**United States Department of the Interior**

**Integrated Charge Card Program Guide**

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## TABLE OF CONTENTS

### INTRODUCTION

### RELATED INFORMATION AND REFERENCES

### SECTION 1. GENERAL

1.  Charge Card Delivery

    1.  New Employees

2.  Roles and Responsibilities

    1.  Assistant Secretary - Policy, Management, and Budget (AS-PMB)

    2.  Director, Office of Acquisition and Property Management (PAM)

    3.  Director, Office of Financial Management (PFM)

    4.  National Business Center (NBC)

    5.  Office of Inspector General (OIG)

    6.  Assistant Directors for Administration (ADAs)

        1.  Bureau/Office Requirements

        2.  Agency/Organization Program Coordinator (A/OPC)

        3.  Approving Official/Reviewing Official

        4.  Managers, Supervisors and Approving Officials

        5.  Cardholder

3.  Delegation of Authority

    1.  Micro-purchases

> 1.3.1.1 Appointment
>
> 1.3.1.2 Termination

2.  Simplified Acquisitions

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4.  Administrative

    1.  Program Orientation and Training

    2.  Tax Exemption

5.  Waivers/Deviations

6.  Management Controls

    1.  Reports

> 1.6.1.1 Exception Reports

2.  Misuse

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7.  When a Cardholder Changes Offices

8.  When a Cardholder Changes Bureaus

9.  When a Cardholder Leaves DOI

10. Using the Card Over the Internet

11. EAGLS (Electronic Account Government Ledger System)

12. Merchant Category Codes

13. Transferring Transactions

14. Disputes

Exhibit 1-1 General Guideline to Charge Card Use By Business Line

Exhibit 1-2 Sample Approving Official Checklist

Exhibit 1-3 Sample Exit Clearance

## SECTION 2. TRAVEL

1.  Corporate Accounts

2.  Mission Critical

    1.  When Delinquent

3.  Mandatory Use

    1.  Exceptions From Mandatory Use

4.  Restrictions and Limitations

5.  Travel Management Centers (TMCs)

6.  Permanent Change of Duty Station (PCS)

7.  ATM/Travel Advances

    1.  Hardship Cases

    2.  ATM Terminal Fees

    3.  Cash Advance Fees

8.  Documentation and Record Retention

9.  Reconciling the Statement of Account

    1.  Individual and Central Billing of Transactions

    2.  Cardholder

    3.  Approving Official

10. Mailing Payments

11. Travel Vouchers

12. Fees

    1.  Late Fees

    2.  Returned Check Fees

    3.  Collection Fees

13. Delinquency

    1.  Suspension or Cancellation Effect on Other Business Lines

    2.  Suspension and Salary Offset Warning

    3.  Cancellation and Salary Offset

    4.  Due Process

14. Credit Bureau Reporting

15. Traveling When Card has been Suspended or Cancelled

16. Card Reinstatement

17. Limited Use and Limited Travel Line Cards

### 

### SECTION 3. PURCHASE

1.  Eligibility

2.  Purchase Authority Reinstatement

3.  Authorized Uses

4.  Procedural Requirements

5.  Spending Limits

6.  Prohibited Uses

7.  Central Billing of Transactions

8.  Documentation and Record Retention

9.  Property Accountability

> 3.10 Reconciling the Statement of Account

3.10.1 Cardholder

3.10.2 Approving Official

> 3.11 Convenience Checks
>
> 3.11.1 Eligibility
>
> 3.11.2 Authorized Uses
>
> 3.11.3 Restrictions and Limitations
>
> 3.11.4 Ordering and Safeguarding
>
> 3.11.5 Issuing Checks
>
> 3.11.6 Collecting IRS 1099 MISC Data
>
> 3.11.7 Reconciling the Account.
>
> 3.11.8 Documentation and Record Retention
>
> 3.11.9 Copies of Cleared Checks
>
> 3.11.10 Voiding Checks
>
> 3.11.11 Issuing Replacements
>
> 3.11.12 Stop Payments Orders
>
> 3.11.13 Destroying an Unused Check Supply
>
> 3.11.14 Reporting Lost or Stolen Cards/Checks

### Exhibit 3-1 IRS Form 1099 Miscellaneous

SECTION 4. FLEET

1.  Eligibility

2.  Fleet A/OPC or Fleet Manager

3.  Designated Cardholder and Approving Official

4.  Account Holder/Account Name

5.  Card Use

6.  Environmentally Preferable Products

7.  Prohibited Uses

8.  Central Billing of Charges

9.  Documentation and Record Retention

10. Reconciling Statements

> 4.10.1 Cardholders
>
> 4.10.2 Approving Official

### 

### APPENDIX A: ACRONYMS AND DEFINITIONS

### APPENDIX B: FORMS

### APPENDIX C: PENALTIES FOR MISUSE 

APPENDIX D: REPORTING TOOL

APPENDIX E: RELATED WEBSITES

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INTRODUCTION

The Department of the Interior's integrated charge card for travel,
fleet, and purchases is Bank of America's MasterCard. This card is
specifically designed with the "United States of America" printed next
to the seal and the words "For Official Government Use Only, U.S.
Department of the Interior, Tax Exempt ID 1400001849" printed on the
card to avoid being mistaken for a personal credit card.

Use of the card is subject to Federal and Department of the Interior
regulations as described in this Guide and any Bureau/Office
supplemental guidance. Cardholder accounts are not private: they are
subject to review. The policies and procedures prescribed in this Guide
are designed to ensure sound program management and management controls,
and to define allowable use and limitations for charge cards and
convenience checks.

The term "charge card" rather than "credit card" is used because the
cardholder is required to pay their individually billed balance in full
upon receipt of the statement of account. Credit is not being provided
to spread payments over a period of time.

The goal of the Integrated Charge Card Program is to improve mission
support, streamline and standardize operations, increase card use by
maximizing card acceptance for all types of transactions, reduce
administrative costs, and outsource transaction processing.

This Guide establishes policy and procedures for using the Department of
the Interior integrated charge card for official travel, purchase and/or
fleet transactions. The Office of Acquisition and Property Management
(PAM), in cooperation with the Office of Financial Management (PFM), is
responsible for issuing this Guide. Please address any comments or
questions regarding the Guide to Director, Office of Acquisition and
Property Management, U.S. Department of the Interior, 1849 C Street
N.W.,

MS 5512, Washington, D.C. 20240. Additional information on the charge
card program is available on the Internet at
<http://www.doi.gov/pam/chargecard/>

The MasterCard is the only charge card that may be used for Department
of the Interior travel, purchase, and fleet requirements. There are
limited exceptions applicable only to fleet, e.g., vehicles in the GSA
Interagency Fleet Management System, selected vehicles and aircraft in
Canada during the summer field season, and law enforcement.

An account may be established in just one business line or in a
combination of the travel, purchase, and fleet business lines. See
Exhibit 1-1, General Guideline to Charge Card Use By Business Line.

General contact information for the Bank of America is:

Bank of America

Government Card Services Unit (GCSU)

P.O. Box 1637

Norfolk, Virginia 23501-1637

(contact information continued on next page)

Telephone Numbers: 1-800-472-1424 (domestic free call); 1-800-672-0779
(TTY/TDD access)

Toll-Free Overseas Calling: Contact the AT&T Direct Access Number for
the country you are in and follow the instructions below. For a complete
listing of all access numbers worldwide, please refer to:
[**www.att.com/tollfree/international/dialguide**](http://www.att.com/tollfree/international/dialguide).

Dialing Instructions:

1.  Make sure you have an outside line.

2.  Enter the AT&T Direct Access Number for the country you are in. For
    example, in Germany, it is 0-800-2255-288.

3.  An English-language voice prompt or an AT&T Operator will ask you
    for the 800, 877, or 888 number you are calling. Please provide the
    operator with 800-472-1424.

4.  You may also need to enter the toll-free (800-472-1424) number you
    wish to reach using the telephone key pad (there is no need to dial
    "1" before the toll-free number.)

RELATED INFORMATION AND REFERENCES

### Additional guidance is contained in the following documents: 

-   The Federal Supply Schedule (FSS) for the SmartPay Program and the
    GSA Fleet, Travel, and Purchase Payment System Program Guideline

-   The MasterCard Government Card Guide to Benefits

-   Treasury Financial Manual (TFM) 4-4500

-   Federal Travel Regulation (41 CFR 300-304)

-   Part 347 Departmental Manual - Federal Travel Regulation (FTR)
    Implementing Instructions

-   Debt Collection Improvement Act of 1996

-   Department of the Interior Financial Administration Memoranda

-   Federal Acquisition Regulation (FAR) Parts 4, 8, 13 and 32

-   Department of the Interior Acquisition Regulation (DIAR) Parts 1401
    and 1413

-   Bureau/Office Supplements

-   Department of the Interior Contracting Officers Warrant System
    Manual

-   Federal Property Management Regulation, 41 CFR, Chapter 101

-   Government Printing and Binding Regulation, Government Printing
    Office

-   Agreement Between the DOI Employee and Bank of America

-   370 DM 752, Appendix A, as revised, DOI Personnel Policy

SECTION 1. GENERAL

Issuance of the government charge card is limited to individuals who are
employees of an executive agency or members of the Armed Forces of the
United States. See FAR 1.603-3 Appointment. The purchase of travel and
transportation tickets for contractors is prohibited (with or without
the charge card). See FAM 98-023 (II.G.1.)

Employees may only have one active charge card account. The exceptions
are the uniform card (BLM only) and certain Bureau employees who pilot
OAS aircraft.

1.1 [Charge Card Delivery.]{.underline} For standard delivery, a new
cardholder will receive:

-   An activation letter that explains how they should activate their
    new card;

-   A card transmittal mailing that includes the new card and the
    Agreement between the Department of the Interior Employee and Bank
    of America, N.A. (USA);

-   An ATM PIN letter with the initial PIN and explanation of how to
    customize the PIN; and

-   An EAGLS User Identification Number and Password.

The average processing time between submitting a properly prepared
application and receiving a card is approximately ten days. Cards needed
sooner in a mission-related emergency (fire, flood, hurricane response,
etc.,) can be shipped via FedEx second-day delivery. Any application
with the appropriate emergency flag received prior to 3:00 PM Eastern
Time will be processed that same day. If the application is received
after that time, it will be processed the following day. The cardholder
will still receive the same mailings, but they will receive the charge
card transmittal first.

> 1.1.1 [New Employees.]{.underline} New employees who are expected to
> travel on official business are

required to apply for a charge card in the travel business line within
30 calendar days of their appointment. Employees who have delinquent
account balances from a previous Government travel charge card will be
required to satisfy their existing obligation before a new card can be
issued. Note: Vacancy announcements should indicate that employees must
obtain a charge card if required to travel.

1.2 [Roles and Responsibilities]{.underline}

> 1.2.1 [Assistant Secretary -- Policy, Management, and Budget
> (AS-PMB)]{.underline} has overall responsibility

for managing the program, ensuring that the program compiles with
Federal and Departmental laws and/or regulations, and monitoring program
effectiveness.

1.2.2 [Director, Office of Acquisition and Property Management
(PAM)]{.underline} has oversight and policy

responsibility for purchase and fleet business lines and serves as the
point of contact for GSA. PAM shall provide leadership for the program,
establish management reports for the purchase and fleet programs, and
assistance to A/OPCs.

> 1.2.3 [Director, Office of Financial Management (PFM)]{.underline} has
> policy responsibility for the travel

business line. PFM shall develop Departmental policy regarding
delinquency management for the travel business line use, establish
management reports for the travel program, confer with A/OPCs and
finance offices regarding the travel business line issues, and support
PAM in overseeing the charge card program by developing and issuing
guidance regarding management controls and financial aspects.

> 1.2.4 [National Business Center (NBC)]{.underline} has the operational
> responsibility to carry out the policies

issued by PAM and PFM. NBC is the primary point of contact for providing
support services to DOI Bureaus and other Federal agencies on a cross
servicing or tag-along basis. NBC activities may include contract
administration activity, bureau implementation support, system
interfaces to finance and property systems, Departmental reporting and
data administration, development and delivery of training classes,
management control reviews, program development and operations
refinement, security administration, payroll offset administration, and
help desk support.

1.2.5 [Office of Inspector General (OIG)]{.underline} is responsible for
conducting audits or arranging for investigations when violations of
Federal fraud statutes are suspected or alleged. Any allegation or
complaint concerning suspected misuse must be reported to the OIG.
Following initial review of an allegation or complaint, the OIG will
either open an investigation or refer the matter back to the Bureau/
Office for administrative action. The 24-hour toll free hotline number
for the OIG is 1-800-424-5081.

