®
Citigroup Global Transaction Services
Citibank Commercial Cards, Government Services
®
State of New York and Citibank
Program Administrator Training
2003-2004
Copyright © 2003, Citicorp. All rights reserved. CITIBANK, CITIDIRECT, CITIGROUP and the Umbrella Device are trademarks and service marks of Citicorp and its affiliates and are used and registered
throughout the world.
The State of
New York
Goal & Objectives
 Provide an overview of policy and controls
 Highlight the benefits and features of the new Citibank
Visa Program
 Assist Program Administrators with converting and
managing an efficient and effective card program
 Provide training tools for the Program Administrators
2
The State of
New York
Agenda
 Overview of State Payments
 Traditional and Updated Control Systems
 Program Administrator Role and Conversion Tasks
 Card Features
 Payment and Billing
 Web Tools
 Keys to Success
 Summary
 Contact Information
3
The State of
New York
Overview of State Payments
 State payment practices are inefficient
– 63.29% of our transactions that are eligible to be paid by credit card
are $250 or less – representing 1.34% of the dollars spent
– 39.14% of these payments are under $67 – representing 0.28% of the
dollars spent
– We had one 1 cent payment
– We had 881 of these payments under $1
– Processing a traditional voucher costs at least $67 a transaction
 Agencies could free up resources for more significant issues,
such as contracts or other financial management practices
WE CAN’T KEEP OPERATING THIS WAY!
4
The State of
New York
Traditional Control Systems
 Our traditional control systems are designed to prevent
problems
–
–
–
–
–
Purchase request
Purchase order
Invoice
Receiving report
Voucher
 This system is costly, inefficient and frustrates State
employees trying to do their jobs
 Ultimately, we have a costly system to control minutiae
5
The State of
New York
Updated Control Systems
 For small dollar purchases we need to move from prevention
controls to detection controls
– Budget to operating unit
– Credit cards to program staff who need to make purchases – not just
finance office staff
– Smart cards to limit unrestrained spending
– Data analysis to identify improper purchases looking for trends,
patterns or outliers
– Disciplinary action targeted to cardholder abusers – including possible
prosecution. Leave the good people alone!
6
The State of
New York
Program Administrator Setup
 Program Administrator (PA) Setup
– Authorizing Officer must fill out the PA setup form to set up a Program
Administrator
– Current Program Administrators or the Authorizing Officer must fill out
the PA setup form to set up additional/alternate PA’s or to delete a PA
– NYS Agencies - Fax forms to the State Comptroller’s Office
attn: Credit Card Unit (518) 473-4392
– Non-State Authorized User Entity – Fax forms to Citibank
attn: Eddie McKenzie (904) 954-7700
7
The State of
New York
Program Administrator Tasks
 Set up Hierarchy
 Review current cardholders and input Autoenroll for
cardholder conversion
 Use online tools to manage card program for oversight and
reporting
 Assist cardholders in using the new card
 Process Payment to Citibank
8
The State of
New York
Timeline for Setup
Review current Cardholders in Amex Program
2-3 days
3-7 days
Up to 1 week
Review Hierarchy builder and establish hierarchy for agency
Setup active cardholders in Autoenroll spreadsheet
1day
Send hierarchy to Alex Medina via email for her to build
1 day
Send Autoenroll to OSC for submission to Citibank
Up to 1 week
Hierarchy processing, Billing account setup and Cardholder enrollment
7-10 days
Cards delivered
Completed Cardholder Setup and delivery should take 3 weeks
9
Hierarchy
The State of
New York
 Similar to an organization chart for your agency
 Hierarchy is the foundation for your program
 Defines report recipients
 Multiple billing accounts are not necessary, as there are no
limits to the number of cardholders on an account
 If cardholders are setup in the wrong hierarchy you will not be
able to move those cardholders or change the hierarchy until
the cycle cut
 To obtain a hierarchy setup form, e-mail a request including
your agency code(s) to creditcard@ogs.state.ny.us
10
Hierarchy
The State of
New York
 The Travel and Procurement Cards each have a separate
hierarchy
 State Agencies and Other Authorized entities using the State
contract have separate hierarchies
 Foundations for four hierarchies have been established
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–
–
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New York State Agencies - Procurement Card
New York State Agencies - Travel Card
New York State Other Authorized Users - Procurement Card
New York State Other Authorized Users - Travel Card
11
Hierarchy
The State of
New York
Sample Labels
Level 1 is State of NY Procurement or Travel (00132 or 10646)
Level 2 is the Department (i.e. Executive is 01, OSC is 02)
Level 3 is the billing level and is defined by Citibank, also an Agency Name
Level 4 is the same name as Level 3, but the # is Agency Code
Level 5 is Agency Defined
Level 6 is Agency Defined
Level 7 is Agency Defined, but will always be the cardholder level
12
The State of
New York
Sample Hierarchy for State of New York
State of NY- Purchase
00132
Executive
01000
Office of State Comptroller
02000
Office of Employee Relations
11497
Office of General Services
11466
OSC
11533
GOER
01150
Office of General Services
01050
OSC
02000
OGS RPM&D
50200
Administration
19602
Real Property Mgmt
60100
Real Estate Planning
and Development
60200
State Expenditures
60003
OSC Supervisor
70001
13
The State of
New York
Cardholder Setup
 Autoenroll Process for Conversion
– Must have hierarchy set up correctly in order to process
– Enroll Cardholders online at CitiDirect.com
OR, if you have a large number of Cardholders to enroll
– Obtain copies of travel and procurement auto enroll spreadsheets to
input Cardholder information at
http://www.osc.state.ny.us/agencies/index.htm
– Use Auto Enroll definition worksheet for additional help filling out the
Auto Enroll spreadsheet
14
The State of
New York
Cardholder Setup
 Auto Enroll Process for Conversion
– Only the last four digits of cardholders SSN are required on the
enrollment forms so the cardholder can call Citibank and activate their
card
Credit checks are not performed on the cardholder nor is there any
effect on the cardholder’s personal credit rating
– Master Account Code (MAC) must be completed with at least the
agency’s department, cost center and variable.
