**United States Department of the Interior**

**Integrated Charge Card Program Policy Manual**

![](media/image1.png){width="1.8472222222222223in"
height="1.8472222222222223in"}

NOTE: This is an interim Manual incorporating changes to SmartPay2 with
J.P. Morgan.

November 24, 2008

This page intentionally left blank.

Table of Contents

[INTRODUCTION 8](#introduction)

[INTRODUCTION 8](#__RefHeading___Toc214087770)

[RELATED INFORMATION AND REFERENCES
9](#related-information-and-references)

[SECTION 1 -- GENERAL ADMINISTRATIVE
10](#section-1-general-administrative)

[1.1 Eligibility 10](#eligibility)

[1.2 Credit Worthiness 10](#credit-worthiness)

[1.2.1 Credit Scores 10](#credit-scores)

[1.2.2 Alternative to credit scores 10](#alternative-to-credit-scores)

[1.3 Charge Card Delivery 12](#__RefHeading___Toc214087777)

[1.3.1 New Employees 12](#__RefHeading___Toc214087778)

[1.4 Roles and Responsibilities 12](#roles-and-responsibilities)

[1.4.1 Assistant Secretary -- Policy, Management, and Budget (AS-PMB)
12](#__RefHeading___Toc214087780)

[1.4.2 Director, Office of Acquisition and Property Management (PAM)
13](#__RefHeading___Toc214087781)

[1.4.3 Director, Office of Financial Management (PFM)
13](#__RefHeading___Toc214087782)

[1.4.4 Charge Card Support Center (CCSC)
13](#__RefHeading___Toc214087783)

[1.4.5 Office of Inspector General (OIG)
13](#__RefHeading___Toc214087784)

[1.4.6 Assistant Directors for Administration (ADAs
13](#__RefHeading___Toc214087785)

[1.5 Administrative 17](#administrative)

[1.5.1 Program Orientation and Training
17](#program-orientation-and-training)

[1.5.2 Tax Exemption 17](#tax-exemption)

[1.6 Delegation of Authority 18](#delegation-of-authority)

[1.6.1 Micro-purchases 18](#micro-purchases)

[1.6.2 Simplified Acquisitions 18](#simplified-acquisitions)

[1.7 Waivers/Deviations 19](#__RefHeading___Toc214087792)

[1.8 Management Controls 19](#management-controls)

[1.8.1 PaymentNet (J.P. Morgan Electronic Access System)
19](#paymentnet-j.p.-morgan-electronic-access-system)

[1.8.2 Transferring Transactions 20](#transferring-transactions)

[1.8.3 Reports 20](#reports)

[1.8.4 Misuse 20](#misuse)

[1.9 Merchant Category Codes 22](#merchant-category-codes)

[1.10 Disputes 22](#disputes)

[1.11 Fraud 22](#fraud)

[1.12 When a Cardholder Leaves DOI 22](#when-a-cardholder-leaves-doi)

[1.13 Absence from Active Duty 23](#absence-from-active-duty)

[1.14 When a Cardholder is Called to Military Service
23](#when-a-cardholder-is-called-to-military-service)

[Exhibit 1-1 General Guideline to Charge Card Use by Business Line
24](#__RefHeading___Toc214087804)

[Exhibit 1-2 Sample Approving Official Checklist
25](#__RefHeading___Toc214087805)

[SECTION 2 -- TRAVEL 29](#section-2-travel)

[2.1 Corporate Accounts 29](#corporate-accounts)

[2.2 Mission Critical ***.*** 30](#mission-critical)

[2.2.1 When Delinquent 30](#when-delinquent)

[2.3 Mandatory Use 31](#mandatory-use)

[2.3.1 Exceptions from Mandatory Use 31](#exceptions-from-mandatory-use)

[2.4 Restrictions and Limitations 31](#restrictions-and-limitations)

[2.5 Travel Management Centers (TMCs)
32](#travel-management-centers-tmcs)

[2.6 Permanent Change of Duty Station (PCS)
32](#permanent-change-of-duty-station-pcs)

[2.7 ATM/Travel Advances 32](#atmtravel-advances)

[2.7.1 Hardship Cases 33](#hardship-cases)

[2.7.2 ATM Terminal Fees 33](#atm-terminal-fees)

[2.7.3 Cash Advance Fees 33](#cash-advance-fees)

[2.8 Documentation and Record Retention
33](#documentation-and-record-retention)

[2.9 Reconciling the Statement of Account
34](#reconciling-the-statement-of-account)

[2.9.1 Individual and Central Billing of Transactions
34](#individual-and-central-billing-of-transactions)

[2.9.2 Cardholder 34](#cardholder)

[2.9.3 Approving Official 35](#approving-official)

[2.10 Making Payments 35](#making-payments)

[2.11 Travel Vouchers 35](#travel-vouchers)

[2.12 Fees 36](#fees)

[2.12.1 Late Fees 36](#late-fees)

[2.12.2 Returned Check Fee 36](#returned-check-fee)

[2.12.3 Collection Fees 36](#collection-fees)

[2.13 Delinquency 37](#delinquency)

[2.13.1 Suspension or Cancellation Effect on Other Business Lines
37](#suspension-or-cancellation-effect-on-other-business-lines)

[2.13.2 Suspension and Salary Offset Warning
37](#suspension-and-salary-offset-warning)

[2.13.3 Cancellation and Salary Offset
37](#cancellation-and-salary-offset)

[2.13.4 Due Process 38](#due-process)

[2.14 Credit Bureau Reporting 38](#credit-bureau-reporting)

[2.15 Traveling When Card Has Been Suspended or Cancelled
38](#traveling-when-card-has-been-suspended-or-cancelled)

[2.16 Card Reinstatement 39](#card-reinstatement)

[2.17 Limited Use and/or Restricted Use Cards
39](#limited-use-andor-restricted-use-cards)

[SECTION 3 -- PURCHASE 40](#section-3-purchase)

[3.1 Eligibility 40](#eligibility-1)

[3.2 Purchase Authority Reinstatement
41](#purchase-authority-reinstatement)

[3.3 Authorized Use 41](#authorized-use)

[3.4 Procedural Requirements 41](#procedural-requirements)

[3.5 Purchase Limits 42](#purchase-limits)

[3.6 Prohibited Uses 42](#prohibited-uses)

[3.7 Using the Card Over the Internet
43](#using-the-card-over-the-internet)

[3.8 Central Billing of Transactions
44](#central-billing-of-transactions)

[3.9 Documentation and Record Retention
44](#documentation-and-record-retention-1)

[3.10 Property Accountability 44](#property-accountability)

[3.11 Reconciling the Statement of Account
44](#reconciling-the-cardholder-statement-of-account)

[3.11.1 Cardholder 44](#cardholder-1)

[3.11.2 Approving Official 45](#approving-official-1)

[3.12 Convenience Checks 45](#convenience-checks)

[3.12.1 Eligibility 45](#eligibility-2)

[3.12.2 Authorized Uses 46](#authorized-uses)

[3.12.3 Restrictions and Limitations
46](#restrictions-and-limitations-1)

[3.12.4 Ordering and Safeguarding 47](#ordering-and-safeguarding)

[3.12.5 Issuing Checks 47](#issuing-checks)

[3.12.6 Collecting IRS 1099 MISC Data
48](#collecting-irs-1099-misc-data)

[3.12.7 Reconciling the Account 48](#reconciling-the-account)

[3.12.8 Documentation and Record Retention
48](#documentation-and-record-retention-2)

[*3.12.9* Copies of Cleared Checks 48](#copies-of-cleared-checks)

[3.12.10 Voiding Checks 48](#voiding-checks)

[3.12.11 Issuing Replacements 49](#issuing-replacements)

[3.12.12 Stop Payment Orders 49](#stop-payment-orders)

[3.12.13 Destroying an Unused Check Supply
49](#destroying-an-unused-check-supply)

[3.12.14 Reporting Lost of Stolen Cards/Checks
49](#reporting-lost-of-stolen-cardschecks)

[Exhibit 3-1 IRS Form 1099 Miscellaneous (See 3.12.6, Collecting IRS
1099 MISC Data) 50](#__RefHeading___Toc214087868)

[SECTION 4 -- FLEET 51](#section-4-fleet)

[4.1 Eligibility 51](#eligibility-3)

[4.2 Fleet A/OPC or Fleet Manager 51](#fleet-aopc-or-fleet-manager)

[4.3 Designated Cardholder and Approving Official
51](#designated-cardholder-and-approving-official)

[4.4 Account Holder/Account Name 51](#account-holderaccount-name)

[4.5 Card Use 52](#card-use)

[4.6 Environmentally Preferable Products
52](#environmentally-preferable-products)

[4.7 Prohibited Uses 52](#prohibited-uses-1)

[4.8 Central Billing of Charges 52](#central-billing-of-charges)

[4.9 Documentation and Record Retention
52](#documentation-and-record-retention-3)

[4.10 Reconciling Statements 53](#reconciling-statements)

[4.10.1 Cardholders 53](#cardholders)

[4.10.2 Approving Official 53](#approving-official-2)

[SECTION 5 -- PURCHASE -- AVIATION FLEET
55](#section-5-purchase-aviation-fleet)

[5.1 Eligibility 55](#eligibility-4)

[5.3 Authorized Use 56](#authorized-use-1)

[5.4 Procedural Requirements 56](#procedural-requirements-1)

[5.5 Purchase Limits 57](#purchase-limits-1)

[5.6 Prohibited Uses 57](#prohibited-uses-2)

[5.7 Using the Card Over the Internet
57](#using-the-card-over-the-internet-1)

[5.8 Central Billing of Transactions
58](#central-billing-of-transactions-1)

[5.9 Documentation and Record Retention
58](#documentation-and-record-retention-4)

[5.10 Property Accountability 58](#property-accountability-1)

[5.11 Reconciling the Statement of Account
58](#reconciling-the-statement-of-account-1)

[5.11.1 Cardholder 58](#cardholder-2)

[5.11.2 Approving Official 59](#approving-official-3)

[SECTION 6 -- PURCHASE-- UNIFORM (BLM & BOR)
59](#section-6-purchase-uniform-blm-bor)

[6.1 Eligibility 60](#eligibility-5)

[6.2 Uniforms for Temporary Employees
60](#uniforms-for-temporary-employees)

[6.3 Using the Card 60](#using-the-card)

[6.4 Central Billing. 60](#central-billing.)