1.2.6 [Assistant Directors for Administration (ADAs)]{.underline} have
overall responsibility for the day-to-day

oversight of the charge card program in each bureau/office. This
includes designating an A/OPC and other appropriate officials to oversee
the charge card program; developing bureau-specific procedures for card
use; ensuring program management, security, and cardholder
accountability; overseeing account reconciliation and payment;
conducting scheduled documentation and transaction reviews; and
initiating bureau accounts with the charge card contractor. NOTE: Some
bureaus/offices may not use the Assistant Director for Administration
title; in these instances, the position equivalent to Assistant Director
for Administration has these responsibilities.

1.2.6.1 [Bureau/Office Requirements.]{.underline} Bureau policy, which
may be more restrictive than

Departmental policy but not less, must at a minimum include the
following:

-   Identification of key management officials and their
    responsibilities

-   Training requirements for cardholders and approving officials
    (on-going)

-   Documentation and record retention requirements

-   Exit procedures for exiting cardholders (See Section 1.9. When a
    Cardholder leaves DOI)

-   Management controls, including scheduled reviews of transaction
    records, frequency of reviews, and review methodology, e.g.,
    transaction review by sampling, use of EAGLS reports, and/or other
    methods

-   A process for getting accountable/sensitive property entered into
    the property system and properly marked

1.2.6.2 [Agency/Organization Program Coordinator (A/OPC)]{.underline} is
a bureau/office's primary

liaison with the charge card contractor and PAM, PFM, and NBC. The
A/OPC's responsibilities include overseeing the establishment and
maintenance of master file/official cardholder listings and related
office credit limitations. A/OPCs may be supported by regional or field
A/OPCs with distinct responsibilities. A/OPCs at all levels are
authorized to cancel charge cards and suspend accounts, report
allegations of charge card misuse to the OIG for further investigation,
and to interact with cardholders' supervisors regarding other misuse and
payment delinquency issues. Specifically, A/OPCs will:

-   Provide advice and assistance to managers, supervisors, approving
    officials, cardholders, and others as requested.

-   Conduct or participate in charge card reviews in accordance with
    Departmental and bureau charge card policy.

-   Carefully review all cardholder applications and requests.

-   Get the word out to employees with their bureau/office regarding
    charge card "scams" by vendors or other parties.

Field and/or regional A/OPCs must report to the next higher level A/OPC
any cases they become aware that either:

-   First-line supervisors do not take action when informed of
    cardholder misuse or payment delinquency, or

-   The supervisor's directions to the cardholder resulted in card
    misuse.

1.2.6.3 [Approving Official/Reviewing Official]{.underline} is
responsible for oversight and monitoring of

designated cardholders' compliance with applicable laws, regulations,
and procedures. Approving officials are required to report allegations
of charge card misuse to the OIG for further investigation, and to
counsel or advise cardholders' and/or supervisors regarding other misuse
and payment delinquency. To aid approving officials in carrying out
these duties all approving officials are required to complete the
Department of the Interior Charge Training for Approving Officials.

Questions regarding the propriety of transactions reviewed should go to
finance and acquisition specialists. Issues may also be addressed to the
A/OPC or fleet manager as applicable. Cardholders may not be their own
approving officials. A checklist is included to facilitate the review
process. See Exhibit 1-2.

1.2.6.4 [Managers, Supervisors and Approving Officials]{.underline}
must:

-   Review cardholder statements of account and supporting documentation
    on at least a monthly basis

-   Investigate and report instances of apparent misuse to the A/OPC for
    assistance resolving.

-   Counsel employees regarding possible adverse actions resulting from
    a past due balance.

-   Sign the front of each cardholder\'s statement of account as
    indication you approve all transactions as needed to support the
    office mission (note: this duty may not be redelegated).

-   Make sure employees are correctly trained in the proper use of the
    charge card.

-   Watch spending patterns and vendor sources (a sudden unexplained
    increase in purchases or charges, or questionable vendor sources,
    may indicate a problem).

-   Ensure that accountable/sensitive property is entered into property
    system.

1.2.6.5 [Cardholder]{.underline} is responsible, upon receiving the card
for verifying that their name is correct, reading the enclosed
information, and following instructions for activating the card.
Cardholders are also responsible for ensuring the security of their
charge card and convenience checks, using their charge card only for
official authorized purposes, reviewing their statement of account each
month and verifying charges, paying all undisputed individually billed
charges on time, complying with DOI charge card guidelines and bureau
supplements, and complying with the Agreement between the Department of
the Interior Employee and Bank of America, N.A. (USA). Errors and
discrepancies must be promptly identified and disputes or transaction
transfers initiated, as necessary. Cardholders must maintain accurate
and complete records supporting their charge card transactions,
including original receipts and any required approvals or
justifications.

Proper use and safeguarding of charge cards is the responsibility of
each cardholder. Accordingly, cardholders should take appropriate
precautions comparable to those they would take to secure their own
personal checks, credit cards, or cash. Improper and unauthorized use of
the charge card or convenience checks and/or failure to maintain
supporting documentation may render the cardholder personally liable for
payment; cardholders may also have their charge card privileges
withdrawn and/or be subject to disciplinary action pursuant to Federal,
Departmental, and bureau standards. See 370 DM 752, DOI Personnel
Policy, Appendix A, as revised.

Based on guidance from the Federal Trade Commission everyone with a
charge card should *do* the following:

-   Sign and activate charge cards as soon as they arrive.

-   For over-the-counter purchases, keep an eye on cards during the card
    swiping transaction and get the card back as quickly as possible.

-   Void incorrect receipts.

-   Destroy carbons.

-   Retain receipts to compare with billing statements and keep them on
    file in accordance with applicable record retention requirements
    (see the following sections: Travel business line, Section 2.8;
    Purchase business line, Section 3.8; Fleet business line, Section
    4.9).

-   Open or access billing statements promptly and reconcile accounts at
    least monthly.

-   Dispute any questionable charges promptly. See Section 1.14,
    Disputes.

Cardholders should *not* do the following:

-   Sign a blank receipt (draw a line through any blank spaces above the
    total).

-   Write the account number on a postcard or the outside of an
    envelope.

-   Give out their account number over the phone unless the cardholder
    is making the call to a company known to be reputable.

-   Leave the card, convenience checks, personal identification number
    (PIN), passwords, or charge card billing statement information (on
    paper or in electronic format) unattended; convenience checks and
    cards must be kept in a secure place when not in use.

-   Allow anyone else to use the card, convenience checks, account
    number, PIN, or other sensitive information related to the charge
    card; charge cards are *not* transferable.

### 1.3 Delegation of Authority. 

1.3.1 [Micro-purchases.]{.underline} Bureau/office personnel without
contracting officer warrants awarded

under the DOI Contracting Officers Warrant System Manual may be
authorized to use the charge card as a means of making and/or paying for
micro-purchases of supplies and services, i.e., purchases of up to
\$2,500 for supplies and services except for construction. The
micro-purchase threshold for construction services is \$2,000.

##### 1.3.1.1 [Appointment.]{.underline} Appointment/delegation of micro-purchase authority is built into the

##### application and charge card issuance process. The integrated charge card vendor Bank of America is the record holder. Use of the card may not be re-delegated or transferred.

Issuance of a charge card with micro-purchase authority is contingent
upon:

-   successful completion of charge card training including
    micopurchases policy and procedures; and

-   submission of an application approved by the employee\'s supervisor.

Receipt of the government issued Bank of America MasterCard with the
employee\'s name embossed on it is deemed to be delegation of authority.
In addition to the requirements above authority to issue convenience
checks also requires the employee\'s successful completion of
convenience check training.

> 1.3.1.2 [Termination]{.underline} of charge card and check writing
> authority may be made for cause,

e.g., card misuse, improper use of micro-purchase authority, payment
delinquencies, suspension or cancellation of other charge card business
lines, failure to maintain supporting documentation, or administrative
reasons, e.g., lack of requirement for purchase authority, transfer to a
new duty station. Cancellation of any business line for other than
administrative reasons will result in cancellation of the card.

1.3.2 [Simplified Acquisitions.]{.underline} Bureau and office personnel
with contracting officer's warrant authority delegated in accordance
with the DOI Contracting Warrant System Manual are authorized to use the
charge card as a means of making micro-purchases (procurement method)
and to pay for purchases of supplies and services above the
micro-purchase level up to their open market warrant limit (as a payment
method) for open market purchases and their authorized "established
sources" limit (as a payment method) for JWOD, FPI, GWAC, MAS, GSA
Advantage, and Bureau or DOI IDIQ contract orders.

## 1.4 [Administrative.]{.underline}

1.4.1 [Program Orientation and Training.]{.underline} It is important
that cardholders, A/OPCs, and approving

officials understand their roles and responsibilities. All cardholders,
A/OPCs, and approving officials must review and/or become familiar with:

-   Departmental and Bureau/Office charge card program policy,
    procedures, and guidelines.

-   The agreement between the Department of the Interior Employee and
    Bank of America, N.A. (USA).

-   The MasterCard Guide to Benefits.

In addition to specific training requirements described in this
document, for each business line, bureaus may require prospective
cardholders to complete in-house or commercial charge card training
prior to application or charge card issuance.

1.4.2 [Tax Exemption.]{.underline} Most state laws and regulations limit
tax exemption status to direct payment by the Government, e.g.,
centrally billed transactions such as supplies. State-specific tax
information is on the Internet at
[**http://www.fss.gsa.gov/services/gsa-smartpay/taxletter/**](http://www.fss.gsa.gov/services/gsa-smartpay/taxletter/)
and on DOI's web page at
[**www.doi.gov/pam/exempt.html**](http://www.doi.gov/pam/exempt.html).
Cardholders must inform vendors of their exempt status. A/OPCs will
assist cardholders as needed. DOI's tax-exempt identification number
"1400001849" is printed on each card. That number has been registered
with state taxation authorities nationwide and in the U.S. territories.
General governmentwide tax exemption status is also coded in the prefix
of the 16-digit charge card account number on the face of the charge
card; i.e., the prefix number 5568 16 for employee cards or 5568 86 for
vehicles or motorized equipment.

1.5 [Waivers/Deviations.]{.underline} Bureaus/offices are encouraged to
test innovative practices through pilot programs to enhance the program
and continuously improve operations. Prior to doing so, approval must be
obtained. Deviations/waivers from DOI charge card policy may also be
requested.

Requests for waivers related to the purchase and fleet business lines
should be submitted to the Director, PAM. Requests related to the travel
business line should be submitted to the Director, PFM. All requests for
deviations/waivers must be requested by the Assistant Director for
Administration and must include:

-   A description of how the requested authority differs from the
    current program.

-   Why the deviation is needed; include any historical data available.

-   Management controls that will be put in place.

-   Impact if request is approved or denied; examples of expected cost
    reductions or streamlining of time delays in processing actions and
    note the effect on performance (time and/or dollar amount.)

-   When requested on a class basis, document the total number of people
    and/or transactions to be affected.

### For waivers/deviations related to the travel business line, see Section 2. Travel. If the waiver/deviation requested affects the terms and conditions of the GSA contract, the DOI Integrated Charge Card Task Order Contracting Officer will request approval from GSA.

6.  [Management Controls.]{.underline}

###### 1.6.1 [Reports.]{.underline} As the program matures, increased online technology will be available via EAGLS to assist A/OPCs, approving officials, and accounting staff in program management and budget and trend tracking. See Appendix D.

1.6.1.1 [Exception Reports]{.underline} can identify, down to the
individual transaction level, expenditures that are questionable or vary
from a cardholder's standard buying practices. These reports are
available to supervisors, managers, A/OPCs, and approving officials. See
Appendix D for available reports training or your Bureau/Office A/OPC
for assistance.

###### 1.6.2 [Misuse.]{.underline} If it is suspected that a charge card is being misused, this should be reported to the Bureau A/OPC, the cardholder's supervisor, and the OIG. The supervisor is required to take immediate action to gather facts and discuss the incident with the employee. If the supervisor is not satisfied that the incident was not intentional and/or did not result in loss to the Government, they must counsel the employee and take any action to administratively limit, temporarily suspend, or cancel charge card authority and, if appropriate, take action based on guidance in the DOI Personnel Handbook Part 2. "Charges and Penalty Selection for Disciplinary and Adverse Actions". The bureau A/OPC must monitor the situation and be available to the supervisor for consultation.

Misuse of a charge card may result in a repayment of unauthorized
charges, suspension or cancellation of charge card privileges,
requirements to complete remedial training, written or oral reprimands,
warnings or admonishment, suspension without pay, revocation of a
contracting officer's warrant, loss of driving privileges, and/or
termination of employment.

