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U.S. Department of the Interior SmartPay Integrated Charge Card

U.S. Department of the Interior SmartPay Integrated Charge Card. DOI Business Management Conference Cynthia Martin DOI Integrated Charge Card, Program Manager. About: The DOI Integrated Charge Card. Small purchases, travel and fleet functions

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U.S. Department of the Interior SmartPay Integrated Charge Card

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  1. U.S. Department of the InteriorSmartPay Integrated Charge Card DOI Business Management Conference Cynthia Martin DOI Integrated Charge Card, Program Manager

  2. About: The DOI Integrated Charge Card • Small purchases, travel and fleet functions • Individual accountability with central financial management • Streamlines administrative process • Leverages buying power • Maximizes tax exemption

  3. State Tax Exemption When does the government pay taxes for goods and/or services? …even though it’s against the Constitution • Bill paid directly by the government • Bill paid by employee (government charge card) to be reimbursed by the government To find a particular state’s policy: www.gsa.gov search “state tax exemption forms overview”

  4. Best Practice: Centrally Billed Lodging • Bureau of Reclamation • Minerals Management Service • U.S. Geological Survey • Office of Special Trust (June 19, 2006) • Office of Surface Mining (July 19, 2006)

  5. Typical Travel Costs Interior Direct Billing with Hotel Individually Billed Direct Billed-Interior Direct Billed-Other Agencies Transportation 30% Rental Car/ Parking 25% Hotel 30% Meals 15%

  6. Centrally billed lodging Airfare $365.00 Agent fee 10.50 Rental car/parking 375 .00 Lodging 360.00 M&IE 100.00 Employee liability $100.00 (Payment due bank regardless receipt of travel reimbursement) No centrally billed lodging Airfare $365.00 Agent fee 10.50 Rental car/parking 375.00 Lodging 418.00 M&IE 100.00 Employee liability $518.00 (Payment due bank regardless of receipt of travel reimbursement) Trip Cost Comparison typical 4-day trip Washington, D.C. to New Orleans, Louisiana

  7. What’s New: OMB Circular A-123, Appendix B • Issued August 2005 • Requires Agencies to maintain internal controls that reduce the risk of fraud, waste, and error in government charge card programs. • Required credit checks on all new purchase and travel card applicants prior to issuing a card. • Revised April 28, 2006 • P.L. 109-115 revised requirement for credit check • DOI all or none because of integrated card program

  8. Management Control:Taking Charge of Charge Cards • What must you do • Approving officials/supervisors • Cardholders • Up-to-date records • On-line training • Cardholders • Approving officials • Agency/Organization Program Coordinators

  9. Drilling for Data • Management control tools • Data mining • Exception reports

  10. Fraud, Waste or Abuse:What are the Penalties? • Departmental Manual 370 DM 752 Departmental Personnel Program Discipline and Adverse Actions • Offenses related to Government travel charge card and/or purchase card. • Misuse of travel card (i.e., personal/unauthorized purchases) or delinquent in payment • Misuse of travel card (i.e., personal/unauthorized purchases) and delinquent in payment • Unauthorized use of or failure to appropriately monitor use of Government purchase card; “micropurchasing” violations.

  11. Paying the Penalty • What happens if fraud or abuse does occur? • Oz (Oswald State Correctional Facility, Level Four--aka, Emerald City) Over approximately a 2-year period: • 11 suspensions • 17 resignations/retirements • 5 convictions • 1 removal • Numerous letters of warning, counseling, reprimands, and reassignment/transfers

  12. Phishing Main Entry:  phishing Part of Speech:noun Definition:  the practice of luring unsuspecting Internet users to a fake Web site by using authentic-looking email with the real organization's logo, in an attempt to steal passwords, financial or personal information, or introduce a virus attack; the creation of a Web site replica for fooling unsuspecting Internet users into submitting personal or financial information or passwords Etymology:  1996; as in 'fish' for users Usage:  phish, v; phisher, n

  13. Phishing • What should I do if I receive an email from Bank of America asking me to provide information? • What action should I take if I suspect an email from Bank of America or any other institution or organization may be fraudulent? • www.Abuse@BankofAmerica.com • Call 800 number on the back of your charge card • What should I do if I receive a phone call requesting information asking to confirm my personal information? • How can I tell if a website is secure? • Where can I get additional information regarding phishing scams? • www.fraudwatchinternation.com/main.shtml Bank of America will never randomly ask you to validate personal or account information via email or Internet link.

  14. DETER-DETECT-DEFEND • Identity Theft • 33% of all identify thefts involve a family member – over trust leads to opportunity • 52% of wireless networks in New York City were not secure • Phishing duped 2.4 million people in 2005 to give out information • Arizona is the leading state in check fraud; also leads in methanol amphetamines • Common Ways Identity Theft Happens: • Dumpster Diving • Skimming • Phishing • Changing Your Address • “Old-Fashioned” Stealing Exercise doubt

  15. Charge Card Technical Help Charge Card Support Center Help Desk 303 969-5588, Kristine Prael, Director BIA Jeneane Dufour 503 231-2211 BLM Lloyd Fread 303 236-5927 BOR Alexa Flezer 303 445-3092 FWS Randy Van Pelt 303 984-6806 USGS Lisa Zukowski 703 648-7347 MMS Robin Robinson 703 787-1302 NBC Dawn Smith 303 969-6630 x2561 NPS Dyra Johnson 202 354-1947 OIG Joseph Gregory 703 487-5381 OS Charles Washington 202 208-5550 OST Shirley Vanderburg 505 816-1295

  16. Future Plans • SmartPay contract awarded in November 1998 will expire November 2008 • Polled employees • Improved card acceptance • Streamline administrative processes • Pursue one-card solution • Maximize tax exemptions

  17. We Want YOUR Comments • What do you like? • What could be improved? • New uses?

  18. Send your comments to: Cynthia Martin cynthia_martin@ios.doi.gov DOI Integrated Charge Card Program Manager 202 606-3144 (voice) 202 219-4244 (fax)

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