[APPENDIX A: ACRONYMS AND DEFINITIONS
61](#appendix-a-acronyms-and-definitions)

[APPENDIX B: FORMS 66](#appendix-b-forms)

[APPENDIX C: PENALTIES FOR MISUSE 67](#appendix-c-penalties-for-misuse)

[APPENDIX D: REPORTING TOOL 68](#appendix-d-reporting-tool)

[APPENDIX E: RELATED WEBSITES 69](#appendix-e-related-websites)

[APPENDIX F: SAMPLE TAX EXEMPT CARD
71](#appendix-f-sample-tax-exempt-card)

#   {#section .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

# INTRODUCTION {#introduction .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs...}

The Department of the Interior's integrated charge card for travel,
purchase, and fleet is J.P. Morgan's MasterCard. The 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" embossed 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 manual and any Bureau/Office
supplemental policy. Cardholder accounts and records are not private:
they are subject to review at any time. The policies and procedures
prescribed in this manual are designed to ensure sound program
management and management controls, and to define allowable uses and
restrictions 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 provide 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 manual 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 policy manual. Please address
policy comments or questions to DOI Integrated Charge Card Program
Manager, U.S. Department of the Interior, 1849 C Street N.W., MS 2607,
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 issued by J.P. Morgan 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 telephone numbers for J.P. Morgan are:

1-888-297-0781 (domestic free call);

TTY/TDD callers use relay service

> 847-488-4442 International

# RELATED INFORMATION AND REFERENCES {#related-information-and-references .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

Additional guidance is contained in the following documents:

-   OMB Circular A-123, Appendix B, Improving the Management of
    Government Charge Card Programs

-   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 Certificate of
    Appointment

-   Federal Property Management Regulation, 41 CFR, Chapter 101

-   Government Printing and Binding Regulation, Government Printing
    Office

-   J.P. Morgan Chase Bank, N.A. GSA SmartPay 2 Integrated Cardholder
    Agreement

-   DOI Handbook on Charges and Penalty Selection for Disciplinary
    Actions and Adverse Actions

# SECTION 1 -- GENERAL ADMINISTRATIVE {#section-1-general-administrative .unnumbered}

## [Eligibility]{.underline}

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 unless an
exception has been granted e.g., corporate accounts, the uniform card
(BLM and BOR) and certain employees who pilot Aviation Management
aircraft.

## [Credit Worthiness]{.underline}

In accordance OMB Circular A-123, Appendix B, "Improving the Management
of Government Charge Card Programs" effective August 7, 2007 all new
charge card applicants, with certain exceptions as noted herein, are
required to have a credit evaluation determination prior to being issued
an integrated charge card. A DOI employee who has a card in good
standing at the time he/she changes Bureaus is not considered a new
applicant for the purpose of credit worthiness.

### [Credit Scores]{.underline}

J.P. Morgan will, with the applicant's consent, obtain the credit score
and issue a charge card with spending limits as established by DOI. The
applicant's consent will be authorized by initialing the appropriate
line on the Account Setup/Application Form. The numerical score
indicates the credit risk level associated with a specific credit
applicant.

Employees must indicate their consent in the appropriate place on the
DOI integrated charge card application. The application form is
available on the Internet at <http://www.doi.gov/pam/chargecard>.

For the applicant with a credit score of less than 660, a card with more
stringent restrictions for the travel business line will be issued,
e.g., reduced spending authority, restricted ATM use, if applicable;
limit the time a card remains active, such as for the length of time in
travel status only; etc.

Cardholders transferring from other Bureaus or agencies who can show
that they had a standard Government charge card in good standing at the
time of their departure may be evaluated by past card history if
available.

### [Alternative to credit scores]{.underline}

If obtaining a credit score is not possible, e.g., the applicant refuses
to provide consent or does not have a credit history; the Circular
allows a card with more stringent restrictions to be issued after an
alternative credit worthiness assessment is conducted to determine
whether the individual possesses a satisfactory history. An Alternate
Credit Worthiness Determination Form DI-3450, dated August 2007, is
available for this purpose and is available on the Internet at
<http://www.doi.gov/pam/chargecard>. Employees who decline to consent to
a credit check and the alternate credit worthiness assessment form will
not be issued a Government charge card.

#### [When the employee is found not eligible for a card]{.underline}

The agency/organization program coordinator (A/OPC) will be notified by
J.P. Morgan if the applicant is not eligible for a card. The A/OPC will
notify both the cardholder and their supervisor.

#### [Obtaining a copy of a credit report]{.underline}

If a restricted card, or no card, is issued the employee may request a
free copy of his/her credit report by contacting TransUnion Credit
Information Services at 877-322-8228. General credit scoring information
is available on-line at [www.transunion.com](http://www.equifax.com/).

#### [Moving from a restricted card to a standard card]{.underline}

A credit worthiness assessment must be conducted for restricted
cardholders before the cardholder is issued a renewed card. The
re-assessment of credit worthiness may be conducted by obtaining a
credit score, or at the Bureau's discretion, may be made by reviewing
the restricted cardholder's most recent 12-month card usage history.

A cardholder may request a new credit check after 60 days has elapsed
since his/her last credit check.

Note: Upon request a free copy report can be obtained from each of the
three national credit bureaus annually. By staggering these requests a
free credit report can be obtained every four months. See
www.freecreditreport.com for details.

#### [Circumstances in which credit worthiness restrictions may be temporarily lifted]{.underline}

Credit worthiness restrictions may be temporarily lifted at the
discretion of the Bureau Director, in order to ensure the safety of
American citizens and/or property, e.g., during times of national
emergency, contingency, peacekeeping or humanitarian missions.

#### [Will a Government charge card affect the cardholder\'s personal credit?]{.underline}

The Government charge card will not be included in a personal credit
report unless the cardholder becomes 180 days delinquent. At that time,
the delinquency may be reported by the bank as a bad debt.

1.  []{#__RefHeading___Toc214087777 .anchor}[Charge Card
    Delivery]{.underline}. For standard delivery, a new cardholder will
    receive:

-   A card transmittal mailer that includes the new card;

-   J.P. Morgan Chase Bank, N.A. GSA SmartPay 2 Integrated Cardholder
    Agreement;

-   Schedule of Fees;

-   An activation sticker, located on the front of the card, that
    explains how to activate their new card;

-   An ATM PIN letter with the initial PIN and explanation of how to
    customize the PIN (travel business line) will be approximately four
    days later, if applicable.

Note: A PaymentNet User ID and Password may be obtained from bureau
AOPCs upon request.

The average processing time between submitting a properly prepared
application and receiving a card is approximately ten business 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 by 3:00 pm
eastern time will be processed that same day, unless it is a Friday and
then it will be processed the following Monday. If the application is
received after that time, it will be processed the following business
day. The cardholder will still receive the same mailings, but they will
receive the charge card transmittal first.

1.  []{#__RefHeading___Toc214087778 .anchor}[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 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 government issued charge card if required to
    travel.

## [Roles and Responsibilities]{.underline}

2.  []{#__RefHeading___Toc214087780 .anchor}[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.

3.  []{#__RefHeading___Toc214087781 .anchor}[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 contract for GSA, OMB, and GAO. PAM shall
    provide leadership for the program, work with the Charge Card
    Support Center in establishing management reports and providing
    assistance to A/OPC's.

4.  []{#__RefHeading___Toc214087782 .anchor}[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,
    and support PAM in overseeing the charge card program regarding
    management controls and financial aspects.

5.  []{#__RefHeading___Toc214087783 .anchor}[DOI Charge Card Support
    Center (CCSC)]{.underline} has the operational responsibility to
    carry out the policies issued by PAM and PFM. CCSC 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. CCSC
    activities may include contract administration activity, Bureau
    implementation support, system interfaces to finance 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.

6.  []{#__RefHeading___Toc214087784 .anchor}[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.

7.  []{#__RefHeading___Toc214087785 .anchor}[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 a Bureau Lead 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 the Assistant Director
    for Administration has these responsibilities.

    1.  [Bureau/Office Requirements]{.underline}. Every Bureau/Office
        must have a written management plan and written Bureau/Office
        policy. Bureau/Office policy may be more restrictive than
        Departmental policy but not less and must at a minimum include
        the following:

-   Identification of key management officials, including a
    Bureau/Organization program lead, and their responsibilities.

-   Documentation and record retention requirements.

-   Exit clearance procedures for exiting cardholders (See Section 1.12,
    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 PaymentNet reports, and/or
    other methods.

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

-   Requirement for an annual review and adjustment of the number of
    cardholders with purchase authority and cardholder spending limits.
    Reviews must be documented and the results submitted to the
    Director, PAM annually by February 28.

A copy of the Bureau/Office policy must be submitted to the Director,
PAM annually by November 1.

1.  [Agency/Organization Program Coordinator (A/OPC)]{.underline} is a
    Bureau/Office's primary point of contact with the charge card
    contractor and PAM, PFM, and CCSC. The A/OPC's responsibilities
    include overseeing the establishment and maintenance of master
    file/official cardholder listings and related office credit
    limitations. A/OPC's may be supported by regional or field A/OPC's
    with distinct responsibilities. A/OPC's 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. To aid A/OPC's in carrying out these
    duties all A/OPC's are required to complete the Department of the
    Interior Charge Card Training for A/OPC's, cardholders, and
    approving officials, which are available at
    [https://chargecardtraining.nbc.gov](https://chargecardtraining.nbc.gov/).
    Specifically, A/OPC's 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 and process cardholder applications and maintenance
    requests.

-   Get the word out to employees and their Bureau/Office regarding
    charge card "scams" by vendors or other parties.

-   Monitor compliance with procurement, fleet, and travel regulations
    regarding charge card use.

Regional and/or field A/OPC's must report to the next higher level A/OPC
any suspected or know cases of fraud or misuse they become aware of 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.  [Approving 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 and
        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 Card Training for
        Approving Officials. The training program can be accessed via
        Intranet at
        [https://chargecardtraining.nbc.gov](https://chargecardtraining.nbc.gov/)
        (preferred office access) or for those stationed at a non-DOI
        location and/or without Intranet access, the training can be
        accessed from the Internet at
        [https://cctrain.nbc.gov](https://cctrain.nbc.gov/) (training
        from the Internet will delay updating training records by one to
        three business days).

Questions regarding the propriety of transactions should be addressed
with 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 official. A sample checklist is at the end of this
section to facilitate the review process. See Exhibit 1-2.

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

-   Review, sign, and date cardholder statements of account and
    supporting documentation within 30 calendar days of the statement
    date. This signature is an indication of the supervisors' approval
    of all transactions as needed to support the office mission (note:
    this duty may not be re-delegated).

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

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

-   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 the
    property system.

-   Make sure all original charge card statements and supporting
    documentation are filed in a secure, central file location for the
    office.