Some examples of cardholder misuse include:

-   ATM withdrawals with no associated travel

-   ATM withdrawals that exceed the anticipated M&IE amount for the trip

-   Not paying the full amount due on the statement of account on time

-   Cardholders letting others use their card and/or account number

-   Writing convenience checks to "cash" or to other employees

-   Splitting transactions to avoid the single purchase limit

-   Purchasing fuel for a privately owned vehicle

-   Using the card for expenses not related to official business

Some indicators of possible charge card misuse or fraud by vendors or
other parties include:

-   Unsolicited telephone calls or offers by individuals who request a
    cardholder's charge card account number or social security number.
    (Do not provide this information unless you initiated the call or
    request.);

-   Unsolicited or unannounced calls from individuals claiming to
    represent Bank of America who request card account, social security,
    or other information (Bank of America will always announce any such
    requests for information formally and in advance or coordinate
    requests for such information through your respective A/OPCs); and

-   Unexplained and/or improper charges made to a charge account
    (cardholders should notify their A/OPC and the Bank of America fraud
    unit).

1.7 [When a Cardholder Changes Offices (and remains in the same
Bureau).]{.underline} When a cardholder changes offices or positions
staying within the same Bureau the card can be transferred with the
cardholder, e.g., moves from BLM, Burns District Office, Oregon to BLM,
Montana State Office.

1.8 [When a Cardholder Changes Bureaus.]{.underline} When a cardholder
leaves one DOI bureau to go to another DOI bureau, the losing bureau
must close the current account and destroy the card and any convenience
checks; and follow bureau exit/clearance procedures. A new account must
not be issued until the original account has a zero balance and the old
account is closed. The gaining bureau will set up a new account and
issue a new card. Also see Section 2.6 Permanent Change of Duty Station
(PCS) Use.

1.9 [When a Cardholder Leaves DOI.]{.underline} When a cardholder
resigns, transfers, or is terminated, the surrender and destruction of
charge cards and convenience checks, closing of the account, and
cancellation of EAGLS access must be part of the final employee
clearance process. Any records in the cardholder\'s possession must be
turned over to the A/OPC unless otherwise specified in Bureau policy.

-   Close employee\'s account and EAGLS access, if applicable.

-   Verify the account status in EAGLS and determine whether any amounts
    are due.

-   Request a check from the employee payable to Bank of America for the
    full amount of any outstanding, individually billed balance.

-   Inform the exiting employee that if they have an outstanding
    balance, the charge card contractor will be notified of their
    departure and provided with the employee's forwarding address.

-   Notify Bank of America and provide a forwarding address if
    applicable (may be done either in EAGLS or by phone).

-   Refer to individual business line for disposition of records.

US Geological Survey Manual Section 344.16 - Employee Clearance is
attached as an example. See

Exhibit 1-3.

1.10 [Using the Card over the Internet.]{.underline} Internet shopping
on "required source" and commercial websites is rapidly expanding.
Cardholders may use the card to transact official business over the
Internet. However, in doing so, cardholders must keep the following
guidance in mind:

-   Know whom you are dealing with. Cardholders may check unknown
    vendors through the Better Business Bureau or the state attorney
    general's office.

-   Protect Privacy. Provide personal information only if it is known
    who is collecting it, why, and how it's going to be used.

-   Guard Passwords. Use different passwords when making a purchase than
    you use to log on to your computer or network.

-   Order only on a secure server. Look for an unbroken key or closed
    padlock picture at the bottom of the browser window, or the letters
    https in the web site's URL, to ensure your transmission is
    protected. Buy only from web vendors that protect your charge card
    information when you order on-line.

-   Check shipping and handling fees; do not forget to factor these into
    the cost of the order. Choose the delivery option that best meets
    your needs and track your purchases. Keep printouts of the web pages
    with details about the transaction, including return policies if you
    are not satisfied. Buyer Beware: Some vendors have different return
    policies for items purchased over the Internet versus items
    purchased on-site at store locations. Make sure that the vendor's
    return policy is favorable.

## 1.11 [EAGLS]{.underline} (Electronic Account Government Ledger System). EAGLS is Bank of America's web-based desktop management tool designed to perform many of the day-to-day activities online from a PC. EAGLS access is available to every cardholder, A/OPC, and approving official. Examples of EAGLS online functions include daily, administrative tasks such as:

-   Account maintenance;

-   Modification of spending controls;

-   Review of individual and central account statements and current
    transactions;

-   Initiation of disputes;

-   Reallocation of charges to specific cost centers from the
    cardholder's default master accounting code; and

-   Requesting, viewing, and printing standard reports using the EAGLS
    Reports feature.

Access to these functions is based upon an individual's roles and
duties.

### EAGLS users will need: 

-   An EAGLS ID and password (from Bank of America)

-   NT or Windows 95 (or later version such as Windows 97 or 98)

-   Netscape 4.0 or Internet Explorer 4.0

-   Modem with 28,800 baud rate or higher

######## The EAGLS URL is: [www.gov-eagls.bankofamerica.com](http://www.gov-eagls.bankofamerica.com/)

1.12 [Merchant Category Codes.]{.underline} Merchants worldwide who
accept the charge card are registered in various business categories
known as merchant category codes (MCCs). In order to automate the
interface between the Bank of America system and DOI's accounting
systems, the MCCs were designated as travel (some of which individually
bill to the cardholder) and purchase or fleet (which both centrally bill
to the Department). See
<http://www.fss.gsa.gov/services/gsa-smartpay/taxletter/> for a list
these codes.

Because vendors sell products and services that may fall under more than
one business line, some transactions that should centrally bill under
the purchase or fleet business lines may individually bill, and vice
versa. The transfer transaction process is designed to adjust these
transactions.

1.13 [Transferring Transactions.]{.underline} If a transaction needs to
be changed from centrally billed to the Government to individually
billed to the cardholder or vice versa, either the cardholder or the
approving official, may initiate a transfer by submitting a request via
e-mail to the A/OPC. If the A/OPC cannot independently determine the
appropriateness of the request, approval of the cardholder\'s supervisor
will be required. Transaction transfers can be done in EAGLS within 90
days from the Transaction Posting date. During this 90-day period, the
cardholder should follow their Bureau's policy for submitting a
transaction transfer request. After 90 days, an A/OPC must approve the
request and forward it to the Bank of America GCSU for processing. The
cardholder must submit the following information to their A/OPC (by
e-mail when practical):

-   Cardholder account number (for security purposes only the last 10
    digits)

-   Transaction transfer needed: CBA to IBA or IBA to CBA

-   Transaction posting date

-   Transaction amount

-   Merchant name and location

-   Reference number (if available)

-   Brief description of charge and reason for transfer

1.14 [Disputes.]{.underline} If a transaction appears on a cardholder\'s
statement of account that the cardholder did not make, the transaction
should be disputed. If a cardholder has made a purchase from a vendor
but the price, quantity, or charge is not accurate, or a credit has not
been received, the cardholder should try to resolve the disputed charge
with the vendor and dispute it in writing with Bank of America within 60
days from the original statement date. When a transaction is disputed,
the GCSU will give the cardholder a temporary credit. If the dispute is
resolved in the merchant's favor, the temporary credit will be cancelled
and the cardholder must pay that amount. If the dispute is resolved in
the cardholder's favor, the temporary credit will be replaced with a
permanent credit. The dispute form is printed on the back of the
cardholder statement of account.

This page intentionally left blank.

Exhibit 1-1 (See INTRODUCTION)

##### GENERAL GUIDELINE TO CHARGE CARD USE BY BUSINESS LINE

+-----------------+-----------------+-----------------+-----------------+
| Category        | Travel          | Purchase        | Fleet           |
+-----------------+-----------------+-----------------+-----------------+
| Cash advances   | Yes             | No              | No              |
| via ATM based   |                 |                 |                 |
| on M&IE and out |                 |                 |                 |
| of pocket       |                 |                 |                 |
| requirements    |                 |                 |                 |
+-----------------+-----------------+-----------------+-----------------+
| Airline, bus,   | Yes (5)         | No              | No              |
| train, and      |                 |                 |                 |
| other travel    |                 |                 |                 |
| tickets via the |                 |                 |                 |
| TMC             |                 |                 |                 |
+-----------------+-----------------+-----------------+-----------------+
| Lodging and     | Yes             | No (7)          | No              |
| M&IE expenses   |                 |                 |                 |
+-----------------+-----------------+-----------------+-----------------+
| Su              | No              | Yes (6)         | Yes (1)         |
| pplies/services |                 |                 |                 |
+-----------------+-----------------+-----------------+-----------------+
| Vehicle         | Yes             | Yes (1)         | No              |
| rental/lease    |                 |                 |                 |
+-----------------+-----------------+-----------------+-----------------+
| Vehicle         | No              | Yes (3)         | Yes (3)         |
| repairs/service |                 |                 |                 |
+-----------------+-----------------+-----------------+-----------------+
| Building/land   | No              | Yes (1)         | No              |
| lease           |                 |                 |                 |
+-----------------+-----------------+-----------------+-----------------+
| Fuel/oil for    | Yes (2)         | No              | Yes (4)         |
| vehicles        |                 |                 |                 |
+-----------------+-----------------+-----------------+-----------------+
| Tel             | No              | Yes (1)         | No              |
| ecommunications |                 |                 |                 |
|                 |                 |                 |                 |
| equipment       |                 |                 |                 |
+-----------------+-----------------+-----------------+-----------------+
| Convenience     | No              | Yes             | No              |
| checks          |                 |                 |                 |
+-----------------+-----------------+-----------------+-----------------+

\(1\) With limitations; see your program or procurement office.

\(2\) Only for a commercial rental vehicle -- use for privately owned
vehicles is prohibited.

\(3\) Except for GSA Interagency Fleet Management System (IFMS)
vehicles.

\(4\) Except for GSA IFMS vehicles with a "wet rate lease" (identifiable
by the "Voyager" fuel credit card provided by GSA with the vehicle).

\(5\) Individuals shall not purchase transportation for anyone other
than themselves. Employees who have been authorized to use \"corporate
accounts\" are the only personnel authorized to have tickets issued to
new employees without cards, volunteers and/or invitational travelers
using those special discounts.

\(6\) For nonwarranted cardholders purchasing authority may not exceed
\$2,500 per transaction for supplies and services; or \$2,000 for
construction.

\(7\) Except for lodging and meals by fire or emergency crew chiefs for
members of their crew.

This page intentionally left blank.

Exhibit 1-2 (see Section 1.2.6.3, Approving Official/Reviewing Official)

# *SAMPLE*

# APPROVING OFFICIAL CHECKLIST 

The purpose of this checklist is to assist supervisors and approving
officials in reviewing cardholders\' transactions. At a minimum the
following items must be checked.

  --------------------------------------- ----- ---- ----- --------------------
  Travel Business Line Transaction        Yes   No   N/A   Comments

  All charges are related to official                      
  government travel.                                       

  Travel transactions are appropriate for                  
  the cardholder.                                          

  There are no POV related charges such                    
  as fuel.                                                 

  ATM transactions are associated with                     
  official travel.                                         

  ATM advances are within 5 days prior to                  
  the beginning of a trip and no later                     
  than the last day.                                       

  For Bureaus that centrally bill hotel                    
  charges: there are no charges for items                  
  such as movies or room service on hotel                  
  bills.                                                   
  --------------------------------------- ----- ---- ----- --------------------

  --------------------------------------- ----- ---- ----- -------------------
  Purchase Business Line Transactions     Yes   No   N/A   Comments

  The purchase is necessary and                            
  appropriate to execute the program                       
  mission.                                                 

  Funds are available and have been                        
  authorized for the purchase.                             

  Transactions are not split into smaller                  
  purchases to circumvent the                              
  single-purchase limit.                                   

  Proper documentation is attached to the                  
  statement of account, e.g., itemized                     
  original charge slip, original register                  
  receipt, or original packing list or                     
  shipping documents. In instances where                   
  a vendor allowed an individual other                     
  than the cardholder to pick up a                         
  purchase, the action must be clearly                     
  documented and that employee\'s                          
  signature should be on the receipt.                      
  --------------------------------------- ----- ---- ----- -------------------

Exhibit 1-2, page 2, Sample Approving Official Checklist

  --------------------------------------- ---- --- ---- -------------------
  Receipts are itemized and match the                   
  amount on the statement of account.                   

  Signatures of the cardholder and                      
  approving official are on the statement               
  of account .                                          

  The correct object class code is used.                

  Action is taken to ensure the                         
  transaction is entered into the                       
  property system, if applicable.                       

