«June 2008 DEPARTMENT OF THE INTERIOR INTEGRATED CHARGE CARD POLICY MANUAL This page intentionally leftblank. Table of Contents, 1.2 CREDITW ...»
1.4.5 Office of Inspector General (OIG) is responsible for conducting audits or arranging for investigations when violations of Federal fraud statutes are suspected or alleged. Any allegation or complaint concerning suspected misuse must bereported to the OIG. Following initial review of an allegation or complaint, the OIG will either open an investigation or refer the matter back tothe Bureau/Office for administrative action. The 24-hour toll free hotline number for the OIG is 1-800 424-5081.
1.4.6 Assistant Directors for Administration have overall responsibility for the day-to-day oversight of the charge card program in each Bureau/Office. This includes designating an AJOPC and other appropriate officials tooversee the charge card program; developing Bureau-specific procedures for card use; ensuring program management, security, and cardholder accountability;
overseeing account reconciliation and payment; conducting scheduled documentation and transaction reviews; and initiating Bureau accounts with the charge card contractor. NOTE: Some Bureaus/Offices may not use the Assistant Director for Administration title; in these instances, the position equivalent to the Assistant Director for Administration has these responsibilities.
22.214.171.124 Bureau/Office Requirements Every Bureau/Office must have a written management plan and written Bureau/Office policy. Bureau/Office policy may be more restrictive
than Departmental policy but not less and must, at a minimum, include the following :
• Identification of key management officials, including a Bureau/Organization program lead, and their responsibilities.
• Documentation and record retention requirements.
• Exit clearance procedures for exiting cardholders (See Section 1.12, When a Cardholder Leaves 001).
DEPARTMENT OF THE INTERIOR
INTEGRATED CHARGE CARD POLICY MANUAL• Management controls, including scheduled reviews of transaction records, frequency of reviews, and review methodology; e.g., transaction review by sampling, use of EAGLS reports, and/or other methods.
• A process for getting accountable/sensitive property entered into the property system and properly marked.
• Requirement for an annual review and adjustment of the number of cardholders with purchase authority and cardholder spending limits. Reviews must be documented and the results submitted to the Director, PAM annually by February 28.
A copy of the Bureau/Office policy must be submitted to the Director, PAM annually byNovember 1.
126.96.36.199 Bureau Lead, Agency/Organization Program Coordinator (AlOP..Q is a Bureau/Office's primary liaison with the charge card contractor and PAM, PFM, and CSC. Bureau lead AlOPC's responsibilities include overseeing the establishment and maintenance of master file/official cardholder listings and related office credit limitations. Bureau lead AlOPCs may be supported by regional orfield AlOPCs with distinct responsibilities. AlOPCs at all levels are authorized tocancel charge cards and suspend accounts, report allegations ofcharge card misuse to the OIG for further investigation, and to interact with cardholders' supervisors regarding other misuse and payment delinquency issues. To aid AlOPCs in carrying out these duties, all AlOPCs are required to complete the Department of the Interior Charge Card Training for AlOPCs, cardholders, and approving officials, which are available athttps:f/chargecardtraining.nbc.qov. Specifically,
• Provide advice and assistance to managers, supervisors, approving officials, cardholders, and others as requested;
• Conduct or participate in charge card reviews in accordance with Departmental and Bureau charge card policy;
• Carefully review all cardholder applications and requests;
• Get the word out to employees and their Bureau/Office regarding charge card ' scams" by vendors or other parties; and, • Monitor compliance with procurement, fleet, and travel regulations regarding charge card use.
Regional and/or field AlOPCs must report to the next higher level AlOPC any cases they become
aware of that either:
• First-line supervisors do not take action when informed ofcardholder misuse or payment delinquency, or • The supervisor's directions to the cardholder resulted in card misuse.
188.8.131.52 Approving Official is responsible for oversight and monitoring of designated cardholders compliance with applicable laws, regulations, and procedures. Approving officials are required to report allegations of charge card misuse to the OIG for further investigation, and to counsel and advise cardholders and/or supervisors regarding other misuse and payment delinquency. To aid approving officials in carrying out these duties all approving officials are required
DEPARTMENT OF THE INTERIOR
INTEGRATED CHARGE CARD POLICY MANUALto complete the Department of the Interior Charge Card Training for Approving Officials. The training can be accessed via intranet athttps://chargecardtraining.nbc.gov (preferred office access) or if you are stationed at a non-DOl location and/or do not have intranet access, the training can be accessed from the internet athttps://cctrain.nbc.gov (training from the internet will delay updating your training record byone to three business days).
Questions regarding the propriety of transactions reviewed should go to finance and acquisition specialists. Issues may also be addressed to the AfOPC or fleet manager as applicable.
Cardholders may not be their own approving official. A checklist is included to facilitate the review process. See Exhibit 1-2.
184.108.40.206 Managers, Supervisors, and Approving Officials must:
• Review, sign, and date cardholder statements of account and supporting documentation within 30 calendar days of the statement date. This signature is an indication of the supervisor's approval of all transactions as needed to support the office mission (note: this duty may not be re-delegated).
• Investigate and report instances of apparent misuse to the AfOPC for assistance in resolving the issue.
• Counsel employees regarding possible adverse actions resulting from a past due balance.
• Make sure employees are correctly trained in the proper use of the charge card.
• Watch spending patterns and vendor sources (a sudden unexplained increase in purchases or charges, or questionable vendor sources, may indicate a problem).
• Ensure that accountable/sensitive property is entered into the property system.
• Make sure all original charge card statements and supporting documentation are filed in a secure, central tile location for the office.
