Quarterly Purchasing Card Administrators’ Meeting
Wednesday, November 14, 2012 – 9:00-12:00
Winewood Office Center, Building 4
AGENDA
Introductions
Special Presentation:
 Handling Confidential Information—Danielle Alvarez, DFS, Information
Security Manager (or designee)
Ongoing Items
 Rep Letter/Plan Reviews
 Statewide Vendor File Update
 Service Fees
 Large Card Files Reminder
 PCard Website Reminder
New Items
 Bank of America Contract Amendment
 Discipline Policies
 NAPCP Membership
 Overrides for Limits
 MCC/MCCG Update Project
 Questions/Other Discussion
PCard Basics
 Lost Receipts Monitoring—Mary Quinsey, DEP
 Third Party Payers/Vendors—Michelle Oliver, DFS
 Ordering Replacement Cards—Erica Catledge, DFS
 Discussion about Replacement Card BOA Issues
Quarterly Purchasing Card Administrators’ Meeting
Minutes
Wednesday, November 14, 2012 – 9:00-11:30
Winewood Office Center, Building 4
Facilitator: Marie Walker
Introductions
Special Presentation:
 Handling Confidential Information – Warren Braswell, DFS Information
Security Management Office
o Warren’s contact information:
Warren.Braswell@MyFloridaCFO.com
(850) 413-2209
(Presentation posted on the Purchasing Card Quarterly Meetings website.)
Ongoing Items
 Rep Letter/Plan Reviews – The Statewide Administrator’s Office has
reviewed all of the Rep Letters, noted possible issues, and will be contacting
the agency administrators with questions and concerns. The initial review of
the amended plans submitted with the Rep Letters has also been completed.
The Statewide Office will contact the administrators of the agencies that
submitted amended plans regarding the results of the reviews.
 Statewide Vendor File Update – The Statewide Administrator’s Office is
participating on a Statewide Vendor File work group with a number of
agencies who were invited to participate.
 Service Fees – Marie has researched the topic of service fees and
convenience fees. Florida Statute 501.0117 prohibits a seller from imposing
a surcharge, except under certain circumstances. F.S. 215.322 allows “an
agency or officer” to charge a convenience fee subject to some limitations.
The legal office at the Public Service Commission has been contacted
regarding the authority for utilities to charge a service charge. Marie plans to
make a recommendation to management.
 Large Card Files Reminder – Contact the Statewide Administrator’s Office a
couple of days before making changes to 100+ card records. The Statewide
Office will notify the technical representative at the bank of the large file, as
the bank will need to ensure staff is available for processing the file.
 PCard Website Reminder – Remember to utilize the Purchasing Card
website (https://flair.dbf.state.fl.us/iwpapps/pchome.shtml) and the
Purchasing Card Meetings website
(http://www.myfloridacfo.com/aadir/PurchasingCard/PCardMeetings.htm).
Both websites are good resources for the agency administrators.
New Items
 Bank of America Purchasing Card Contract Amendment No. 12 – The
amendment went into effect on November 1, 2012. The amendment included
Bank of America’s merger with FIA Card Services, N.A and modified the
rebate structure.
 Discipline Policies – Bob Notman requested that we include this topic in the
agenda; however, no discussion was made.
 NAPCP Membership – The Statewide Administrator’s Office has a primary
membership that allows for the agencies to join as associates for $99. Marie
provided NAPCP with the email addresses of the agency administrators and
invitations were sent to the agencies.
 Overrides for Limits – There has been confusion regarding this issue. Marie
discussed it with Mark and a decision was made that the Agency
Administrators can work with Jane Ritter at BOA directly to override limits. An
email was sent to Jane to authorize the policy change.
 MCC/MCCG Update Project – Michelle Oliver, DFS
The Statewide Administrator’s Office has received an updated MCC list from
the bank and it includes new MCCs - some of which need to be prohibited
from use. In the near future, the Statewide Office will be emailing the updated
list to the Agency Administrators. The Agency Administrators will need to
modify their MCCGs in the PCM and with the bank. As always, the Statewide
Office will need to approve the changes before the change request is sent to
the bank.
