Managing GSA SmartPay® Purchase Card Use

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Convenience Checks Some agencies allow for the use of convenience checks. Convenience checks are a payment and/or procurement tool intended only for the use with merchants that do not accept purchase cards and for other authorized purposes where charge cards are not accepted. Convenience checks should be used as a payment method of last resort, only when no reasonable alternative merchant is available who accepts the charge card. If your agency/organization determines a need for convenience checks, your purchase charge card contractor bank will provide a supply of checks to the designated cardholder drawn on the cardholder’s purchase charge card account. The checks will be processed as they are presented for payment. Convenience checks are multi-copied (one copy for the cardholder’s records; the original for the merchant). Due to the increased potential of fraud and abuse, specialized training on convenience checks is required prior to being authorized to write checks. If any misuse or abuse is discovered, the employee will lose convenience check and purchase card privileges. That employee will then be referred for disciplinary action in accordance with agency procedure. Convenience checks may NOT be written for purchases above the micropurchase limits as defined in FAR Section 2.1. In addition, convenience checks may NOT be written to: ............................................................ n n n n n n n n Vendors who accept the purchase card; Vendor transactions already under another method of acquisition (purchase orders, contracts, etc); Employee reimbursements; Cash advances; Salary payments, cash awards, or any transaction processed through the payroll system; Travel-related transportation tickets; Meals or lodging related to employee travel except as related to emergency incident response; and Other restrictions as determined by Agency policy. ............................................................ Checks must be used in sequential order. Each convenience check must be entered in a check register or log for tracking purposes. The following information must be written on each check: ............................................................ n n n n Date the check is being issued; The name of he payee; Amount of the check; and An original signature. ............................................................ 12 www.gsa.gov/gsasmartpay
Due to the nature of this product, additional care should be taken in managing accounts with the convenience check feature: ............................................................ n n n n Checks should be secured at all times to ensure against physical theft. Checks are negotiable instruments and are to be stored in a locked container, such as a safe or metal filing cabinet. Checks should be accounted for appropriately to prevent loss, theft or potential forgery. The number of accounts should be limited to reduce risk. The number of checks on hand should be limited to reduce risk. Before a check is issued, every reasonable effort should be made to use the purchase card. Maximum efforts should be made to find and use vendors who accept the purchase card. Due to the cost associated with convenience checks, the number of checks written should be kept to a minimum. ............................................................ The GSA SmartPay ® 2 Master Contract requires online access or contractorprovided software to enable agencies/ organizations to automate their convenience check system. The system shall, at a minimum, provide the ability to track, add, tally, report and reorder convenience checks, view cleared checks, as well as input 1099 information, such as merchant TIN, address, etc. The bank will: (1) provide a supply of checks to the designated convenience check account holder, (2) process and pay the checks as they are presented through the bank check-clearing system for payment within established single-purchase limits established by the A/OPC for each individual, and (3) provide a listing of the checks cleared on the monthly cardholder statement. Hard copies of checks are generally available upon request. The A/OPC is responsible for the implementation of the appropriate internal controls and oversight of convenience check activity, including ensuring that all checks issued are for official government business only. The A/OPC must verify that each check issued was both necessary and in compliance with the agency’s convenience check policy. The cardholder should record in his/her files the date, check number, payee, and amount of each check. Managing Purchase Card Use: A Plan for Success 13
Page 1 and 2: U.S. General Services Administratio
Page 3 and 4: Overview The GSA SmartPay ® purcha
Page 5 and 6: Additionally, depending on the fact
Page 7 and 8: Chapter 2: Understanding Non-Cardho
Page 9 and 10: Chapter 3: Liability for Purchase C
Page 11 and 12: Agency/Organization Program Coordin
Page 13: Issue Yes No Comments 1._ 2._ 3._ 4
Page 17 and 18: Disputes Report - The disputes repo
Page 19 and 20: Agency Policies Policy will vary fr
Page 21 and 22: Training Materials Training is a ke
Page 23 and 24: Chapter 9: Web Site Index http://ww
Page 25 and 26: Quick Reference Guide Contract Spec
Page 27 and 28: Cardholder - Cardholders are respon
Page 29 and 30: Disputing Transactions There are va
Page 31 and 32: Merchant Category Codes 0742 Veteri
Page 33 and 34: 7299 Misc. General Services 7311 Ad
Page 35 and 36: Appendix 1: Sample Annual Review Pr
Page 37 and 38: III. Annual Review Forms To facilit
Page 39 and 40: Attachment 1 : Sample Annual Review
Page 41 and 42: Attachment 1 : Sample Annual Review
Page 43 and 44: Attachment 2: Sample Summary of Fin
Page 45: Appendix 2 Sample Questionable Purc

Managing GSA SmartPay® Purchase Card Use

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