  Purchases are made from mandatory                     
  sources, as applicable.                               
  --------------------------------------- ---- --- ---- -------------------

+--------------------------------------+---+---+---+-------------------+
| Convenience Checks: In addition to   | Y | N | N | Comments          |
| the items listed above, approving    | e | o | / |                   |
| officials must                       | s |   | A |                   |
|                                      |   |   |   |                   |
| check to ensure that:                |   |   |   |                   |
+--------------------------------------+---+---+---+-------------------+
| NCR/Carbon copies are available for  |   |   |   |                   |
| all issued checks.                   |   |   |   |                   |
+--------------------------------------+---+---+---+-------------------+
| No checks are written to prohibited  |   |   |   |                   |
| sources, e.g., self, other Federal   |   |   |   |                   |
| employees, cash, or vendors that     |   |   |   |                   |
| accept the charge card.              |   |   |   |                   |
+--------------------------------------+---+---+---+-------------------+
| The payee is filled in and matches   |   |   |   |                   |
| the name on the statement of         |   |   |   |                   |
| account.                             |   |   |   |                   |
+--------------------------------------+---+---+---+-------------------+
| 1099 Misc reportable transactions    |   |   |   |                   |
| are prepared and submitted to        |   |   |   |                   |
| Finance, when applicable.            |   |   |   |                   |
+--------------------------------------+---+---+---+-------------------+
| All checks are within the check      |   |   |   |                   |
| writers\' single-purchase limit.     |   |   |   |                   |
+--------------------------------------+---+---+---+-------------------+

Exhibit 1-2, page 3, Sample Approving Official Checklist

  --------------------------------------- ----- ---- ----- -------------------
  Fleet Business Line Transactions        Yes   No   N/A   Comments

  The purchase is an authorized use of                     
  the card                                                 

  Proper documentation is attached, e.g.,                  
  charge slips, register receipts, or                      
  invoices                                                 

  The receipt amount matches the amount                    
  on the statement of account                              

  Purchases are only for the                               
  vehicle/equipment assigned to the card                   

  Purchases are made by the official                       
  users of the vehicle/equipment assigned                  
  to the card                                              

  Purchases of bulk fuel are not made on                   
  cards assigned to a specific                             
  vehicle/piece of equipment                               

  Statements/cover certificate(s) are                      
  signed both the designated cardholder                    
  and the Fleet A/OPC or fleet manager                     
  --------------------------------------- ----- ---- ----- -------------------

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Exhibit 1-3 Sample Exit Clearance (see Section 1.7, When a Cardholder
Changes Offices (remains in the same Bureau/Office); Section 1.8 When a
Cardholder Changes Bureaus; and Section 1.9 When a Cardholder Leaves
DOI)

*Sample* Exit Clearance

U.S. Geological Survey Manual

344.16 - Employee Clearance Procedures

6/20/01

OPR: Office of Administrative Policy and Services /

Office of Financial Management

1\. Purpose. This chapter implements the procedures for clearing USGS
and contract employees upon separation from employment with the USGS and
provides instructions for completing and processing the automated Form
9-090, Employee Clearance Report (9-090).

2\. Policy. It is USGS policy that upon termination of employment, USGS
employees must turn in all Government personal property and other
\"official\" items they are responsible for, such as their Government
charge card, office keys, Government ID, Government-issued passport,
etc., and must liquidate all outstanding debts owed to the Federal
Government and to the Government charge card contractor. When all
property items are satisfactorily accounted for and all debts owed by
the employee are liquidated,

clearance shall be given to the employee. The USGS may withhold final
salary payment until the 9-090 has been processed and cleared and will
initiate action to offset in full all debts owed to the Government by
the employee against final payments due to the employee, including the
employee\'s final salary check, annual leave payment, and retirement.
The USGS will also initiate action in accordance with the Travel and
Transportation Reform Act (TTRA) and Department of the Interior policies
to offset debts owed to the charge card contractor by the employee. It
is also USGS policy to \"clear\" employees prior to their separation or
contract termination date. Therefore, employees are to initiate the
9-090 immediately upon intent to separate from the USGS.

3\. Authority. Requirements for clearance of all Government property in
the custody of an individual upon his/her separation or transfer are
contained in 410 DM 114-60.206. Authority for collecting debts owed to
the Government is provided for in PL 104-134, Debt Collection
Improvement Act of 1996, and the TTRA.

4\. USGS Form 9-090, Employee Clearance Report. The 9-090 is an
automated, web-based form designed to eliminate processing paper forms
and to expedite the processing of clearances prior to an employee\'s
separation date. The 9-090 is to be used by all employees prior to
leaving the USGS to record clearance of all debts and accountability for
Government property.

5\. Responsibilities.

A. \"Initiator\" (Employee). It is the responsibility of the employee to
initiate and complete Part A of the 9-090 immediately upon intent to
separate from the USGS. The employee must: 1) ensure appropriate
documentation is prepared to clear any property for which the employee
is responsible; 2) repay or clear

Exhibit 1-3, page 2, Sample Exit Clearance

any indebtedness prior to termination, including all outstanding travel
advances, payroll debts, library loans, etc; 3) turn in all other items
such as office keys, passports, Government ID, parking pass, Government

charge card, etc.; and 4) liquidate any balance on the employee\'s
Government charge card. Notice regarding offset in full of debts owed by
the employee upon termination is stated in item #2 above.

The employee\'s supervisor or AO may also initiate the 9-090 in the
employee\'s absence or on his/her behalf.

B. \"Authorizer\" (Supervisor or AO). It is the responsibility of the
Authorizer to complete Part B of the 9-090 prior to the employee\'s
separation date. The Authorizer must: (1) ensure that the employee\'s
9-090 has been initiated upon notification of his/her intent to separate
from the USGS, (2) ensure that preparation of an SF 52 has been
initiated and that all other applicable items in Part B have been
initiated and/or completed, and (3) electronically sign the form when
completed. The Authorizer is also responsible for verifying the
employee\'s balance on his/her Government charge card account through
EAGLS or an Agency Program Coordinator and for ensuring that the balance
of the employee\'s account upon separation is entered in the appropriate
block.

C. Administrative groups. The groups listed below are identified on the
9-090 as responsible for clearing employees through their respective
areas and electronically signing the form before the separation date, if
possible. These administrative groups are responsible for ensuring that
an employee\'s 9-090 is completed and initiating action when items are
not cleared. The Office of Financial Management (OFM) is also
responsible for initiating collection actions through Payroll to offset
debts owed by an employee against payments due the employee.

-   Records Management

-   USGS Library

-   Property Management Branch

-   Office of Acquisition and Grants

-   Office of Financial Management.

6\. Instructions for Completing the Form 9-090. The automated form is
divided into areas of administrative responsibility with approval
required by each area. When the Initiator electronically \"signs\" the
form, the form is simultaneously forwarded via e-mail to the Authorizer
and each administrative group to be processed and approved by a member
of that particular group. Each group is to process and electronically
sign the form prior to the separation date. If a group is unable to
clear the form before the separation date, then information should be
included in the respective \'Comment\' field as reference.

A. Part A. To be initiated, completed, and signed by the employee, or by
the employee\'s supervisor or AO (or equivalent) in place of the
employee.

1.Use either Netscape or Internet Explorer to go to
<https://gsvaresa01.er.usgs.gov/welcome.nsf>

\[suggestion Bookmark this site\];

Exhibit 1-3, page 3, Sample Exit Clearance

2.At the Login screen, type your Lotus ID and password when asked and
click Login;

3.At the USGS Business Applications Web site, click on Go to Forms;

4.On the USGS Business Process, click on Create on the 9-090 Clearance
Report line;

5.On the 9-090 form, click on the Select Separating Employee button.

-   After entering the employee\'s name (or the first letter of the
    employee\'s last name) in the \'Last name starts with\' field, click
    the Find button and click on the name of the separating employee
    from the drop-down list of names;

-   Click the Assign button to initiate the form for that employee; some
    information pertaining to the employee will automatically fill in
    some blanks with information from the USGS address file. The
    Separation Reason field is to be filled in via the drop-down screen.

-   The Authorizer is assigned by clicking the Select Supervisor/AO
    button and selecting the appropriate name, similar to procedure for
    selecting the separating employee\'s name;

-   The Separation Date and the employee\'s e-mail and mailing address
    must be manually entered in the specified format

6\. When the information is complete, the Initiator will click on the
Submit button and if there are no errors, the 9-090 is initiated. If an
error is detected, an error message will be displayed. Upon correcting
the error(s), click the Submit button and the form is initiated. The
form is sent via e-mail to the supervisor/AO selected in Part A and to
all administrative clearing groups simultaneously.

B. Part B. Authorizers and administrative groups will receive an e-mail
notification that a 9-090 has been initiated and indicating the location
of the 9-090. Authorizers and administrative groups will complete
9-090\'s as follows:

1.Click on the web site location indicated in the e-mail notification
you receive;

2.Authorizers are to \'check\' the items as indicated in Part B, and
include the amount of the employee\'s

charge card balance (Charge Card Balance field). Charge card balances
can be obtained from

accessing EAGLS. The administrative groups are to \'check\' the items in
their respective sections of the

form.

3.If the employee has turned in all appropriate items in the respective
part of the form, the Authorizer or

administrative group signs off on the 9-090 by clicking the appropriate
\'Sign Off\' button;

4.If all required fields are not \'checked\', an electronic signature
will not be allowed. The Authorizer or

administrative group should indicate any problems with clearing the
9-090 in the respective \"Comment\"

box

C. Part C - OFM Final Approval. Part C is to be completed and
electronically signed by OFM if all groups have completed their portion
of the 9-090 and there are no debts owed by the employee. If all groups
completed the 9-090 and there are outstanding debts or other outstanding
items, the 9-090 will not be cleared. OFM will complete the 9-090 and
initiate collection action to collect debts and/or resolve items not
cleared as indicated on the 9-090.

7\. Final Disposition of the 9-090. Once completed and cleared by all
groups, the 9-090 record is maintained in an electronic \'historical\'
file.

Exhibit 1-3, page 4, Sample Exit Clearance

Questions pertaining to this chapter or 9-090 procedures should be
directed to the Office of Financial Management, on 703-648-7604.
Questions or problems with the automated form should be directed to the
USGS Help Desk on 703-648-7300.

/s/Carol F. Aten, Chief

Office of Administrative Policy and Services

NOTE: Accessible on the Internet at
<http://www.usgs.gov/usgs-manual/340/344-16.html>

SECTION 2. TRAVEL

Transactions under the travel business line must comply with the Federal
Travel Regulation, Departmental Manual, and DOI Financial Administration
Memoranda. See <http://www.doi.gov/pfm/travel.html> Note: None of the
features of the travel business line, e.g., ATM cash advances,
restaurant charges, etc., may be used independently of authorized
official travel. Accounts are not private and are subject to review.

[Employees are expected to:]{.underline}

-   Use good judgment and management (prudent person rule) and keep
    their card secured at all times.

-   Use their card only in conjunction with official Government travel,
    complying with the terms and conditions of the Agreement between the
    Department of the Interior Employee and Bank of America.

-   Keep their account in good standing by paying their individually
    billed transactions in full each month.

    2.1 [Corporate Accounts]{.underline} may be established to purchase
    transportation tickets for individuals such as

    interviewees and invitational travelers. Employees who have lost
    their card privileges and need to travel

    are required to have approval by the Program Assistant Secretary or
    equivalent. This authority

    may not be redelegated lower than bureau/office Assistant Director
    for Administration or equivalent (see

    Section 2.7.1). Corporate accounts may also be used for employees
    who have applied for but not yet

    received a card, employees serving without an appointment, and
    employees and their immediate family

    members performing relocation travel.

    The corporate account may be set up either:

```{=html}
<!-- -->
```
-   In the name of organization, with a specific individual designated
    as responsible for managing and reconciling the account, or

-   In the name of an individual responsible for managing and
    reconciling it (that individual must use a separate account for
    their own travel.)

### Corporate accounts may be used only for transportation tickets under certain conditions, as explained in this document.

2.2 [Mission Critical.]{.underline} Cardholders who will be away from
the office on official business for extended periods and may thus be
unable to file their vouchers on time to receive reimbursement (e.g.,
firefighters) should be designated mission critical. This will prevent
their charge card from being suspended or cancelled due to delinquency.
The core requirements for mission critical designations are:

-   Actual mission need, not personal convenience.

-   Limited number within a bureau/office.

-   Limited duration based on actual program requirements, 90-day
    maximum. Account not in delinquent status.

Supervisors are responsible for notifying the A/OPC when the mission
critical designation is no longer needed. Mission critical status must
not be abused; cardholders in this status must make every reasonable
effort to file for travel reimbursement and pay their charge card bill
in full as soon as possible. Employees who are on long-term travel are
expected to file vouchers at least every 30 days.

Upon written approval of the cardholder's supervisor and concurrence by
the bureau Assistant Director for Administration or equivalent, the
A/OPC may designate the cardholder as "mission critical" provided that:

-   payments on the account are current (no outstanding delinquency),
    and

-   the nature of the cardholder's work, e.g., extended travel
    requirements, overseas travel assignments, may prevent the
    cardholder from being able to make payments for individually billed
    transactions by the specified due date.

2.2.1 [When Delinquent.]{.underline} If a charge cardholder's account is
delinquent, i.e., over 30 calendar days past due, and mission critical
designation is being requested, the request must:

-   Be made in writing, including a justification for the need

-   Explain why the account is delinquent

-   List steps the cardholder is taking to pay the outstanding balance

-   Be signed by the employee's supervisor

-   Be transmitted from the Assistant Director for Administration
    through the Director, Office of Acquisition and Property Management
    and approved by the Assistant Secretary -- Policy, Management and
    Budget.

