**United States Department of the Interior**

**Integrated Charge Card Program Policy Manual**

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June 2008

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Table of Contents

[INTRODUCTION 6](#introduction)

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

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

[1.1 Eligibility 8](#eligibility)

[1.2 Credit Worthiness 8](#credit-worthiness)

[1.2.1 Credit Scores 8](#credit-scores)

[1.2.2 Alternative to credit scores 9](#alternative-to-credit-scores)

[1.2.2.1 When the employee is found not eligible for a card
9](#when-the-employee-is-found-not-eligible-for-a-card)

[1.2.2.2 Obtaining a copy of a credit report
9](#obtaining-a-copy-of-a-credit-report)

[1.2.2.3 Moving from a restricted card to a standard card
9](#moving-from-a-restricted-card-to-a-standard-card)

[1.2.2.4 Circumstances in which credit worthiness restrictions may be
temporarily lifted
10](#circumstances-in-which-credit-worthiness-restrictions-may-be-temporarily-lifted)

[1.2.2.5 Will my Government charge card spending line affect my personal
credit?
10](#will-my-government-charge-card-spending-line-affect-my-personal-credit)

[1.3 Charge Card Delivery 10](#__RefHeading___Toc199666146)

[1.3.1 New Employees 10](#__RefHeading___Toc199666147)

[1.4 Roles and Responsibilities 10](#roles-and-responsibilities)

[1.4.1 Assistant Secretary -- Policy, Management, and Budget (AS-PMB)
10](#__RefHeading___Toc199666149)

[1.4.2 Director, Office of Acquisition and Property Management (PAM)
10](#__RefHeading___Toc199666150)

[1.4.3 Director, Office of Financial Management (PFM)
11](#__RefHeading___Toc199666151)

[1.4.4 National Business Center (NBC), Charge Card Support Center (CSC)
11](#__RefHeading___Toc199666152)

[1.4.5 Office of Inspector General (OIG)
11](#__RefHeading___Toc199666153)

[1.4.6 Assistant Directors for Administration (ADAs
11](#__RefHeading___Toc199666154)

[1.4.6.1 Bureau/Office Requirements 11](#__RefHeading___Toc199666155)

[1.4.6.2 Bureau Lead, Agency/Organization Program Coordinator (A/OPC)
12](#__RefHeading___Toc199666156)

[1.4.6.3 Approving Official 12](#__RefHeading___Toc199666157)

[1.4.6.4 Managers, Supervisors, and Approving Officials
13](#__RefHeading___Toc199666158)

[1.4.6.5 Cardholder 13](#__RefHeading___Toc199666159)

[1.5 Administrative 15](#administrative)

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

[1.5.2 Tax Exemption 15](#tax-exemption)

[1.6 Delegation of Authority 16](#delegation-of-authority)

[1.6.1 Micro-purchases 16](#micro-purchases)

[1.6.1.1 Appointment 16](#appointment)

[1.6.1.2 Termination 16](#termination)

[1.6.2 Simplified Acquisitions 16](#simplified-acquisitions)

[1.7 Waivers/Deviations 17](#__RefHeading___Toc199666168)

[1.8 Management Controls 17](#management-controls)

[1.8.1 EAGLS (Electronic Account Government Ledger System)
17](#eagls-electronic-account-government-ledger-system)

[1.8.2 Transferring Transactions 18](#transferring-transactions)

[1.8.3 Reports 18](#reports)

[1.8.3.1 Exception Reports 18](#exception-reports)

[1.8.4 Misuse 18](#misuse)

[1.9 Merchant Category Codes 20](#merchant-category-codes)

[1.10 Disputes 20](#disputes)

[1.11 Fraud 20](#fraud)

[1.12 When a Cardholder Leaves DOI 20](#when-a-cardholder-leaves-doi)

[1.13 Absence from Active Duty 21](#absence-from-active-duty)

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

[Exhibit 1-1 General Guideline to Charge Card Use by Business Line
22](#__RefHeading___Toc199666181)

