Managing GSA SmartPay® Purchase Card Use

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Chapter 8: Taking Action As the Agency/Organization Program Coordinator (A/OPC), you have the responsibility to report any suspected or actual fraud to the appropriate authorities within the government. If fraud by a cardholder, merchant, or other third party is suspected, an A/OPC can file a complaint with his/her agency’s Inspector General (IG). 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 facilitate reporting of fraud. Make sure that A/OPCs, AOs, and cardholders are aware of the hotline number. Be as specific as possible when calling or sending in a complaint. If the complaint relates to a cardholder, an A/OPC you should provide the following: ............................................................ n n n n n n n The employee’s full name; Rank or pay grade; Duty station; Specific suspected fraudulent act or wrongdoing; Specific dates and times; Specific location of where the suspected fraudulent act occurred; and How the individual completed the alleged fraudulent act. ............................................................ Inquiries that are informal administrative investigations normally are completed within 180 days. However, the time required to conduct an inquiry may vary depending on the complexity or amount of additional information needed to complete the investigation. Typically, the investigator will be able to tell if the case is open or closed because of restrictions on disclosure of records covered by the Privacy Act of 1974. If a copy of the report is required, the A/OPC can make a written request to the IG’s office. Based on the findings of the investigation, an A/OPC may be required to notify an employee’s supervisor and human resources office for further internal administrative action. Depending on the circumstances, an A/OPC may need to contact other organizations, including: ............................................................ n n n n n n n n The bank’s fraud unit; The IG; 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 Command (USACIDC); and/or The Air Force Office of Special Investigations (AFOSI). ............................................................ 20 www.gsa.gov/gsasmartpay
Chapter 9: Web Site Index http://www.usoge.gov/ The Office of Government Ethics (OGE) Web site provides the Standards of Ethical Conduct for employees of the executive branch. www.gsa.gov/gsasmartpay The GSA SmartPay ® Web site provides a copy of the GSA SmartPay ® 2 Master Contract, contractor guides, performance summaries, online training, and a list of agency representatives who can answer questions. www.statebuy.state.gov This Web site provides policy and operational guidance, as well as other related resources for Department of State, USAID, USIA, and the Peace Corps (includes both domestic and overseas activities). https://www.navsup.navy.mil/ ccpmd/purchase_card This Web site displays policy and related links for the Department of the Navy purchase card program. www.dodig.osd.mil This Web site displays information on the scope of responsibility and leadership offered to prevent and detect fraud and abuse in programs through the Office of the Inspector General. www.dscc.dla.mil/offices/base This Web site was developed to provide program participants with access to information that will assist them in complying with all regulatory requirements and instructions received from DoD, DLA and DSCC. www.arnet.gov/far The Federal Acquisition Regulation (FAR) was established to codify uniform policies for acquisition of supplies and services by executive agencies. It is issued and maintained jointly, pursuant to the OFPP Reauthorization Act under the statutory authorities granted to the Secretary of Defense, the administrator of General Services Administration, and the administrator of National Aeronautics and Space Administration. http://dodgpc.us.army.mil/ This Web site displays policy and operational guidance for Department of Defense (DOD) purchase card program. Managing Purchase Card Use: A Plan for Success 21
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 and 14: Issue Yes No Comments 1._ 2._ 3._ 4
Page 15 and 16: Due to the nature of this product,
Page 17 and 18: Disputes Report - The disputes repo
Page 19 and 20: Agency Policies Policy will vary fr
Page 21: Training Materials Training is a ke
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

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