Understanding USDA Purchase Card Responsibilities

United States Department of Agriculture Office of Contracting & Procurement Charge Card ServiceCenter PurchaseCard FY22 USDA Purchase Card Refresher Training FY2022 USDA Charge Card Service Center USDA Charge Card Service Center

USDA Purchase Card Overview Roles & Responsibilities Policies & Procedures Knowledge Check & Attestation 2 USDA Charge Card Service Center

What is a Cardholder (CH)? The cardholder is the person responsible for all purchases made with the purchase card or convenience checks issued to him or her. The cardholder must ensure all purchases comply with the Federal Acquisition Regulation (FAR), department and agency regulations. The cardholder must approve their transactions daily and documentation MUST be uploaded and retained in Access Online for each purchase card transaction. The AO must review and final approve the purchase card transactions within 30 calendar days. If transactions are not reconciled within 60 calendar days, US Bank will suspend the purchase card. REMEMBER only a cardholder can use the purchase card to procure goods and services. 3 USDA Charge Card Service Center

Cardholders Responsibilities: Complete required purchase card training, including mandatory annual refresher training. Obtain proper authorization prior to purchasing goods/services. Approve purchase card and convenience check transactions using Access Online (AXOL) daily. Ensure that all purchases comply with the Federal Acquisition Regulation (FAR), as well as with USDA and agency regulations. Notify the bank of any billing discrepancies (e.g., disputes and/or fraud) posted on the account by disputing the transaction in Access Online and following the bank s guidelines for transaction disputes.CHs must complete the Dispute Process within 90 days from posting date. Fraudulent transactions must be reported to US Bank within 60 days from posting. Cardholder completes the fraud and dispute process when required or applicable and informs AO. Call the bank s customer service representative and the LAPC immediately to report lost or stolen card and checks. Complete the fraud and dispute process withing 120 days when required or applicable. Complete the Card/Checks Destruction Form and forwarding to AO for signature prior to turning in card/checks due to departure or no longer required and ensure a copy is provided to the LAPC. 4 USDA Charge Card Service Center

Cardholders Responsibilities: (cont.) Cardholders must ensure the required documents are uploaded in AXOL for review. 1. Documentation of Request and Funds Authorization. Documentation of request for requirement and funds authorization can be a Form AD700 , the SF182 for training purchases, or an email request or other written request. This documentation should include: date issued, products/services to be procured, authorized dollar amount, accounting code, approval by individual authorized to manage that funding. 2. Order Confirmation (ALL orders) 3. Invoice, Receipt of documentation of service completed, and Packing Slip Acceptance documentation. The person who receives the purchase, should electronically sign the receipt. If no packing slip is received, an email confirmation stating that the item was received will suffice. If a cardholder is purchasing an item for themselves, someone else in the agency must confirm that the item was received to ensure separation of duties. Documentation is required for Third-Party Payment Methods, i.e. PayPal, Square, Venmo.com, Intuit QuickBooks, etc. Reminder: the retention period for purchase card transaction file documents is six years from the date of purchase. Documents must be upload into AXOL and retained as an electronic file. 5 USDA Charge Card Service Center

Approving Officials Responsibilities AO is the individual with oversight and approval responsibility for Purchase Card activity of cardholders under his or her purview, per USDA policy. The AO is typically the cardholder s supervisor-of-record. Other individuals may be appointed as a cardholder s Alternate AO, providing the person meets the criteria. Must be the same or higher grade than assigned purchase cardholder. Must be in the same program or location regional, area or office as the cardholder. Must satisfy mandatory AO training requirements. Is the preference of USDA policy for the supervisor-of-record to serve as cardholder s AO. Two AOs cannot have oversight of and approval for the same cardholder, per USDA policy. The supervisor-of-record requests the appointment of an Alternate AO by sending the LAPC the following: Completed Appointment Nomination Request Form Written justification explaining the change The appointment is granted or not granted based on the LAPC s review and the APC s decision. Note: The appointment of an Alternate AO does not absolve the supervisor-of-record of the responsibility over the cardholder s job performance and purchase card transaction activity. 6 USDA Charge Card Service Center

Approving Officials Responsibilities (cont.) Program Management Ensuring the AO s cardholder(s) approve their transactions on a monthly basis and prior to a cardholder s departure from the department, transfer to another agency or extended leave. Ensuring the AO s cardholders maintain adequate documents requisition, receipts or supporting documentation for each purchase for the retention period of six years from the purchase date. Documents must be upload into AXOL and retained as an electronic file. Ensuring the AO s cardholder completes the fraud and dispute process when required or applicable. Ensuring the purchase card/convenience checks are destroyed before the AO s cardholder leaves the department, transfers to another agency or is on extended leave; this includes completing and submitting the completed Card/Check Destruction Form to the AO s LAPC. 7 USDA Charge Card Service Center

