**GLOSSARY OF THE GSA SMARTPAY® PROGRAM TERMINOLOGY:**

**1057:** Information used to describe merchant demographics (e.g.,
small business, veteran-owned small business, service-disabled
veteran-owned small business, HUBZone small business, small
disadvantaged business, or women-owned small business concerns).

**1099:** Information used for reporting income to the Internal Revenue
Service (IRS) using a Tax Identification Number (TIN). This could be
either a Social Security Number (SSN) or an Employer Identification
Number (EIN). Individuals should provide an SSN.

**A:**

**Abuse:** Use of a government charge card to buy authorized items, but
at terms (e.g., price, quantity) that are excessive, for a questionable
government need, or both. Examples of such transactions would include
purchase of items such as a day planner costing \$300 rather than one
costing \$45; allowable refreshments at an excessive cost; and, year-end
or other bulk purchases of computer and electronic equipment for a
questionable government need.

**Ad Hoc Reporting:** Ability to generate custom reports based on
program and transaction data.

**Agency/Organization Program Coordinator (A/OPC):** The individual
serving as the focal point for management, task order administration,
establishing and maintaining accounts, and issuance and destruction of
cards. The A/OPC oversees the card program for his or her
agency/organization and establishes agency/organization guidelines. The
A/OPC helps set-up accounts; serves as liaison between the cardholder
and the card Contractor; provides on-going advice; audits card accounts
as required; and keeps necessary account information current. Some
agencies also use the term Agency Program Coordinator (APC).

**Approving Official (AO):** In purchase card programs, the individual
(typically a supervisor) responsible for ensuring that the purchase card
is used properly by the agency/organization. The AO also authorizes
cardholder purchases (for official use only) and ensures that the
statements are reconciled and submitted to the Designated Billing Office
in a timely manner. In travel card programs, the individual (also,
typically a supervisor) who is responsible for signing the traveler's
voucher, indicating approval for payment and for its content.

**Associations:** Organizations that make the rules regarding charge
card issuance and acceptance.

**Authorization:** The process of verifying, at the point of sale, that
a purchase being made is allowable given the requirements, prohibitions,
and controls established by the agency/organization for that card.

**Authorization Controls:** A set of rule-based mechanisms that are used
to enforce policies governing the allowable use of charge cards for the
procurement and payment of products and services (e.g., MCC blocks,
daily spending limits, transaction limits).

**B:**

**Billing Cycle:** A specific recurring time period between the time
statements of account/invoices are processed.

**Billing Cycle Date:** The cut-off date for which charges are processed
for the billing cycle.

**Billing Date:** The cut-off date for which charges are process for the
billing cycle. For all other applications, the billing date is the date
the invoice is received by the agency/organization Designated Billing
Office in accordance with the Prompt Payment Act.

**Business Line:** A group of charge card activities with common
functional characteristics (i.e., Purchase, Travel, Fleet, or
Integrated).

**C:**

**Cardholder:** An individual to whom a card is issued to buy goods and
services in support of official government business travel. This may
include a Contractor under a cost-reimbursable contract for purchase
card accounts, fleet card accounts, and centrally billed travel card
accounts only. The cardholder holds the primary responsibility for the
card's proper use.

**Cardless Account:** An established account without a physical card.

**Centrally Billed Account:** A card/account established by the
Contractor at the request of the agency/organization. These may be
card/cardless accounts. Payments are made directly to the Contractor by
the agency/organization. All fleet and purchase cards are centrally
billed cards/accounts. Some travel and integrated cards may be centrally
billed cards/accounts.

**Charge Card:** A plastic card, issued to an individual or an entity,
with an underlying account that is used for making payments. A charge
card is similar to a credit card, except that generally the balance must
be paid in full upon receipt of the statement, usually on a monthly
basis.

**City Pair Program:** GSA's procurement program for air passenger
transportation services. The GSA travel card is the only form of card
payment accepted by the city pair program.

**Closing Date (Applicable to Individually Billed Accounts only):** For
individually billed accounts, the closing date is the cut-off date for
which charges are processed for the billing cycle. May be referred to as
the billing date.