2.3 [Mandatory Use.]{.underline} In accordance with the FTR, employees
are required to use the Government-issued

Bank of America MasterCard for all travel expenses and cash advances
unless an exemption has been issued. Whenever an employee is on official
Government travel, their charge card must be used for the following
transactions:

-   Transportation tickets, e.g., airline, rail, or bus travel and
    Travel Management Center (TMC) fees

-   Rental vehicles

-   Fuel for the rental vehicle

-   Lodging

-   Advances from an ATM bank teller within 5 calendar days of the
    official travel

-   Airport parking (does not apply if employee is dropped off at
    airport, requiring short-term parking), and

-   should be used for meals and other official expenses when possible.

    1.  [Exceptions from Mandatory Use.]{.underline} The FTR lists the
        following categories as being exempt

from mandatory use; however, this does not prohibit using the charge
card when it is accepted.

-   Expenses incurred at a vendor that does not accept the MasterCard

-   Laundry/dry cleaning

-   Parking at other than airports

-   Local transportation system

-   Taxis, shuttle buses, and other ground transportation (Note: The
    charge card is not to be used for local travel; i.e., non-temporary
    duty/relocation travel. Temporary duty/ relocation travel requires a
    formal travel authorization.)

-   Tips

-   Meals (when use of the card is impractical)

-   Phone calls if the FTS MCIW telephone calling card is not available

-   An employee who has an application pending

-   Invitational travel

-   New appointees

-   Interviewee travel

2.4 [Restrictions and Limitations.]{.underline} The card must not be
used to purchase any of the following:

-   Fuel for a privately owned vehicle (Mileage reimbursements include
    the cost of fuel).

-   Personal or unofficial rental vehicles (Charges must be paid
    separately with personal funds).

-   Travel accommodation or expenses for someone other than the
    cardholder and family members performing relocation travel. If
    reserving a block of sleeping rooms or meeting rooms, equipment, and
    related services, the reservation must be made using the purchase
    business line or through your supporting procurement office,
    individual lodging may not be paid with the purchase business line.

-   Local travel (charge card may be used for transportation and local
    travel connected to approved temporary duty travel).

-   Consultant travel (if applicable travel provisions should be
    included in the consultant\'s contract)

Note: The FTS MCIW telephone calling card must be used for all business
and authorized personal calls while on official Government travel. The
MasterCard should be used only if the calling card is not available.

2.5 [Travel Management Centers (TMCs).]{.underline} Omega World Travel
must be used for transportation tickets, lodging reservations (unless
for a conference where it is pre-established), and rental vehicle
reservations, which will ensure the traveler receives the Government
rates when available.

2.6 [Permanent Change of Duty Station (PCS).]{.underline} The charge
card should be used for intra-bureau house hunting and enroute travel
and may be used where possible for other portions of relocation
expenses, with bureau consent. The employee will be expected to pay the
charge card bill on time. (Reminder: PCS travel vouchers generally take
longer to process for reimbursement).

######### Additional information can be found at <http://www.doi.gov/pfm/travel.html>

2.7 [ATM/Travel Advances.]{.underline} Cardholders with ATM privileges
may obtain limited cash advances for official travel expenses via ATM
only within 5 days prior to the beginning date of the official travel or
while in actual travel status. Travel advances are limited to the
expected allowance for M&IE and reimbursable expenses. This may not
exceed \$250.00 per day and \$500.00 per week.

If an ATM advance cannot be issued, a government advance may be
requested. A deposit may be made electronically (DD/EFT) into an
employee's checking, savings, or other designated account, (see Section
2.15 if employee has lost ATM privileges.) Convenience checks may not be
used to provide travel advances, (see Section 3.11).

2.7.1 [Hardship Cases.]{.underline} In cases of extreme hardship,
cardholders who have lost charge card privileges may request written
approval for a travel advance on a per trip basis from their Program
Assistant Secretary or equivalent, who may re-delegate this authority
not lower than the bureau Assistant Director for Administration or
equivalent level. Consideration of such requests will be made on a per
case basis, and approval should not be assumed. The approving office
will maintain a written record of all such approvals, as well as the
basis for each approval, and forward a copy to the Office of Financial
Management. The Assistant Secretary -- Policy, Management, and Budget,
will regularly review this record.

2.7.2 [ATM Terminal Fees.]{.underline} Bank of America ATM terminals do
not charge an ATM terminal or access fee when using their card, nor do
some credit unions e.g., the DOI Federal Credit Union. Other banks
usually do charge a terminal fee. These fees may be claimed for
reimbursement on the travel voucher.

Bank of America ATMs may be located by calling 1-800-472-1424, or on the
Internet at
[**http://www.bankofamerica.com/govtservices**](http://www.bankofamerica.com/govtservices).
Click on the "ATM Locator" button in the middle of the screen, fill in
the requested information, and click on the "Search for ATMs" button.

2.7.3 [Cash Advance Fees.]{.underline} The contract with Bank of America
provides for 1.9% cash advance

fee. This fee may be claimed for reimbursement on the travel voucher.
Reminder, this 1.9% fee will be applied to the cash advance amount plus
any terminal or access fee.

2.8 [Documentation and Record Retention.]{.underline} For the travel
business line, receipts and supporting documentation will be filed with
the travel voucher in accordance with rules and regulations for
submitting the voucher. Copies of receipts for centrally billed items
(listed as "M" items on the charge card statement) such as car rentals,
lodging (where allowed), etc., should be submitted with the travel
voucher but not claimed as a reimbursable expense on the voucher. (Note:
Employees are encouraged to keep copies of all relevant receipts for a
minimum of three years.)

9.  [Reconciling the Statement of Account.]{.underline}

2.9.1 [Individual and Central Billing of Transactions.]{.underline}
Travel is the only business line where some expenses -- airline tickets,
rental cars, some shuttles, airport parking, and fuel are centrally
billed, while other such items as ATM withdrawals and fees, meals, and
lodging (except for the Bureau of Reclamation), are individually billed.
The centrally billed items will be listed below the "Notice Memo Items
Listed Below" line on the cardholder statement of account and will be
shown with an "M" printed before the dollar amount; they will not be
included in the balance due.

The cardholder must review and verify the accuracy of all "M" billing
items just as carefully as if these items were billed for individual
payment. Individually billed transactions will appear first on the
statement of account. Any incorrect charges must be promptly disputed by
seeking credit from the merchant and by contacting Bank of America. All
charges that are centrally billed to the finance office will include the
identity of the employee who incurred the charge.

2.9.2 [Cardholder.]{.underline} The cardholder must do the following:

-   Verify that each transaction is legitimate and correct.

-   Determine if any transactions need to be transferred from
    individually billed to centrally billed or vice versa; Request this
    transfer through the A/OPC.

-   Determine if any transactions should be disputed. The dispute must
    be initiated within 60 days of the date of the statement of account
    showing the transaction.

-   Include a concise, detailed description for each line item e.g.,
    date(s) of travel and destination(s).

-   Sign and date the front of the statement.

-   Give the signed and dated statement to the approving official within
    5 days of receipt.

-   Pay individually billed items.

-   Follow any additional local policy or procedures.

-   File statements of account and supporting documentation in
    accordance with local policy.

2.9.3 [Approving Official.]{.underline} The approving official must:

-   Review reconciled statements and receipts.

-   Ensure that centrally billed items have not also been included on a
    travel voucher for reimbursement.

-   Assure that cardholders reconcile their account within 5 business
    days of receiving account statements.

-   Validate cardholder statements within 5 business days of receiving
    them.

-   Review exception reports; take action as needed.

    NOTE: In lieu of the above manual procedures, Bureaus/Offices are
    encouraged to seek alternative review procedures, preferably
    electronic. Such alternative procedures must adequately address the
    issues of verifying the validity of centrally billed items and
    minimizing improper or unauthorized use of the charge card. Plans to
    implement alternate procedures must be approved by the Office of
    Financial Management and the Office of Acquisition and Property
    Management before implementation.

### 2.10 Mailing Payments. Cardholders are personally responsible for paying postage for payment of individually billed transactions. Reimbursement of postage is an incidental expense reimbursed through the M&IE portion of the per diem allowance.

In accordance with the Bank of America Cardholder Agreement, a
cardholder must pay Bank of America by the specified payment due date on
the statement of account on which the charge first appeared.

2.11 [Travel Vouchers.]{.underline} Employees are reminded that
Departmental policy requires travel vouchers be submitted within five
workdays after completion of travel, or no less frequently than once a
month in case of extended travel. The Department must pay travel claims
within 30 calendar days after receipt of a proper voucher by the
designated travel voucher approving official. Any travel voucher
submitted to a designated approving official that cannot be approved
must be promptly returned to the employee with an explanation as to why
the travel voucher could not be approved as submitted.

Employees must correct/complete the disapproved travel voucher and
resubmit it to their designated approving official with a new current
signature. Upon receipt of the corrected/completed voucher in the
designated approving official's office, the "clock" for late payment
re-sets to zero.

The employee's designated approving official must submit the voucher to
the finance office for review/audit and payment. Because travelers must
be reimbursed for travel within 30 days, designated officials must sign
properly completed travel vouchers within 1 to 2 days of receipt.

Travelers reimbursed after the 30 calendar day period from the date of
submission of a proper travel voucher or claim will automatically be
paid a late payment penalty.

2.12 [Fees.]{.underline} Cardholders should avoid late fees and other
assessments by paying all undisputed individually billed transactions
when they are due. To ensure that their account will be promptly and
properly credited, cardholders must always remember to put their charge
card account number on the face of any check that they send to Bank of
America.

2.12.1 [Late Fees.]{.underline} Late fees can be assessed against
travel-related charges that are individually billed.

A fee of \$20 per month will be assessed if the payment is 120 days past
the payment due date. The Cardholder must pay these non-reimbursable
fees unless they can show that the travel voucher was timely (within 5
business days after returning from travel where the cardholder incurred
the expense) and reimbursement has not been received. The Department is
required to reimburse the employee for late fees when it delays payment
to the employee, causing a late fee to be charged to the employee's
individual charge card account.

2.  [Returned Check Fee.]{.underline} Bank of America charges a \$20 fee
    for returned checks. This fee is not

reimbursable.

3.  [Collection Fees.]{.underline} If Bank of America refers a
    cardholder's account to an attorney for

collection, the cardholder will be responsible for attorney 's fees, if
any, not to exceed 25% of the account balance, plus all other costs of
collection and court costs except where prohibited by law.

2.13 [Delinquency.]{.underline} Cardholders must comply with the terms
and conditions of the Bank of America Cardholder Agreement, including
the timely payment of account balances. When cardholders sign, activate,
or use their charge card, they agree to comply with the agreement. Under
the terms of the Agreement between the Department of the Interior
Employee and Bank of America and the SmartPay contract, payment is due
to the Bank by the payment due date specified in the cardholder's
statement of account.

2.13.1 [Suspension or Cancellation Effect on Other Business
Lines.]{.underline} All privileges associated with an account will be
de-activated upon suspension or cancellation of a charge account in one
business line, e.g., suspension or cancellation of the travel business
line in an integrated account will result in suspension or cancellation
of any other business line(s) (e.g., fleet and/or purchase) in a
cardholder's account.

2.13.2 [Suspension and Salary Offset Warning.]{.underline} The
cardholder's account will be suspended and further charges prohibited if
any undisputed individually billed transactions remain unpaid 61
calendar days after the date of the statement of account on which the
charges first appeared. Upon notification from the Bank of America of
account suspension at 61 calendar days, the National Business Center
Payroll Operations Division will send a letter to the employee and
inform him/her of the contractor's request for collection assistance and
the employee's due process rights, and will indicate that if the account
is not satisfactorily resolved within the next 60 days; (by the 120^th^
calendar day following the date of the statement of account), payroll
offset will begin.

2.13.3 [Cancellation and Salary Offset.]{.underline} Accounts will be
cancelled when an account with an undisputed individually billed balance
remains unpaid 96 calendar days after the date of the statement of
account on which the charge first appeared. If an account balance is not
satisfactorily resolved, the National Business Center may begin salary
offset after 120 calendar days.

Employees with a delinquent account for which travel vouchers have not
been filed will be subject to disciplinary action in accordance with the
Department of the Interior's Personnel Handbook on Charges and Penalty
Selection for Disciplinary and Adverse Actions for disregard of
directives or regulations.

In addition to the above, in accordance with the terms of the Bank of
America Cardholder Agreement, an account may be cancelled if the account
has been suspended twice during a 12-month period for non-payment of
undisputed principal amounts and becomes past due again.