– Send Auto Enroll file to OSC at creditcard@osc.state.ny.us to be
encrypted and forwarded to Citibank
15
The State of
New York
Cardholder Setup
 Setting up new cardholders after Conversion
– CitiDirect® Card Management System “New Account”
– More than 20 cardholders? Use Auto Enroll
– Auto Enroll or CitiDirect ® takes approximately 7 days to receive cards
if all information is entered correctly.
16
The State of
New York
Card Issuance
 Card Distribution
– All cards are bulk shipped to Program Administrator who will be
responsible for distribution of cards
– PA should have cardholder sign acknowledgement form before
distributing the new cards
– Cardholders will need to activate their Citibank Visa as soon as they
receive it
– All CTA (formerly BTA) accounts will need to be distributed to Travel
Agencies and previous accounts closed
17
The State of
New York
Card Issuance
 Cancellation of Amex Cards
– The Program Administrator should cancel the Amex card as soon as
the Citibank Visa card is issued to the cardholder
– Transactions will continue to post to Amex, however all new charges
should go on the Citibank Visa
– Cardholders should switch any recurring payments to the Visa card
18
The State of
New York
Card Features
 Travel CTA vs. BTA
– Central Travel Accounts are the same thing as Business Travel
Accounts
– These cards can be setup with a virtual account (no card) meaning it
can be used via phone or internet only
– Setup of these cards have specific identifiers that need to be included
on setup (Agency Number field on the Auto Enroll)
19
The State of
New York
Card Features
 Procurement Program Cards
– Card is established for a department or program and is under a
“department name” and any staff at the agency can use the card.
– These are higher risk cards that require more detection controls by
agencies
– OSC will provide instructions on the set up and use of this card at
http://www.osc.state.ny/agencies/index.htm
– The verification ID (on the Auto Enroll worksheet) will be the first four
digits of the agency code
20
The State of
New York
Card Features
 Card Controls
– Single Purchase Limit – purchase card (required in the Auto Enroll)
– Daily Transaction Limit
– Daily Amount Limit
– Monthly Credit Limit (required in the Auto Enroll)
• Travel is $10,000 for individuals, $9,999,999 for CTA
• Travel has $200 retail limit
• Procurement is variable
21
The State of
New York
Card Features
 Card Controls, cont.
– Merchant Category Codes (MCC)
• Merchants are setup by their merchant banks with a code for transaction
processing and are regulated by the associations (Visa)
• The travel and the procurement card have preset merchant category
codes
• The travel card can have a temporary MCC change (I.e. conference
registration). Permanent changes will have to be approved by GOER.
• The procurement card can have a temporary or a permanent MCC
change. Contact client account manager Alex Medina for permanent
changes.
22
The State of
New York
Card Features
 Rental Car Insurance
– Employees issued a Citibank VISA Travel card should decline the
collision/loss damage waiver insurance offered by the rental car
company.
– The VISA card offers the State cardholders the Auto Rental Insurance
(ARI) coverage. This coverage is provided when a cardholder rents a
vehicle for 31 consecutive days or less and initiates and pays for the
entire rental transaction with the Citibank Travel Card
• The traveler should consider the rental car requirements in Budget Bulletin D-750
and in the New York State’s Codes, Rules and Regulations, Title 2, Chapter 1,
Section 8.6.
23
The State of
New York
Payment and Billing
 Billing
– To retrieve invoices on-line go to
https://www.onlinestatements.cards.citidirect.com and register
yourself to access the invoice
– Purchase cycles on the 6th and Travel cycles on the 22nd
– Invoice is available on-line 2 days after cycle cut. E-mail reminders
will go to your email inbox when invoice is ready to view
– Last 6-digits of billing account will appear
– Quick Reference Guide available
24
The State of
New York
Payment and Billing
 Payment
– Payment is due 25 days after receipt of invoice (when you
receive the email)
– OSC will post instructions for proper crediting of payments to
Citibank on http://www.osc.state.ny.us/agencies/index.htm
– Send voucher to OSC for payment or use quick pay. OSC
does not require a copy of your bill with the voucher.
