstreet.

Data Warehouse: See “GSA SmartPay Data Warehouse”

Declined Transaction: Transaction where authorization has been refused by the Contractor's transaction authorization system.

Declining Balance Card: The Contractor shall provide declining balance cards at no additional cost. Declining balance cards function similarly to a traditional charge cards, however limits do not refresh each month. These cards can be applied for a specific purpose for a specific period of time, as identified by the agency/organization. Credit limits can either be set as needed or the card becomes inactive once the balance is used.

Defect Management Plan: The documentation of methodology that shows the lifecycle of a defect from how to identify, log, triage, fix, test, and deploy defect fixes, verification and closeout.

Defense Travel System (DTS): A system that the Department of Defense uses to manage end-to-end travel through a seamlessly automated web based system.

Delinquency: An undisputed account balance that is unpaid for the prescribed number of calendar days or more past the statement date.

Designated Billing Office (DBO): The office or third party entity designated by the customer agency/organization to receive the official invoices and, in some instances, make payments.

Dispute: A situation in which a customer agency/organization or account holder questions the validity of a transaction that was registered to an agency/organization account. 

DLA Energy: Formerly known as Defense Energy Support Center, the Defense Logistics Agency (DLA) Energy, works with customers and suppliers to procure and distribute military specification petroleum products.

Dollar Basis to Determine Refund: Net charge volume less gross credit losses and convenience check spend. Dollar basis to determine refund is calculated and remitted quarterly.

Dollars withheld for Credit Loss: Refund eligible net charge volume times the credit loss rate. Dollars withheld by the Contractor for Credit Loss determines an offset to net refunds paid to agencies/organizations for a reporting period (see “Net Credit Losses”).

Domestic: Locations existing in all 50 states of the United States of America, the District of Columbia, U.S. Territories, and U.S. Possessions.

Duplicate Transaction: A transaction that has been processed twice for the same purchase.  

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E:

Electronic Access System (EAS): The Contractor’s internet-based system that provides account access and a variety of reports to assist in the effective management of the Contractor’s payment solution programs.

Electronic Funds Transfer (EFT): Delivery systems used to transfer payments of funds electronically.

Electronic Signature: A paperless method or process to electronically sign a document which is verified or authenticated.

E​​nhanced Data: Additional data provided beyond Level 3 data.

Europay, MasterCard and Visa (EMV): The standard for cards equipped with computer chips and the technology used to authenticate chip-card transactions.

Exception Reports: Reports that identify high risk transactions, as identified by the agency/organization.

External Fraudulent Activity: See “Fraud” definition.

E-Gov Travel Service (ETS): A Federal Government program that civilian agency/organization Federal employee travelers use to manage end-to-end travel through a common, web based, government-wide contracted service.

ePayables: A solution that augments or replaces the accounts payables process such that electronic transactions take place directly between the Government and the supplier. EPayables solutions are typically used with merchants who are traditionally paid by check or EFT or merchants who do not accept charge card payments (e.g., utility companies). Examples include straight-through processing, buyerinitiated payments, supplier-initiated payments, procure to pay, and other card not present solutions. EPayables do not include virtual cards, single use accounts, or other products/services presently defined under business lines. 

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F:

Fees: Charges over and above the cost of a transaction required by banks to recover necessary costs (e.g. ATM Fee, Convenience Check Fee, Foreign Transaction Fee).

Federal Acquisition Regulation (FAR): The set of regulations mandated for use by the majority of Federal executive agencies for acquisition of supplies and services with appropriated funds, as set forth in 48 CFR § 1-52. Some agencies/organizations may have additional deviations to the FAR and other supplemental acquisition regulations (e.g., Department of Defense FAR Supplement, or DFARS).

Federal Government: Refers to GSA and customer agencies/organizations.

Federal Holidays: Authorized holidays recognized by the US Government when most Federal offices are closed. Federal holidays will generally be celebrated in recognition of, but may not be limited to, New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day.

Federal Information Security Management Act (FISMA): Legislation that defines a comprehensive framework to protect government information, operations and assets against threats.