2.13.4 [Due Process.]{.underline} The Department's National Business
Center Payroll Operations Division will

notify the employee in writing of the contractor's request for
collection assistance, inform the employee of his or her "due process"
rights relating to the contractor's claim, and indicate that if the
account is not satisfactorily resolved within the next 60 days; (i.e.,
no sooner than the 120^th^ calendar day following the date of the
statement of account), salary offset will automatically begin.

NOTE: With regard to travel: salary offset actions will not be initiated
when an employee has notified the Payroll Operations Division in writing
that they have not been reimbursed for a properly filed travel voucher
for expenses/charges causing the offset action request. The Payroll
Operations Division will confirm this with the employee's immediate
supervisor or travel approving official.

2.14 [Credit Bureau Reporting**.**]{.underline} In accordance with the
GSA SmartPay contract, any cardholder

whose past due account has been cancelled and is not in a Bank of
America approved payment plan will

be reported to the credit bureaus for having a past due account.

All Government charge card accounts reported to the credit bureau will
be identified as a business account issued to the cardholder based on
employment, not as consumer credit cards. All accounts reported to the
credit bureau will include the following information:

-   Masked account number (An account number using only enough of the
    account number for verification purposes. Other segments of the
    account number are deleted for security purposes.)

-   Balance upon reporting event (i.e., cancellation or charge off)

-   Credit limit

-   Current balance

-   Business Account Type (Account issued based on employment, not
    personal credit; creditors will take this into account when
    reviewing an individual's credit history and look at the balance
    upon reporting event more than the credit limit)

-   Current status

2.15 [Traveling When Card has been Suspended or Cancelled.]{.underline}
Employees who lose their charge card privileges due to misuse or account
delinquency must use their personal funds to finance travel expenses,
with the exception of transportation tickets, which must be purchased
using a corporate account. When personal funds are used, employees will
be reimbursed through the travel voucher process. No travel advances
(either by cash or check) will be authorized.

2.16 [Card Reinstatement.]{.underline} The following steps must be
followed to reinstate a cancelled charge card:

-   The cancelled account must be paid in full.

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-   The cardholder must reapply for a charge card.

-   The cardholder's supervisor must approve the reinstatement by
    signing the application.

-   The cardholder will only be eligible for a limited use or limited
    line card without purchase authority.

2.17 [Limited Use and Limited Travel Line Cards.]{.underline} If their
account was cancelled, the cardholder's existing account will be
re-opened as a limited use card or limited line card. A limited line
card will have a credit limit set at the level needed to cover a
specific trip or trips. A limited use card may be activated only for
periods of official travel. Limited use cards may also be authorized for
use for a period of time pending charge card privilege reinstatement for
cardholders whose charge card privileges have been cancelled for misuse
or account delinquency. Limited use cards may have restricted credit
limits or other restrictions, such as no cash access, as appropriate for
the individual circumstances. Refer to bureau/office policy for further
information on limited line and limited use cards, if applicable.

If their account was charged off (see Appendix A for definition), the
cardholder will receive a new account and a new limited use card will be
issued with the following stipulations:

-   Only the travel/fleet business lines will be authorized.

-   In the event of previous cash abuse the cash advance privilege may
    not be restored.

-   The A/OPC must specify activation and deactivation dates on a per
    trip basis. The cardholder's supervisor is responsible for notifying
    the A/OPC when to activate/deactivate the card.

-   The account may be reinstated with lower spending limits, or a
    specific spending limit may be established for each trip.

### SECTION 3. PURCHASE

Purchase business line transactions are billed centrally to be paid by
the government. Transactions under the purchase business line must
comply with all applicable regulations, including the Federal
Acquisition Regulation. Cardholders delegated purchase authority are
responsible for observing the "prudent person" rule; that is, they are
expected to use the card practically and sensibly and to exercise good
judgment in its use at all times.

In accordance with Federal Acquisition Regulation 13.201(b) "The
Governmentwide Commercial Purchase Card \[Integrated Charge Card\] shall
be the preferred method to purchase and to pay for micro-purchases."

In accordance with the Freedom of Information Act lists of cardholders
with purchase authority is public information. Therefore only the
cardholder\'s office address may be used as the address of record for
the bank\'s system.

3.1 [Eligibility.]{.underline} Employees must have their supervisor's
approval and meet all training requirements before being authorized to
make purchase transactions. Periodic refresher training will be
required. Termination of purchasing authority may be made for cause,
e.g., no longer have a need, splitting orders, etc. Cancellation of
travel privileges due to failure to pay the Bank and/or misuse will
result in the cancellation of purchase authority as well.

3.2 [Purchase Authority Reinstatement.]{.underline} The following steps
must be followed to reinstate a cancelled

charge card:

-   The cancelled account must be paid in full;

-   The cardholder must reapply for a charge card.

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-   The cardholder's supervisor must approve the reinstatement by
    signing the application.

Requests for reinstatement of the purchase business line should be
submitted to Director, Office of Acquisition and Property Management for
approval. The request must include in addition to the items above the
following:

-   Any limited use card issued must have been in good standing for at
    least one year.

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-   Written request stating the need for the reinstatement including
    background on why purchase authority was lost.

-   A recommendation to reinstate the purchase authority from the bureau
    procurement chief and the lead A/OPC.

3.3 [Authorized Uses.]{.underline} When delegated purchase authority,
the cardholder may use the card to charge supplies, equipment,
short-term rental of equipment, some services, and repairs.

3.4 [Procedural Requirements.]{.underline}

-   Ensure that funds are available at the time of purchase.

-   Prior to purchasing the requirement(s) from a commercial source, the
    purchaser must check with the following sources, listed in
    descending order, to determine whether any of these sources could
    satisfy their requirement.

    -   Excess government property.

    -   Federal Prisons Industries, Inc. (UNICOR).

    -   JWOD (Committee for purchase from people who are blind or
        severely disabled). See [www.JWOD.gov](../www.JWOD.gov)

### A preferred source is:

-   Optional Use Federal Supply Schedules

### Cardholders should:

-   Distribute repeat buys equitably among qualified vendors, using
    small businesses whenever possible.

-   Verify the quantity, quality, and prices of items on sales
    agreement/receipt.

-   Notify the vendor that the purchase is tax exempt.

-   Not accept surcharges for using the card (notify bureau lead A/OPC
    if this happens).

Cardholders should purchase recycled products and energy efficient
products to make efficient use of natural resources. Whenever
practicable, cardholders must use products that:

-   Are made with recycled content

-   Have less packaging (no shrink wrap)

-   Are energy efficient

-   Do not create hazardous waste

-   Incorporate other environmentally preferable attributes

See EPA website:
[**http://www.energystar.gov/products/**](http://www.energystar.gov/products/)
for "green" recycled/energy efficient product sources.

Energy Efficient Standby Power Devices: Executive Order 13221 of July
31, 2001 directs agencies to purchase products that consume no more than
one watt when they are in \"standby power\" mode. The order applies to
commercially available, off-the-shelf devices that use either external
standby power, or contain an internal standby power function, such as
cell phones and computer equipment.

3.5 [Spending Limits.]{.underline} For non-warranted cardholders, the
maximum single-purchase spending limit is \$2,500 for supplies and
services, \$2,000 for construction. Transactions must not be split into
smaller purchases so that each order falls within the single purchase
limit. Purposely splitting a procurement may result in the cancellation
of purchasing authority and disciplinary action. Repeated purchases over
short periods of time may be considered splitting requirements. Contact
your supporting purchasing office for guidance. Only warranted
cardholders may make purchases over \$2,500.

3.6 [Prohibited Uses.]{.underline} Transactions must comply with the
Federal Acquisition Regulation as well as other Departmental/Bureau
policies and procedures. It is important to note that many items may
require special approval or may be prohibited. Contact your purchasing
office for details. The card *must not* be used to purchase:

-   Firearms and weapons

-   Major telecommunications systems e.g., PBX

-   Long-term rental or lease of buildings (12 months or more)

-   Repairs for GSA vehicles

-   Printing and copying regardless of dollar amount unless there is a
    written GPO waiver

-   Supplies or services from commercial sources when the same products
    are available from the required sources above

-   Additionally, official Government travel expenses must be charged to
    the travel business line; e.g., common carrier transportation
    tickets, ATM withdrawals, telephone calls, vehicle rental for an
    individual on travel status, meals, etc.

3.7 [Central Billing of Transactions.]{.underline} Transactions should
bill centrally to the government. However, cardholders with both the
travel and purchase business lines on their card may have some
transactions individually billed that should have been centrally billed,
i.e., a meeting room in a hotel. In those cases, the cardholder should
request through the A/OPC that the transaction be transferred to
centrally billed category see Section 1.13.

3.8 [Documentation and Record Retention.]{.underline} Purchase business
line cardholders must retain all original receipts and supporting
documentation for a period of three years after final payment. (See FAR
4.805(b)(4)). All receipts and statements of account must be centrally
filed in accordance with Bureau/office policy and be made available for
audit or review.

3.9 [Property Accountability.]{.underline} All non-expendable personal
property purchased and paid for using the

charge card or convenience checks must be reported to the appropriate
bureau/office property office for appropriate government identification
and as appropriate, inclusion in the property accountability system, in
accordance with bureau/office property reporting requirements.

When a cardholder takes possession of property at the time of purchase,
the cardholder may be held liable for loss, damage, or destruction in
the amount of such loss of property. Cardholders should take all
reasonable and prudent precautions to protect property and must ensure
that an accountable officer, custodial officer, or other authorized
recipient signs a property receipt.

3.10 [Reconciling the Statement of Account.]{.underline}

3.10.1 [Cardholder.]{.underline} The cardholder must do the following:

-   Verify that each transaction is legitimate and correct.

-   Determine if any transactions need to be transferred from
    individually billed to centrally billed or vice versa; Request this
    transfer through the A/OPC.

-   Determine if any transactions need to be disputed. The dispute must
    be initiated within 60 days of the date of the statement of account
    showing the transaction.

-   Include a concise, detailed description for each line item.

-   Sign and date the front of the statement.

-   Give the signed and dated statement to the approving official within
    5 days of receipt.

-   Pay individually billed items.

-   Follow any additional local policy or procedures.

-   File statements of account and supporting documentation in
    accordance with local policy.

3.10.2 [Approving Official.]{.underline} The approving official must:

-   Review reconciled statements and receipts.

-   Ensure that centrally billed items have not also been included on a
    travel voucher for reimbursement.

-   Assure that cardholders reconcile their account within 5 business
    days of receiving account statements.

-   Validate cardholder statements within 5 business days of receiving
    them.

-   Take appropriate corrective action if a cardholder misuses their
    convenience checks.

-   Review exception reports; take action as needed.

-   Ensure the purchase is entered in the property system, if
    applicable.

3.11 [Convenience Checks.]{.underline} Convenience checks are available
only under the purchase business line.

Convenience checks are personalized with the cardholder's name, the
agency, office address, and the

single-purchase limit. As with the card, this authority is not
transferable. When checks are received, all

information should be verified and the quantity received checked. The
check supply must be secured and

periodically inventoried.

3.11.1 [Eligibility.]{.underline} Convenience checks are available, at
bureau discretion, in the purchase business line only. However, they are
not necessarily available to everyone with an account in the purchase
business line. This feature will be available only to select
cardholders. All regulations, policies, special requirements, and
approvals that apply to purchasing must be followed when using
convenience checks. In addition to purchase business line training,
cardholders must complete training on convenience checks prior to being
authorized to issue checks.

3.11.2 [Authorized Uses.]{.underline} Because of the fees associated
with convenience check use, as well as

Federal (41 CFR 208) and Departmental policy (Financial Administration
Memorandum 98-034, dated December 17, 1998), convenience checks may be
used only where charge cards are not accepted by a merchant, for
emergencies related to fire fighting and rescue, and for other approved
purposes that comply with the Debt Collection Improvement Act (see DOI
Acquisition Policy Release 19997-7, dated May 18, 1999, and Department
of the Interior Financial Administration Memorandum No. 98-034, dated

December 17, 1998).

These limitations on using convenience checks are necessary because the
Department of Treasury has ruled that convenience checks (like other
checks) are not Electronic Funds Transfer compliant, i.e., the Debt
Collection Improvement Act requires, with limited exceptions, that
Federal payments be made through electronic means.

### Convenience checks may be issued to:

-   vendors who do not accept the card

-   volunteers for reimbursement of expenses

-   support emergency incidents

3.11.3 [Restrictions and Limitations.]{.underline} Convenience checks
must not be used to pay:

-   vendors who accept the charge card

-   vendors under other acquisitions (purchase orders, contracts, etc.)