**Commercial Travel Office (CTO):** A Department of Defense (DOD) travel
arranger. This office provides a full range of travel services for the
DOD traveler. The CTO may be staffed with DOD personnel or may be a
commercial travel agency.

**Contactless Payment Card:** A standard card with the added
functionalities of Integrated Circuit Card (ICC) and Radio Frequency
Identification (RFID) technologies. The card includes a magnetic stripe,
integrated circuit chip capabilities, and contactless transponder
technology.

**Convenience Check:** Contractor-provided check that is written on a
card/account within established dollar limits.

**Creditworthiness:** An assessment used as an internal control to
ensure that charge cardholders are financially responsible (OMB Circular
A-123 Appendix B).

**D:**

**Data Mining:** An automated process used to scan databases to detect
patterns, trends, and/or anomalies for use in risk management, spend
patterns, and other areas of analysis.

**Debit Card:** Contractor-provided product and service that deducts an
account/fund within established dollar limits. May be on-line or
off-line.

**Declined Transaction:** Transaction where authorization has been
refused by the card Contractor's transaction authorization system.

**Defense Travel System (DTS):** A system that the Department of Defense
(DOD) uses to manage their travel end-to-end through an automated
web-based system.

**Delinquency/delinquent account:** An undisputed charge card account
balance that is unpaid for more than 61 days past the statement date.

**Designated Billing Office (DBO):** The office or third party entity
designated by the ordering agency/organization to receive the official
invoice and, in some instances, make payment.

**E:**

**eTravel:** See "E-Gov Travel Service"

**E-Gov Travel Service (ETS, or eTravel):** A federal program that
federal travelers use to manage their travel from end-to-end through a
common, web-based, government-wide service.

**Electronic Access System (EAS):** The charge card Contractor's
internet-based system that provides account access and a variety of
reports which assist in the effective management of the charge card
programs.

**Electronic Funds Transfer (EFT):** Delivery systems used to transfer
payments of funds electronically. These systems transfer funds faster
and more securely than transfers authorized by paper check.

**F:**

**Federal Acquisition Regulation (FAR):** The regulation for use by
federal executive agencies for acquisition of supplies and services with
appropriated funds, as set forth in 48 CFR Chapters 1-52. Some
agencies/organizations may have additional FAR supplements specific to
their purchases (e.g., Department of Defense's Defense FAR Supplement
(DFARS)).

**Fiscal Year:** October 1 through September 30.

**Fiscal Year Quarter:** One fourth (or three months) of the federal
fiscal year (i.e., first quarter, October 1, through December 31; second
quarter, January 1 through March 31; third quarter, April 1 through June
30; and fourth quarter, July 1 through September 30).

**Fraud:** Any act of corruption or attempt to cheat the Government or
corrupt the Government's agents, including but not limited to, the use
of government charge cards to transact business that is not sanctioned,
not authorized, not in one's official government capacity, not for the
purpose for which the card was issued, or not as part of official
government business.

**G:**

**Government Travel Regulation:** Regulations governing the travel and
relocation allowances and entitlement of federal employees performing
official temporary duty travel (TDY) or relocating for the government.
For federal civilian employees, see the Federal Travel Regulation (FTR)
(41 CFR Chapters 301-304). For members of the Uniformed Services, see
volume 1 of the Joint Federal Travel Regulations (JFTR). For Department
of Defense civilian personnel, see volume 2 of the Joint Travel
Regulations (JTR). The FTR, JFTR and JTR are available from the
Superintendent of Documents, Government Printing Office, Washington DC
20402. For members of the Foreign Service of the United States, see
Chapter 100 of Volume 6 of the Foreign Affairs Manual (6 FAM 100).

**I:**

**Individually Billed Account:** A government Contractor-issued charge
card used by authorized individuals to pay for official travel and
transportation-related expenses for which the Contractor bills the
cardholder, and for which the individual is liable to pay.