PCard Basics – Presentations
(Presentations are posted on the Purchasing Card Quarterly Meetings website.)
 Lost Receipts Monitoring – Mary Quinsey, DEP
 Third Party Payers/Vendors – Michelle Oliver, DFS
 Ordering Replacement Cards – Erica Catledge, DFS
Final Item
Marie Walker announced that she will be taking a position at the Department of
Revenue, as the Director of Auditing in the Inspector General’s Office. Her last
day at DFS will be November 21, 2012.
PCard Quarterly Meeting
November 14, 2012
CONFERENCE CALL INSTRUCTIONS
The conference number will be available beginning at 8:45am.
Conference Number: (850) 413-5947
NOTE: For this meeting, we are limited to 8 lines for calling in. If multiple people from your
agency are calling in, please place one call for the group.
If you have any difficulties with dialing in, we can be reached at the PCard cell phone number: (850)
528-5995.
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OIG completed a Purchasing Card Audit August 2012
Audit timeframe was July 5, 2011 through June 4, 2012
Audit was intended to improve the P-Card Program,
compared expenditures with limits and reviewed the
reconciliation process
OIG examined 110 purchasing card transactions
5 out of the 110 were documented using the
Replacement Receipt Form
The scope was then extended to take a look at the 5
cardholders
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1 out of the 5 cardholders used the Replacement
Receipt Form 18 times
One month the cardholder used 5 Replacement Receipt
Forms and another month the cardholder used 4
Replacement Receipt Forms
Vendors included Wal-Mart, Office Depot and
Advanced Auto Parts, etc.
Based on those findings, the office received their own
internal audit by the OIG’s office
Updated the Replacement Receipt Form to include a
supervisor’s signature
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Updated P-Card Plan
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Send memo out to all Cardholders changing
policy
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Provide monthly reports to F&A and
Procurement for audit purposes
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Provide quarterly reports to upper management
LOST RECEIPTS
If a receipt is lost or misplaced, the Cardholder will contact the
vendor for a duplicate receipt. A faxed copy of the receipt is
acceptable. If the vendor is unable to provide another copy, a
Replacement Receipt Form (DEP 55-307) may be used. The
Replacement Receipt Form should be kept just as an original
receipt/invoice would be with the Purchasing Card records and
must be signed and dated by the Cardholder. Supervisor’s
signature is required on each replacement receipt form.
The Department will be using the short “Description” field on
the first page in FLAIR to document lost receipts. The Reviewers
are required to enter “Lost Receipt” when the Cardholder is not
able to obtain the required receipt for the purchase.
The PCPA will provide both Bureaus with a Monthly P-Card Lost
Receipt Report which will be used to perform quality assurance
checks on all to verify compliance with State procurement
regulations. The PCPA will be providing Management with a
Quarterly P-Card Lost Receipt Report.
 PCDETAIL
 PCDSTB
table
table
Welcome
Division of Information Systems
Information Security Office
November 2012
Information Security
•
Information Security Rule: 71A-1
•
Information Security Managers (ISMs):
–
DFS ISM is:
Danielle Alvarez
danielle.alvarez@myfloridacfo.com
850-413-2244
–
Every Agency must appoint one
• How does this help the Agency?
• How does this impact me?
2
How does this help the Agency?
•
•
•
•
•
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SPOC for IT Security Questions
ISMs work together
Incident Response
Disaster Recovery
Risk Management
Security of data
3
How does this impact me?
•
•
•
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Safe handling of confidential, exempt data
Inter-Agency data sharing procedures
SPOC for guidance
Assistance with tools:
– IronPort (Registered Envelope Service)
– ATTACH or sFTP or HTTPs
– Rights Management
– Data redaction
4
Welcome
Questions?
5
Welcome
Thank You!