[Exhibit 1-2 Sample Approving Official Checklist
23](#__RefHeading___Toc199666182)

[SECTION 2 -- TRAVEL 27](#section-2-travel)

[2.1 Corporate Accounts 27](#corporate-accounts)

[2.2 Mission Critical 28](#mission-critical)

[2.2.1 When Delinquent 28](#when-delinquent)

[2.3 Mandatory Use 29](#mandatory-use)

[2.3.1 Exceptions from Mandatory Use 29](#exceptions-from-mandatory-use)

[2.4 Restrictions and Limitations 29](#restrictions-and-limitations)

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

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

[2.7 ATM/Travel Advances 30](#atmtravel-advances)

[2.7.1 Hardship Cases 31](#hardship-cases)

[2.7.2 ATM Terminal Fees 31](#atm-terminal-fees)

[2.7.3 Cash Advance Fees 31](#cash-advance-fees)

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

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

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

[2.9.2 Cardholder 32](#cardholder)

[2.9.3 Approving Official 33](#approving-official)

[2.10 Making Payments 33](#making-payments)

[2.11 Travel Vouchers 33](#travel-vouchers)

[2.12 Fees 34](#fees)

[2.12.1 Late Fees 34](#late-fees)

[2.12.2 Returned Check Fee 34](#returned-check-fee)

[2.12.3 Collection Fees 34](#collection-fees)

[2.13 Delinquency 34](#delinquency)

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

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

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

[2.13.4 Due Process 36](#due-process)

[2.14 Credit Bureau Reporting 36](#credit-bureau-reporting)

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

[2.16 Card Reinstatement 37](#card-reinstatement)

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

[SECTION 3 -- PURCHASE 38](#section-3-purchase)

[3.1 Eligibility 38](#eligibility-1)

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

[3.3 Authorized Use 39](#authorized-use)

[3.4 Procedural Requirements 39](#procedural-requirements)

[3.5 Purchase Limits 40](#purchase-limits)

[3.6 Prohibited Uses 40](#prohibited-uses)

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

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

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

[3.10 Property Accountability 42](#property-accountability)

[3.11 Reconciling the Statement of Account
42](#reconciling-the-statement-of-account-1)

[3.11.1 Cardholder 42](#cardholder-1)

[3.11.2 Approving Official 43](#approving-official-1)

[3.12 Convenience Checks 43](#convenience-checks)

[3.12.1 Eligibility 43](#eligibility-2)

[3.12.2 Authorized Uses 44](#authorized-uses)

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

[3.12.4 Ordering and Safeguarding 45](#ordering-and-safeguarding)

[3.12.5 Issuing Checks 45](#issuing-checks)

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

[3.12.7 Reconciling the Account 46](#reconciling-the-account)

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

[3.12.9 Copies of Cleared Checks 46](#copies-of-cleared-checks)

[3.12.10 Voiding Checks 46](#voiding-checks)

[3.12.11 Issuing Replacements 46](#issuing-replacements)

[3.12.12 Stop Payment Orders 47](#stop-payment-orders)

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

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

[Exhibit 3-1 IRS Form 1099 Miscellaneous (See 3.12.6, Collecting IRS
1099 MISC Data) 48](#__RefHeading___Toc199666245)

[SECTION 4 -- FLEET 49](#section-4-fleet)

[4.1 Eligibility 49](#eligibility-3)

[4.2 Fleet A/OPC or Fleet Manager 49](#fleet-aopc-or-fleet-manager)

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

[4.4 Account Holder/Account Name 49](#account-holderaccount-name)

[4.5 Card Use 50](#card-use)

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

[4.7 Prohibited Uses 50](#prohibited-uses-1)

[4.8 Central Billing of Charges 50](#central-billing-of-charges)

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

[4.10 Reconciling Statements 51](#reconciling-statements)

[4.10.1 Cardholders 51](#cardholders)

[4.10.2 Approving Official 51](#approving-official-2)

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

[APPENDIX B: FORMS 57](#appendix-b-forms)

