How do I access reports related to the GSA SmartPay fleet program?
Program Coordinators have a number of reporting tools that enable you to manage your fleet program effectively through your contractor bank's Electronic Access System (EAS). To access reports, contact your bank representative to obtain a User ID and password.
Each bank has a slightly different suite of reports available, so review the contractor bank's A/OPC guide or get online to learn about the specific reports offered. Most electronic reports are updated within two to three days after a transaction. However, some reports are only updated at the end of the billing cycle.
Program coordinators will also have access through the EAS to monitor account holder transactions at any time. By searching by account number, you can track transactions, as well as view monthly statements. You may also contact the bank’s customer service at any time to request information on a specific account.
Note: See the GSA SmartPay 3 Master Contract, Section C.7.1 Electronic Access System for a full list of the EAS requirements.
Best reporting practices for Program Coordinators/ Fleet Managers include:
- Monitoring bank reports regularly, which allows you to oversee the fleet program’s financial condition and watch for fraud, waste, and abuse
- Use bank reports proactively, not reactively, for activities such as invoice and payment data and meeting OMB requirements
- Research and understand all reports available to you
- Develop automated reports, specific to the agency/ organization
Which reports provide general account information?
The Account Activity Report consists of summary totals for the reporting period, the FY to-date, categorized by account and agency/organization. This report is used by the A/OPCs to obtain and manipulate program data. It includes
- Complete account activity, both active and inactive,
- An agency/organization hierarchy roll-up section,
- Current and past FY account activity,
- Segregates charges and credits by individual or agency/organization accounts with current period totals of the data elements identified, and
- Merchant information such as name, address, and MCC (as applicable).
Specific to fleet, data elements required are:
- Total transactions;
- Total units for the reporting period for each fuel type by unit type;
- Total taxes for each state by tax category;
- Total gross fuel charges for each fuel type;
- Total gross non-fuel charges for non-fuel category;
- Total net fuel charges for each fuel type;
- Total net non-fuel charges for non-fuel category;
- Grand total gross fuel charges;
- Grand total gross non-fuel charges;
- Grand total taxes deducted;
- Grand total net fuel charges; and
- Grand total net non-fuel charges.
The Account Change Report lists any changes made to the master file information and identifies what and when elements were changed. This report is generally used by A/OPCs to manage programmatic data as well as to flag/verify changes.
The Current Accounts Report shows all accounts in alphabetical order and includes all information necessary to identify and contact the account holder. This report is generally used by A/OPCs as an easy reference for account holder identification.
The Exception Report identifies high risk transactions such as lost, stolen, invalid or cancelled accounts, declined transactions and unusual spending activity, and details such transaction activity. This report includes current and past due balances. It is generally used by A/OPCs and the Designated Billing Office (DBO) to monitor account holder activity, track misuse and/or identify training needs of an account holder.
The Master File Report contains master file information on all accounts (e.g., account number, cardholder information, account expiration date, etc.).
The Renewal Report lists accounts due to expire and identifies account name, account number, expiration date, and any other information required to determine renewal status. This report is generally used by the A/OPC to flag expiring accounts.
Which reports are available on transactions, payments, and disputes?
The Detailed Electronic Transaction File lists each account holder’s detailed transactions for the reporting period and contains all transaction data. This file is used by the agency/ organization in processing transactions through their financial systems and for reporting purposes.
The Invoice Status Report identifies payment status on each outstanding invoice and includes all transaction data, including the original invoice number and other references required to identify the charge. This report is generally used by the DBO to manage payments and disputes.
The Transaction Dispute Report lists all outstanding and resolved transaction disputes and includes all information necessary to identify, track, balance, and obtain status on the dispute from the original charge through resolution. It is generally used by the Transaction Dispute Office (TDO) to manage disputes.
Which reports provide information on account delinquency?
The Pre-suspension/Pre-cancellation Report lists accounts eligible for suspension or cancellation as defined in the Master Contract, Section C.3.3.11 Suspension Procedures and C.3.3.12 Cancellation Procedures. It identifies account name, account number, status, balance past due, number of days past due, and interest penalty for CBAs.
The Suspension/Cancellation Report lists accounts that have been suspended or canceled as defined in the Master Contract, Section C.3.3.11 Suspension Procedures and C.3.3.12 Cancellation Procedures. It identifies account name, account number, status (suspended or canceled), date of status, balance past due, number of days past due, and interest penalty.
The Delinquency Report lists account status for each 30-120+ day time frame (e.g., 30, 60, 90, 120 or more days).