Approving Officials Responsibilities: (Cont.) Before final approving CH transactions, AO must: 1. Verify the Line of Accounting and BOC match those listed on the approved AD-700 or SF-182 2. Verify the Goods Received Date and Item Description" 3. Verify all required documents have been attached 1. Documentation of Request and Funds Authorization. 2. Order Confirmation (All orders) 3. Invoice, Receipt of documentation of service completed, and Packing Slip Acceptance documentation. The person who receives the purchase, should electronically sign the receipt. If no packing slip is received, an email confirmation stating that the item was received will suffice. If a cardholder is purchasing an item for themselves, someone else in the agency must confirm that the item was received to ensure separation of duties. Documentation is required for Third-Party Payment Methods, i.e. PayPal, Square, Venmo.com, Intuit QuickBooks, etc. 4. Verify PIID and completion of FPDS-NG if applicable. 5. Verify all transactions below the single purchase limit (SPL) or micro-purchase threshold (MPT) for all non-warranted CHs. 8 USDA Charge Card Service Center

What is an Agency Program Coordinator (APC)? An APC is designated in each USDA agency, departmental office, or mission area to coordinate the implementation of the program within the organization through the CCSC Departmental Program Manager. An APC is responsible for managing the Purchase Card Program in each agency and is the agency s contact with the CCSC Departmental Program Manager and U.S. Bank contractor. 9 USDA Charge Card Service Center

APC Responsibilities Establish and maintain agency-wide communication. Establish agency-unique purchase card policies and procedures. Appoint and train Assistant or Deputy APC and LAPCs. Conduct agency-wide oversight of the Purchase Card Program, ensuring compliance with laws, regulations and policies. Participate in meetings with the Agency Program Managers to address purchase card programmatic issues. Provide guidance or additional training to LAPCs. Provide senior agency management with purchase card transaction and convenience check reporting. In the absence of an LAPC, cancel purchase cards immediately upon employee s termination. 10 USDA Charge Card Service Center

APC Responsibilities (cont.) Serve as primary contact for LAPCs and as the liaison with the CCSC Departmental Program Manager and the U.S. Bank. Audit program compliance and file retention. Notify the LAPCs of non-compliance issues and assists them in enforcing non-compliance measures. Identify potential program applications/enhancements and submit to the Agency Program Manager for final assessment. Perform final approval of purchase card account setups. Coordinate agency compliance with annual refresher training requirement. Report waste, fraud and abuse in accordance with agency policy. 11 USDA Charge Card Service Center

What is a Local Agency Program Coordinator (LAPC)? The LAPC is appointed locally by the APC. The nominating office is to complete the Coordinator Nomination Request Form and forward to the respective APC. The LAPC is responsible for the day-to-day operation of the Purchase Card Program for the cardholders within their span of control. They work directly with the cardholder, U.S. Bank contact person, and APC. All documentation related to the establishment of the cardholder is processed through the LAPC. 12 USDA Charge Card Service Center

LAPC Responsibilities Monitoring the Purchase Card Program of designated cardholders and AOs. Ensuring the AO and AO s cardholders complete all required training, including refresher training. Providing additional training and guidance to cardholders. Performing oversight of cardholder s purchases using Insights on Demand (IOD) and U.S. Bank Access Online (AXOL). Establishing and updating cardholder s information. Distributing program literature and materials to cardholders. Conducting statistical sampling reviews. Performing cardholder reviews for compliance ensuring: Documentation such as requisitions, receipts, and approvals. AXOL screens are properly completed. Ensure proper use of required sources of supply. Buy Green Compliance. Section 508 Compliance. Transactions over the micro-purchase threshold require FPDS- NG Reporting and a PIID (need warranted contracting officer). 13 USDA Charge Card Service Center

LAPC Responsibilities (cont.) Performing card cancellations due to termination or employee transfer. Performing maintenance changes using AXOL. Instructing cardholders to immediately notify a U.S. Bank customer service representative of a lost/stolen card/check. Instructing cardholders to immediately notify U.S. Bank of any discrepancies or unauthorized charges within 90 days of the transaction date. Approving cardholder accounts on an emergency basis or whenever the cardholder has separated from the agency. At no time shall an LAPC assume the duties of the AO. The person will need to reassign or find a replacement for the AO. Approving trailing transactions after a cardholder account is closed. Final approving transactions when the Approving Official (AO) has separated from the agency. Monitoring transactions not reconciled through AXOL reports. Submitting CCSC purchase card request form(s) into AXOL. Ensuring that all cardholders complete annual refresher training by the CCSC approved date for each fiscal year. Reporting fraud, waste, and abuse in accordance with agency procedures. 14 USDA Charge Card Service Center

Policies & Procedures Program Participants can refer to the USDA Purchase Card Program Guide and Desk Book for policy and procedure guidance. USDA Purchase Card Program Guide SP3 Purchase Card Program Guide (PDF) USDA DeskBook https://www.dm.usda.gov/procurement/policy/index.htm *To access the links, press ctrl + click at the same time* 15 USDA Charge Card Service Center

Priorities for Use of Mandatory Sources- Policies & Procedures Effective 12/7/2021, the requirement for the AD-3110 form was cancelled. A Job Aid was created and will assist Cardholders in the review of mandatory sources and item availability. The information below is available on the CCSC intranet site. The Job Aid will be available in the Spring of FY22. A check box will be added to confirm that Cardholders have reviewed and understand how to properly check mandatory sources. An attestation form stating the following will be added - I understand that in accordance with FAR Part 8, I am required to check the Priority Sources first before using Open Market vendors. 16 USDA Charge Card Service Center

