How To Use A Citi Card

Transcription

1 GSA SmartPay Conference Training Guide for the New Travel Card APC (DoD) Stacy Eslich Citi Commercial Cards, Government Services

2 The Tenth Annual GSA SmartPay Conference Towards New Horizons! Denver, Colorado July 22 nd - July 24 th, 2008

3 Goals and Objectives Gain an understanding of the program basics Learn tips for a successful transition Get up to speed like a seasoned APC

4 Agenda 1. Card Program Basics 2. Your Rolls and Responsibilities 3. Highlight Features and Programs 4. Overview of Management Tools 5. Preparing for Transition 6. Resources and Contacts

5 1. Card Program Basics

6 Card Program Basics The 3 W s WHAT The SmartPay Program is the Federal Government s charge card program for commercial goods, services and travel related expenses DoD Travel is the largest card program in the Federal Government... FY 07 $4.9 Billion and 1.2 million cardholders WHY The Travel and Transportation Reform Act of 1998 (Public Law ) mandates the use of the card for all Official Travel Expenses The program qualifies travelers for airline city pair rates The program results in cost savings for DoD Improves management and oversight WHO Banks (merchant and issuing) Merchants Visa Card

7 Card Program Basics The 3 W s (Con t) WHO Defense Travel Management Office (DTMO) Mission: Serve as the single focal point for commercial travel within the Department of Defense. Establish strategic direction, set policy, and centrally manage commercial travel programs. Component Program Managers (CPMs) Establish and manage the program to comply with DoD Financial Management Regulation, Volume 9, Chapter 3 Cardholders Responsible for using the card properly and paying the balance in full HL3 Agency Program Coordinators (APCs) and APCs Responsible for the day to day operations, program execution and management

8 2. APC Roles and Responsibilities

9 Role and Responsibilities Agency Program Coordinators - APCs Adherence to Federal Travel Regulations, OMB Circular A-123, Appendix B and your agency travel program policies and guidelines Establish authorization controls for your cardholders Spending limits ATM cash withdrawal Liaison between the cardholders and Citi Cardholder education Provide assistance, advice and guidance to cardholders

10 Role and Responsibilities Agency Program Coordinators - APCs Oversight and management of the accounts within your span of control Use of Citi s EAS system to generate and review reports Account issuance and maintenance Pull transferring cardholders into your hierarchy do not close cardholders transferring out of your hierarchy Remember closed accounts will not be automatically issued a new Citi card Monitor for misuse and abuse Delinquency management... follow-up with delinquent cardholders

11 Roles and Responsibilities Delinquency Management - Understanding Delinquency When does a cardholder become delinquent? Cardholders are past due 45 days after the date of the billing cycle Cardholders may be suspended from using the card at 61 days past billing Cancellation may occur at 126 days past billing How is delinquency calculated? New calculation Metrics are reported monthly to the CPMs, DTMO and GSA

12 Roles and Responsibilities Delinquency Management - Management Assistance What management tools are in place? Citi s EAS provides all delinquency and oversight reports as required by the Master Contract and the DoD task order Opt in alerts What risk mitigation measures are in place? $29 late fees Salary Offset Credit Bureau reporting at day 210 Credit checks for new applicants and for reinstatements Account activation and deactivation

13 3. Program and Features Highlights

14 Program and Features Highlights Features: Card Billing Types - IBAs and CBAs Individually Billed Accounts (IBAs) Individual liability Cardholder must confirm receipt of the card Cardholder must sign off on the cardholder agreement before use Card can be issued as Standard or Restricted Split Disbursement is mandatory At 90 days delinquent cardholder qualifies for Salary Offset program Each service has it s own cycle date Cards can be activated and deactivated know the difference between deactivation and closure Centrally Billed Accounts (CBAs) Government liability When a CBA cycles, all transactions that post to the transacting accounts roll up to the CBA account number and one bill is generated Limited Use - Used to purchase travel needs for groups and individuals exempt from the IBA Used for specific travel needs, i.e., air and rail, hotel and/or rental cars Prompt Payment Act applies If you change your Commercial Travel Office (CTO) a new account must be opened New accounts must be approved by the CPMs Credit limit consistent with mission Cycle date will vary within services