[APPENDIX C: PENALTIES FOR MISUSE 58](#appendix-c-penalties-for-misuse)

[APPENDIX D: REPORTING TOOL 59](#appendix-d-reporting-tool)

[APPENDIX E: RELATED WEBSITES 60](#appendix-e-related-websites)

[APPENDIX F: SAMPLE TAX EXEMPT CARD
62](#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 Bank of America's MasterCard. This card is
specifically designed with the "United States of America" printed next
to the seal and the words "For Official Government Use Only, U.S.
Department of the Interior, Tax Exempt ID 140001849" printed on the card
to avoid being mistaken for a personal credit card.

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

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

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

This 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 DOI Integrated
Charge Card Program is available on the internet at
<http://www.doi.gov/pam/chargecard/>.

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

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

General contact information for Bank of America is:

Bank of America

Government Card Services Unit (GCSU)

P.O. Box 1637

Norfolk, Virginia 23501-1637

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

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

Dialing Instructions:

1.  Make sure you have an outside line.

2.  Enter the AT&T Direct Access Number for the country you are in;
    e.g., in Germany, it is 0800-225-5288.

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

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

# RELATED INFORMATION AND REFERENCES {#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 Program

-   Federal Property Management Regulation, 41 CFR, Chapter 101

-   Government Printing and Binding Regulation, Government Printing
    Office

-   Agreement Between the DOI Employee and Bank of America

-   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 with 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 check 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.

During the initial implementation period, current charge cardholders who
were issued a charge card prior to October 2005 have been grandfathered
in and are not subject to this requirement. Those issued a charge card
between October 2005 and August 2006 who had a card with reduced
spending limits may contact their agency/organization program
coordinator (A/OPC) to request a change to the standard spending limits.

### [Credit Scores]{.underline}

Bank of America 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.

First time applicants with a credit score of 660 or higher will receive
a charge card with standard spending limits. Credit scoring information
is available at [www.myfico.com](http://www.myfico.com/).

For the first time travel business line applicant with a credit score of
less than 660, the bank may issue a card, but restrictions that are more
stringent will apply.

In order for a first time applicant to receive a card to which standard
agency restrictions apply, a credit score must be obtained for that
employee. That score must be 660 or higher. Employee must indicate their
consent in the appropriate place on the revised DOI integrated charge
card application, dated September 5, 2007, or the most current
application. The revised application form is available on the internet
at <http://www.gcsuthd.bankofamerica.com/forms/applications.asp> as well
as at <http://www.doi.gov/pam/chargecard>. Older versions of the
application will not be accepted.

For the applicant with a credit score of less than 660, a card with more
stringent restrictions will be issued; e.g., reduced spending authority;
restricted ATM use, if applicable; limited 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 are not subject to this requirement.

### [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 OMB Circular
allows a card with the most 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 A/OPC will be notified by Bank of America if the applicant is not
eligible for a card, or if a restricted card will be issued. The A/OPC
will notify both the cardholder and their supervisor.

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

If a restricted card is issued, or no card, the employee may request a
free copy of their credit report by contacting Equifax Credit
Information Services at 1-800-685-1111. General credit scoring
information is available on-line at
[www.equifax.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 their last credit check.

#### [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 or Office 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 my Government charge card spending line affect my personal credit?]{.underline}

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

1.  []{#__RefHeading___Toc199666146 .anchor}[Charge Card
    Delivery]{.underline} For standard delivery, a new cardholder will
    receive:

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

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

-   An ATM personnel identification number (PIN) letter with the initial
    PIN and explanation of how to customize the PIN (travel business
    line); and,

-   An EAGLS user ID and password.

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 prior to
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___Toc199666147 .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 charge card if required to travel.

## [Roles and Responsibilities]{.underline}

2.  []{#__RefHeading___Toc199666149 .anchor}[Assistant Secretary --
    Policy, Management, and Budget (AS-PMB)]{.underline} has overall
    responsibility for managing the program, ensuring that the program
    complies with Federal and Departmental laws and/or regulations, and
    monitoring program effectiveness.