**Integrated Card:** Two or more business lines whose processes are
integrated on the front-end (e.g., at a minimum, account set-up, account
maintenance, customer service) or back-end (e.g., reconciliation,
reporting, and invoicing), or both. May be a single card or a single
platform.

**Interchange Fee:** A fee withheld by the card issuing back for
processing the credit card transaction. This fee is generally a
percentage of the total transaction amount, and is passed on to the
merchant through the merchant bank's fees.

**Invoice:** See "Official Invoice"

**L:**

**Level 1 Data:** Standard commercial transaction data that includes the
total purchase amount, the date of purchase, the merchant category code,
merchants name, city/state, debit/credit indicator, date charge/credit
was processed by the Contractor, Contractor processing/transaction
reference number for each charge/credit, and other data elements as
defined by the Associations or similar entity.

**Level 2 Data:** In addition to Level 1 data, includes sales tax
amount, company information, and other data elements as defined by the
Associations or similar entity.

**Level 3 Data:** Full line-item detail in addition to the data in Level
1 and Level 2 includes unit cost, quantities, unit of measure, product
codes, product descriptions, ship to/from zip cods, freight amount, duty
amount, order date, discount amount, order number, and other data
elements as defined by the Associations or similar entity.

**Local Travel:** Travel that is within the vicinity of an employee's
regular duty station where an official government travel authorization
is not provided nor necessary. This sort of travel is generally
considered an administrative expense, and as such, the travel card is
not an appropriate payment mechanism. Examples of local travel may
include, but are not limited to public transportation passes/tokens,
ferry tickets, etc.

**M:**

**Master File:** File maintained by the Contractor that contains all
essential account information.

**Merchant:** The source for agency/organization supplies or services.
The merchant may be a required source inside or outside the government,
another government agency, or a private sector merchant of supplies or
services.

**Merchant Category Code (MCC):** A four-digit code used to identify the
type of business a merchant conducts (e.g., gas stations, restaurants,
airlines). The merchant selects its MCC with their bank based on their
primary business. The code helps agencies control where purchases are
allowable and may determine if the item is centrally or individually
billed.

**Micropurchase:** An acquisition of supplies or services, the aggregate
amount of which does not exceed the threshold as defined in FAR 2.101.
The threshold is currently \$3000 for most purchase types.

**Misuse:** Use of a federal charge card by an authorized user for other
than the official government purpose(s) for which it is intended.

**N:**

**Net Billing:** The process of ensuring that merchant discounts or
rebates offered are deducted at the point of sale and guaranteeing such
discount arrangements.

**O:**

**Official Invoice:** A proper invoice, as defined by the FAR, and
containing the data required by, and formatted in accordance with,
contract and task order specifications requesting payment be made to the
Contractor.

**Official Travel:** Travel performed at the direction of a federal
agency under an official travel authorization. A cardholder performing
local travel and not in official travel status, is not traveling under
an official travel authorization and therefore is prohibited from using
the travel card.

**P:**

**Personal Identification Number (PIN):** A code assigned by the
Contractor that the card/account holder possesses for verification of
identity when using a card.

**Pre-paid card:** A card that is programmed with a monetary value, and
has the capability to be reloaded. Systems operate in two ways. One is
the "closed--loop" system, which may be used only for limited purposes.
The other is the open-loop" system, which offers the ability to utilize
the cards for multiple purposes and at multiple points of sale, such as
making deposists on the card, withdrawing cash, and/or paying bills.
They may be either rechargeable (value can be added to them) or
disposable.

**Pooling:** A partnership between two or more agencies/organizations
that work together to define requirements and choose a Contractor for
their jointly awarded task order.

**Q:**

**Quarter:** See fiscal year quarter.

**R:**

**Restricted Card:** A travel card issued to applicants with a low
credit score that contains more stringent restrictions defined by the
agency/organization, which may require the Contractor to:

-   Reduce the overall dollar limit for the card;

-   Reduce the limit on individual transaction amounts;

-   Limit the types of transactions allowed;

-   Issue a pre-paid card that automatically restricts dollar amount and
    transaction types;

-   Limit the dollar amount of transactions that can be applied to the
    card within a particular time period;

-   Limit the length of time a card remains active, such as for the
    length of time in travel status only; and/or

-   Restrict use at ATMs.

