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State of California Government Purchase Card Program dgs/pd/Programs/Leveraged/CALCard.aspx “ CAL-Card” PowerPoint Presentation
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State of California Government Purchase Card Program dgs/pd/Programs/Leveraged/CALCard.aspx “ CAL-Card” - PowerPoint PPT Presentation


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State of California Government Purchase Card Program http://www.dgs.ca.gov/pd/Programs/Leveraged/CALCard.aspx “ CAL-Card”. What is a “CAL-Card” ?. The State of California offers state and local government agencies a Master Service Agreement providing VISA purchase card services

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State of CaliforniaGovernment Purchase Card Programhttp://www.dgs.ca.gov/pd/Programs/Leveraged/CALCard.aspx“CAL-Card”

what is a cal card
What is a “CAL-Card” ?
  • The State of California offers state and local government agencies a Master Service Agreement providing VISA purchase card services
  • The CAL-Card is a cost freepayment mechanism; agency policies and procedures apply to the procurement
  • Purchases of goods/services up to $100,000 per transaction, higher limits are available upon approval from U.S. Bank
  • Travel expenses for local agencies only; travel insurance is not included
  • The CAL-Card is a purchase card issued in the name of the cardholder and billed to the agency
slide4
Contractor:

Term: October 19, 2006 to October 18, 2011

Five year contract with one (2) year option for renewal (2013)

CAL-Card Contract
benefits
Benefits
  • Rebates
  • VISA dispute, fraud and Waiver Liability protection
  • Training and support tools provided at no cost
  • Access Online – Free U.S. Bank Internet program for CAL-Card Program management
  • Forty five (45) days to pay
    • Payment options include:
      • Check, Electronic fund transfer (EFT) via Automated Clearing House (ACH) EDI or Wire Transfers
  • Ability to define dollar and Merchant Category Code limits for each card
state contracts
State Contracts
  • If accepted by the vendor, use CAL-Card as a payment mechanism when purchasing from a State contract
  • Local governments may also utilize State contracts
  • Information regarding State contracts may be found at:http://www.dgs.ca.gov/pd/Home.aspx
  • Questions regarding State contracts should be directed to the contract administrator for that contract
rebates
Rebates $
  • Prompt PaymentRebate – invoices paid before the 45th day from invoice date, minus any formal disputes or reported fraud, qualify for prompt payment rebate
  • Average Transaction Rebate
  • Volume Sales Rebate
  • Rebates are calculated quarterly; a check is sent to the Program Administrator on the 50th day after the end of each quarter
    • Total rebate must reach $75.00 for the quarter; if not, it will accrue to the next quarter
  • Quarterly Rebate calculations are posted on the Cal-Card website; Click on “Program Information”, then “Rebates”
reduce operating costs and increase your rebates
Reduce Operating Costs and Increase your Rebates
  • Purchase cards are no longer considered a “Small Dollar” purchase tool
  • Agency’s rebates are increased when using CAL-Card as a payment mechanism
  • Rebates lower the cost of purchases
fraud
Fraud

Third party fraud - non employee

    • Zero deductible
    • Zero liability
  • Fraud must be reported to U.S. Bank Customer Service at 1-800-344-5696 within 60 days from Transaction Date
  • Keep a log; date fraud was reported to U.S. Bank and the name of the fraud representative

Embezzlement by an employee

VISA Liability Waiver Coverage - if employee is terminated

      • 1 - 4 cards $5,000 – per card
      • 5 + cards $100,000 – per card
  • Contact a U.S. Bank Account Coordinator for VISA Liability Waiver information. Agency should attempt to collect from Cardholder for the first 60 days after termination. After 60 days of collection efforts, a claim can be submitted if still necessary.
  • Do not Dispute – Agency is responsible for payment to U.S. Bank
reporting lost or stolen cards and fraud
Reporting Lost or Stolen Cards and Fraud
  • Procedures for reporting lost or stolen cards and fraud are located on the CAL-Card website:, click on: http://www.dgs.ca.gov/pd/Programs/Leveraged/CALCard.aspx

“How to Report Lost/Stolen Cards and Fraud”

access online
Access Online
  • Secure Internet tool for program management provided by US Bank
  • Account set up, maintenance performed electronically through Access Online
  • A wide variety of management reports are available to the agency Program Administrator for auditing and to ensure program compliance
interest penalty
Interest Penalty
  • State Agencies are required by State law to pay penalties for late payments
  • The rate of the interest penalty is based on the State Prompt Payment Act and is announced after July 1st of each year
    • The annual Budget Letter (BL) announcing the interest rate is posted on the CAL-Card website.
  • Per the State Prompt Payment Act, an interest penalty less than $75.00 per invoice is forgiven and SHOULD NOT be paid to U.S. Bank
  • Agencies are responsible for calculating any interest penalty
  • List interest separately on check or remittance advice
billing and reconciliation
Billing and Reconciliation
  • Billing Officials should review the “Access Online Payment Process” presentation on the CAL-Card website
    • Click on “Access Online” from the home page
    • Provides procedures when remitting payment to U.S. Bank to ensure proper posting of payment
  • Do notsend Cardholder Account numbers to U.S. Bank when making a payment
  • The Account Number listed on the Managing Account Statement is your “Invoice” number
billing and reconciliation cont
Billing and Reconciliation, cont
  • Include the payment coupon from the Managing Account Statement when sending payment to U.S. Bank
    • This is the top portion of the invoice
    • If you are a state agency, attach this coupon to your state remittance advice
    • Managing Account number must be noted on all check(s) or remittance advice(s) sent to U.S. Bank
  • If the Managing Account number or coupon is not provided to U.S. Bank, your payment will be returned. This could cause suspension of all cardholders at that Managing Account Level
  • Approval may be done electronically through Access Online or hardcopy on a downloaded Cardholder Statement of Account
    • Contact your Account Coordinator to set up electronic approval in Access Online
billing and reconciliation cont15
Billing and Reconciliation, cont
  • Billing Officials and the Program Administrator should utilize Access Online Past Due reports and the Managing Account Statement to monitor outstanding balances
  • U.S. Bank must receive payment by the 45th day from invoice date
  • Late payments will result in the Managing Account (billing level) being automatically suspended at 60 days past due
  • Suspended accounts cannot be reopened until payment has been posted by U.S. Bank
  • If a payment must be sent overnight to U.S. Bank, the “overnight” mailing address is listed in the Billing Official guide on the CAL-Card website
    • Click on “Program Information”, “Guidebooks”
slide16