If an audit of the card program or other information reveals that an
approving official is not performing his/her duties and
responsibilities, their approving authority will be revoked. This may
result in another approving official being assigned to review
transactions for cardholders under his/her purview, or if none is
available, loss of all cardholder authority for the cardholders overseen
by that approving official. Either situation may result in disciplinary
action against the approving official for failure to perform assigned
duties.

1.  [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, signing, and dating their statement of account within 30
    calendar days of the statement date;

-   Verifying charges;

-   Paying all undisputed individually billed charges on time;

-   Compliance with DOI charge card policies and Bureau supplements; and

-   Compliance with the J.P. Morgan Chase Bank, N.A. GSA SmartPay 2
    Integrated Cardholder Agreement.

Errors and discrepancies must be promptly identified and disputes or
transaction transfers initiated, as necessary. Cardholder must submit
accurate and complete records supporting their charge card transactions,
including original receipts and any required approvals or
justifications.

Cardholders are expected to:

-   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 J.P. Morgan Chase
    Bank, N.A. GSA SmartPay 2 Integrated Cardholder Agreement.

-   Keep their account in good standing by paying their individually
    billed transactions in full each month by the due date shown on the
    statement.

Proper use and safeguarding of the charge card 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 DOI Handbook on Charges and
Penalty Selection for Disciplinary and Adverse Actions.

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

-   Sign and verify receipt of the charge card as soon as it arrives.
    All new cards recipients should verify receipt of the charge card
    within 30 days of receipt. Verifying receipt of the card using the
    instructions printed on the sticker will ensure that the bank knows
    that card has not been lost or stolen in the mail. If immediate use
    of the card is not required, the card can then be deactivated by the
    A/OPC. To ensure proper management controls, any new card that has
    not verified that it has been receipted within 30 days, will be
    closed.

-   For over-the-counter purchases, keep an eye on the card 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 3.9; Fleet business line, Section
    4.9).

-   Open or access billing statements promptly and reconcile accounts
    within 30 calendar days of the statement date.

-   Dispute any questionable charges promptly. See Section 1.10,
    Disputes.

Cardholders/account holders shall *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.

## [Administrative]{.underline}

### [Program Orientation and Training]{.underline}

It is important that the cardholder, A/OPC's, and approving officials
understand their roles and responsibilities. The training can be
accessed via Intranet at
[https://chargecardtraining.nbc.gov](https://chargecardtraining.nbc.gov/)
(preferred office access) or for those stationed at a non-DOI location
and/or without Intranet access, the training can be accessed from the
Internet at [https://cctrain.nbc.gov](https://cctrain.nbc.gov/)
(training from the Internet will delay updating training records by one
to three business days). The A/OPC training is only available on the
Intranet.

All cardholders, A/OPC's, and approving officials must review and/or
become familiar with:

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

-   J.P. Morgan Chase Bank, N.A. GSA SmartPay 2 Integrated Cardholder
    Agreement The Agreement immediately follows the application or can
    be accessed at www.doi.gov/pam/chargecard.

-   The MasterCard Guide to Benefits.

In addition to specific training requirements described in this
document, and for each business line, Bureaus may have additional
requirements.

### [Tax Exemption]{.underline}

Most state laws and regulations limit tax exemption status to direct
payment by the Government, e.g., transactions centrally billed to be
paid directly by the government. State-specific tax information is on
the Internet at <http://www.fss.gsa.gov/services/gsa-smartpay/taxletter>
and on DOI's web page at
[www.doi.gov/pam/chargecard/](http://www.doi.gov/pam/chargecard/exempt.html).
Cardholders must inform vendors of their exempt status. A/OPC's will
assist cardholders as needed. DOI's tax-exempt identification number
"1400001849" is embossed on each card. That number has been registered
with state taxation authorities nationwide and in the U.S. territories.
General Government wide tax exemption status is also coded in the sixth
digit i.e., 5568 2[6]{.underline} of the 16-digit charge card account
number on the face of the charge card. All centrally bill lodging should
be tax exempt for lodging expenses. Employees may need to present a
travel authorization, Government issued ID card, tax-exempt form and/or
tax-exempt card. See Appendix F for sample of tax exemption card for
cardholder presentation to vendor. Certain excise taxes and fees on
airfare and rental cars are not tax-exempt.

## [Delegation of Authority]{.underline}

### [Micro-purchases]{.underline}

Bureau/Office personnel who are not warranted contracting officers under
the DOI Contracting Officer Certificate of Appointment Program may be
authorized to use the charge card as a means of making and/or paying for
micro-purchases of supplies and services, e.g., purchases of up to
\$3,000 for supplies, \$2,500 for services, and construction services is
\$2,000.

#### [Appointment]{.underline}

Appointment/delegation of micro-purchase authority is built into the
application and charge card issuance process. The integrated charge card
vendor J.P. Morgan is the record holder. Use of the card may not be
re-delegated or transferred. Receipt of the Government issued J.P.
Morgan MasterCard with the employee's name embossed on it is deemed to
be delegation of authority. In addition to the requirements of this
section, authority to issue convenience checks also requires the
employee's successful completion of convenience check training and
approval of the Bureau Procurement Chief.

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

-   Successful completion of charge card training including
    micro-purchases policy and procedures; and

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

#### [Termination]{.underline}

Termination 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, or transfer to a new duty station. Cancellation of any
business line for other than administrative reasons will result in
cancellation of the card.

### [Simplified Acquisitions]{.underline}

Bureau and office personnel with contracting officer's warrant authority
delegated in accordance with the DOI Contracting Officer Certificate of
Appointment Program 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
AbilityOne (formerly JWOD), FPI, GWAC, MAS, GSA Advantage, and Bureau or
DOI IDIQ contract orders.

1.  []{#__RefHeading___Toc214087792
    .anchor}[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.

Requests for waivers/deviations must be submitted by the Assistant
Director for Administration to the Director, PAM. All requests for
deviations/waivers 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.

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.

## [Management Controls]{.underline}

### [PaymentNet (J.P. Morgan Electronic Access System)]{.underline}

PaymentNet is J.P. Morgan's web-based desktop management tool designed
to perform many of the day-to-day activities online from a PC. Access
may be requested through the Bureau Lead A/OPC. Examples of PaymentNet
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
    PaymentNet Reports feature.

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

PaymentNet users will need:

-   A PaymentNet User ID and password ;

-   NT or Windows 98 (or later version such as Windows XP);

-   Internet Explorer 5.5 or Netscape 6.2 or higher; and

-   Modem with 28,800-baud rate or higher.

The PaymentNet URL
is:[https://gov1.paymentnet.com](https://gov1.paymentnet.com/). Contact
the bureau A/OPC to obtain PaymentNet access and training.

### [Transferring Transactions]{.underline} 

If a transaction needs to be moved from centrally billed (CB) to the
Government to individually billed (IB) to the cardholder or vice versa,
the cardholder may initiate a transfer with the supervisor's approval.
Approving officials can also process a transfer transaction, but should
do this only with the full knowledge of the process or with A/OPC
assistance. Transaction transfers can be done in PaymentNet within 90
days from the transaction date. During this 90-day period, the
cardholder should follow their Bureau's policy for submitting a
transaction transfer request. The cardholder must submit to the A/OPC
(in writing, through their approving official or supervisor for
concurrence), the following information (by e-mail when practical):

-   Cardholder account number (for security purposes only the last 4
    digits);

-   Transaction transfer needed (CB to IB or IB to CB);

-   Transaction posting date;

-   Transaction amount;

-   Merchant name and location;

-   Reference number (if available); and

-   Brief description of charge and reason for transfer.

Note: \"Transfer transaction\" is different than allocating a charge to
a different account code or budget object class (BOC). That process is
\"cost allocation\". Bureau Finance Office should be contacted for
further instruction to cost allocate to a different account.

### [Reports]{.underline}

Online technology is available via PaymentNet to assist A/OPC's,
approving officials, and accounting staff in program management and
budget and trend tracking. See Appendix D.

#### [Exception Reports]{.underline}

Exception reports 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/OPC's, and approving officials. See Appendix D for available
reports or Bureau/Office A/OPC for assistance.

### [Misuse]{.underline}

If it is suspected that a charge card is being misused, this should be
reported to the Bureau Lead 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 Action". The 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 Government driving privileges,
and/or termination of employment.

Some examples of cardholder misuse include:

-   ATM withdrawals with no associated travel;

-   ATM withdrawals taken more than 5 calendar days before travel, or
    after travel has ended;

-   ATM withdrawals that exceed the anticipated out of pocket expenses
    for the trip;

-   Not paying the full amount due on the statement of account by the
    due date;

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

-   Writing convenience checks to "cash", self, or to other employees;

-   Writing convenience checks over the authorized amount or to vendors
    who accept the card;

-   Splitting transactions to avoid the single purchase limit;

-   Purchasing fuel for a privately owned vehicle;

-   Using the card for any expenses unrelated to official travel; and

-   Original receipts not submitted or missing/altered receipts.

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 the cardholder initiated the
    call or request.);

-   Unsolicited or unannounced calls from individuals claiming to
    represent J.P. Morgan who request card account, social security, or
    other information (J.P. Morgan will always announce any such
    requests for information formally and in advance or coordinate
    requests for such information through respective A/OPC); and

-   Unexplained and/or improper charges made to a charge account
    (cardholder should notify their A/OPC and J.P. Morgan Fraud Unit at
    888-297-0781.

## [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 J.P. Morgan system and DOI's
accounting systems, the MCCs are designated as travel (some of which
individually bill to the cardholder) and purchase or fleet (which both
centrally bill to the Department). See
[https://gov1.paymentnet.com](https://gov1.paymentnet.com/) for a
listing of 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.

## [Disputes]{.underline}

If a transaction appears on a cardholder's statement of account that the
cardholder did not make, the transaction should either be disputed or
reported as fraud. 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 item is considered a disputable charge. The cardholder
should try to resolve the disputed charge with the vendor first. The
dispute can be made online in PaymentNet. The AOPC can assist. The
dispute must be filed within *90 days* from the original statement date.
When a transaction is disputed, J.P. Morgan 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 amount must be paid. If
the dispute is resolved in the cardholder's favor, the temporary credit
will be replaced with a permanent credit. The dispute form and fax
number are printed on the back of the cardholder statement of account.

## [Fraud]{.underline}

Fraudulent charges are not usually initiated by the cardholder in the
course of legitimate Government business; but rather, suddenly appear on
the cardholder's statement of account. To report a charge as fraud, the
cardholder should contact their A/OPC, supervisor, and the J.P. Morgan
Fraud Unit at 888-297-0781. Normally a cardholder who has found
fraudulent charges on his/her card should request that their card be
closed immediately and a new card issued by the bank.