The Write-off report lists the amount of the write-off and date written off. This report is used by the agency/organization to identify problem areas to better manage delinquencies, to analyze and project programmatic data for the future, and to verify and balance delinquent data in contract reports.
Exception Reports identifies high risk transactions, as defined by the agency/organization, such as declined authorizations, Merchant Category Code (MCC) reports for questionable expenditures, ATM withdrawals, high volume accounts, etc.
Which reports provide statistical or summary information?
The 1057 Report contains summary merchant demographic information (minority, women-owned business, etc.) on a quarterly and cumulative fiscal year basis. It includes the amount of purchase, merchant name, merchant address, merchant demographic information, North American Industrial Classification System (NAICS) code and size standard. This report is generally used by the agency/organization in fulfilling its small business and small disadvantaged business goals.
The Payment Performance and Refund Report lists the payment performance (average payment time) and any refunds paid to the agency/organization level. It includes total net charge volume, payment performance, refund amount, payment method and transaction type (e.g., ePayables, large ticket items). This report is used by the agency/organization to analyze payment performance and refunds as well as for audit purposes. This report includes daily accrual figures and the percentage of potential refunds earned by the agency/ organization along with an explanation of how this figure was derived.
The Statistical Summary Report provides program summary information such as dollar volume, ATM volume, number of transactions, active account holders, total accounts, new accounts, miscellaneous fees, transaction type (e.g. convenience check, ATM, large ticket) and identification of fees (e.g., fees for customized services, fees for convenience checks, fees for value-added product and service offerings) on a current and FY basis.
Specific to fleet, data elements required are:
- Customer account;
- Task order number;
- Fuel sales (purchases made using card);
- Non-fuel sales (purchases made using card);
- Number of fuel transactions;
- Number of non-fuel transactions;
- Miscellaneous charges (line item description);
- Number of active (recently used) accounts;
- New cards issued;
- Number of replacement cards issued;
- Number of cards cancelled;
- Number of cards reported lost;
- Number of cards reported stolen;
- Total customer units (accounts);
- Total new customer units; and
- Total number of cards in inventory.
The Summary Quarterly Merchant Report lists, by FY Quarter, summary spending information by merchant category codes (MCCs) and Product Number/Code. It reports MCC description, number of transactions per MCC, total dollar amount per MCC, and average dollar amount per MCC. This report is used by the agency/organization to summarize supplier categories where the agency/organization dollars are spent, and trend analysis. This report shall also show which MCCs are listed in each template.
The Summary Quarterly Purchase Report provides a summary of purchases under the micro-purchase threshold as described in FAR Part 2.101 Definitions. It also provides a summary of purchases over the micro-purchase threshold. It includes number of transactions, the dollar volume and comparative percentages for the current reporting period and FY activity.
OMB Report: This report provides transaction data required by Chapter 5 – Performance Metrics and Data Requirements of OMB Circular A-123, Appendix B. This report shall include a program type identifier (e.g., Purchase, Travel, Fleet, Integrated). Examples of this transaction data includes, but is not limited to, number of cards, and number of active accounts.
Summary Quarterly Merchant Analysis Report: This report lists, by FY, a detailed quarterly and cumulative summary of the top 100 merchants, by individual merchant, city, state, and service type, in total dollars and total number of transactions. This report is used by the agency/organization to negotiate better discounts with merchants and trend analysis.
Summary Quarterly Merchant Ranking Report: This report lists, by FY, a quarterly and comparative summary by name and type of merchant, ranking the major merchants and their dollar charges, along with a percentage breakdown of totals and changes from the previous quarter as well as the same quarter of the previous year, if applicable. This report is used by the agency/organization for market and trend analysis.
What are my responsibilities for printing and storing reports?
You should save copies of all electronic reports you generate, particularly statistical or summary reports. Due to the volume of information available, the bank will furnish information for a limited period of time (generally, 18 months or less) before archiving the data. Reports containing sensitive information (e.g., account numbers, account holder information, etc.) should be maintained in a secure location. Review and follow your agency/ organization policy for instructions on printing and safeguarding reports.
What are Ad Hoc Reports?
Ad Hoc Reports provide the ability for GSA and the agency/organization community to access all data elements of the AO, account holder, and transaction records at any time by allowing GSA and/or agencies/organizations to create reports in html, Excel, text (ASCII) formats, and/or others as defined by the agency/organization at the task order level. The contractor bank provides the capability for GSA to utilize the ad-hoc reporting functionality of the EAS Systems for any additional future reporting needs that are not listed.