Managing (Corporate)

Account

Summary

**Invoice**

Perforation

  • Top portion is the payment coupon; send with your check when making payment to U.S. Bank
  • Lists Cardholder transactions
  • Unpaid balance rolls forward
top portion of the invoice
Top Portion of the Invoice

This number must be included on your check or remittance advice

cardholders
Cardholders
  • Must be familiar with, and adhere to, their agency’s procurement guidelines and procedures
  • All charges must be for “Official” business only
  • Responsible for reconciliation of receipts to monthly Cardholder Statement
    • Prompt reconciliation maximizes agency Prompt Payment Rebate
  • Cardholder is responsible for filing disputes, if needed
    • This may be done through Access Online, filing a Dispute (CSQI) form (located on the CAL-Card website) or calling customer service
slide19

Cardholder

Statement of

Account

DO NOT LIST CARDHOLDER ACCOUNT NUMBER(S) ON YOUR CHECK WHEN MAKING A PAYMENT

approvers
Approvers
  • Responsible for reviewing and approving Cardholder transactions
  • Take the time to review all documentation for accuracy; make no assumptions
  • Transactions are for “Official Business” only
  • Ensure that all documentation has been provided by Cardholder per agency’s policies and procedures
  • May approve Cardholder statements through Access Online or hardcopy
  • Beware of repetitive “Missing Receipt” documentation
  • STATE AGENCIES ONLY - SCO requires Approvers to print their name below their signature
billing official
Billing Official
  • Responsible for reconciling the Managing Account Statement (Invoice)
  • Verifies that all documentation has been provided by Cardholder for payment
  • Verifies charges have been approved for payment by the agency “Approver”
  • Reviews Cardholder charges; questions any item that seems out of the ordinary. Refers those items to the Program Administrator
  • Processes Managing Account Statement (Invoice) and pays U.S. Bank quickly to maximize their Prompt Payment Rebate
  • Monitors past due balances
  • Beware of repetitive “Missing Receipt” documentation
  • Ensures that all payments sent have posted to the Managing Account
program administrators
Program Administrators
  • Best practice: Primary Program Administrator should be the “hands on” person for program management
  • Responsible for developing procedures and training for Approvers, Cardholders and Billing Official
  • Monitors all past due balances; works with Billing Official to clear unpaid amounts
  • Performs random monthly audits of CAL-Card spends
  • Reviews monthly management reports for agency program compliance and spending patterns
  • Adds/deletes Cardholders, Approvers and Billing Officials, establishes Cardholder spending limits and Merchant Category Codes,
  • State Agencies Only- Responsible for excluding per diem travel related MCCs from cards
contact information
Contact Information
  • Cardholder changes may be done through Access Online
  • Program Administrator and Billing Official changes-
    • Contact your Account Coordinator or email calcard@usbank.com
    • U.S. Bank will need your agent/company numberto make these changes

This includes changes to:

    • Name
    • Address
    • Telephone number (including area code changes)
    • Fax
    • Email address
    • Agency name
training
Training
  • Internal (agency) training is essential for a successful CAL-Card program
  • Develop written procedures
  • Several training resources are available on the CAL-Card website
  • Provide CAL-Card training on a regular basis
    • Monthly, Quarterly, Yearly
  • Make sure all new staff receive training
    • A sample Cardholder Acknowledgement Statement is available on the CAL-Card website; this form may also be adapted for Approvers. Click on “Program Information”
access online training
Access Online Training
  • From http://www.dgs.ca.gov/pd/Programs/Leveraged/CALCard.aspx click on “Access Online” then click on “U.S. Bank Access Online Training”
    • Web-based training– To obtain current passwords for (wbt) training email US Bank: calcard@usbank.com
    • Web conference training –
      • Access Online training provided to you at your desk
      • Instructor led course with the ability to watch online, listen and ask questions via a toll-free phone number
how to participate in the cal card program
How to Participate in the CAL-Card Program
  • Participation information is located on the CAL-Card website
    • Click on “Participation Information”
  • Review/Print the Implementation Process
  • Complete a Request to Participate
  • Provide U.S. Bank with all information included on the Request to Participate form
  • E-mail cpsmidmarketsalescoordinator@usbank.com for assistance completing the required forms
cal card tips
CAL-CARD TIPS
  • Add http://www.dgs.ca.gov/pd/Programs/Leveraged/CALCard.aspx to your favorites
  • Internet transactions- screen print the “Order Confirmation”
  • Print contact information from website for easy reference
  • Use only the blue links on website; do not use links on left side of page or tabs at the top
  • Share all CAL-Card communications with alternate Program Administrators; create a “CAL-Card” folder
  • Review Access Online web-based training; print User Guides
  • Subscribe to CAL-Card Bulletin page for current updates
  • Always ask for the name of the person you are speaking to when calling U.S. Bank
slide28

QUESTIONS?

Questions may be directed to:

Melissa Gould (916) 375-4579 melissa.gould@dgs.ca.gov or

U.S. Bank - calcard@usbank.com