If an audit of the card program or other information reveals that an approving official is not performing his/her duties and responsibilities, their approving authority will be revoked. This may result in another approving official being assigned to review transactions for cardholders under their purview, or if none is available, loss of all cardholder authority for the cardholders overseen by that approving official. Either situation may result in disciplinary action against the approving official for failure to perform assigned duties.
220.127.116.11 Cardholder is responsible, upon receiving the card, for verifying that their name is correct, reading the enclosed information, and following instructions for activating the card.
Cardholders are also responsible for ensuring:
• The security of their charge card and convenience checks;
• Using their charge card only forofficial authorized purposes;
• Reviewing, signing, and dating their statement of account within 30 calendar days of the statement date;
• Verifying charges;
• Paying all undisputed individually billed charges on time;
• Compliance with 001 charge card policies and Bureau supplements; and, • Compliance with the Agreement between the Department ofthe Interior employee and Bank of America, NA (USA).
Errors and discrepancies must be promptly identified and disputes or transaction transfers initiated, as necessary. Cardholder must submit accurate and complete records supporting their charge card transactions, including original receipts and any required approvals orjustifications.
Cardholders are expected to:
• Use good judgment and management (prudent person rule) and keep their card secured at all times;
• Use their card only in conjunction with official Government travel, complying with the terms and conditions of the Agreement between the Department of the Interior employee and Bank of America; and, • Keep their account in good standing by paying their individually billed transactions in full each month by the due date shown on the statement.
Proper use and safeguarding of the charge card is the responsibility of each cardholder. Accordingly, cardholders should take appropriate precautions comparable to those they would take to secure their own personal checks, credit cards, or cash. Improper and unauthorized use of the charge card or convenience checks and/or failure to maintain supporting documentation may render the cardholder personally liable for payment. Cardholders may also have their charge card privileges withdrawn and/or be subject to disciplinary action pursuant to Federal, Departmental, and Bureau standards.
See 001 Handbook on Charges and Penalty Selection for Disciplinary and Adverse Actions.
Based on guidance from the Federal Trade Commission, everyone with a charge card must do the
• Sign and verify receipt of the charge card assoon as it arrives. Verifying receipt of the card using the instructions printed on the sticker will inform the bank that the card has not been lost orstolen in the mail. If immediate use of the card is not required, the card can then be deactivated by the AfOPC. As a management control, any new card that has not been verified that it has been received within 30 days will beclosed.
• For over-the-counter purchases, keep an eye on the card during the card swiping transaction and get the card back as quickly as possible.
• Void incorrect receipts.
• Destroy carbons.
• Retain receipts to compare with billing statements and keep them on file in accordance with applicable record retention requirements. (See the following sections: Travel business line, Section 2.8; Purchase business line, Section 3.9; and Fleet business line, Section 4.9).
• Open or access billing statements promptly and reconcile accounts within 30 calendar days of the statement date.
• Dispute any questionable charges promptly. See Section 1.10, Disputes.
Cardholders shall notdo the following:
• Sign a blank receipt (draw a line through any blank spaces above the total);
• Write the account number on a postcard or the outside of an envelope;
• Give out their account number over the phone unless the cardholder is making the call to a company known to be reputable;
• Leave the card, convenience checks, PIN, passwords, or charge card billing statement information (on paper or in electronic format) unattended ; convenience checks and cards must be kept in a secure place when not in use.
• Allow anyone else to use the card, convenience checks, account number, PIN, or other sensitive information related to the charge card. Charge cards are not transferable.
1.5 Administrative 1.5.1 Program Orientation and Training It is important that the cardholder, NOPCs, and approving officials understand their roles and responsibilities. The training can be accessed via intranet athttps://chargecardtraining.nbc.gov (preferred office access) or if you are stationed at a non-DOl location and/or do not have Intranet access, the training can be accessed from the internet at https://cctrain.nbc.gov (training from the internet will delay updating your training record by one to three business days). The NOPC training is only available on the intranet.
All cardholders, NOPCs, and approving officials must review and/or become familiar with :
• Departmental and Bureau/Office charge card program policy, procedures, and guidelines;
• The Agreement between the Department of the Interior employee and Bank of America, N.A.
(USA). The Agreement immediately follows the application orcan beaccessed at https://www.gcsuthd.bankofamerica.com/forms/Ddf/DOI Cardholder Agreement.pdf;
• The MasterCard Guide to Benefits.
In addition to specific training requirements described in this document, and for each business line, Bureaus may have other requirements.
Most state laws and regulations limit tax exemption status to direct payment by the Government; e.q., centrally billed transactions such assupplies. State-specific tax information is on the internet at http://www.fss.gsa.gov/services/gsa-smartpay/taxletter and on DOl's web page at www.doi.gov/pam/chargecard/exempt.html. Cardholders must inform vendors of their exempt status.
NOPCs will assist cardholders as needed. DOl's tax-exempt identification number "140001849" is printed on each card. That number has been registered with state taxation authorities nationwide and in the U.S. territories, General Governmentwide tax exemption status is also coded in the prefix of the 16-digil charge card account number on the face of the charge card ; e.g., the prefix number 5568 16 for employee cards or 556886 for vehicles, motorized equipment, and uniforms, Bureaus that centrally billiedging should be tax exempt for lodging expenses. Employees may need to present a travel authorization, Government issued 10 card, tax-exempt form, and/or tax-exempt card, See Appendix F for sample of tax exemption card for cardholder presentation to vendor, Certain excise taxes and fees on airfare and rental cars are not tax-exempt.
1,6 Delegation of Authority