3.  []{#__RefHeading___Toc199666150 .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 contact for GSA, OMB, and GAO. PAM will
    provide leadership for the program, establish management reports for
    the purchase and fleet programs, and assistance to A/OPCs.

4.  []{#__RefHeading___Toc199666151 .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,
    establish management reports for the travel program, confer with
    A/OPCs and finance offices regarding the travel business line
    issues, and support PAM in overseeing the charge card program by
    developing and issuing guidance regarding management controls and
    financial aspects.

5.  []{#__RefHeading___Toc199666152 .anchor}[National Business Center
    (NBC), Charge Card Support Center (CSC)]{.underline} has the
    operational responsibility to carry out the policies issued by PAM
    and PFM. NBC is the primary point of contact for providing support
    services to DOI Bureaus and other Federal agencies on a cross
    servicing or tag-along basis. NBC activities may include contract
    administration activity, Bureau implementation support, system
    interfaces to finance and property systems, Departmental reporting
    and data administration, development and delivery of training
    classes, management control reviews, program development and
    operations refinement, security administration, payroll offset
    administration, and help desk support.

6.  []{#__RefHeading___Toc199666153 .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___Toc199666154 .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 an A/OPC and other
    appropriate officials to oversee the charge card program; developing
    Bureau-specific procedures for card use; ensuring program
    management, security, and cardholder accountability; overseeing
    account reconciliation and payment; conducting scheduled
    documentation and transaction reviews; and initiating Bureau
    accounts with the charge card contractor. NOTE: Some Bureaus/Offices
    may not use the Assistant Director for Administration title; in
    these instances, the position equivalent to the Assistant Director
    for Administration has these responsibilities.

    1.  []{#__RefHeading___Toc199666155 .anchor}[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 EAGLS 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.  []{#__RefHeading___Toc199666156 .anchor}[Bureau Lead,
    Agency/Organization Program Coordinator (A/OPC)]{.underline} is a
    Bureau/Office's primary liaison with the charge card contractor and
    PAM, PFM, and CSC. Bureau lead A/OPC's responsibilities include
    overseeing the establishment and maintenance of master file/official
    cardholder listings and related office credit limitations. Bureau
    lead A/OPCs may be supported by regional or field A/OPCs with
    distinct responsibilities. A/OPCs at all levels are authorized to
    cancel charge cards and suspend accounts, report allegations of
    charge card misuse to the OIG for further investigation, and to
    interact with cardholders' supervisors regarding other misuse and
    payment delinquency issues. To aid A/OPCs in carrying out these
    duties, all A/OPCs are required to complete the Department of the
    Interior Charge Card Training for A/OPCs, cardholders, and approving
    officials, which are available at
    [https://chargecardtraining.nbc.gov](https://chargecardtraining.nbc.gov/).
    Specifically, A/OPCs will:

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

-   Conduct or participate in charge card reviews in accordance with
    Departmental and Bureau charge card policy;

-   Carefully review all cardholder applications and requests;

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

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

Regional and/or field A/OPCs must report to the next higher level A/OPC
any cases 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.  []{#__RefHeading___Toc199666157 .anchor}[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 can be accessed via **intranet** at
        [https://chargecardtraining.nbc.gov](https://chargecardtraining.nbc.gov/)
        (preferred office access) or if you are stationed at a non-DOI
        location and/or do not have 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 your training record by
        one to three business days).

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

2.  []{#__RefHeading___Toc199666158 .anchor}[Managers, Supervisors, and
    Approving Officials]{.underline} must:

-   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 supervisor's 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 their 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.  []{#__RefHeading___Toc199666159 .anchor}[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 Agreement between the Department of the Interior
    employee and Bank of America, N.A. (USA).