-   online auction sites such E-Bay (to preserve disputes rights
    afforded with use of the card)

-   employee reimbursements

-   cash advances

-   salary payments, cash awards, garnishments, or any transaction
    process through the payroll system

-   travel-related transportation tickets

-   meals or, lodging related to employee travel

-   rental or lease of vehicles when in travel status

-   for third party pick up of goods where the charge card is accepted

Only as a last option with merchants that do not accept the charge card,
and in accordance with bureau policy, may a convenience check be used
for:

-   purchase of telephone services

-   repairs for GSA vehicles

-   fuel or oil vehicles

3.11.4 [Ordering and Safeguarding.]{.underline} The initial order must
be placed by the A/OPC. The

cardholder may place subsequent orders. Because checks are negotiable
forms, they must be safeguarded. Unused checks should periodically be
inventoried.

3.11.5 [Issuing Checks.]{.underline} Checks must be used in sequential
order. Each convenience check

should be entered in the check register for tracking purposes to avoid
exceeding the spending limit. Charge card transactions should also be
entered, to help you avoid exceeding spending limits. A check fee of 1.9
percent of the dollar amount of each check written must also be
deducted. The following information must be entered on the check:

-   DATE: Enter the date on which the check is being issued. Spell out
    the date (e.g., May 5, 2002). Do not predate or postdate a
    convenience check.

-   PAY TO THE ORDER OF: Enter the name of the payee. Under no
    circumstances may the convenience check be issued to "cash" or the
    payee line left blank. Checks may not be issued to "self."

-   AMOUNT: Write the amount of the convenience check in the spaces
    provided in numbers and words, e.g., One hundred twenty-six dollars
    and 39/100, followed by a horizontal line out to the end of the
    space provided, and \$126.39 in the applicable space.

-   Write convenience checks only for the exact amount of the purchase.
    If a refund is received or the vendor gives change, this refund must
    be reported immediately to the local collection office for deposit,
    whether it is given in the form of cash or check. If the vendor
    issues a refund check, it should be payable to USDI and the bureau
    name. Refunds must not be deposited in the Bank of America checking
    account or used for another purchase.

-   MEMO (ADDITIONAL INFORMATION): Information may be entered about the
    purchase, i.e., AST project.

-   AUTHORIZED SIGNATURE: Sign checks in the space provided. The
    signature must be in the same format as the name printed on the
    convenience check; e.g., if your first, middle, and last names are
    spelled out in full rather using initials, your signed name must
    also be spelled out in full.

3.11.6 [Collecting IRS 1099 MISC Data.]{.underline} The IRS requires
that information be collected for reporting income to the IRS when a
convenience check is used for purchases with certain budget object
classification codes. IRS Form 1099 MISC is used to collect that
information. Exhibit 3-1 provides instructions for completion.

3.11.7 [Reconciling the Account.]{.underline} In addition to the items
in Section 3.10 above, the statement of account must be checked against
the check register to ensure there are no discrepancies. Any
discrepancies must be resolved.

3.11.8 [Documentation and Record Retention.]{.underline} Convenience
checks include an original and carbon copy. A NCR/carbon must be created
and retained as an official government record. Supporting information
must be attached. Supporting documentation should be marked "Paid by
Convenience Check", along with the check number.

The original check register, all receipts, and supporting documentation
must be filed with the monthly statement of account in accordance with
Bureau/Office record retention policy.

3.11.9 [Copies of Cleared Checks.]{.underline} Cleared checks are not
returned to the account holder. To obtain a copy of a cleared check,
call Bank of America at 1-800-472-1424.

3.11.10 [Voiding Checks.]{.underline} In case of an error when there is
a need to void a check, the account holder must write "VOID" on the
carbon copy, note the check was voided in the check register, and
destroy the original check destroyed.

3.11.11 [Issuing Replacements.]{.underline} If a check has been lost,
become stale-dated, or is otherwise in error, a replacement check may be
issued. Before a replacement is issued, the account holder must verify
that the original check has not been paid. This can be done by examining
the statement of account or by contacting the Bank of America. If the
check has been paid, a copy may be requested from the Bank. If the check
has not been paid and the original check cannot be returned to the
accountholder, a stop payment must be placed on the initial check before
a new check is issued.

3.11.12 [Stop Payment Orders.]{.underline} To place a stop payment order
on a check issued but not yet honored, notify Bank of America
immediately by calling 1-800-472-1424. After it has been determined that
the check has not been honored, the carbon copy should be marked
"PAYMENT STOPPED". There is a fee for each stop payment order.

3.11.13 [Destroying an Unused Check Supply.]{.underline} If checks
become outdated due to form changes or are received with misprinted
information; if the employee resigns, retires, etc., or if the checks
are no longer needed, they should be destroyed (shredded). The A/OPC,
supervisor, or other employee (if supervisor or A/OPC are not available)
must witness the destruction. The check register should be annotated
that the checks were destroyed, the reason, and the name and signature
of the witness.

3.11.14 [Reporting Lost or Stolen Cards/Checks.]{.underline} If charge
cards or convenience checks are lost or stolen, the cardholder must
notify:

-   Bank of America immediately at 1-800-472-1424. See the
    "Introduction" for additional numbers.

-   Their supervisor as soon as possible.

-   The A/OPC within one working day of the discovery.

The same Federal law that protects your personal credit also applies to
the government card. If unauthorized use of a lost or stolen card
occurs, the liability of the government will not exceed the lesser of
\$50 or the amount of related transactions. There is no fee for
reporting lost or stolen convenience checks or for requesting a
replacement account.

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Exhibit 3-1 IRS Form 1099 Miscellaneous (See 3.11.6 Collecting IRS 1099
Misc Data)

  -----------------------------------------------------------------------
  Number range CHAPTERPAYER\'S FEDERAL ID #: RECIPIENT'S ID: OMB
  NO.1545-0115

  84-0437540

  MISCELLANEOUS

  RECIPIENT'S NAME: INCOME

  \*\*1999\*\* COPY 'B'

  STREET ADDRESS:

  CITY, STATE, AND ZIP CODE:

  ACCOUNT NUMBER (OPTIONAL):

  FORM 1099-MISC DEPARTMENT OF TREASURY - INTERNAL REVENUE SERVICE

  BUSINESS CATEGORY: (CHECK ONE) INDIVIDUAL SOLE PROPRIETOR
  \_\_\_PARTNERSHIP CORPORATION

  CHECK INFORMATION: NUMBER DATE AMOUNT

  BOC CHECK WRITER'S NAME:

  CHECK WRITER'S PHONE NUMBER:

  PAYER\'S FEDERAL ID #: RECIPIENT'S ID: OMB NO.1545-0115

  84-0437540

  MISCELLANEOUS

  RECIPIENT'S NAME: INCOME

  \*\*1999\*\* COPY 'B'

  STREET ADDRESS:

  CITY, STATE, AND ZIP CODE:

  ACCOUNT NUMBER (OPTIONAL):

  FORM 1099-MISC DEPARTMENT OF TREASURY - INTERNAL REVENUE SERVICE

  BUSINESS CATEGORY: (CHECK ONE) INDIVIDUAL SOLE PROPRIETOR
  \_\_\_PARTNERSHIP CORPORATION

  CHECK INFORMATION: NUMBER DATE AMOUNT

  BOC CHECK WRITER'S NAME:

  CHECK WRITER'S PHONE NUMBER:

  -----------------------------------------------------------------------

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SECTION 4. FLEET

### 

### 4.1 Eligibility. The integrated charge card can be used for DOI vehicles, equipment, boats, and small

### airplanes owned or leased by DOI bureaus/offices. However, vehicles in the GSA Interagency Fleet Management Systems (IFMS) are not covered; the GSA fleet charge card should be used for these vehicles. 

4.2 [Fleet A/OPC or Fleet Manager.]{.underline} the Fleet A/OPC or Fleet
Manager is responsible for card distribution, record maintenance in
EAGLS, establishment of transaction dollar limits for the fleet charge
card business line and reconciling the statement of account. The Fleet
A/OPC or Fleet Manager may also be the \"designated cardholder\".

4.3 [Designated Cardholder and Approving Official.]{.underline} For the
purposes of the fleet business line the

individual who reconciles the account and prepares the certification or
signs the statements will be

referred to as the \"cardholder\". The supervisor of the fleet manager
will be designated as the \"approving

official\" with responsibility to approve the statements/certification.
This responsibility may not be

redelegated.

4.4 [Account Holder/Account Name.]{.underline} In setting up vehicle
accounts, vehicle account names will be the

vehicle license number (typically I-followed by numbers). When setting
up equipment fleet line accounts,

ensure that the account name begins with the DOI bureau/office location
cost center code, followed by a

unique identifier (e.g., 4427-Forklift1, or 4427-Misc1). No two accounts
may have the same account name.

When a charge card is assigned to a vehicle, major piece of equipment,
boat, or aircraft, the license plate or property number will be embossed
on the charge card and is to be used only for that assigned vehicle,
equipment, boat, or aircraft. It is not necessary to maintain separate
cards for individual items of small motorized equipment, e.g., lawn
mowers, chain saws, etc. One charge card may be used to obtain fuel,
lubrications, and other supplies for such equipment. In all instances,
local procedures must be established to ensure controlled use of the
card.

4.5 [Card Use.]{.underline} The card must be used when purchasing the
following items for motor vehicles, equipment, boats, and small
airplanes either owned or leased by DOI:

-   Fuel, oil, supplies/parts

-   Service and repair

4.6 [Environmentally Preferable Products.]{.underline} Use
environmentally preferable and re-refined oil products

whenever practical. The Resource Conservation and Recovery Act requires
Federal agencies to acquire

products composed of the highest percentage of recovered materials
practical, unless the products are not

reasonably available within a certain period of time, the products fail
to meet applicable performance

standards, or the products are available only at an unreasonable price.

Several sources of supply are available for re-refined engine
lubricating oil and other environmentally preferable vehicular products.
The Defense Logistics Agency -- Defense Supply Center Richmond
(DLA-DSCR) sells several grades of commercial and heavy-duty refined oil
that have been tested and meet the American Petroleum Institute's
performance classifications and viscosity grades. Telephone orders are
accepted at 1-800-345-6333. For more information, please refer to:
<http://www.dscr.dla.mil/environmental.htm>

For information regarding retread tires and other fleet-related,
environmentally preferable products, access the GSA's Environmental
Programs web site at**:** <http://pub.fss.gsa.gov/environ/>

4.7 [Prohibited Uses.]{.underline} The card may not be used for:

-   Fuel, oil, and supplies/parts for privately owned vehicles

-   Service and repair for privately owned vehicles

4.8 [Central Billing of Charges.]{.underline} Transactions on the fleet
business line should centrally bill to be paid

directly by the government.

4.9 [Documentation and Record Retention.]{.underline} All fleet receipts
must be maintained in accordance with

bureau/GSA instructions. Statements will be centrally filed together
with a copy of the applicable

signed certification if applicable. Certifications with original
signatures must be retained on file for a

minimum of three years. See Section 4.10.

Data required for the Agency Motor Vehicle Report, Standard Form 82, and
Executive Order 13149,

Greening the Government Through Federal Fleet and Transportation
Efficiency", must be collected at the

fueling point.

Information to be provided by the driver at the automated fueling point
of sale will be decided by bureau/office fleet managers in coordination
with the A/OPC and Bank of America. Data collection needs to satisfy
external reporting requirements should be taken into consideration.

4.10 [Reconciling Statements.]{.underline} Bureaus/Offices must
establish local procedures for reconciling the fleet

statement of account. Offices may wish to develop a \"certification
sheet\" for verifying statements because

of the potential number of statements that could be received each month.

> 4.10.1 [Cardholders]{.underline} must:

-   ensure the purchase is an authorized use of the card.

-   ensure proper documentation is attached for each purchase, i.e.,
    charge slips, register receipts, or invoices.

-   ensure the receipt amount matches the amount on the statement of
    account.

-   ensure purchases are only for the vehicle/equipment assigned to the
    card.

-   purchases are made only by official users of the vehicle/equipment
    assigned to the card.

-   ensure purchases of bulk fuel are not made on cards assigned to a
    specific vehicle/piece of equipment;

-   determine if any transactions need to be transferred from centrally
    billed to individually billed.

-   determine if any transactions need to be disputed; the dispute must
    be initiated within 60 days of the date of the statement of account
    showing the transaction.

-   sign the front of the statement of account or prepare and sign a
    certification for all statements received

-   give the signed and dated statements/certification to the approving
    official within 5 days of receipt.

-   file the certification, statements of account and supporting
    documentation in accordance with local policy.

    4.10.2 [The Approving Official.]{.underline} The approving official
    must:

-   review reconciled statements and receipts and cover certification,
    if applicable.

-   assure that the cardholder reconciles the account within 5 business
    days of receiving account statements.

-   validate fleet statements by signing the statements or cover
    certification within 5 business days of receiving them.

-   review exception reports; take action as needed.

-   ensure the purchase is entered in the property system, if
    applicable.

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APPENDIX A: ACRONYMS AND DEFINITIONS

[Accountable Property.]{.underline} Property for which accountability or
property control records are maintained, and

may or may not be charged to a general ledger control account.
Accountable property includes

capitalized, non-capitalized, sensitive, leased and contractor-held
property, and stores property.

