«June 2008 DEPARTMENT OF THE INTERIOR INTEGRATED CHARGE CARD POLICY MANUAL This page intentionally leftblank. Table of Contents, 1.2 CREDITW ...»
(5) New employees without cards, volunteers, and other invitational travelers must have their transportation tickets purchased through a "corporate account".
(6) For non-warranted cardholders purchasing authority may notexceed $3,000 pertransaction for supplies, $2,500 pertransaction for services, and $2,000 for construction.
(7) Except for lodging and meals by fire or emergency crew chiefs for members of their crew.
Travel Business Line Here is a sample list of items to look for when reviewing accounts that include the travel business
line. For travel items, receipts are attached to the travel voucher:
1. Are all of the charges in conjunction with official Government travel?
2. Were travel transactions incurred forother people? The travel card is for the named cardholder's travel only, unless specifically authorized for use for other people (e.g. a fire crew chief, certain jobcorps employees, or other authorized emergency situations).
3. Are there any personal expenses on the statement? Since travel expenses such asrental cars are centrally billed, pay close attention for personal use or hotel charges for a voluntary weekend stay that may not be charged on the Government card. Pay close attention to weekend or holiday charges.
4. Are there any fuel charges for a privately owned vehicle (POV)? Look for fuel charges in the local area and/or without a corresponding rental vehicle. Mileage reimbursements on the travel voucher include the cost of fuel; the Government charge card may not be used for POV fuel charges.
5. Are ATM withdrawals associated with official travel? Are amounts of the withdrawals within the limit allowed by Bureau or Departmental policy?
6. Are ATM advances taken more than five calendar days priorto the beginning of the trip or after the last day of travel?
7. Was the last monthly statement paid on time? Isthe amount past due?
8. Is the statement signed and dated by the cardholder?
9. For the Bureaus that centrally bill hotel charges, you should beespecially careful to check for personal charges on the hotel bill (e.g., movies and room service meals). Specific guidance can be found in the Federal Travel Regulation (41 CFR 300-304). You can seek additional assistance from your Finance Office or travel voucher examiner and the Office of Financial Management's web page at hltp://www.doLgov/pfm/travel.html. Also, dopurchase items such as a conference registration fees, office supplies, or other routine office purchases appear with travel charges?
10. Isthe statement signed and dated by the approving official?
11. Do travel related statement charges correlate with what the cardholder has requested for travel voucher reimbursement? The approving official may need to review the submitted travel voucher when reviewing the cardholder statement.
Purchase Business Line Here is a sample list of items to look for when reviewing accounts that include the purchase business line, 1. Is the purchase necessary and appropriate to execute the program mission?
2, Does the price paid appear to be reasonable?
3. Were transactions split into smaller purchases tocircumvent the cardholder's single purchase limit? It is important to know the single transaction limit of the cardholders. Also, is a purchase split between cardholders in an office to circumvent the single-purchase limit?
4. Does an original invoice, receipt, packing list or shipping documents, support the transaction? In instances where a vendor allowed an individual other than the cardholder to pick up a purchase, the action must be clearly documented and that employee's signature should beon the receipt.
6, Has the invoice been altered in any way?
8, Isthe transaction amount within the single purchase limit of the cardholder? The single purchase limit for supplies is $3,000 maximum single purchase spending limit ($2,500 for services, $2,000 for construction).
9. Is the item purchased a sensitive property item? If so, you should ensure that it was entered into the property system, The date the item was entered should be annotated on the statement and annotated on the statement.
10, Is the item purchased a prohibited item, or does it require special approvals orwaivers prior to purchase? You should ensure that cardholders are not making prohibited charge card purchases and that they have obtained any necessary approvals orwaivers for items that require them prior to purchase, 11, Does the purchase comply with environmental laws and the Environmental Protection Agency policies on buying "Green" with the Government charge card?
12. If the item was improperly charged to the cardholder, were dispute procedures followed in a timely manner; i.e., within the 60-day limitation?
13. If a transaction appears to befraudulent has the bank and the AfOPC been notified? Verify that the account has been closed.
14. If incorrectly billed, were procedures followed to move an individually billed item to a centrally billed item (orvice versa)?
15. Is the statement signed and dated by the cardholder?
16. Is the statement signed and dated bythe approving official?
For Convenience check transactions, you must consider the previous and the following checklist
1. Was the convenience check the last payment option? A convenience check may notbe used if the vendor accepts the charge card or is willing to accept an electronic payment. The account is charged a 1.9 percent fee for each convenience check written, 2. Was the convenience check made payable to a prohibited source? For example, checks cannot be payable to self, any Federal employee, on-line auction sites such as EBay (to preserve rights afforded with use of the card), or cash.
3. Was the convenience check fortravel related expenses? The use of convenience checks for the travel business line is prohibited.
4. Are all checks within the check writer's single purchase limit? The check single purchase limit may be different from the regular single purchase limit. The single purchase limit on convenience checks cannot exceed $3,000 forsupplies, $2,500 forservices, and $2,000 for construction.
5. Periodically you should review the convenience check writer's checkbook to ensure that carbon required (NCR) copies of the checks are created and retained as part of the official Government record.
6, You should also periodically review records to ensure that 1099 miscellaneous reportable transactions are prepared and submitted to Finance.