File Transfer Protocol (FTP): A commonly used protocol for exchanging files over any network that supports the Transmission Control Protocol/Internet Protocol (TCP/IP) (such as the internet or an intranet). There are two computers involved in an FTP transfer: a server and a client. The FTP server, running FTP server software, listens on the network for connection requests from other computers. The client computer, running FTP client software, initiates a connection to the server. Once connected, the client and/or server can perform file manipulation operations such as uploading files, downloading files, and renaming or deleting files.

Financial Institution: An establishment (e.g. bank) that offers financial services and focuses on dealing with financial transactions, such deposits, checking accounts, loans or various investment services.

Fiscal Year (FY): October 1 through September 30. Fiscal Year (FY) Month: One twelfth or one month of the federal FY. Fiscal Year (FY) Quarter: One fourth (or three months) of the Federal FY (e.g., first quarter, October 1 through December 31; second quarter, January 1 through March 31; third quarter, April 1 through June 30; and fourth quarter, July 1 through September 30).

Foreign Currency Conversion Fees: A fee associated with purchases made in a foreign currency (i.e., non-U.S. dollars).

Fraud: Any act of corruption or attempt to cheat the Federal Government or corrupt the Government’s agents, including but not limited to, the use of government payment solutions to transact business that is not sanctioned, not authorized, not in one’s official government capacity, not for the purpose for which the card was issued, or not as part of official government business.

Fraudulent Activity: The use of government payment solutions to transact business that is not sanctioned, not authorized, not in one’s official government capacity, not for the purpose for which the card was issued, or not as part of official government business.  

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G:

Ghost Card: A charge card number that is specific to an agency/organization or an entity within an agency/organization. Purchases made are then charged back to the agency/organization or the entirety within the agency/organization to which the charge card number was issued.

Government System: A government system is defined as a government owned or contracted safeguarded system that contains and/or processes government data, specifically Personally Identifiable Information (PII).

Government-to-Government Transactions: Payments between different agencies (inter-governmental) or within the same agency (intra-governmental). In most instances, these transactions are classified under Merchant Category Code 9399, Miscellaneous Government Services. See Treasury Financial Manual Announcement A-2014-04, Limitations on Credit Card Collection Transactions and Policy for Splitting Transactions.

Government Travel Regulations: Regulations governing the travel and relocation allowances and entitlement of Federal employees performing official temporary duty travel or relocating for the Federal Government. For Federal civilian employees, see FTR (41 CFR Chapters 301-304). For the Department of Defense, see DoD Instructions 5154.31 and the Joint Travel Regulations (JTR).

Gross Basis Points: The total of (1) the basis points used to calculate agency/organization refund payment and (2) the GSA CAF. See “Basis Points (bp)”. Gross Credit Loss: Balances on IBAs that reach the prescribed number of calendar days past the closing date on the statement of account in which the charges appeared for the reporting period, without adjustments, as stated at the task order level. Gross Refunds: The amount comprised of the GSA CAF and the refund amount paid to the agency/organization. The refund amount before the deduction of the GSA CAF.

GSA City Pair Program: GSA’s procurement program for air passenger transportation services. The GSA SmartPay Travel Card is the only form of payment accepted by the GSA City Pair Program.

GSA City Pair Program Identifier: A code that identifies a mandatory user of the GSA City Pair Program.

GSA Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer. A single contracting officer may be responsible for duties in any or all areas of the procurement cycle.

GSA Contracting Officer Representative (COR): An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

GSA Contract Access Fee (CAF): See “Contract Access Fee (CAF)”

GSA SmartPay Data Warehouse: The electronic platform in which data is directly imported, aggregated and normalized from Contractor systems in order to allow analysis of GSA SmartPay spend and transactional data. Note: Also referred to as “Data Warehouse.”

GSA Systems Manager: An individual within GSA who institutes measures to safeguard sensitive information within a computer network.  

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H:

Hierarchy: The organizational structure of the agency/organization which may be composed of multiple levels from the account holder to the top level of the agency/organization. 

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I:

Inappropriate Purchase: A purchase that does not comply with federal and agency regulations and policies.