Errors and discrepancies must be promptly identified and disputes or
transaction transfers initiated, as necessary. 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 Agreement between the
    Department of the Interior employee and Bank of America; and,

-   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 must *do* the following:

-   Sign and verify receipt of the charge card as soon as it arrives.
    Verifying receipt of the card using the instructions printed on the
    sticker will inform the bank that the 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. As a management
    control, any new card that has not been verified that it has been
    received 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; and 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 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, 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/OPCs, 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 if you are stationed at a non-DOI location
and/or do not have 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 your training record by
one to three business days). The A/OPC training is only available on the
intranet.

All cardholders, A/OPCs, and approving officials must review and/or
become familiar with:

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

-   The Agreement between the Department of the Interior employee and
    Bank of America, N.A. (USA). The Agreement immediately follows the
    application or can be accessed at
    <https://www.gcsuthd.bankofamerica.com/forms/pdf/DOI_Cardholder_Agreement.pdf>;

-   The MasterCard Guide to Benefits.

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

### [Tax Exemption]{.underline}

Most state laws and regulations limit tax exemption status to direct
payment by the Government; e.g., centrally billed transactions such as
supplies. State-specific tax information is on the internet at
<http://www.fss.gsa.gov/services/gsa-smartpay/taxletter> and on DOI's
web page at
[www.doi.gov/pam/chargecard/exempt.html](http://www.doi.gov/pam/chargecard/exempt.html).
Cardholders must inform vendors of their exempt status. A/OPCs will
assist cardholders as needed. DOI's tax-exempt identification number
"140001849" is printed on each card. That number has been registered
with state taxation authorities nationwide and in the U.S. territories.
General Governmentwide tax exemption status is also coded in the prefix
of the 16-digit charge card account number on the face of the charge
card; e.g., the prefix number 5568 16 for employee cards or 5568 86 for
vehicles, motorized equipment, and uniforms. Bureaus that 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 without contracting officer warrants awarded
under the DOI Contracting Officers Certification of Appointment Manual
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 \$2,000 for
construction services.

#### [Appointment]{.underline}

Appointment/delegation of micro-purchase authority is built into the
application and charge card issuance process. The integrated charge card
vendor Bank of America is the record holder. Use of the card may not be
re-delegated or transferred. Receipt of the Government issued Bank of
America MasterCard with the employee's name embossed on it is deemed to
be delegation of authority.

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.

In addition to the requirements of this section, authority to issue
convenience checks also requires the employee's successful completion of
convenience check training.

#### [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 Manual are authorized to use the charge card as a
means of making micro-purchases (procurement method) and to pay for
purchases of supplies and services above the micro-purchase level up to
their open market warrant limit (as a payment method) for open market
purchases and their authorized "established sources" limit (as a payment
method) for AbilityOne (formerly JWOD), Federal Prison Industries,
Government Wide Acquisition Contract, Multiple Award Schedule, GSA
Advantage, and Bureau or DOI Indefinite Delivery Indefinite Quantity
contract orders.

1.  []{#__RefHeading___Toc199666168
    .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.
Deviations/waivers from DOI charge card policy may be requested.

Requests for deviations/waivers and/or approval for pilot programs must
be submitted to the Director, PAM. Requests must be requested by the
Assistant Director for Administration or Bureau equivalent and must
include:

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

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

-   Management controls that will be put in place;

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

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

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}

### [EAGLS (Electronic Account Government Ledger System)]{.underline}

EAGLS is Bank of America's web-based desktop management tool designed to
perform many of the day-to-day activities online from a PC. EAGLS access
is available to every cardholder, A/OPC, and approving official.
Examples of EAGLS online functions include daily, administrative tasks
such as:

-   Account maintenance;

-   Modification of spending controls;

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

-   Initiation of disputes;

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

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

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

EAGLS users will need:

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

-   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 EAGLS URL is
[www.gov-eagls.bankofamerica.com](http://www.gov-eagls.bankofamerica.com/).
Contact your A/OPC for information on obtaining EAGLS access and
training.

### [Transferring Transactions]{.underline}

If a transaction needs to be moved from centrally billed to the
Government (CB) to individually billed to the cardholder (IB) 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 EAGLS within 90
days from the transaction date. During this 90-day period, the
cardholder should follow the Bureau 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 use 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 not the same as allocating a charge to a
different account code or budget object class (BOC). This process is
known as cost allocation. Please contact your Bureau Finance Office for
further instruction to cost allocate to a different account.