Fleet Business Line In most offices, the fleet manager or an individual designated as a l1eet approving official will review fleet statements. Here is a sample listof items to look for when reviewing fleet transactions.
1. Isthe transaction only for the vehicle/equipment assigned to the card? A purchase for a personal vehicle or leased GSA vehicle is not allowed.
2. Is the purchase an authorized use of the card? Examples of unauthorized use include: food, beverages, cigarettes, miscellaneous grocery or sundry items.
3. Does an original charge slip, register receipt, or invoice support the transaction?
4. Does the receipt amount match the amount on the statement of account?
5. Was the purchase for bulk fuel? Bulk fuel charges should not be made on cards assigned to a specific vehicle or piece of equipment.
6. Are there excessive purchases (e.g., gasoline purchases of 20 gallons each in two days in a sedan)? This could be a sign that unofficial acquisitions are occurring.
8. Are account statements/cover certificate(s) signed by both the designated cardholder and the fleet approving official or fleet manager?
SECTION 2 - TRAVEL Transactions under the travel business line must comply with the Federal Travel Regulations, Departmental Manual, and the 001 Financial Administration Memoranda, See http://www.doi.gov/pfm/travel.html. Note: None of the features of the travel business line; e.q. ATM cash advances, restaurant charges, etc., may be used independently of authorized travel. Accounts are not private and are subject to review.
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. The Agreement can befound at httpsJlwww.gcsuthd.bankofamerica.com/formslpdflDOI Cardholder agreemenLpdf.
• Keep their account in good standing by paying individually billed transactions in full each month,
Corporate accounts may beestablished to purchase transportation tickets for individuals such as:
• Interviewees or invitational travelers;
• Employees who have applied for but not yet received a card;
• Employees serving without an appointment;
• Employees and their immediate family members performing relocation travel; and • Employees who have lost their charge card privileges, Employees who have lost their card privileges due to misuse or account delinquency and need to travel must use the corporate card for transportation tickets. They must use their personal funds to finance the remainder of their travel and request reimbursement through the travel voucher process, The corporate account may be set upin the name of the organization with a specific individual designated as responsible for rnanaqinq and reconciling the account.
Corporate accounts may beused only for transportation tickets under certain conditions, as explained in this document.
Cardholders who will be away from the office on official business for extended periods and who may be unable to file their vouchers on time to receive reimbursement (e.g " firefighters) should be designated mission critical. This will prevent their charge card from being suspended or cancelled
due to delinquency. The core requirements for mission critical designations are:
• Actual mission need, not personal convenience;
• Limited number within a Bureau/Office;
• Limited duration based on actual program requirements, 90 day maximum; and • Account is not in delinquent status, Supervisors are responsible for notifying the NOPC when the mission critical designation is no longer needed. Mission critical status must not be abused. Cardholders in this status must make every reasonable effort tofile for travel reimbursement and pay their charge card bill in full as soon as possible. Employees who are on long-term travel are expected tofile vouchers at least every 30 days, Upon written approval of the cardholder's supervisor and concurrence by the Bureau Assistant Director for Administration orequivalent, the NOPC may designate the cardholder as "mission
critical" provided that:
• Payments on the account are current (no outstanding delinquency); and • The nature of the cardholder's work, e.q, extended travel requirements, overseas travel assignments, may prevent the cardholder from being able to make payments for individually billed transactions by the specified due date.
If a charge cardholder's account is delinquent; e.g., over 30 calendar days past due, and mission
critical designation is being requested, the request must:
• Be made in writing, including ajustification for the need;
• Explain why the account is delinquent;
• List steps the cardholder is taking to pay the outstanding balance;
• Be signed by the employee's supervisor;
• Be transmitted from the Assistant Director for Administration or equivalent, through the Director, Office of Acquisition and Property Management, and approved by the Assistant Secretary - Policy, Management and Budget.
In accordance with 001 policy, employees are required to use the Government-issued Bank of America MasterCard for all travel expenses and cash advances unless an exemption has been issued. Whenever an employee is on official Government travel, their charge card must be used for
the following transactions:
• Transportation tickets; e.g., airline, rail, or bus travel, and Travel Management Center (TMC) fees;
• Rental vehicles;
• Fuel for the rental vehicle;
• Advances from an ATM bank teller within five calendar days of the official travel.
Should be used for meals and other official expenses when possible.
The FTR lists the following categories as being exempt from mandatory use; however, this does not prohibit using the charge card when it is accepted.
• Expenses incurred at a vendor that does not accept the MasterCard;
• Laundry/dry cleaning;
• Local transportation system; See Restrictions and Limitations below.
• Taxis (Note: The charge card is not to be used for local travel; e.g., non-temporary duty or relocation travel. Temporary duty and relocation travel require a formal travel authorization.);
• Meals (when use of the card is impractical, e.g., group meals);
• Phone call if the FTS MCIW telephone calling card is not available;
• An employee who has an application pending;
• Invitational travel;
• New appointees; and • Relocation allowances prescribed in the FTR, Chapter 302, except en-route travel and house hunting trip expenses.
2.4 Restrictions and Limitations
The card must not be used to purchase any of the following :
• Fuel for a privately owned vehicle. (Mileage reimbursements include the cost of fuel).
• Personal or unofficial rental vehicles. (Charges must be paid separately with personal funds).