Individually Billed Account (IBA): A Contractor-issued account used by authorized individuals to pay for official travel and travel-related expenses for which the Contractor bills the account holder, and for which the individual is liable to pay. Individually Billed Accounts may only be issued to Federal employees or employees of Tribes or Tribal Organizations.

Individually Billed Transaction: Transactions through Contractor-issued charge card/account used by authorized individuals to pay for official travel and transportation-related expenses for which the Contractor bills the cardholder, and for which the individual is liable to pay.

Information System Security Officer (ISSO): An individual whose job it is to create and institute measures to safeguard sensitive information within a computer network.

Integrated Card: Purchase, Travel and Fleet transactions, whose processes are integrated on the frontend (e.g., at a minimum, account set-up, account maintenance, customer service) or back-end (e.g., reconciliation, reporting, and invoicing), or both. An Integrated card may be a single card or a single payment solution.

Interchange Fee: A fee paid by the merchant’s financial institutions to the card issuing bank for processing its customer merchant payment transaction. In most instances, the interchange fee is a percentage of the total transaction amount, and is passed on to the merchant through the merchant financial institution’s fees.

Inter/Intra-Governmental Service: Payments made between two federal government entities. This service is used for inter/intra-agency operations and payments supporting Purchase, Travel, Fleet, and Integrated transactions. Inter/Intra-Governmental transactions may or may not generate interchange.

International: Worldwide locations that are not within the definition of “domestic”.

Intranet: A privately maintained computer network that can be accessed only by authorized persons, especially members or employees of the organization that owns it.

Invoice: A written document requesting payment to the Contractor. A proper invoice as defined by FAR containing the data required by, and formatted in accordance with, contract and task order specifications.

Issuing Financial Institution: A financial institution that offers card association branded payment cards and/or payment solutions to consumers. See “Financial Institution”.  

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K:

Knowledge Sharing: Systematic and continuous capture of know-how from relevant experience so that information can be transferred and made re-usable to another party.

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L:

Large Ticket Transaction: Transactions exceeding a certain “high dollar” threshold as processed by the merchant (merchant dependent), for which the brands set a lower interchange rate than for standard transactions.

Leg-by-Leg Itinerary: Each segment of the trip shown separately on the air/rail carrier's ticket.

Legacy System: An existing computer system or application program.

Level 1 Data: Standard commercial transaction data that includes but is not limited to the total purchase amount, the date of purchase, the merchant category code, merchant’s name, city/state, date charge/credit was processed by the Contractor, Contractor processing/transaction reference number for each charge/credit, and other data elements as defined by the Associations, the brands, or similar entities.

Level 2 Data: In addition to Level 1 data, Level 2 data includes but is not limited to sales tax amount, company information, and other data elements as defined by the Associations, the brands or similar entities.

Level 3 Data: In addition to the transaction data in Levels 1 and 2, Level 3 data includes but is not limited to: unit cost, quantities, unit of measure, product codes, product descriptions, ship to/from zip codes, freight amount, duty amount, order date, discount amount, order number, and other data elements as defined by the Associations, the brands or similar entities.

Local Travel: Travel that is within the vicinity of an employee’s regular duty station where an official government travel authorization is not provided or necessary. Examples of local travel may include, but are not limited to public transportation passes/tokens, taxi fares, car services and ferry tickets.  

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M:

Managing Account: An account managed by a card manager (e.g. A/OPC, AO) who oversees the activity on a group of card/account holders. The managing account summarizes activity across card/account holders.

Mandatory User: Individuals identified in C.2.1.3.1.1 Mandatory Users of the GSA City Pair Program.

Manual Functional Testing: Manual testing that is based on specifications, repeatable processes, and tests what a system does as part of a software quality assurance program for a system under development and in the system development life cycle.

Master File: File maintained by the Contractor that contains all essential account information described herein (see C.7.2.2.1 Master File).

Media: A broad spectrum of methods used to provide a permanent record of communications (e.g., paper, email, mobile, data interchange, computer to computer communications via modem, networks, facsimile, or any other acceptable methods of available communication).

Merchant: The entity accepting payment from an agency/organization in exchange for supplies or services. The merchant may be a required source inside or outside the Federal Government, another government agency, or a private sector merchant of supplies or services.