## [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 PaymentNet access must be part of the final
employee clearance process. Any records in the cardholder's possession
must be turned over to the supervisor for central filing unless
otherwise specified in Bureau policy.

-   Close employee's account, inactivate PaymentNet access, including
    deleting any hierarchy-based roles such as approving official or
    A/OPC, if applicable.

-   Verify the account status in PaymentNet and determine whether any
    amount is due.

-   Request a check from the employee payable to J.P. Morgan 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 employees\' forwarding address.

-   Notify J.P. Morgan and provide forwarding address if applicable
    (this may be done either in PaymentNet or by phone).

-   Refer to individual business line for disposition of records.

## [Absence from Active Duty]{.underline}

If a cardholder is absent from their regular duty schedule for any
extended period of time, including furlough, extended sick leave,
maternity leave, military leave, etc., their DOI charge card must be
deactivated.

## [When a Cardholder is Called to Military Service]{.underline}

If the travel is for reserve drills/exercises or is for active duty TDY
for Department of Defense (DOD), the employee should use his/her DOD
card, and not their DOI card. The DOI card must be deactivated during
this period.

[]{#__RefHeading___Toc214087804 .anchor}Exhibit 1-1 General Guideline to
Charge Card Use by Business Line (See INTRODUCTION)

GENERAL GUIDELINE TO CHARGE CARD USE BY BUSINESS LINE

  -------------------- ----------------- ----------------- -----------------
  Category             Travel            Purchase          Fleet

  Cash advances via    Yes               No                No
  ATM based on M&IE                                        
  and out of pocket                                        
  requirements                                             

  Airline, bus, train, Yes (5)           No                No
  and other travel                                         
  tickets via the                                          
  TMC/Transportation                                       
  Provider                                                 

  Lodging and M&IE     Yes               No (7)            No
  expenses                                                 

  Supplies/services    No                Yes (6)           Yes (1)

  Vehicle rental/lease Yes               Yes (1)           No

  Vehicle repairs,     No                Yes (3)           Yes (3)
  services                                                 

  Building/land lease  No                Yes (1)           No

  Fuel/oil for         Yes (2)           Yes (1)           Yes (4)
  vehicles                                                 

  Telecommunications   No                Yes (1)           No
  equipment                                                

  Convenience checks   No                Yes               No
  -------------------- ----------------- ----------------- -----------------

(1) With limitation; see 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) New employees without cards, volunteers, and other invitational
    travelers must have their transportation tickets purchased through a
    "corporate account".

(6) For non-warranted cardholders purchasing authority may not exceed
    \$3,000 per transaction for supplies, \$2,500 per transaction for
    services, and \$2,000 for construction.

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

[]{#__RefHeading___Toc214087805 .anchor}Exhibit 1-2 Sample Approving
Official Checklist (See Section 1.4.6.3, Approving Official)

***SAMPLE***

APPROVING OFFICIAL CHECKLIST

**Travel Business Line**

Here is a sample list of items to look for when reviewing the **travel**
transactions. For travel items, receipts are attached to the travel
voucher:

1.  Are all of the charges in conjunction with official Government
    travel?

2.  Were travel transactions incurred for other people? The travel card
    is for the named cardholder's travel only, unless specifically
    authorized to use it for other people (e.g. a fire crew chief,
    certain job corps employees, or other authorized emergency
    situations).

3.  Are there any personal expenses on the statement? Since travel
    expenses such as rental cars are centrally billed, pay close
    attention for personal use or hotel charges for a voluntary weekend
    stay that may not be charged on the Government card. Pay close
    attention to weekend or holiday charges.

4.  Are there any fuel charges for a privately owned vehicle (POV)? Look
    for fuel charges in the local area and/or without a corresponding
    rental vehicle. Mileage reimbursements on the travel voucher include
    the cost of fuel; the Government charge card may not be used for POV
    fuel charges.

5.  Are ATM withdrawals associated with official travel? Are amounts of
    the withdrawals within the limit allowed by Bureau or Departmental
    policy?

6.  Are ATM advances taken more than 5 calendar days prior to the
    beginning of the trip or after the last day of travel?

7.  Was the last monthly statement paid on time? Is the amount past due?

8.  Is the statement signed and dated by the cardholder?

9.  For the centrally bill hotel charges, be especially careful to check
    for personal charges on the hotel bill (e.g., movies and room
    service meals). Specific guidance can be found in the Federal Travel
    Regulation (41 CFR 300-304). In needed seek additional assistance
    from Finance Office or travel voucher examiner and the Office of
    Financial Management's web page at
    <http://www.doi.gov/pfm/travel.html>. Also, do purchase items such
    as a conference registration fees, office supplies, or other routine
    office purchases appear with travel charges?

10. Is the statement signed and dated by the approving official?

11. Do travel related statement charges correlate with what the
    cardholder has requested for travel voucher reimbursement? The
    approving official may need to review the submitted travel voucher
    when reviewing the cardholder statement.

**Purchase Business Line**

Here is a sample list of items to look for when reviewing the
**purchase** business line.

1.  Is the purchase necessary and appropriate to execute the program
    mission?

2.  Does the price paid appear to be reasonable?

3.  Were transactions split into smaller purchases to circumvent the
    cardholder's single-purchase limit? It is important to know the
    single transaction limit of the cardholders. Also, is a purchase
    split between cardholders in an office to circumvent the
    single-purchase limit?

4.  Does an original invoice, receipt, packing list or shipping
    documents, support the transaction? 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.

5.  Is the receipt itemized? Does the itemized invoice/receipt match the
    amount on the statement of account?

6.  Has the invoice been altered in any way?

7.  When applicable, were purchases made from mandatory sources such as
    AbilityOne (formerly JWOD)?

8.  Is the transaction amount within the single purchase limit of the
    cardholder? The single-purchase limit for supplies is \$3,000
    maximum single purchase spending limit (\$2,500 for services,
    \$2,000 for construction).

9.  Is the item purchased a sensitive item? If so, ensure that it was
    entered into the property system.

10. Is the item purchased a prohibited item, or does it require special
    approvals or waivers prior to purchase? Ensure that cardholders are
    not making prohibited charge card purchases, and that they have
    obtained any necessary approvals or waivers for items that require
    them prior to purchase.

11. Does the purchase comply with environmental laws and EPA's policies
    on buying "Green" with the Government charge card?

12. If the item was improperly charged to the cardholder, were dispute
    procedures followed in a timely manner; within the 60-day
    limitation?

13. If a transaction appears to be fraudulent has the bank and the A/OPC
    been notified?

14. If incorrectly billed, were procedures followed to move an
    individually billed item to a centrally billed item (or vice versa)?

15. Is the statement signed and dated by the cardholder?

16. Is the statement signed and dated by the approving official?

**Convenience check** transactions, must consider the previous and the
following checklist items:

1.  Was the convenience check the [last payment option?]{.underline} A
    convenience check may not be used if the vendor accepts the charge
    card or is willing to accept an electronic payment. The account is
    charged a 1.9 percent fee for each convenience check written.

2.  Was the convenience check made payable to a prohibited source? For
    example, checks cannot be payable to self, any Federal employee,
    on-line auction sites such as EBay (to preserve rights afforded with
    use of the card), or cash.

3.  Was the convenience check for travel related expenses? The use of
    convenience checks for the travel business line is prohibited.

4.  Are all checks within the check writer's single purchase limit? The
    check single purchase limit may be different from the regular single
    purchase limit. The single purchase limit on convenience checks
    cannot exceed \$3,000 for supplies, \$2,500 for services, and
    \$2,000 for construction.

    -   The only exceptions are for emergency incidents where the
        maximum is \$10,000 for a contracting officer, and \$25,000 for
        Alaska fire crew chiefs to purchase lodging for themselves and
        their crew.

5.  Periodically review the convenience check writer's checkbook to
    ensure that carbon required (NCR) copies of the checks are created
    and retained as part of the official Government record.

6.  Periodically review records to ensure that 1099 miscellaneous
    reportable transactions are prepared and submitted to Finance.

**Fleet Business Line**

In most offices, the fleet manager or an individual designated as a
fleet approving official will review fleet statement. Here is a sample
list of items to look for when reviewing fleet transactions.

1.  Is the transaction only for the vehicle/equipment assigned to the
    card? A purchase for a personal vehicle or leased GSA vehicle is not
    allowed.

2.  Is the purchase an authorized use of the card? Examples of
    unauthorized use include: food, beverages, cigarettes, miscellaneous
    grocery or sundry items.

3.  Does an original charge slip, register receipt, or invoice support
    the transaction?

4.  Does the receipt amount match the amount on the statement of
    account?

5.  Was the purchase for bulk fuel? Bulk fuel charges should not be made
    on cards assigned to a specific vehicle or piece of equipment.

6.  Are there excessive purchases (e.g., gasoline purchases of 20
    gallons each in two days in a sedan)? This could be a sign that
    unofficial acquisitions are occurring.

7.  Are drivers entering proper information (odometer readings or driver
    IDs) for tracking purposes when prompted at the pump?

8.  Are account statements/cover certificate(s) signed by both the
    designated cardholder and the fleet approving official or fleet
    manager?

# SECTION 2 -- TRAVEL {#section-2-travel .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

Transactions under the travel business line must comply with the Federal
Travel Regulations, Departmental Manual, and the 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 travel. Accounts are not private and are subject to review at
anytime.

Cardholders are expected to:

-   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 J.P. Morgan Chase
    Bank, N.A. GSA SmartPay 2 Integrated Cardholder Agreement.

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

## [Corporate Accounts]{.underline}

Corporate accounts may be established to purchase transportation tickets
for individuals such as:

-   Interviewees or invitational travelers;

-   Employees who have applied for but not yet received a card;

-   Employees serving without an appointment;

-   Employees and their immediate family members performing relocation
    travel; and

-   Employees who have lost their charge card privileges.

Employees who have lost their card privileges due to misuse or account
delinquency and need to travel must use the corporate card for
transportation tickets. They must use their personal funds to finance
the remainder of their travel and then be reimbursed through the travel
voucher process.

The corporate account may be set up in the name of the organization,
with a specific individual designated as responsible for managing and
reconciling the account.

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

## Mission Critical 

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; and

-   Account is 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.

### [When Delinquent]{.underline}

If a charge cardholder's account is delinquent, e.g., 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 or
    equivalent through the Director, Office of Acquisition and Property
    Management and approved by the Assistant Secretary -- Policy,
    Management and Budget.