**S:**

**Salary Offset:** The collection of an undisputed, delinquent charge
card amount via a direct deduction from an employee's payroll
disbursement or retirement annuity on behalf of the charge card
Contractor. Salary offset applies to individually billed accounts only.

**Section 508:** (Section 508 of the Rehabilitation Act (29 USC Chapter
794d), as amended by the Workforce Investment Act of 1998 (P.L.
105-220), August 7, 1998): Section 508 is a U.S. law that was enacted to
eliminate barriers in information technology, to make available new
opportunities for people with disabilities, and to encourage development
of technologies that will help achieve these goals. It identifies
specific standards for internet and web accessibility, which are often
used as a basis for evaluating whether or not websites meet
accessibility requirements.

**Signature:** Discrete, verifiable symbol of an individual affixed to a
document, with the knowledge and consent of the individual. This may
include electronic signatures.

**Simplified Acquisition Threshold:** As defined in FAR 2.101, currently
\$100,000 (except that in the case of any contract to be awarded and
performed, or purcase to be made, outside the United States in support
of a contingency operation as defined in 10 USC Chapter 101(a)(13)).

**Split Disbursement:** The process of dividing a travel voucher
reimbursement between the Contractor and traveler. The balance
designated to go to each is sent directly to the appropriate party.

**Statement of Account:** Official document of all transactions (debits
and credits) at the cardholder level posted during the billing cycle.
The statement of account is not the official invoice for Centrally
Billed Accounts. For Individually billed accounts, this is sent to the
individually billed cardholder.

**Strategic Sourcing:** The process of continually analyzing the way
agencies/organizations spend funds through contracts, delivery orders,
and through the Government card program in order to ensure
agencies/organizations are making efficient and effective purchases by:

-   Leveraging their sourcing power by seeking opportunities to achieve
    discounts on commonly purchased goods and services; and

-   Applying discounts to all charge card transactions, as appropriate.

**Summary Level Data:** Transaction data that is grouped or categorized
into high levels and is not detailed.

**Suspension:** The process by which a particular charge card account is
deactivated due to delinquency or multiple pre-suspension actions.

**T:**

**Tagging-Along:** Joining another agency/organization's established
task order in order to receive the same services that are provided to
the primary agency/organization.

**Task Order:** An order for services placed against an established
contract or with government sources.

**Taxpayer Identification Number (TIN):** A unique set of digits used to
identify a business or person for the purpose of federal income tax
reporting (i.e., a social security number (SSN) or employer
identification number (EIN)).

**Transaction Dispute Office (TDO):** The office designated by the
ordering agency/organization to assist the agency/organization and the
Contractor in tracking and resolving disputed purchases or transactions.

**Travel Management Center (TMC):** A commercial travel firm authorized
by, or under contract to, civilian agencies/organizations to provide
reservations, ticketing, and related travel management services for
official travelers.

**Travelers Check:** A Contractor issued check, issued for a preset
amount that may be cashed by countersigning in the presence of a payee,
and is accepted domextically and internationally by financial and
commercial firms.

**U:**

**Unauthorized Use:** The use of a charge card by a person, other than
the cardholder, who does not have actual or implied authority for such
use, and from which the cardholder receives no benefit.

**V:**

**Value Added Product and Service Offerings:** Products and services of
the GSA SmartPay® Program that may be offered at the master contract
level and are referred to as "Tier 2."

**Virtual Cards:** One time use account numbers that may be used during
a limited time period (e.g., within a 30 day window), for a limited
amount (specific or not to exceed), and possibly for a specific vendor.

**W:**

**Waste:** Any activity taken with respect to a government charge card
that fosters, or results in, unnecessary costs or other program
inefficiencies.

**Write-Off:** A canceled account with an unpaid balance determined to
be uncollectible by the Contractor. At the Contractor's discretion,
collection action may continue on these accounts.