25
The State of
New York
Web Tools
 CitiDirect® Card Management System
– www.cards.citidirect.com (Data is maintained for 36 months on-line)
– PA will not be able to suspend cards but will be able to cancel card and reactivate
– Program Administrators will be PA with full access. Supervisors will be a PA –
Read Only. User Id will be issued from PA Setup form for PA and PA Read
Only. Citibank Helpdesk will contact you with user id and temporary password.
– Cardholder User ID is first four letters of their last name and last six digits of
their card number. Password is their user ID backwards in capital letters.
•
User ID ex – smit123456
•
Password ex – 654321TIMS
26
The State of
New York
Web Tools
 CitiDirect® Card Management System Functions
– Client codes for New York are NYS-P and NYS-T
– Manage Cardholder maintenance on-line
– Review transactions and cardholder statements
– View/Edit Hierarchy
– Dispute Log
– On-line Help and Tutorial
27
The State of
New York
Web Tools
 Citibank® Electronic Reporting System (CERS)
– https://www.electrpts.cards.citidirect.com
– Reports are retained for 6 iterations of the report, if cycle report, then
6 cycles, if monthly then, 6 months, etc.
– Download in PDF or Text
– Sign-on through CitiDirect
– Email Notification reports are available
– Contact Eddie McKenzie to get access
28
The State of
New York
The Keys to Success
 Program Administrator Goals
– Procurement Card look at expanding your spend categories
– Get the right people with a procurement card or travel card
– Pay in a timely manner
– Manage and control your programs
– Keep cardholder information updated
– Close inactive cards
– Educate and train cardholders
29
The State of
New York
Summary
 What do I do now?
– E-mail creditcard@ogs.state.ny.us to request a copy of your agency’s
hierarchy. Complete levels 5 through 7 and e-mail to Eddie McKenzie
at Eddie.L.McKenziea@citicorp.com. For further instructions see the
PA Quick Reference Guide.
– Obtain the PA Setup form from creditcards@ogs.state.ny.us Form(s)
should be filled out and faxed to the State Comptroller’s Office attn:
Credit Card Unit at 518-473-4392 (State Agencies) or Citibank at 904954-7700 (Non-State Entities)
30
The State of
New York
Summary
 What do I do now?
– Review current cardholders and populate the auto enroll spreadsheet
with active cardholders and any new cardholders who want to
participate
– Upload auto enroll to Citibank at the Citibank Electronic Reporting
System web site.
– Receive cards and distribute. Have Cardholders sign
acknowledgement form
31
The State of
New York
Who to Contact
 Customer Service Monday – Sunday, 24 x7, 365 days a year
– (800) 790 - 7206
– Collect (904) 954 - 7850
 Automated options
– Option # - Activation of card
– Option 1 - Automated account information
• Balance
• Available Credit
• Disputes
32
The State of
New York
Who to Contact
 Automated Options
– Option 2 – Web Application System support
• Password resets
• Issue resolution
• Questions regarding:
» File delivery
» CitiDirect® Card Management System
» Citibank® Electronic Reporting System
33
The State of
New York
Who to Contact
 Automated Options
– Option 4 - Client Account Services
– Option 0 - Customer Service
• Available to Program Administrators and cardholders
• Maintenance on the cardholder’s account
»
e.g., address changes, disputes, etc.
• Change credit lines for individuals
• Change single-purchase limits
• Close and reopen accounts of individuals
• Force authorizations in emergency situations (purchase only)
34
The State of
New York
Client Account Manager
 Eddie McKenzie 1-800-790-7206 option 4 ext. 69888
– Must know the five-digit extension of Client Account Manager
 email is alexandra.medina@citicorp.com
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–
–
–
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Any maintenance on billing accounts
Merchant Category Code Questions
Troubleshooting
Reconciliation
Set-up for Web Applications
• CitiDirect® Card Management System
• Citibank® Electronic Reporting System ID
35
The State of
New York
Citibank and State of New York
Key Contacts


Citibank
– Eddie McKenzie 1-800-790-7206,
option 4, ext. 69888
Eddie.L.McKenzie@citicorp.com
– Helpdesk 1-800-790-7206,
option 2, option 2
– Customer Service
1-800-790-7206, option 1
OSC
– Lori Russo, 518-402-2628
lrusso@osc.state.ny.us
– Kristin Ellis, 518-474-8721
kellis@osc.state.ny.us
 OGS
– Linda Decker, 518-474-5999
Linda.decker@ogs.state.ny.us
– Kimberly Miller, 518-473-3983
Kimberly.miller@ogs.state.ny.us
– Nick Jacobia, 518-473-4651
nicholas.jacobia@ogs.state.ny.us
 GOER
– Craig Dickinson, 518-473-8317
Cdickinson@goer.state.ny.us
– Jane Lynch, 518-474-1400
Jlynch@goer.state.ny.us
– Katie Gavigan, 518-402-2511
kgavigan@osc.state.ny.us
36
Copyright © 2003, Citicorp. All rights reserved. CITIBANK, CITIDIRECT, CITIGROUP and the Umbrella Device are trademarks and service marks of Citicorp and its affiliates and are used and registered
throughout the world.