## [Mandatory Use]{.underline}

In accordance with DOI policy, employees are required to use the
Government-issued J.P. Morgan 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;

-   Cash advances (from an ATM bank teller within 5 calendar days of the
    official travel); and

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

### [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;

-   Local transportation system;

-   Taxis (Note: The charge card is not to be used for local travel;
    e.g., non-temporary duty/relocation travel. Temporary
    duty/relocation travel requires a formal travel authorization.);

-   Tips;

-   Meals (when use of the card is impractical, e.g., group meals);

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

-   An employee who has an application pending;

-   Invitational travel;

-   New appointees; and

-   Relocation allowances prescribed in the FTR, Chapter 302, except
    en-route travel and house hunting trip expenses.

## [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. Follow
    employee\'s PCS agreement.

-   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 the supporting procurement office,
    individual lodging may not be paid with the purchase business line.
    When using the purchase business line for lodging pay particular
    attention to hotel cancellation policies to prevent charges for
    unused rooms.

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

-   Consultant travel. (If applicable, travel provisions should be
    included in the consultant's contract).

Government travel arrangements such as transportation, lodging, or car
rentals must be made through the DOI Travel Management Center at
[www.govtrip.com](http://www.govtrip.com/).

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

## [Travel Management Centers (TMCs)]{.underline}

GovTrip must be used for transportation tickets, lodging reservations
(unless for a conference where it is pre-established), and rental
vehicle reservations, which will ensure that the traveler receives the
Government rates when available.

Do not arrange transportation, lodging, or car rentals through web sites
other than "GovTrip".

## [Permanent Change of Duty Station (PCS)]{.underline}

The charge card should be used for intra-Bureau house hunting and
en-route travel and may be used where possible for other portions of
relocation expenses, with written Bureau consent. The employee will be
expected to pay the charge card statement balance due in full 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>.

[Overseas Tour Renewal Agreement Travel]{.underline}. This refers to
travel for the employed and immediate family returning home between
overseas tours of duty and is set out at 41 CFR 302-3.209 through
302-3.224. Consistent with Bureau policy, the charge card may be used
for authorized transportation and employee M8IE allowance. Additional
information can be found at <http://www.doi.gov/pfm/travel.html>.

## [ATM/Travel Advances]{.underline}

Cardholders with ATM privileges may obtain authorized cash advances for
official travel expenses via ATM only within 5 calendar 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 out of pocket expenses. ATM withdrawal limits vary
depending on cardholder authority. Contact the A/OPC to get maximum ATM
cash limits.

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 shall not
be used to provide travel advances (see Section 3.12).

### [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. Copies will be provided to the The
Assistant Secretary -- Policy, Management, and Budget

### [ATM Terminal Fees]{.underline}

J.P. Morgan \[Chase\] ATM terminals do not charge an ATM terminal or
access fee when using their card.  Other banks usually charge a terminal
fee.  In the event you need to use an ATM that charges a terminal fee,
you may claim the fee for reimbursement on your travel voucher.  J.P.
Morgan will assess a 1.75% cash advance fee, which can also be claimed
on your voucher. 

Employees in the Washington, DC, metro area may also use their J.P.
Morgan cards for cash advances at the DOI Federal Credit Union ATMs
located in the Main Interior Building and the USGS Headquarters in
Reston, VA.  The DOI Federal Credit Union does not charge terminal
access fees, but the 1.75% cash advance fee from J.P. Morgan will still
apply. 

J.P. Morgan \[Chase\] ATMs may be located by calling 888-297-on the
internet at
[www.chase.com](http://www.doi.gov/cgi-bin/intercept?http://www.chase.com/). 
The ATM locator is in the upper right-hand corner.   

### [Cash Advance Fees]{.underline}

The contract with J.P. Morgan provides for 1.75 % cash advance fee. This
fee may be claimed for reimbursement on the travel voucher. Reminder,
this 1.75% fee will be applied to the cash advance amount plus any
terminal or access fee.

## [Documentation and Record Retention]{.underline}

Originals of all statement of accounts signed and dated by both the
cardholder and approving official must be centrally filed. 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. Originals of receipts for centrally billed
items (listed as "Memo" item 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.

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

### [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, and meals
are individually billed. For lodging BOR, MMS, USGS, OSM, OST, BIA and
OS lodging is also centrally 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 "Memo" 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 contact J.P. Morgan, or reported
as fraud with the J.P. Morgan Fraud Department (We need the Fraud Phone
Number). All charges that are centrally billed to the finance office
will include the identity of the employee who incurred the charge.

### [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 approving official and the A/OPC);

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

-   Determine if any transactions should be reported as fraud;

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

-   Sign and date in the signature block, usually located on the last
    page of the statement of account;

-   Give the signed and dated statement to the approving official within
    30 calendar days of the statement date;

-   Pay individually billed items by the due date;

-   Follow any additional local policy or procedures;

-   File original statements of account and original supporting
    documentation in accordance with Bureau/Office policy.

### [Approving Official]{.underline}

The approving official must do the following:

-   Review reconciled statements and receipts;

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

-   Assure that cardholders reconcile their account within 30 business
    days of the statement date;

-   Validate cardholder statements within 30 business days of the
    statement date;

-   Sign and date in the signature block, usually located on the last
    page of the statement of account;

-   Review exception reports; take action as needed; and

-   Ensure the original statements of account and original supporting
    documentation is centrally filed in accordance with Bureau/Office
    policy.

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 approve by the Office of Financial Management and the
Office of Acquisition and Property Management before implementation.

## [Making Payments]{.underline}

There are three ways to make a payment:

-   Mail a check with the return portion from the monthly statement.
    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.

-   On-line at the PaymentNet website. It is necessary to set up a login
    and PaymentNet User ID. Contact an AOPC for assistance.

-   By calling J.P. Morgan at: 888-297-0781. There is no charge for this
    service

```{=html}
<!-- -->
```
-   In accordance with the J.P. Morgan Chase Bank, N.A. GSA SmartPay 2
    Integrated Cardholder Agreement, payment must be made in enough time
    for payment to be received by the date specified on the statement of
    account.

## [Travel Vouchers]{.underline}

Employees are reminded that Departmental policy requires travel vouchers
be submitted within 5 workdays after completion of travel, or no less
frequently than once a month in case of extended travel. Relocation
claims are to be submitted within 5 working days after completion of
each segment of the relocation (house hunting trip, en-route 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 calendar days, designated officials
must sign properly completed travel vouchers with 1 to 2 days of
receipt.

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

## [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 J.P. Morgan.

### [Late Fees]{.underline}

Late fees can be assessed against travel related charges that are
individually billed. A fee of \$25.00 per month will be assessed if the
payment is 126 days past the payment due date. The cardholder must pay
these non-reimbursable fees unless they can show that the travel voucher
was submitted 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.

### [Returned Check Fee]{.underline}

J.P. Morgan charges a *\$25.00* fee for returned checks. This fee is not
reimbursable.

### [Collection Fees]{.underline}

If J.P. Morgan refers a cardholder's account to an attorney for
collection, the cardholder will be responsible for attorney's fees, if
any, as well as the account balance, plus all other costs of collection
and court costs except where prohibited by law.

## [Delinquency]{.underline}

Cardholders must comply with the terms and conditions of the J.P. Morgan
Chase Bank, N.A. GSA SmartPay 2 Integrated 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 J.P. Morgan Chase Bank, N.A. GSA
SmartPay 2 Integrated Cardholder Agreement and the GSA SmartPay 2
contract, payment is due to the bank by the payment due date specified
in the cardholder's statement of account.

### [Suspension or Cancellation Effect on Other Business Lines]{.underline}

All privileges associated with an account will be deactivated 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) on a cardholder's
account.

### [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 J.P. Morgan of
account suspension at 61 calendar days, the NBC 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 can begin.)

### [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 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 J.P.
Morgan Chase Bank, N.A. GSA SmartPay 2 Integrated 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.

### [Due Process]{.underline}

The Department's NBC 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; (e.g., no sooner
than 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.

## [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 J.P. Morgan approved
payment plan may 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. 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 (e.g., 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.); and

-   Current status

## [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 (by
either cash or check) will be authorized except under hardship
conditions approved by the program assistant secretary.

## [Card Reinstatement]{.underline}

The following steps must be followed to reinstate a cancelled charge
card:

-   The canceled account must be paid in full.

-   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.

## [Limited Use and/or Restricted Use Cards]{.underline}

If the cardholder's account was cancelled, the cardholder may apply for
a new account once the cancelled account is paid in full. The new
account will be established as either a limited use or restricted card.
A limited use card may be activated only for periods of official travel.
Restricted use cards have specific restrictions such as reduced spending
limits, no cash access, or no individually billed activity, as
appropriate for the individual circumstances. Refer to Bureau/Office
policy for further information on limited use and restricted use cards,
if applicable. The cardholder may apply for an unlimited no special
restriction card after maintaining their account in good standing for at
least 12 months.

Limited use and restricted use cards may be issued with the following
stipulations:

-   All previously cancelled accounts must be paid in full.

-   Only the travel/fleet business line 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 for limited use cards.

-   The cardholder's supervisor is responsible for notifying the A/OPC
    when to activate/deactivate the limited use card.

-   The account may be established with lower spending limits.

-   Accounts established with no individually billed activity will only
    be authorized to use for airline tickets, rental cars, rental car
    fuel, shuttles, and airport parking associated with official travel.
    All other costs associated with official travel must be paid with
    personal funds, which can be reimbursed through the travel voucher
    process.

# SECTION 3 -- PURCHASE {#section-3-purchase .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

Note: This section is generally directed to non-warranted cardholders
whose use is restricted to micro-purchases. The purchase card is to be
used as a payment mechanism, not a contracting mechanism. The use of the
charge card is not a substitute for the acquisition process. All the
applicable requirements of the Competition in Contracting Act, other
statues and Executive orders, and the Federal Acquisition Regulation
(FAR) apply to purchases made using the purchase card for payment (see
FAR 13.301).

The purchase business line of the DOI integrated charge card may be used
to:

-   Make micro-purchase;

-   Place a task or delivery order (if authorized in the basic contract,
    basic ordering agreement, or blanket purchase agreement); or

-   Make payments, when the contractor agrees to accept payment by the
    card.

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
Government wide Commercial Purchase Card (Integrated Charge Card) shall
be the preferred method to purchase and to pay for micro-purchases".
This section generally applies to non-warranted cardholders. Above the
micro-purchase threshold, the card may be used as a payment tool.

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.