15 Program and Features Highlights Features: IBAs Standard vs. Restricted Standard Minimum credit score of 660 Credit limits: $7,500 Travel $665 Cash $250 Retail Restricted Issued if credit check is declined or Credit score of Cards are mailed deactivated APC must activate card prior to use Existing accounts with Bank of America activated/deactivated status transferred with master file Credit limits: $4,000 Travel $365 Cash $100 Retail

16 Program and Features Highlights Feature: IBAs Credit Limit Increases APCs can temporarily raise credit lines Standard for up to 12 months Restricted for up to 6 months Standard Travel Cash Retail Issued APC HL3 APC CPMs DTMO $7,500 $665 $250 $10,000 $5,000 $500 $15,000 $10,000 $1,000 $25,000 $25,000 $2,000 Higher Higher Higher Restricted Travel Cash Retail $4,000 $365 $100 $7,500 $2,000 $200 $10,000 $4,000 $500 $20,000 $20,000 $1,000 Higher Higher Higher table of credit limit raising authority

17 Program and Features Highlights Feature: Merchant Category Codes (MCCs) What is a Merchant Category Code (MCC)? 4 digit code assigned to a merchant by Visa Card and MasterCard Card that identifies the merchant s primary business The MCCs are grouped by travel, cash and retail and spend limits are assigned ex. if a standard cardholder has an overall credit limit of $7,500 and withdraws $600 (limit is $665) and then attempts to withdraw $100.. a decline will result The travel cards have a list of acceptable MCCs assigned to them determined by your leadership If the cardholder uses the card at a merchant type that is not designated for usage, the transaction will be declined/referred Example of approved MCCs: 3001 American Airlines 3395 Thrifty Rental Car 3503 Sheraton Hotels Example of blocked MCCs: 5992 Florists 7273 Dating Escort Services 7297 Massage Parlors table of MCC examples

18 Program and Feature Highlights Programs to Know Credit Worthiness Existing cardholders will be issued the same type of card they have today New applicants must agree to a credit check to receive the standard card limits OMB Circular A-123 Appendix B Credit check should not affect cardholder s credit rating Split Disbursement Public Law , Section 1008 and OMB Circular A-123 Appendix B May be mandatory for your cardholders

19 Program and Feature Highlights Programs to Know Salary Offset Public Law Due process mailed by Citi at day 90 delinquent to address of record Submitted to DFAS after day 120 Fees apply Reduced Payment Plan Offered before entering Salary Offset as an alternative Fees could apply

20 Program and Feature Highlights Programs to Know Reinstatement Option for accounts closed for non-payment to have their account reinstated Criteria includes Balance must have been paid in full at least 60 days prior to reinstatement Must agree to credit check on new application (and meet minimum score for restricted) Must not have charged off or been previously reinstated No more than 3 payments returned over life of account or 1 within the previous 12 months Reinstatement fee of $29 (non-reimbursable) Only charged if approved for reinstatement

21 Program and Feature Highlights Programs to Know Account Upgrades Cardholders may request an additional credit check to upgrade their restricted account to standard Mission Critical Status for cardholders on travel orders that cannot file a voucher CPM/APC obtains supervisor approval prior to designating a cardholder as Mission Critical Keeps the account open for use regardless of how many days past due the balance is Account must have a balance to enter status and address must be current

22 4. Overview of Management Tools Highlights

23 Overview of Management Tools Web-Based Tools CitiDirect Card Management System Managing card accounts Viewing transactions Citibank Electronic Reporting System Accessing standard reporting package Citibank Custom Reporting System Create your own reports Pre-formatted report queries available Citibank Online Statements Get statements online Make payments

24 Overview of Management Tools Landing Page

25 Overview of Management Tools Online Help

26 Overview of Management Tools Online Assistance

27 Overview of Management Tools Online Application APC Initiates

28 Overview of Management Tools Online Application APC initiates

29 Overview of Management Tools Online Application - Cardholder

30 Overview of Management Tools Online Application - Cardholder

31 Overview of Management Tools Online Application - Supervisor

32 Overview of Management Tools Online Application - Supervisor

33 Overview of Management Tools Online Application APC Approval

36 Overview of Management Tools Card Deployment Dashboard

39 Overview of Management Tools Alternatives to Online Maintenance Reminder: CitiDirect Card Management System is quick and efficient Call Customer Service available 24 hours a day, 7 days a week Fax Maintenance Forms Bulk Maintenance Options