Priorities for Use of Mandatory Sources- Policies & Procedures (cont.) Supplies Services Mandatory Sources Mandatory Sources 1. Inventory on Hand 2. Excess Personal Property - Clicking on this link will direct you to USDA s CEPO site. 3. Federal Prison Industries (UNICOR) - Clicking on this link will direct you to the Federal Prison Industries (UNICOR) site. 4. AbilityOne - Clicking on this link will direct you to the AbilityOne site. 5. Wholesale Supply Sources www.gsaglobalsupply.gsa.gov or GSA Advantage (www.gsaadvantage.gov) and select GSA Global Supply as the vendor. Clicking on these links will direct you to the Wholesale Supply Sources site, GSA Advantage and GSA Global Supply sites. 1. AbilityOne - Clicking on this link will direct you to the AbilityOne site. Non-Mandatory Sources 2. Federal Supply Schedules -Clicking this link will direct you to the Federal Supply Schedules site. 3. Federal Prison Industries/ (UNICOR) - Clicking on this link will direct you to the Federal Prison Industries (UNICOR) site. 4. Commercial sources (including educational and non-profit institution) in the open market. For more information, see Appendix D of the Purchase Card Guide. *To access the links, press ctrl + click at the same time* Non-Mandatory Sources 6. Federal Supply Schedules Clicking this link will direct you to the Federal Supply Schedules site. 7. Amazon Business (please reach out to the CCSC if you do not have an USDA Amazon Business account) , Fisher Scientific, and Overstock Government Clicking these links will direct you to the Amazon Business Account, Fisher Scientific, and Overstock Government sites. 8. Commercial sources in the open market 17 USDA Charge Card Service Center

General Services Administration, Commercial Platform Initiative - Policies and Procedures USDA is participating in General Services Administration (GSA), Commercial Platform Initiative (CPI) to three e-marketplace platform providers as part of implementation efforts for the Commercial Platforms program and Section 846 of the 2018 National Defense Authorization Act. The three vendors are Amazon Business, Fisher Scientific, and Overstock. To access and register with these accounts, you must be a USDA employee with a purchase card. Amazon Business User Registration Guide (PDF) To access Fisher Scientific, the POC is beth.delayney@thermofisher.com; jesse.nicholson@thermofisher.com To access Overstock , you can reach out to Overstock. Gov concierge @concierge@overstockgovernment.com or 1-866-596-5845 (Monday Friday 9:00 am 5:30 pm EST) Each agency has a system administrator USDA Amazon Business System Administrators (pdf) Training and webinars are always available for the USDA Amazon Business. Amazon/GSA Commercial Platform USDA Commercial Platforms Section 889 Compliance (PDF) *To access the links, press ctrl + click at the same time* 18 USDA Charge Card Service Center

Purchasing Services The purchase card limit for service is $2,500.00, any amount above that requires a Contracting Officer action. The purchase card may be used as the method of payment for training costing up to $10,000, which has been authorized utilizing the SF-182. Payment may be made 30 calendar days in advance when required by the training provider as provided for under OPM guidance for Employee Development and Training Flexibilities. If the purchase card is desired to be utilized as a method of payment for training costing $10,000 or more, a completed SF-182 shall be provided to the Contracting Officer for final Approval (Section E). Once approved, the CO will work with the required individual(s) to provide payment as necessary, to include advanced payment. Please refer to the USDA DeskBook for more information. As a reminder, it is imperative that CHs and AOs reconcile the purchase card transactions within 60 calendar days from the date of transaction. If it is not reconciled within the 60 days, US Bank will suspend the purchase card. 19 USDA Charge Card Service Center

NationalDefenseAuthorizationAct(NDAA) 889 For information on the Implementation of NDAA Section 889 (Public Law 115- 232), please visitthe Procurement Policy Division Website. The PPD office is currently working to consolidate all the new NDAA 889 FAQs and the CCSC will inform the Coordinators of the new link as soon as it has gone live. If you have any questions, contact your APC or LAPC to email Procurement.Policy@usda.gov. For items Sold and Shipped by Amazon , the NDAA 889 certification is not required. If the vendor does not have a certificate, the cardholder should follow the steps outlined in the memo located at Section+889+Micropurchase+Guidance.pdf (usda.gov). Also, refer to USDA Commercial Platforms Section 889 Compliance (PDF) for guidance The 889 Certification form does not have to be a USDA created NDAA 889 Certification. *To access the links, press ctrl + click at the same time* 20 USDA Charge Card Service Center

Knowledge Check & Attestation Completion of the knowledge check questions, and attestation confirms that you have completed the FY22 USDA Purchase Card Refresher Training. Press Ctrl + click the link at the same time to access the knowledge check questions and attestation. https://forms.office.com/g/6c3D27zpfL Thank you! 21 USDA Charge Card Service Center