### [Reports]{.underline}

Online technology is available via EAGLS to assist A/OPCs, 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/OPCs, and approving officials. See Appendix D for available
reports or your Bureau/Office A/OPC for assistance.

### [Misuse]{.underline}

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

Misuse of a charge card may result in a requirement to repay
unauthorized charges, suspension or cancellation of charge card
privileges, requirement to complete remedial training, written or oral
reprimand, warning or admonishment, suspension without pay, revocation
of a contracting officer's warrant, loss of Government driving
privilege, 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 you initiated the call or
    request.);

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

-   Unexplained and/or improper charges made to a charge account
    (cardholder should notify their A/OPC and Bank of America Fraud Unit
    at 1-877-859-7657).

## [Merchant Category Codes]{.underline}

Merchants worldwide who accept the charge card are registered in various
business categories known as merchant category codes (MCCs). In order to
automate the interface between the Bank of America system and DOI's
accounting systems, the MCCs are designated as travel (some of which
individually bill to the cardholder) and purchase or fleet (which both
centrally bill to the Department). See
<http://www.gcsuthd.bankofamerica.com/mcc_table/mcc_table.asp> 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 and dispute it
in writing with Bank of America within 60 days from the original
statement date. When a transaction is disputed, the Bank of America
Government Card Services Unit 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 Bank of
America Fraud Unit at 1-877-859-7657. A cardholder who has found
fraudulent charges on their card should request that their card be
closed immediately. A new card will be 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 EAGLS 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. In addition, the A/OPC must:

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

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

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

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

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

-   Follow Bureau/local disposition of records procedures.

## [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 their DOD card,
and not their DOI card. The DOI card must be deactivated during this
period.

[]{#__RefHeading___Toc199666181 .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 your program or procurement office.

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

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

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

(5) 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___Toc199666182 .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 accounts that
include the **travel** business line. 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 for use 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 five 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 Bureaus that centrally bill hotel charges, you should 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). You can
    seek additional assistance from your 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 accounts that
include 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 property item? If so, you should
    ensure that it was entered into the property system. The date the
    item was entered should be annotated on the statement and annotated
    on the statement.

10. Is the item purchased a prohibited item, or does it require special
    approvals or waivers prior to purchase? You should 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 the
    Environmental Protection Agency 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; i.e., within the 60-day
    limitation?

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

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?

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

1.  Was the convenience check the last payment option? 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 you should 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.  You should also 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 statements. 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.

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 Agreement between the
    Department of the Interior employee and Bank of America. The
    Agreement can be found at
    <https://www.gcsuthd.bankofamerica.com/forms/pdf/DOI_Cardholder_agreement.pdf>.

-   Keep their account in good standing by paying 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 request reimbursement 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 accounts may be used only for transportation tickets under
certain conditions, as explained in this document.

## [Mission Critical]{.underline}

Cardholders who will be away from the office on official business for
extended periods and who may 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 Bank of America MasterCard for all travel expenses and
cash advances unless an exemption has been issued. Whenever an employee
is on official Government travel, their charge card must be used for the
following transactions:

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

-   Rental vehicles;

-   Fuel for the rental vehicle;

-   Lodging;

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

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; See Restrictions and Limitations below.

-   Taxis (Note: The charge card is not to be used for local travel;
    e.g., non-temporary duty or relocation travel. Temporary duty and
    relocation travel require 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. If
    reserving a block of sleeping rooms or meeting rooms, equipment, and
    related services, the reservation must be made using the purchase
    business line or through your supporting procurement office.
    Individual lodging may not be paid with the purchase business line.

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

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

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

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

The DOI Travel Management Center 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 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 Bureau consent. The employee will be expected
to pay the charge card bill on time. Reminder: PCS travel vouchers
generally take longer to process for reimbursement. Additional
information can be found at <http://www.doi.gov/pfm/travel.html>.