## [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.

## [Purchase Authority Reinstatement]{.underline}

The following steps must be followed to reinstate the purchase business
line:

-   The cancelled account must be paid in full;

-   The cardholder must reapply for the charge card;

-   The cardholder's supervisor must approve the reinstatement;

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

-   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 Bureau lead A/OPC.

Requests for reinstatement of the purchase business line shall be
submitted to Director, Office of Acquisition and Property Management for
approval.

## [Authorized Use]{.underline}

When delegated purchase authority, the cardholder may use the card to
charge supplies, equipment, short-term rental of equipment, some
services, and repairs.

## [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:

    -   Agency inventories;

    -   Excess from other agencies;

    -   Federal prison Industries, Inc. (FPI);

    -   Supplies which are on the Procurement List Maintained By The
        Committee For Purchase From People Who Are Blind Or Severely
        Disabled AbilityOne (formerly JWOD);

    -   Wholesale supply sources;

    -   Federal supply schedules -- Mandatory and Optional use;

    -   Commercial Sources;

-   Consider strategic sourcing

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.

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> 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.

## [Purchase Limits]{.underline}

For non-warranted cardholders, the maximum single-purchase spending
limit is as follows: \$3,000 for supplies, \$2,500 for services, and
\$2,000 for construction. Transactions must not be split into smaller
purchase so that each order falls within the single-purchase limit.
Purposely splitting a purchase may result in the cancellation of
purchasing authority and disciplinary action. Repeated purchases over
short periods of time may be considered splitting requirements.

Contact bureau supporting purchasing office for guidance. Only warranted
cardholders may make purchases over \$3,000.

## [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 bureau 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 month or more);

-   Repairs for GSA vehicles;

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

-   Travel expenses when a card is authorized with only the purchase
    business line;

-   Additionally, official Government 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.

[Copying/Printing]{.underline}

Though not prohibited, it is important to note that the Government
Printing Office (GPO) is the mandatory source for **all** printing
and/or copying requirements, except eligible Indian enterprises may be
utilized by the Bureau of Indian Affairs. Use of a vendor other than
GPO, that is also not an eligible Indian enterprise, requires that a
waiver be obtained from GPO. In any case, the charge card is the
preferred method of payment. The Department of the Interior Copying
Policy is available at <http://www.doi.gov/pam/dpr2004-06.html>. The
policy defines the difference between copying and other types of
printing and specifies the circumstances under which these services may
be obtained from commercial sources without requesting and obtaining a
wavier from GPO.

## [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 they are dealing with. Cardholders may check unknown
    vendors through the Better Business Bureau or the state attorney
    generals' office.

-   Do not arrange transportation, lodging, or car rentals through
    websites other than the DOI Travel Management Center site.

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

-   Guard Passwords. Use different passwords when making a purchase than
    used to log on to 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 website's URL, to ensure transmission is protected. Buy
    only from web vendors that protect online charge card information.

-   Check shipping and handling fees; these fees must be factored into
    the cost of the order. Choose the delivery option that best meets
    needs and track purchases. Keep printouts of the web pages with
    details about the transaction, including return policies. 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.

## [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. In those cases, the cardholder should request
through the Approving Official and A/OPC the transaction be transferred
to centrally billed category, see Section 1.8.2.

## [Documentation and Record Retention]{.underline}

Purchase business line cardholders must attach to the cardholder
statement of account all original receipts and supporting documentation
as applicable: to include but not limited to requisitions, receipts,
packing slips, statement of accounts, Internet confirmation, special
approvals, purchase log, and receiving reports for a period of three
years and may only be destroyed when Bureau review/audit requirements
have been met and documented (see FAR 4.805(b) (4)). All original
receipts and original statements of account must be centrally filed in
accordance with Bureau/Office policy and be made available for audit or
review.

## [Property Accountability]{.underline}

All non-expendable personal and sensitive property purchased and paid
for using the charge card or convenience checks must be reported to the
appropriate Bureau/Office property office for proper Government
identification and as necessary, inclusion in the property
accountability system, in accordance with Bureau/Office property
reporting requirements. The statement of account must be annotated with
the date the action was taken.

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.

## [Reconciling the Cardholder Statement of Account]{.underline}

### [Cardholder]{.underline}

The cardholder must do the following:

-   Verify that each transaction is legitimate and correct.

-   Determine if any transaction(s) need to be transferred from
    individually billed to centrally billed or vice versa; request this
    transfer through the Approving Official and A/OPC.

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

-   Determine if any transaction(s) should be reported as fraud.

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

-   Sign and date on the approval line which is usually located on the
    last page of the statement.

-   Give the signed and dated statement to the Approving Official with
    30 calendar days of the statement date.

-   Pay individually billed items.

-   Follow any additional local policy or procedures.

-   Centrally file original statements of account and original
    supporting documentation in accordance with Bureau/Office policy.

-   If the transaction included the purchase of reportable property,
    enter the date that the property office was notified.

### [Approving Official]{.underline}

The Approving Official must:

-   Review reconciled statements of account 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 30 calendar
    days of the statement date.

-   Validate cardholder statements within 30 calendar days of the
    statement date.

-   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.

-   Ensure the original statements of account and original supporting
    documentation is centrally filed in accordance with Bureau/Office
    policy.

## [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 by the check
writer.

### [Eligibility]{.underline}

Convenience checks are available, at Bureau discretion, in the purchase
business line only. Delegation of convenience check authority must be
approved the Bureau Procurement Chief or equivalent or his/her designee.
However, they are not automatically 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.

### [Authorized Uses]{.underline}

Because of the fees associated with convenience check use, as well as
Federal (41 CFR 208) and Departmental policy, convenience checks may be
used only where charge cards are not accepted by a merchant, for
emergency incident response, and for other approved purposes that comply
with the Debt Collection Improvement Action (see DOI Acquisition Policy
Release 1999-7, 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, e.g., 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; Before a check is issued, the
    requiring organization must make every effort to use the Purchase
    Card. Maximum efforts shall be made to find and use vendors that
    accept the Purchase Card.

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-   Volunteers for reimbursement of expenses;

-   When responding to emergency incidents where the card is not
    accepted, e.g., fire and rescue;

-   Crew chiefs to pay for meals and lodging for their crew when
    responding to an emergency.

### [Restrictions and Limitations]{.underline}

The following are the maximum amounts checks may be issued for without a
written waiver:

-   Supplies - \$3,000;

-   Services - \$2,500;

-   Construction - \$2,000;

-   Emergency incidents to \$10,000, within the limits of contracting
    officer authority;

-   Alaska fire crew chiefs to purchase lodging for themselves and their
    crew - \$25,000.

A written waiver must be obtained from the Director, Office of
Acquisition and Property Management for any checks exceeding these
limits.

Convenience checks must not be used to pay:

-   Vendors who accept the charge card;

-   Vendors under other acquisitions (purchase orders, contract, etc.);

-   On-line auction sites such as EBay (to preserve dispute 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 except as related to
    emergency incidents response;

-   Rental or lease of vehicles when in travel status;

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

-   Convenience checks shall not be issued as an "exchange-for-cash"
    vehicle to establish cash funds.

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;

-   Fuel or oil for vehicles.

### [Ordering and Safeguarding]{.underline}

The initial order must be placed by the A/OPC. The cardholder may place
subsequent orders. Checks are negotiable instruments and must be stored
in a locked container, such as a

safe or metal filing cabinet. Checks must be accounted for appropriately
to prevent loss, theft, or potential forgery. Checks must be reconciled
in the same manner as Purchase Card transactions. Checks are printed on
duplicate paper to facilitate tracking and reconciliation. Duplicate
copies of checks must be retained as a part of the account holders'
original documentation files. Unused checks should periodically be
inventoried by the check writer.

### [Issuing Checks]{.underline}

Checks must be used in sequential order. Each convenience check must be
entered in the check register for tracking purposes to avoid exceeding
the spending limit. Charge card transactions should also be tracked, to
help 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, 2009). 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 issued a refund check, it should be payable
        to USDOI and the Bureau name. Refunds must not be deposited in
        the J.P. Morgan checking account or used for another purchase.

-   MEMO (ADDITIONAL INFORMATION): Information may be entered about the
    purchase, e.g., 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 the first, middle, and last names are
    spelled out in full rather than using initials, the signed name must
    also be spelled out in full.

### [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 a copy of the form. All
checks must be captured and reported because payments from several
government agencies or bureaus may total over \$600 which is the IRS
reporting level for TD 1099 data.

### [Reconciling the Account]{.underline}

In addition to the items in Section 3.11 above, the statement of account
must be checked against the check register to ensure there are no
discrepancies. Any discrepancies must be resolved.

### [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 carbon check, all original receipts, and original supporting
documentation must be centrally filed with the original statement of
account in accordance with Bureau/Office retention policy.

### [Copies of Cleared Checks]{.underline} 

Cleared checks are not returned to the account holder. Check images may
be viewed in PaymentNet. To obtain a copy of a cleared check, call J.P.
Morgan at the telephone number on the back of the charge card.

### [Voiding Checks]{.underline}

In case of an error, or when there is a need to void a check, the
account holder must write "VOID" on the carbon copy, note that check was
voided in the check register, and destroy the original check.

### [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
J.P. Morgan. 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 account holder, a stop payment must be placed on the
initial check before a new check is issued.

### [Stop Payment Orders]{.underline}

To place a stop payment order on a check issued but not yet honored,
notify J.P. Morgan by calling the number on the back of the charge card.
After it has been determined that the check has not been honored, the
carbon copy should be marked "PAYMENT STOPPED".

### [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, approving official or other employee (if approving official 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, date, and signature of the witness.

### [Reporting Lost of Stolen Cards/Checks]{.underline}

If charge cards or convenience checks are lost or stolen, the cardholder
must notify:

-   J.P. Morgan at 888-297-0781;

-   Their supervisor as soon as possible; and

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

The same Federal law that protects personal credit also applies to the
Government charge 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 card/convenience checks or for requesting a
replacement card/convenience checks.

[]{#__RefHeading___Toc214087868 .anchor}Exhibit 3-1 IRS Form 1099
Miscellaneous (See 3.12.6, Collecting IRS 1099 MISC Data)

  -----------------------------------------------------------------------
  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:

  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:

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

#   {#section-1 .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

# SECTION 4 -- FLEET {#section-4-fleet .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

Fleet business line transactions are billed centrally to be paid by the
Government. The fleet business line is a subset of the purchase business
line. Transactions under the fleet business line must comply with all
applicable regulations, including the Federal Acquisition Regulation and
the Federal Property Administrative Services Act of 1949, as amended.
Individuals using the fleet card 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.

## [Eligibility]{.underline}

The integrated charge card can be used for DOI vehicles, equipment,
boats, and small airplanes owned or commercially leased by DOI
Bureau/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.