Merchant Category Code (MCC): A four-digit code used to identify the type of business a merchant conducts (e.g., gas stations, restaurants, airlines). The merchant selects its MCC with their bank. The code controls what purchases are allowable.

Merchant Credit: A transaction completed with a merchant that reduces the amount due to the agency/organization.

Minimum Refund: The lowest amount of basis points required at the master contract level. Misuse: Use of a Federal payment solution by an authorized user for other than the official government purpose(s) for which it is intended. 

Micro-purchase: An acquisition of supplies or services, the aggregate amount of which does not exceed the threshold as defined in FAR Part 2.101 Definitions. Note: Micro-purchase threshold may vary within and between agencies.

Mobile Application: The ability to access EAS, pay invoices, receive text/email alerts, and view statement and payment information over a mobile device.

Mobile Payments: The ability to make payments via mobile device at the point-of-sale.  

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N:

Net Billing: The process of ensuring that merchant discounts or refunds offered are deducted at the point-of-sale and guaranteeing such discount arrangements.

Net Charge Volume: The sum of all purchases, including convenience checks, ATM, cash advances, and other fee-generating products/services less merchant credits.

Net Credit Losses: Balances in IBAs that reach the prescribed number of calendar days past the closing date on the statement of account in which the charges appeared for the reporting period, less adjustments, and as stated at the task order level.

Net Refund: Payments from the Contractor to the agency/organization based on the dollar or “spend” volume during each reporting period.

Networks: See definition for "Brands".

Non-Mandatory User: Individuals identified in C.2.1.3.1.2 Non-Mandatory Users of the GSA City Pair Program.

Non-Intercahnge Based Transactions:&nbspTransactions that occur through nontraditional payment channels that do not generate interchange (e.g. some Government-to-Government).

Not Separately Priced ("NSP"): Unit or lump sum pricing that considers and includes the cost of all identified contract requirements under a contract line item.

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O:

Official Invoice: See "Invoice".

Official Notification: Written or electronic notification to the Contractor by either the GSA Contracting Officer regarding contractual issues, or by an agency/organization Contracting Officer, A/OPC, or account holder regarding their cards/accounts or reports, as appropriate.

Official Purchase: Supplies or services procured at the direction of an agency/organization under official purchase authorization. For Fleet, this would include fuel and maintenance services..

Official Travel: Travel performed at the direction of a Federal agency under an official travel authorization, either oral or written. Account holders traveling locally and not under an official travel authorization may use their GSA SmartPay Travel Card for local travel expenses only when expressly authorized by agency/organization-level policy.

Online: The state of internet connectivity controlled by or connected to a computer, computer network, or mobile device.

Organization: Individuals or entities that are not Federal Government agencies but are authorized to use GSA sources of supply, as specified by the GSA Contracting Officer.

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P:

Payment: The action of paying for purchases made on or charged to the account.

Penetration Testing: The testing of vulnerabilities in a computer system, network or Web application to identify areas an external attacker could exploit.

Personal Identification Number (PIN): A unique code assigned to the account that must be used by the card/account holder for verification of identity when using the card issued for the account

Point-of-Sale (POS): A purchase at the “point” where a transaction is finalized or the moment where a customer tenders payment in exchange for goods and services.

Pool: A partnership between two or more agencies/organizations that work together to define requirements and choose a Contractor for their combined requirements under a single task order.

Primary Agency/Organization: An agency/organization that defines the requirements and chooses the Contractor for a task order under which other agencies/organizations tag-along.

Product Number/Code: A unique identifier assigned to specific product (e.g., fuel, non-fuel, general merchandise, oil and fluids, parts and service, quicklube, roadside).

Procure-to-Pay: An integrated system that fully automates the goods and services purchasing process for a business, beginning with requisitioning, through to actual procurement and ending with payment.

Pseudonym Name: A fictitious name assigned to a card/account used to conceal the identity of the accountholder.

Purchases: A product or service acquired by an account holder for official government use.

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Q:

Quality Assurance: A systematic process to verify that a product and/or service meets the specified requirements.