[Overseas Tour Renewal Agreement Travel]{.underline}. This refers to
travel for the employee and his/her 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 M&IE allowance.
Additional information can be found at
<http://www.doi.gov/pfm/travel.html>.

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

Cardholders with ATM privileges may obtain limited cash advances for
official travel expenses via ATM only within five 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 your authority. Contact your 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. The Assistant Secretary -- Policy,
Management, and Budget, will regularly review this record.

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

Bank of America ATM terminals do not charge an ATM terminal or access
fee when using their card, nor do some credit unions. Other banks
usually charge a terminal fee. These fees may be claimed for
reimbursement on the travel voucher.

Bank of America ATMs may be located by calling 1-800-472-1424, or on the
internet at
[https://www.gov-eagls.bankofamerica.com](https://www.gov-eagls.bankofamerica.com/).
The ATM locator is located in the lower right hand corner and is called
"ATM & Banking Centers". Fill in the information requested and click on
"Go".

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

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

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

Originals of all statements of account 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 "M" 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,
lodging, rental cars, some shuttles, airport parking, and fuel are
centrally billed, while other items such as ATM withdrawals and fees,
and meals are individually billed. The centrally billed items will be
listed below the "Notice Memo Items Listed Below" line on the cardholder
statement of account and will be shown with an "M" printed before the
dollar amount; they will not be included in the balance due.

The cardholder must review and verify the accuracy of all "M" billing
items just as carefully as if these items were billed for individual
payment. Individually billed transactions will appear first on the
statement of account. Any incorrect charges must be promptly disputed by
seeking credit from the merchant and by contacting Bank of America, or
reported as fraud with the Bank of America Fraud Department. 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 accounts 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 your 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 Bank of America's MyEasyPayment located at
    [https://www.myeasypayment.com](https://www.myeasypayment.com/).
    There is no charge for this service. When accessing the payment
    website, cardholders will enter their account number, the security
    code on the back of their card, and some personal information. (It
    is not necessary to set up a login or use your EAGLS User ID).

-   By calling Bank of America at 1-800-472-1424. Cardholders will be
    assessed a \$10.00 fee.

In accordance with the Bank of America 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 five 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 five working days after completion of
each segment of the relocation (e.g., 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 within one to two 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. .

### [Late Fees]{.underline}

Late fees can be assessed against travel related charges that are
individually billed. A fee of \$20 per month will be assessed if the
payment is 120 days past the payment due date. The cardholder must pay
these non-reimbursable fees unless they can show that the travel voucher
was submitted timely (within five 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}

Bank of America charges a \$20 fee for returned checks. This fee is not
reimbursable.

### [Collection Fees]{.underline}

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

## [Delinquency]{.underline}

Cardholders must comply with the terms and conditions of the Bank of
America Cardholder Agreement, including the timely payment of account
balances. When cardholders sign, activate, or use their charge card,
they agree to comply with the Agreement. Under the terms of the
Agreement between the Department of the Interior employee and Bank of
America and the GSA SmartPay 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 Bank of America
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, and in accordance with the terms of the Bank
of America Cardholder Agreement, an account may be cancelled if the
account has been suspended twice during a 12-month period for
non-payment of undisputed principal amounts and becomes past due again.

### [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 related
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 Bank of America approved
payment plan may be reported to the credit bureau 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 cancelled 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}

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 statutes and
Executive Orders, and the Federal Acquisition Regulation (FAR) apply to
purchases made using the charge card for payment (see FAR 13.301). Above
the micro-purchase threshold, the card may be used as a payment tool.

The purchase 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.

## [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 the 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 of precedence, 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 your procurement office 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.

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
purchases 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
your 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 your purchasing office for details.

The card *must not* be used to purchase:

-   Firearms and weapons;

-   Major telecommunications systems; e.g., PBX;

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

-   Repairs for GSA vehicles;

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

-   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
    you use to log on to your computer or network.

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

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

## [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. 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, 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 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.

## [Reconciling the 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. 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;

-   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.