## [Fleet A/OPC or Fleet Manager]{.underline}

The Fleet A/OPC or Fleet Manager is responsible for card distribution,
record maintenance in [PaymentNet]{.underline}, 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".

## [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 re-delegated.

## [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., law
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.

## [Card Use]{.underline}

If fleet assigned cards are issued, it may be used when purchasing the
following items for motor vehicles, equipment, boats, and small
airplanes either owned or commercially leased by DOI:

-   Fuel;

-   Oil;

-   Supplies/parts;

-   Service; and

-   Repairs

## [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 1-877-352-2255. For more information, please refer to
<http://www.dscr.dla.mil/userweb/dscrld/Re-refined/RR.htm>.

## [Prohibited Uses]{.underline}

The card must not be used for:

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

-   Services and repair for privately owned vehicles.

## [Central Billing of Charges]{.underline}

Transactions on the fleet business line should centrally bill to be paid
directly by the Government.

## [Documentation and Record Retention]{.underline}

All fleet receipts must be maintained in accordance with Bureau/GSA
instructions. Original 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 J.P. Morgan. Data collection needs to satisfy
external reporting requirements should be taken into consideration.

## [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.

### [Cardholders]{.underline}

Cardholders must:

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

-   Ensure proper documentation is attached for each purchase, e.g.,
    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 transaction(s) need to be transferred from
    centrally billed to individually billed.

-   Determine if any transaction(s) need to be disputed; the dispute
    must be initiated within 60 days of the date of the statement of
    account showing the transaction.

-   Determine if any transaction(s) need to be reported as fraud.

-   Sign and date the statement of account or prepare and sign and date
    a certification for all statements received.

-   Give the signed and dated statements/certification to the approving
    official within 30 calendar days of the statement date.

-   Centrally file the original certification, original statements of
    account and original supporting documentation in accordance with
    Bureau/Office policy.

### [Approving Official]{.underline}

The approving official must:

-   Review reconciled statements of account, receipts and cover
    certification, if applicable.

-   Assure that the cardholder reconciles the account within 30 calendar
    days of the statement date.

-   Validate fleet statements by signing and dating the statements of
    account or cover certification within 30 calendar days of the
    statement date.

-   Review exception reports; take action as needed.

-   Ensure the original certification, original statements of account
    and original supporting documentation are centrally filed in
    accordance with Bureau/Office policy.

# SECTION 5 -- PURCHASE -- AVIATION FLEET {#section-5-purchase-aviation-fleet .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

DOI aircraft pilots and personnel with aviation related duties employed
by the government but not employed by the Aviation Management Division
(AMD) may be issued a charge card authorized by AMD in addition to the
card authorized by their employing bureau. The AMD card is to be used
for aviation items and refueling only. Any suspension or cancellation of
their employing agency-issued card will result in suspension or
cancellation of the AMD card. Official travel expenses should be charged
to the card issued by their employing agency. AMD authorized cards are
issued under the purchase business line to a specific individual and
will be embossed with that same individual's name, not a vehicle
identification number.

Note: This section is generally directed to non-warranted aviation
cardholders whose use is restricted to micro-purchases. The purchase
card is to be used as a payment mechanism, not a contracting mechanism.
The use of the charge card is not a substitute for the acquisition
process. All the applicable requirements of the Competition in
Contracting Act, other statues and Executive Orders, and the Federal
Acquisition Regulation (FAR) apply to purchases made using the charge
card for payment (see FAR 13.301).

The Aviation business line of the DOI integrated charge card may be used
to:

-   Make a micro-purchase;

-   Place a task or delivery order (if authorized in the basic contract,
    basic ordering agreement, or blanket purchase agreement); or

-   Make payments when the contractor agrees to accept payment by the
    card.

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 the Freedom of Information Act, lists of cardholders
with purchase authority are public information. Only the cardholder's
office address may be used as the address of record for the bank's
system.

## 5.1 [Eligibility]{.underline} {#eligibility-4 .unnumbered}

Applicants for a charge card are required to complete training
officially approved by DOI before a charge card application will be
approved. Cardholders must also complete refresher training when a need
for more training is shown. The mandatory training is available on the
DOI Intranet. URL is <http://training.nbc.gov/chargecard/>. The training
website can only be accessed from a DOI computer. Cardholder training
has four sections. All applicants must complete the Program Overview
section and any other sections applicable to the business lines
authorized by their branch chief. Cardholders with approval to add a
business line must have successfully completed the corresponding on-line
training for that business line before their charge card account will be
modified.

The four sections of the Cardholder training are:

Program Overview -- To be completed by all charge card applicants;

Travel Business Line -- To be completed if approved for this business
line

Purchase Business Line -- To be completed if approved for this business
line

Convenience Checks -- Must also complete the Purchase Business Line
training (not all cardholders with the Purchase Business Line will be
authorized convenience checks).

5.2 [Purchase Authority Reinstatement]{.underline}

The following steps must be followed to reinstate the aviation business
line:

-   The cardholder must reapply for the charge card.

-   The cardholder's supervisor must approve the reinstatement.

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

-   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 NBC
    procurement chief and the AMD lead A/OPC.

Requests for reinstatement of the purchase business line shall be
submitted to the Director, Office of Acquisition and Property Management
for approval.

## 5.3 [Authorized Use]{.underline} {#authorized-use-1 .unnumbered}

When delegated purchase authority, the cardholder may use the card to
charge aircraft equipment, services and repairs, and aviation
mission-related items.

## 5.4 [Procedural Requirements]{.underline} {#procedural-requirements-1 .unnumbered}

-   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:

    -   Agency inventories;

    -   Excess from other agencies;

    -   Federal Prison Industries, Inc. (FPI);

    -   Supplies which are on the Procurement List Maintained By The
        Committee For Purchase From People Who Are Blind Or Severely
        Disabled (AbilityOne (formerly JWOD));

    -   Wholesale supply sources;

    -   Federal supply schedules -- Mandatory and Optional use;

    -   Commercial Sources.

-   Be aware of commodities and services that have been strategically
    sourced. See AMD Fleet Activities Specialist for more information.

Cardholders shall:

-   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.

## 5.5 [Purchase Limits]{.underline} {#purchase-limits-1 .unnumbered}

For non-warranted cardholders, the maximum single-purchase spending
limit is as follows: \$3,000 for supplies, \$2,500 for services, and
\$2,000 for construction. Transactions must not be split into smaller
purchase so that each order falls within the single-purchase limit.
Purposely splitting a purchase may result in the cancellation of
purchasing authority and disciplinary action. Repeated purchases over
short periods of time may be considered splitting requirements. Contact
AMD Fleet Activities Specialist for guidance. Only warranted cardholders
may make purchases over \$3,000.

## 5.6 [Prohibited Uses]{.underline} {#prohibited-uses-2 .unnumbered}

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 AMD Fleet Activities Specialist for details.

The card *must not* be used to purchase:

-   Firearms and weapons;

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

-   Repairs for GSA vehicles;

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

-   Travel expenses;

## 5.7 [Using the Card Over the Internet]{.underline} {#using-the-card-over-the-internet-1 .unnumbered}

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 who they are dealing with. Cardholders may check unknown
    vendors through the Better Business Bureau or the Office of the Sate
    Attorney General.

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

-   Guard Passwords. Use different passwords when making a purchase than
    used to log on to 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 website's URL, to ensure transmission is protected. Buy
    only from web vendors that protect online charge card information.

-   Check shipping and handling fees. Do not forget to factor these into
    the cost of the order. Choose the delivery option that best meets
    needs and track purchases. Keep printouts of the web pages with
    details about the transaction, including return policies. 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.

## 5.8 [Central Billing of Transactions]{.underline} {#central-billing-of-transactions-1 .unnumbered}

Transactions should bill centrally to the Government. However, if a
transaction individually bills that have centrally billed the cardholder
should request through the Approving Official and A/OPC the transaction
be transferred to centrally billed category. See Section 1.8.2.

## 5.9 [Documentation and Record Retention]{.underline} {#documentation-and-record-retention-4 .unnumbered}

Documentation and record retention of AMD charge card are per AMD Fleet
Charge Card Guide.

## 5.10 [Property Accountability]{.underline} {#property-accountability-1 .unnumbered}

All non-expendable personal and sensitive 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. The statement of account must be annotated with
the date the action was taken.

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.

## 5.11 [Reconciling the Statement of Account]{.underline} {#reconciling-the-statement-of-account-1 .unnumbered}

###  5.11.1 [Cardholder]{.underline} {#cardholder-2 .unnumbered}

The cardholder must do the following:

-   Verify that each transaction is legitimate and correct.

-   Determine if any transaction(s) need to be transferred from
    individually billed to centrally billed or vice versa. Request this
    transfer through the Approving Official and A/OPC.

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

-   Determine if any transaction(s) should be reported as fraud.

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

-   Sign and date on the approval line, which is usually located on the
    last page of the statement.

-   See AMD Fleet Charge Card Guide for submission of original
    statement.

-   Follow any additional AMD policy or procedures.

-   Centrally file original statements of account and original
    supporting documentation in accordance with AMD policy.

-   If the transaction included the purchase of reportable property,
    enter the date that the property office was notified.

###  5.11.2 [Approving Official]{.underline} {#approving-official-3 .unnumbered}

The Approving Official for the aviation fleet charge card in the lower
48 conterminous United States will be AMD Chief, Division of Technical
Services and must:

-   Review reconciled statements of account and receipts.

-   Assure that cardholders reconcile their account within 30 calendar
    days of the statement date.

-   Validate cardholder statements within 30 calendar days of the
    statement date.

-   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.

-   Ensure the original statements of account and original supporting
    documentation is centrally filed in accordance with AMD policy.

# SECTION 6 -- PURCHASE-- UNIFORM (BLM & BOR) {#section-6-purchase-uniform-blm-bor .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

Due to the special requirements of the uniform program, such as the need
to track and control annual uniform allowances, the uniform drawdown
card is issued separately from the integrated card.

Cardholders are assigned an annual uniform allowance charge limit during
the application phase. During the year, this charge limit is drawn down
as uniform items are purchased; the charge limit is then refreshed at
the beginning of the next fiscal year.

The uniform drawdown card is issued in charge limit increments of \$100,
with a maximum annual charge limit of \$800. This \$800 limit is the
maximum annual uniform allowance that is permitted by law. The
supervisor determines the specific authorization amount. The uniform
A/OPC, with approval from the supervisor, will process any changes to
uniform allowance amount.