40 5. Preparing for the Transition

41 Preparing for the Transition Four Months to Go Data Integrity Continue to update addresses with Bank of America Cards will be delivered starting August 13 and ending September 15 For card delivery addresses pulled from EAGLS July 11 (but continue to update information in EAGLS post July 11) High PCS moves expected during this time You don t want cards being mailed to bad addresses Update APC/Point of Contact Information Electronic Access IDs and passwords issuance Keep an updated copy of your Bank of America Account Listing Report So you can verify that all of your cardholders transferred to your new Citi hierarchy Take advantage of the Marketing Kit materials

42 Preparing for the Transition Four Months to Go Take advantage of the Marketing Kit materials

43 Preparing for the Transition Four Months to Go APC EAS Training ON-Site Training registration for pre Go Live dates opens on August 1 Schedule will be posted to the DTMO travel portal Location Dates Tacoma, WA 11/12-17 Kaiserslautern, Germany 10/7-9, 10/14-17 London, EK 11/4-7 Naples, IT 10/20 (video conference) Norfolk, VA 9/16-18, 23-25, 30-10/1, 10/7-9, 14-16, 21-23, 27, 11/12-15, Pearl Harbor, HI 9/2-12 San Antonio, TX 9/22-25, 10/21-27, 11/24-26 San Diego, CA 9/2-5, 9/23-26, 10/28-31, 11/12-17 Yongson, Korea 9/16-23 Tampa, FL 9/9-12, 10/28-11/6 Okinawa, Japan 9/16-19 Yokota, Japan 9/22-9/26 Washington DC 9/23-24, 10/1-2, 6-10, 14,20-23, 27-31, 11/7,10, 12-14, 25-26, 29, 12/2-3

44 Preparing for the Transition Four Months to Go Cardholder Education Open cardholders need to know: That they will be getting a new card with a new graphic, new remit address, new site for online payments, new customer service number, etc. They do NOT need to reapply Upon receipt of the new card: They must call or go to to confirm receipt and agree to the terms and conditions (the cardholder agreement) It will not be available for use until day 1, November 30 12:00 AM EST This is how you will know they received the card Any recurring charges need to be moved over to their new account number Watch for pre-authorizations made prior to November 30, 2008 sample of quasi generic plastic sample of travel card plastic

45 6. Resources and Contacts

46 Resources CitiManager Cardholder, APC, DBO and TDO guides, program forms, news, quick reference guides, etc. Agency websites DTMO website GSA SmartPay website

47 Contact Us Who will be available and when? Cardholder Customer Service (24 hours) APC Customer Service (Monday - Saturday, 7 AM - 9 PM ET) Technical Help Desk, (7 AM - 11 PM ET) Application Processing

48 Resources - Classes at the Conference Thursday DoD Courses Offered 8:00-9:10 AM Best Practices for Payments, Collections and Managing Delinquencies EAS 1 - CitiDirect Part I EAS AdHoc Reporting Plaza Ballroom AB Plaza Ballroom F Governor s Square 9:30-10:40 AM Citi/DoD Roundtable Plaza Ballroom DE EAS 2 - CitiDirect Part II/Online Plaza Ballroom F Statements 12:30-1:40 PM What s New for SmartPay 2 Transition Grand Ballroom Tower 2:00-3:10 PM Disputes - Resolution Without Delay Plaza Ballroom DE EAS 1 - CitiDirect Part I 3:30-4:40 PM EAS 2 - CitiDirect Part II/Online Statements Plaza Ballroom F Plaza Ballroom F

49 Summary Program Basics Management Tools Transition Tips Resources and Contacts

50 Reminders Visit the Citi Welcome Center Exhibit Area Entrance, Sheraton Denver Conference Slide Show come see yourself shine Visit the Citi One-on-One Mini-Sessions Governor s Square Room 10 Please take a moment to complete your GSA survey for this session 50 go to View, Header and Footer to set date

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