Quarter: One fourth (or 3 months) of a year. See “Fiscal Year Quarter”.

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R:

Recovery Fees: The amount paid to a third party that assists a Contractor in recovering net credit losses.

Reinstatement Fees: A fee that is charged when a cancelled account is reactivated.

Refunds: A monetary payment provided by the Contractor to agencies, based on the dollar or “spend” volume during a specified time period. This also may include additional payments from the Contractor to the agency/organization to correct improper or erroneous refund payments or make an invoice adjustment.
Refund Eligible Net Charge Volume: The sum of purchases with eligible transaction codes included to calculate refunds, ATM, cash advances, and other fee-generating products/services less merchant credits. For a list of transactions that are included in net charge volume for the purposes of this contract (see J.1 Attachment 1: Transaction Codes and Descriptions).

Reporting Period: The time period over which a Contract remits agency/organization refunds and GSA CAF.
Required Additional Product and Service Offerings: A set of selected products and services available to agencies/organizations from the Contractor, which are not separately priced, unless otherwise specified in this statement of work. Required additional product and service offerings are mandatory requirements of this Master Contract and are included in “Tier 1” pricing.

Restricted Card: A Travel card issued to an applicant with a low creditworthiness score or an applicant who refuses a credit check, and contains more stringent controls.

Risk Rating: A rating assigned by the Contractor, in accordance with Federal Information Security Management Act (FISMA), assessing security vulnerabilities within systems.

Roll-Up Section: Aggregated reporting/access to program and transaction data at the level specified by the agency/organization.

Rules-Based: An approach to changing data that uses rules (e.g. “if-this, do that”) to perform actions. This approach allows flexibility and enables tasks and data to be easily changed by replacing one or more rules.

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S:

Salary Offset: The collection of an undisputed, delinquent amount via a direct deduction from an employee’s payroll disbursement or retirement annuity on behalf of the Contractor.

Section 508: Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998): Section 508 is a U.S. law that was enacted to eliminate barriers in information technology, to make available new opportunities for people with disabilities, and to encourage development of technologies that will help achieve these goals. It identifies specific standards for internet and web accessibility, which are often used as a basis for evaluating whether or not websites meet accessibility requirements.

Security Incident: An observable incident in the operations of a system or information technology service, indicating that a security policy may have been violated or a security safeguard may have failed.

Separately Priced: Pricing subdivided or stratified by CLINs and sub-CLINs (as applicable) for specified product(s) and service(s) for the purposes of depicting separate and detailed pricing.

Service Providers: An external entity to the Contractor that accepts, processes, stores, or transmits any data, including PII data, under this contract or related task orders.

Shared Services Model: The provision of a service by one part of an organization or group where that service had previously been found in more than one part of the organization or group.

Signature: Discrete, verifiable symbol of an individual affixed to a document, with the knowledge and consent of the individual, including wet or electronic signatures.

Single-Use Account: An electronic, charge card-based payment solution that leverages a single 16-digit virtual account number for each payment. The limit on each account is set to the specific payment amount.

Software Quality Assurance: Repeatable processes that are in place to monitor the software engineering processes to ensure quality, verify conformance to standards, design, coding, and testing into measurable and verifiable results

Split Disbursement: The process of dividing a travel voucher reimbursement between the Contractor and traveler. The balance designated to go to each is sent directly to the appropriate party.

Split Payment: The act of splitting (dividing) a single and full amount of payment in two or more simultaneous transactions made by different payment methods.

Standard Transaction: Transactions processed through traditional transaction channels (e.g. traditional carded interchange structure).

Statement of Account: Official document of all transactions (debits and credits) at the account holder level posted during the billing cycle. The statement of account is NOT the official invoice. It can be distributed to the individual account holder for an IBA or to the CBA holder or designated billing office for a CBA.

Straight-through Processing: An automated payment transaction processing service where the purchasing organization sends the payment file directly to the Contractor’s acquiring institution. The networks process the payment automatically on behalf of the Contractor and deposit the funds directly into the Contractor’s bank account.