## 6.1 [Eligibility]{.underline} {#eligibility-5 .unnumbered}

Designated law enforcement employees and other permanent employees
required to wear the agency uniform must have a uniform drawdown card to
purchase uniform components.

## [Uniforms for Temporary Employees]{.underline}

The purchase business line may be used to purchase uniform items for
temporary employees when there is not enough time to issue them a
uniform drawdown card to acquire their uniform, or when the duration of
their appointment does not warrant issuing a uniform drawdown card.

NOTE: Administrative and Legal Guidance

Office of Management and Budget (OMB) Circular No. A-30 (1966)
implements the provisions of the Federal Uniform Allowance Act (P.L.
89-554). It also establishes rules for allowances for temporary or
substitute employees: \"The amount payable to a temporary or substitute
employee who is otherwise eligible for a uniform allowance shall be
determined by adjusting the standard for an annual allowance to take
account of any reduced requirements which result from the limited period
and nature of employment \"

## [Using the Card]{.underline}

To distinguish it, the uniform drawdown card is red and is embossed with
words identifying it as a uniform card. The annual charge limit is
indicated in the documentation received with the card.

The uniform card must only be used for authorized uniform items from
authorized uniform vendors. The card must not be used to purchase items
other than authorized uniform components, to purchase uniform items for
someone other than the cardholder, or to purchase uniforms for
volunteers.

## 6.4 [Central Billing.]{.underline} {#central-billing. .unnumbered}

All transactions using the Uniform card are centrally billed.

# APPENDIX A: ACRONYMS AND DEFINITIONS {#appendix-a-acronyms-and-definitions .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

[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 J.P. Morgan and the Office of Acquisition and
Property Management (PAM), Office of Financial Management (PFM), and the
CCSC on technical and policy issues.

[Approving Official:]{.underline} Individual responsible for oversight
and monitoring of designated cardholders' compliance with established
rules and procedures. (Usually the cardholder's supervisor)

[ATM Privileges:]{.underline} Privileges that may be authorized on a
charge card account to allow a cardholder to obtain limited cash
advances for official travel expenses via ATM. Can search on a listing
of ATM locations at www.chase.com (search is located in the upper right
hand corner).

[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 J.P. Morgan Chase Bank, N.A. GSA
SmartPay 2 Integrated Cardholder Agreement. The Agreement formally
documents and assigns the banks 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.

[Central Account ID:]{.underline} A 7-digit number that uniquely
identifies a Bureaus central account. Some PAYMENTNET maintenance
requires inputting the central account ID. See the Bureau lead A/OPC for
more information.

[Central Account Number:]{.underline} The "parent" account for each
Bureau that receives no transactions, and provides an umbrella for all
charges to the individual accounts below it.

[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 banks
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 J.P. Morgan paper check available
only under the purchase business line to be used only when a vendor will
not accept the charge card, electronic funds transfer (EFT), or purchase
order. The checks are personalized with the cardholder's name, agency,
office address and single purchase limit, and can only be issued by the
cardholder.

[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.

[Credit Worthiness:]{.underline} In accordance with Section 639 of the
Consolidated Appropriations Act, 2005, P.L. 108-477, as prescribed in
revised OMB Circular A-123, Appendix B, Improving the Management of
Government Charge Card Programs, Chapter 6, a credit check will be
conducted on all new Government charge card applicants.

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

[Delinquency:]{.underline} Cardholder failure to meet the payment due
date, measured in 30-day increments. Delinquency results in card
suspension at 61 days, and card cancellation at 96 days.

[Dispute:]{.underline} The action a cardholder takes when an incorrect
charge appears on the statement. Disputes are the cardholder
responsibility, but the A/OPC can advise on procedures.

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

[Hierarchy Transfer:]{.underline} Movement of a cardholder from one
hierarchy to another. If the cardholder is being moved within a Bureau,
the A/OPC can perform the transfer in PAYMENTNET. Transfers between
Bureaus require the old account to be closed, and the cardholder must
reapply for a card at the new Bureau.

[Individually Billed (IB):]{.underline} Reimbursable transactions that
the cardholder must pay. Examples include meals and ATM cash advances.

[Integrated:]{.underline} Two or more business lines whose processes are
combined on the front end (e.g., at a minimum, account maintenance and
customer service) or the back end (e.g., 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 access,
as appropriate for the individual circumstance. Activation and
deactivation card management is required for at least one year.

[Management Control:]{.underline} From OMB 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 Account 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 selected this
code with their 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.

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

[PaymentNet:]{.underline} a J.P. Morgan Internet based system to help
perform administrative changes to cardholder information and analyze
program activities. All DOI cardholders may have access to PaymentNet. A
User ID and password from J.P. Morgan are required. (Contact bureau
AOPC) PaymentNet can be accessed at:
[https://gov1.paymentnet.com](https://gov1.paymentnet.com/)

[Queue:]{.underline} A group of electronic requests that have been
complied in PaymentNet for an A/OPC to review. The requests are changes
within PAYMENTNET that the A/OPC must approve or deny.

[Reporting Tool:]{.underline} A report scheduling and viewing function
available through PAYMENTNET to assist in managing the card program.

[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.

[Strategic Sourcing:]{.underline} The process of continually analyzing
the way agencies spend funds through contracts, delivery orders, and
through the Government purchase card program in order to ensure that
agencies are achieving discounts on commonly purchased goods and
services.

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

[Transaction Transfer:]{.underline} Movement of a transaction from
individually billed to centrally billed or from centrally billed to
individually billed, approved by the approving official and sent to the
A/OPC from the cardholder or approving official.

[User Roles:]{.underline} The authorization level a PAYMENTNET user is
given to access screens and perform PAYMENTNET tasks.

# APPENDIX B: FORMS {#appendix-b-forms .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

A variety of forms, including the following, are available for printing
at www.doi.gov/PAM/chargecard.

-   DOI Integrated Account (Integrated Charge Card Account
    Setup/Application)

-   DOI Vehicle Fleet Account

-   DOI Uniform Account (BOR Use Only)

-   DOI Uniform Account for Bureau of Land Management (BLM only)

The following forms are available for download at [\[to be
inserted\]]{.mark}

-   Dispute Form

-   Hierarchy Structure Change Request

-   Point of Contact Information

-   Order Convenience Checks

-   Transfer Transactions for Integrated Accounts

# APPENDIX C: PENALTIES FOR MISUSE {#appendix-c-penalties-for-misuse .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

See Section 1.8.4 Misuse; also see DOI Handbook on Charges and Penalty
Selection for Disciplinary and Adverse Actions, Part III, Table of
Penalties located at <http://elips.doi.gov/elips/release/3738.htm>.

For travel-related issues see FAM 2000-10 located at
<http://www.doi.gov/pfm/fams/fam2000-10.html>, Resolving Delinquencies
on Individually Billed Travel Charge Card Accounts.

# APPENDIX D: REPORTING TOOL {#appendix-d-reporting-tool .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

The reporting tool designed at assist in the management of the card
program by providing data derived from PAYMENTNET may be accessed at
[https://gov1.paymentnet.com](https://gov1.paymentnet.com/)

A/OPC's, 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; and

-   Tracking spending.

A listing of available reports with detailed descriptions, suggested
uses and update frequency can be found in PAYMENTNET. 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:

-   PDF (Acrobat Reader)

-   RTF (Microsoft Word, WordPerfect)

-   XLS (Microsoft Excel/Microsoft Access)

-   XML (Extensible Markup Language)

Some of the more frequently run reports include:

-   Delinquency -- cardholders with past due balances;

-   Account Listing -- listing of cardholders;

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

-   Account Activity Travel -- travel-related transactions by
    cardholder;

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

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

-   Cancellation -- accounts that have been closed due to delinquency.

Exception Reports. Reports specifically created at DOI\'s request
designed to identify potential misuse are also available. Contact a
bureau A/OPC for details.

# APPENDIX E: RELATED WEBSITES {#appendix-e-related-websites .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

**DOI Integrated Charge Card Homepage** --
<http://www.doi.gov/pam/chargecard> - includes the DOI Charge Card
Policy, updates such as Charge Card Bulletins, and Internet links to
program support.

**DOI Integrated Charge Card Training for Agency/Organization Program
Coordinators** --
[https://chargecardtraining.nbc.gov](https://chargecardtraining.nbc.gov/)
-- online mandatory A/OPC training.

**DOI Integrated Charge Card Training for Approving Officials** --
[https://chargecardtraining.nbc.gov](https://chargecardtraining.nbc.gov/)
(Intranet version) which is the preferred office access or for those
stationed at a non-DOI location and/or without Intranet access, the
training can be accessed from the Internet at
[https://cctrain.nbc.gov](https://cctrain.nbc.gov/) (training from the
Internet will delay updating training records by one to three business
days).

**DOI Integrated Charge Card Training for Cardholders** --
[https://chargecardtraining.nbc.gov](https://chargecardtraining.nbc.gov/)
(Intranet version) which is the preferred office access or if stationed
at a non-DOI location and/or without Intranet access, the training can
be accessed from the Internet at
[https://cctrain.nbc.gov](https://cctrain.nbc.gov/) (training from the
Internet will delay updating training records by one to three business
days). The Internet version needs to be used for new employees that are
not in the Federal Personnel and Payroll System (FPPS), the Internet
version is a self-registration format, so the new employee is able to
take the training and receive a charge card.

**Tax Exemptions** --
<http://www.fss.gsa.gov/services/gsa-smartpay/taxletter> and
<http://www.doi.gov/pam/chargecard/exempt.html> - 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.

**J.P. Morgan PAYMENTNET** -
[https://gov1.paymentnet.com](https://gov1.paymentnet.com/) allows
online account inquiry/maintenance; links include reporting tool, forms,
training, MCC table, FAQs, and help.

**Committee for Purchase from People Who Are Blind or Severely
Disabled** -- [www.jwod.com](http://www.jwod.com/) -- products and
services, how to participate with AbilityOne (formerly JWOD).

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

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

**GSA Advantage** --
[www.gsaadvantage.gov](http://www.gsaadvantage.gov/) -- products and
services.

**GSA SmartPay** --
[www.gsa.gov/smartpay](http://www.gsa.gov/smartpay) - includes GSA
SmartPay Program Overview, FAQ, GSA SmartPay 2, Tax Information, and
Publications and Presentations.

**DOI GovTrip** -- [www.govtrip.com](http://www.govtrip.com/) -- DOI
E-Gov Travel vendor.

# APPENDIX F: SAMPLE TAX EXEMPT CARD {#appendix-f-sample-tax-exempt-card .Style-Heading-1-+-Times-New-Roman-12-pt-Not-Bold-Left:--0\"-Firs... .unnumbered}

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