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. Because checks are negotiable forms, they must be
safeguarded. 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 you avoid exceeding spending limits. A check fee of 1.9 percent of
the dollar amount of each check written must also be deducted. The
following information must be entered on the check:

-   DATE: Enter the date on which the check is being issued. Spell out
    the date (e.g., May 5, 2007). 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 Bank of America 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 your first, middle, and last names are
    spelled out in full rather than using initials, your 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.

### [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. To obtain a copy
of a cleared check, call Bank of America 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
Bank of America. If the check has been paid, a copy may be requested
from the bank. If the check has not been paid and the original check
cannot be returned to the 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 Bank of America 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:

-   Bank of America at 1-800-472-1424;

-   Their supervisor as soon as possible; and

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

The same Federal law that protects your 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___Toc199666245 .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 EAGLS, establishment of transaction dollar limits
for the fleet charge card business line and reconciling the statement of
account. The Fleet A/OPC or Fleet Manager may also be the "designated
cardholder".

## [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 Bank of America. 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.

# 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 Bank of America and the Office of Acquisition and
Property Management (PAM), Office of Financial Management (PFM), and the
National Business Center (NBC) on technical and policy issues.

[Approving Official:]{.underline} Individual responsible for oversight
and monitoring of designated cardholders compliance with established
rules and procedures. This is 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. You can search on a
listing of ATM locations at
[www.gov-eagls.bankofamerica.com](http://www.gov-eagls.bankofamerica.com/)
(search is located in the lower right hand corner under "ATMs & Banking
Centers").

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

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

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

[Cardholder Agreement:]{.underline} The Agreement between the Department
of the Interior employee and Bank of America. The Agreement formally
documents and assigns the 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 EAGLS 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 the Finance Office; 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 Bank of America 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. Issuance of a card plastic is optional.

[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.

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

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

[GCSUTHD:]{.underline} Bank of America's Government Card Services Unit
Technical Help Desk. This group assists EAGLS users. The website can be
accessed at
[www.gov-eagls.bankofamerica.com](http://www.gov-eagls.bankofamerica.com/).
The toll-free telephone number is 1-800-558-0548.

[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 EAGLS. 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.

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

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

[Reporting Tool:]{.underline} A report scheduling and viewing function
available through EAGLS 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 achieve
economies of scale 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 an EAGLS user is given to
access screens and perform EAGLS 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 download
at
[www.gov-eagls.bankofamerica.com](http://www.gov-eagls.bankofamerica.com/),
then click on "Applications" under the Program Forms heading.
Instructions for completing and submitting these forms are included in
each link.

-   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 Use Only)

The following forms are available for download at
[www.gov-eagls.bankofamerica.com](http://www.gov-eagls.bankofamerica.com/),
then click on "Maintenance" under the Program Forms heading.
Instructions for completing and submitting these forms are included in
each link.

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

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

The reporting tool can assist in:

-   Managing delinquency;

-   Identifying trends;

-   Monitoring behavior; and

-   Tracking spending.

An EAGLS User Guide and Job Aids are available for self-instruction.

A listing of available reports with detailed descriptions, suggested
uses and update frequency can be found in EAGLS. After logging into
EAGLS, click on "Job Aids", located at the bottom of the "Home" screen
under the "Training" heading.

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)

-   CSV (Microsoft Excel/Microsoft Access)

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 DOIs request designed
to identify potential misuse are also available. See your 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 if you
are stationed at a non-DOI location and/or do not have 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 your training record 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 you
are stationed at a non-DOI location and/or do not have 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 your training record 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.

**Bank of America EAGLS and Technical Help Desk** --
[www.gov-eagls.bankofamerica.com](http://www.gov-eagls.bankofamerica.com/)
-- allows online account inquiry/maintenance; links include reporting
tool, forms, training, MCC table, FAQs, and help.

**Bank of America Government Services** --
[www.bankofamerica.com/govtservices](http://www.bankofamerica.com/govtservices) -
overview of services Bank of America offers to the Government.

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