DOI CREDIT CARD PROGRAM GUIDELINES NOW AVAILABLE

 
To:       distribution.ao, distribution.ao
cc: 
Subject:  DOI CREDIT CARD PROGRAM GUIDELINES NOW AVAILABLE

A/O's:

Dick Vraga brought to my attention that I had misread the information 
provided to you in 2.2.D(1).  This prohibits using the FLEET, not the 
individual card, for payment of items with personal vehicles when on 
official business.

Although I had checked this with Procurement, neither of us realized we 
were reading under the Fleet section only.

Sorry for any confusion.  Good catch Dick,

Vicki




Vicki Bass
06/05/00 10:36 AM

 
To:       distribution.ao, distribution.hq
cc: 
Subject:  DOI CREDIT CARD PROGRAM GUIDELINES NOW AVAILABLE

A/O's:

The DOI Integrated Credit Card Program Guidelines have finally been 
released and is available on the USGS Operations WebPage.  Because of the 
length of this document, I thought it might be helpful to highlight areas 
which have changed, been clarified or have caused confusion in the past. 

Here are some areas of interest:

2.2.D(1)  Use of the government credit card to purchase fuel, oil, 
supplies/parts, repairs, parking and toll fees for privately owned 
vehicles is prohibited.  This charge is prohibited since an employee using 
a personal vehicle for official business would be reimbused mileage.

2.2.F  Outlines prohibited transactions for the purchase side of the card.

2.4  Clarifies the definition of "for official Government use only".

2.4.C  Requires Approving Officials (the person who signed approval for 
the card) and supervisors to immediately report any misuse of the card.

2.4.E  Provides information on reporting abuse (phone numbers, I/G 
offices, etc).

2.4.H  Clarifies Approving Officials and Supervisors role in reviewing 
monthly statements.

2.8.A  Clarifies that cardholders with purchasing authorization are 
required to retain all original receipts and documentation for three years 
after final payment.

2.9  Provides information on state rules for gaining state tax exempt 
status and clarifies that the Departmentwide tax exempt identification 
number printed on card has been registered with state taxation authorities 
nationwide and in the U.S. Territories.

2.10  Outlines penalties for non-payment which includes payroll offset 
after 121 calendar days.

2.10.D  Clarifies that employees who have their card cancelled are 
expected to travel using personal funds.

2.10.D (2) States that once an employee's card is reinstated after being 
cancelled, it will be for limited use only.  No purchase authorization 
allowed and the card will be activated for 
travel periods only.

2.10.D (10) States that the limited use status will not be removed until 
the account has been in good standing for one year, with no late payments. 

3.1.A  Clarifies that some type of training is required prior to an 
employee being given purchasing authorization.

3.4.B  Clarifies when convencience checks can and cannot be used.

5.2  Provides clarification on the mandatory use of the government charge 
card program and penalities for non-compliance.

5.3  Clarifies for what purposes the Corporate Account can be used and how 
often.

Hope highlighting these areas is helpful until you have a chance to review 
the document in whole.  If you have any questions or need clarification, 
please feel free to contact me (5036), Margaret Seaboy (7350) or Lisa 
Zukowski (7347).

Vicki