Strategic Sourcing: The structured and collaborative process of critically analyzing and modifying agency’s/organization’s spending patterns to better leverage its purchasing power, reduce costs and improve overall performance. GSA has a Federal Strategic Sourcing Initiative (FSSI) which has implemented many strategic sourcing solutions for the Federal Government that allows agencies to leverage their sourcing power to achieve discounts on commonly purchased goods and services such as office supplies, print management, and express and domestic ground delivery services.

Sub-Accounts: Agencies/organizations may require that sub-accounts be set-up under their account to identify and separate charges for specific components within agencies/organizations or for electronic access, reporting and/or billing.

Supplier-Initiated Payments: The process of electronically connecting suppliers (or other merchants) to the government’s supply chain and back-end payment systems.

Suspension: The process by which an account is deactivated due to delinquency or multiple pre-suspension actions.

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T:

Tag-Along: Join another agency/organization’s established task order in order to receive the same services that are provided to the primary agency/organization.

Task Order (TO): An order for services placed against the established GSA SmartPay Master Contract.

Task Order Ombudsman: The GSA designated individual responsible for reviewing Contractor complaints and ensuring that all Contractors receive a fair opportunity to be considered, consistent with the contract procedures, as required under FAR Subpart 16.505(b)(8).

Taxpayer Identification Number (TIN): A unique set of digits used to identify a business or person for the purpose of Federal income tax reporting (e.g., a social security number or employer identification number).

Teletypewriter or Text Telephone (TTY): Stands for Teletypewriter or Text Telephone. A special device that lets people who are deaf, hearing impaired, or speech impaired to use the telephone to communicate, by allowing them to type messages back and forth to one another instead of talking and listening.

Test and Evaluation Master Plan (TEMP): A plan outlining complex systems (e.g. EAS) that must satisfy specification requirements (see C.6.1.1.1 Test and Evaluation Master Plan (TEMP))

Tier 1: Core requirements (see C.3.1.1 Tier 1: Required Product and Service Offerings).

Tier 2: Value-Added Product and Service Offerings (See C.3.1.2 Tier 2: Value-Added Product and Service Offerings).

Tokenization: The use of a secure, unique “token” in place of a 16-digit account number to provide extra security for transactions.

Transaction: An agreement between a buyer and a seller to exchange goods, services or financial instruments.

Transaction Dispute: A disagreement between the card/account holder and the merchant with respect to a transaction.

Transaction Dispute Office (TDO): The office designated by the customer agency/organization to assist in tracking and resolving disputed purchases or transactions. Typical TDO responsibilities are addressed in J.6 Attachment 6: Transaction Dispute Office Responsibilities.

Transmission Control Protocol/Internet Protocol TCP/IP: A protocol for communication between computers, used as a standard for transmitting data over networks and as the basis for standard Internet protocols.

Travel Management Center (TMC): A centralized office within an agency/organization that provides a full range of travel services.

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U:

Unauthorized Use: The use of a payment solution by a person, other than the account holder, who does not have actual or implied authority for such use, and from which the account holder receives no benefit.

User: An individual who operates a system, computer, tool or machine.

User Friendly: Ease of use geared towards those with a rudimentary or limited knowledge of computer systems and operations. The typical knowledge base includes how to log on and off the system, simple menu-based functions in a graphical/visual user interface environment (e.g., point and click functions such as file, open, close) with simple one-step commands (e.g., search, print, save).

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V:

Value-Added Product and Service Offerings: Separately priced products and services that may be offered at the master contract level and are referred to as “Tier 2.”

Value-Added Tax (VAT): A broad-based consumption tax levied on the purchase price of goods and services by some countries outside the United States.

Vendor: See “merchant”.

Virtual Cards: One time use account numbers that may be used during a limited time, for a limited amount and possibly for a specific vendor (e.g. single-use accounts, “ghost” cards).

Vulnerability Scan: The assessment of computers, computer systems, networks or applications for weaknesses.

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W:

Waste: Any activity taken with respect to a government payment solution that fosters, or results in, unnecessary costs or other program inefficiencies.

Write-Off: A canceled account with an unpaid balance determined to be uncollectible by the Contractor.

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