[Agency.]{.underline} The Department of the Interior, which may be
further broken down to include bureaus, offices, and programs.

[Agency/Organization Program Coordinator (A/OPC).]{.underline} The
primary liaison with the Bank of America and the Office of Acquisition
and Property Management (PAM), Office of Financial Management (PFM), and
the National Business Center (NBC) on technical and policy issues.

[Approving Official.]{.underline} Can be used interchangeably with
"Reviewing Official." Individual responsible for oversight and
monitoring of designated cardholders' compliance with established rules
and procedures.

[Billing Date.]{.underline} Can be used interchangeably with "Closing
Date." The last date that charges can appear on a statement of account.
For DOI, that is the 19^th^ of the month.

[Business Line.]{.underline} The charge card program is comprised of
three "business lines": travel, purchase, and fleet. Each of these is
made up of a group of charge card activities with common functional
characteristics, e.g., supports travel, purchase, or fleet. These
functions are integrated into one card and one administrative set-up.
Also see Integrated.

[Cardholder.]{.underline} Any individual issued a card. Cardholders
include users of both charge cards and convenience checks. Specific to
fleet: any individual, vehicle/equipment, or agency issued a charge
card.

[Cardholder Agreement.]{.underline} The "Agreement between the
Department of the Interior Employee and Bank of America." The Agreement
formally documents and assigns the Bank's and cardholders'
responsibilities regarding use of the charge card. This program
guideline supplements that Agreement with DOI policy and procedures. By
signing the application form and activating, signing, or using the card
and/or account, a cardholder agrees to be bound by the terms and
conditions of the Agreement.

[Cancelled Account.]{.underline} Occurs when an account with an
undisputed individually billed balance remains unpaid 96 calendar days
after the date of the statement of account on which the charge first
appeared. An account may also be cancelled if the account reaches
suspension status for the third time within a 12-month period.
Suspension or cancellation will affect all privileges associated with
the cardholder's account.

[Centrally Billed.]{.underline} Transactions that are billed directly to
the government and paid by Finance; includes purchase of goods and
services, convenience check transactions, temporary duty (TDY) travel
transportation charges, and rental car expenses.

[Charged Off Account.]{.underline} A cancelled account with a balance
that continues to remain unpaid 210 days is determined to be
uncollectable by the bank and written off as "bad debt." At the Bank's
discretion, collection action may continue on these accounts.

[Closing Date.]{.underline} Can be used interchangeably with Billing
Date. The last date for which charges appear on a statement. For DOI,
that is the 19^th^ of the month.

[Convenience Check.]{.underline} A Bank of America check that may be
written on designated purchase business line accounts within established
dollar limits.

[Corporate Account.]{.underline} Applicable to the travel business line
only; an account used to purchase transportation tickets for individuals
who do not have a travel account. This includes invitational travelers,
interviewees, employees serving without appointment, and family members
for relocation travel. Travel expenses of contractors and subsistence
expenses of employees may [not]{.underline} be charged to this account.
No physical card is issued.

[Default Cost Code.]{.underline} May be used interchangeably with Master
Accounting Code. The account code that will be applied to all
transactions for a cardholder's account for budget tracking purposes.

[EAGLS.]{.underline} Electronic Account Government Ledger System
(EAGLS), a Bank of America Internet-based system to help perform
administrative changes to cardholder information and analyze program
activities. All DOI cardholders may have access to EAGLS. A user ID and
password from Bank of America are required. EAGLS can be accessed at
[**www.gov-eagls.bankofamerica.com**](http://www.gov-eagls.bankofamerica.com/)

[GCSU.]{.underline} Bank of America's Government Card Services Unit.
This customer service group assists both A/OPCs and cardholders. The
toll-free telephone number is 1-800-472-1424.

[GCSUTHD.]{.underline} Bank of America's Government Card Services Unit
Technical Help Desk. This group assists EAGLS users. The website is
[**www.gcsuthd.bankofamerica.com**](http://www.gcsuthd.bankofamerica.com/).
The toll-free telephone number is 1-888-317-2077.

[Hierarchy.]{.underline} The organizational structure of the charge card
program, which is composed of up to eight levels from cardholder to the
Department.

[Individually Billed (IB).]{.underline} Reimbursable transactions that
the cardholder must pay. Examples include lodging (except for Bureau of
Reclamation), meals, and ATM cash advances.

[Integrated.]{.underline} Two or more business lines whose processes are
combined on the front end (i.e., at a minimum, account maintenance and
customer service) or the back end (i.e., at a minimum, reconciliation,
reporting, and invoicing), or both; may be a single card or multiple
cards. Cardholders may be authorized with only one business line or all
business lines.

[Limited Use Card.]{.underline} A charge card activated only for periods
of an individual's official travel. Limited use cards may also be
authorized for use for a period of time pending charge card privilege
reinstatement for cardholders whose charge card privileges have been
cancelled for misuse or account delinquency. Limited use cards may have
restricted credit limits or other restrictions, such as no cash assess,
as appropriate for the individual circumstance. Activation and
deactivation card management is required for at least one year.

[Management Control.]{.underline} From OMB Management Circular A-123:
Management controls are the organization, policies, and procedures used
to reasonably ensure that (I) programs achieve their intended results;
(ii) resources are used consistent with agency mission; (iii) programs
and resources are protected from waste, fraud, and mismanagement; (iv)
laws and regulations are followed; and (v) reliable and timely
information is obtained, maintained, reported and used for decision
making.

[Master Accounting Code (MAC).]{.underline} May be used interchangeably
with "Default Code." The account code that will be applied to all
transactions for a cardholder's account for budget tracking purposes.

[Merchant Category Code (MCC).]{.underline} A four-digit code used to
identify the type of business a merchant conducts. Gas stations,
restaurants, and airlines are a few examples. The vendor selects this
code with Bank. The code controls where purchases are permitted and
determines if the item is centrally or individually billed.

[Mission Critical.]{.underline} A designation for certain employees, the
nature of whose work, e.g., extended travel requirements, or overseas
travel assignments, may prevent them from being able to make payments
for individually billed travel-related transactions by the specified
payment Due Date in which the charge first appeared. Only accounts in
good standing are eligible for mission critical designation. See Section
2.2.

[Net Credit Losses.]{.underline} Balances in individually billed
accounts that reach 180 calendar days past the closing date on the
statement of account in which the charges appeared for the reporting
period, less recovered amounts. Recovered amounts are net of recovery
fees paid to third parties.

[Option Set.]{.underline} A table of authorization controls or an option
set that includes spending limits and authorized merchant category
codes.

[Reviewing Official.]{.underline} May be used interchangeably with
"Approving Official." Individual responsible for oversight and
monitoring of designated cardholders' compliance with established rules
and procedures.

[Sensitive Property.]{.underline} Property that must be controlled,
regardless of value, by detailed accountability records. Sensitive
property shall, at a minimum, include firearms and museum property.

[SmartPay Program.]{.underline} A GSA program consisting of contracts
for charge card services from which Federal agencies may select charge
card contractors for their travel, purchase, and fleet needs.

[Suspension.]{.underline} Occurs when any undisputed individually billed
transactions remain unpaid 61 calendar days after the "date of the
statement of account" on which the charges first appeared.

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APPENDIX B: FORMS

A variety of forms including the following are available for download at
[www.gcsuthd.bankofamerica.com/](http://www.gcsuthd.bankofamerica.com/)
then click on "Forms." Instruction for completing and submitting these
forms is included in each link.

Integrated Charge Card Account Setup/Application

Disputes

Hierarchy Change

Point of Contact Information

Order Convenience Checks

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APPENDIX C: PENALTIES FOR MISUSE

### 

See Section 1.2.6.1 Bureau/Office Requirements, also see DOI
Departmental Manual, Part 3, Table of Penalties.

For travel-related issues see FAM 2000-10
[www.doi.gov/pfm/policy.html](http://www.doi.gov/pfm/policy.html)
Resolving Delinquencies on Individually-Billed Travel Charge Card
Accounts

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APPENDIX D: REPORTING TOOL

The reporting tool designed to assist in the management of the card
program by providing data derived from EAGLS may accessed at
[www.gov-eagls.bankofamerica.com](http://www.gov-eagls.bankofamerica.com/)

A/OPCs, approving officials, property, finance/budget personnel,
supervisors and managers all may benefit from using it.

The reporting tool can assist in:

-   managing delinquency

-   identifying trends

-   monitoring behavior

-   tracking spending

Instructor led classes are available from Bank of America. An EAGLS User
Guide and Job Aids are available for self-instruction.

A listing of available reports with detailed descriptions, suggested
uses and update frequency can be found on EAGLS. From the EAGLS main
menu select Training from the main menu, then choose either EAGLS User
Guide or Job Aids.

The reporting menu may be customized to display only frequently used
reports. Reports may also be pre-scheduled to run at a future time.

Reports may be viewed using any of the following:

-   Info Analyzer, a third party software application that may be
    downloaded free of charge, is the preferred method for viewing
    reports

-   Microsoft Word

-   Microsoft Excel

-   HTML

Some of the more frequently run reports include:

-   Delinquency - cardholders with past due balances

-   Account Listing - check that cardholders are current employees for a
    specific group

-   Pre-Suspension - cardholders in danger of temporarily losing card
    privileges due to a past due balance

-   Account Activity Travel - who had travel-related transactions

-   Transaction Activity - detail of transaction at the individual
    account level

-   Suspension/Pre-Cancellation - cardholders in danger of temporarily
    losing card privileges or having their account closed for a past due
    balance

-   Cancellation - accounts that have been closed due to delinquency

Exception Reports. Reports specifically created at DOIs request designed
to identify potential misuse are also available. See your A/OPC for
details.

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APPENDIX E: RELATED WEBSITES

**DOI Integrated Charge Card Homepage**
<http://www.doi.gov/pam/chargecard/>

includes the DOI Charge Card Guide, updates such as Charge Card
Bulletins, and internet links to program support;

**BLM Integrated Charge Card Training**
<http://www.ntc.blm.gov/chargecard/index.html>

one of several online general charge card cardholder training programs
available

**DOI Integrated Charge Card Training for Approving Officials**
<http://www.doi.gov/pam/charge.html>

online mandatory approving official training

**Tax Exemptions**
[www.doi.gov/pam/exempt.html](http://www.doi.gov/pam/exempt.html)
<http://www.fss.gsa.gov/services/gsa-smartpay/taxletter/>

DOI tax exemption information and individual State tax letters

**DOI Office of Financial Management**
<http://www.doi.gov/pfm/travel.html>

travel policy, Internet links to travel related sites

**Bank of America EAGLS**
[www.gov-eagls.bankofamerica.com](http://www.gov-eagls.bankofamerica.com/)

allows online account inquiry/maintenance; links include reporting tool,
forms, training and help

**Bank of America Government Services**
<http://www.bankofamerica.com/govtservices>

overview of services Bank of America offers to the Government

**Bank of America Government Services Technical Help Desk**
[www.gcsuthd.bankofamerica.com](http://www.gcsuthd.bankofamerica.com/)

you may request your password be reset, includes MCC table, FAQs,
InstaTech and forms

**Committee for Purchase from People Who Are Blind or Severely
Disabled** [www.jwod.gov](http://www.jwod.gov/)
[www.jwod.com](http://www.jwod.com/)

products and services, how to participate with JWOD

**Defense Logistics Agency (DLA) (to order re-refined engine lubricating
oil** [http://www.supply.dla.mil](http://www.supply.dla.mil/),
<http://www.dscr.dla.mil/products/pol/polintro.htm>

products and services

**Defense Supply System Environmental Products and Services**
<http://www.dscr.dla.mil/environmental.htm>

products and services

**Energy and Environmental Friendly Products**
[www.epa.gov](http://www.epa.gov/) <http://www.energystar.gov/products/>

products and services

**Federal Prison Industries, Inc**. (UNICOR)
[http://www.unicor.gov](http://www.unicor.gov/)

products and services

**GSA\'s Smarter Solutions for a Better Environment**
<http://pub.fss.gsa.gov/environ/>

products and services

**GSA Advantage**
[http://www.gsaadvantage.gov](http://www.gsaadvantage.gov/)

products and services

GSA SmartPay
[**http://www.fss.gsa.gov/services/gsa-smartpay/smpayindex.cfm**](http://www.fss.gsa.gov/services/gsa-smartpay/smpayindex.cfm)

includes GSA SmartPay A/OPC Survival Guide; Program Overview; Point of
Sale Discounts; Contract Guide; But I didn\'t know...Helpful Hints for
Travel Cardholders; Download GSA SmartPay Card Background Designs;
Download SmartPay Logo

**U.S. Geological Survey - Exit Clearance**
<http://www.usgs.gov/usgs-manual/340/344-16.html>

sample procedure