Lesson 2: Key Participants

Who are the key participants in the GSA SmartPay® program within my agency/organization and what are their responsibilities?

Agency/Organization Program Coordinators (A/OPCs)

• Overall management and oversight of the cards/accounts under their span of control.
• Set up cards/accounts and designate authorization controls.
• Serve as a liaison between card/account holders and the bank.
• Provide ongoing advice and assistance to card/account holders.
• Develop agency program procedures and policies as necessary.
• Audit cards/accounts as required by the agency’s policy.
• Use the bank’s Electronic Access System (EAS) to perform account management and oversight.

Approving Officials (AO)

• Typically the card/account holder’s supervisor.
• Assure proper use of the card/account.
• Determine if purchases are necessary for accomplishing the mission of the agency.

Card/Account Holders

• Designated by an agency/organization to receive a card/account.
• Secure the payment solution.
• Maintain records relating to transactions, as required.
• Use the card/account ethically for official government purposes only.

Designated Billing Offices (DBO)

• Serve as the focal point for receipt of official centrally billed invoices.
• Oversee the proper processing of invoices.
• Ensure invoices are paid within the Prompt Payment Act timeframes.

Transaction Dispute Officers (TDO)

• Assist the agency/organization and the bank in tracking and resolving disputed transactions.

EC/EDI Offices (EO)

• Focal point for electronic commerce/electronic data interchange (EC/EDI) for the agency/organization.
• Oversee the proper implementation of the EC/EDI capabilities and processes.

Who are the key participants in the GSA SmartPay program that are outside of my agency/organization and what are their responsibilities?

Contractor/Issuing Banks

• Enable merchant payments for purchase transactions.
• Establish cards/accounts.
• Issue cards, if required.
• Prepare the monthly statement for each card/account holder.
• Issue invoices to the Designated Billing Offices (DBO).
• Provide 24-hour customer service.
• Prepare reports that assist the agency in effectively utilizing the program.
• Examples include Citibank and U.S. Bank.

Brands

• Financial institutions that dictate where payments can be processed.
• Facilitate the payment process between card/account holders, merchants, and issuing financial institutions.
• Examples include Visa and Mastercard.

Merchants

• Source for supplies or services.
• May be a required source inside or outside the government, another government agency, or a private sector merchant.

GSA Contracting Officer

• Administers the GSA SmartPay Master Contract on behalf of all authorized users, including your agency/organization.
• Make changes to the GSA SmartPay Master Contract requirements.
• Legally commit or obligate the government to the expenditure of public funds for the GSA SmartPay Master Contract.
• Render a final decision on a dispute pertaining to the GSA SmartPay Master Contract.

Is there anyone else who will be involved with the GSA SmartPay program?

Because the GSA SmartPay program is a highly visible program and receives a lot of interest both within and outside your agency/organization, your agency/organization’s management, the Inspector General (IG) staff and other investigators/auditors will likely be interested in the performance of the travel program. Many agencies/organizations will have periodic audits of the travel program and your A/OPC will likely be a key player in those audits. Additionally, you may find that the Office of Management and Budget (OMB) and Congress take an interest in the performance of your program.