6
Purchasing Card Administration
When to Order a Replacement Card
Cardholder Name
A cardholder may request a replacement card to:
 Correct a misspelled name
 Change a name due to marriage, divorce or legal name change
As only the name is changed, the replacement card will have
the same account number as the original card. Issuance of
the replacement card should be documented as the original
card was.
Replace a cracked card or magnetic strip issue
How to Order a Replacement Card:
Change Cardholder Name Steps
Type CM in the code field.
Press <Enter> to view a card mini menu screen.
How to Order a Replacement Card:
Change Cardholder Name Steps (continued)
Type CB in the code field.
Press <Enter> to view a card file browse screen.
How to Order a Replacement Card:
Change Cardholder Name Steps (continued)
Type M under ACT column next to the cardholder’s name.
Press <Enter> to view a card file maintenance screen.
How to Order a Replacement Card:
Change Cardholder Name Steps (continued)
Type over the existing name with the new name and insert X in the
replacement card field.
Press <Enter>. “Card record modified successfully” appears in the
upper left corner of the screen.
How to Order a Replacement Card:
Replace a cracked card or magnetic strip issue
Follow slides 3-5 and simply insert X in the replacement card field.
Press <Enter>. “Card record modified successfully” appears in the
upper left corner of the screen.
Lost or Stolen Cards
The Replacement Card field should not
be used for a Lost or Stolen Card
 Cardholders who lose cards or have cards stolen are
responsible for expediently reporting the card’s loss,
both to Bank of America and to you.
 You should immediately cancel the card in the
Purchasing Card Module.
Questions?
Please contact the Purchasing Card Administration:
Marie Walker
850-413-5679
Michelle Oliver
850-413-5451
Lee Rayner
850-413-5733
Tyesin Payne
850-413-5359
Erica Catledge
850-413-5539
THIRD PARTY PAYERS
Quarterly PCard Administrators’ Meeting
November 14, 2012
What are Third Party Payers?
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Third party payers, also known as
third party processors, are companies
that process credit card transactions
on behalf of another company.
Similar to an escrow account, third
party payers act as the middleman
holder of money.
The buyer (cardholder) does not
receive merchandise from a third
party payer.
The seller pays for the service of
processing the transaction.
Third Party Payers
 PayPal
 Google Wallet (GOOGLE
 Square (SQ *)
 Amazon Marketplace
*)
(AMAZON MKTPLACE PMTS or AMZ*)
 Barnes & Noble Marketplace
(BARNES&NOBLE*MRKTPLACE)
 Best Buy Marketplace
(BESTBUYMKTPLACE)
 Active Network (ACT*)
 Event Brite (EB *)
Amazon vs.
Amazon Marketplace
Amazon
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Direct online
merchant
Goods are
shipped from
Amazon.com
Customer service
handled by
Amazon
Amazon Marketplace
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Independent
sellers (third party
payers) who use
the Amazon.com
platform to sell
goods
Goods are
shipped from
independent seller
Customer service
handled by seller
(not Amazon)
Why does DFS discourage the
use of Third Party Payers?
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DFS discourages the use of third
party payers, but understands that
another option may not be available.
The cardholder should note if no other
option is available.
Third party payers are discouraged
due to:
 Greater risk of abuse
 Issues involving disputed
transactions
 Difficulty indentifying and
reconciling transactions.
Examples of Third Party
Vendors - as shown in FLAIR
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PAYPAL *ASSOCIATION
PAYPAL *GOLD
PAYPAL *PROFESSIONA
PAYPAL *TALLAHASSEE
ACT*DEFAULT COMPANY
ACT*FLORIDA DEPARTMENT
ACT*268529
SQ *GEORGE TWIGGS
SQ *IAN TUTTLE
Square (SQ *) Transaction
The vendor appears in FLAIR as SQ *CHAD WHERRELL.
Square (SQ *) Transaction
The vendor appears in FLAIR as SQ *KARHLEEN APPLEBY.
Questions?