As Director of the Division of Accounting and Auditing, Ms. Smith welcomed the meeting participants.

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1 Quarterly Purchasing Card Administratrs Meeting Minutes Wednesday, August 24, :00-Nn Winewd Office Center, Building 4 Facilitatr: Marie Walker Intrductins Christina Smith, Department f Financial Services As Directr f the Divisin f Accunting and Auditing, Ms. Smith welcmed the meeting participants. Special Presentatins VISA/Bank f America Darren Muise, Visa; Evan Tulls, BOA; Kristen Harrisn, BOA (Presentatin is attached t and will be psted n the PCard website.) Frced Transactins available fr emergency situatins and when netwrk is dwn, althugh merchants frce transactins thrugh in nnemergency situatins. Merchants are allwed t re-use an existing authrizatin number t prcess recurring charges. Merchants assume all liability fr frced transactins. They cannt dispute thse transactins. Administratrs can file a cmplaint regarding frced transactins. Cmplaints must be filed with Bank f America, wh will frward frm t Visa. Visa can fine Acquirer (merchant s bank) and merchant and/r revke merchant s privileges t accept Visa. Visa cannt prvide the utcme f the cmplaint t State f Flrida, due t privacy rights. Service Charges/Cnvenience Fees vilatin f Visa rules unless accepting card is a true cnvenience. Visa allws cnvenience fees if: the fee is a flat charge, nt exceeding $3.95, the fee is nt a percentage, n ther payment methd is available, cardhlder is aware f fee upfrnt, the merchant is a utility cmpany. Utility cmpanies must als cmply with the flat fee and cardhlder awareness requirements. Mastercard and AmericanExpress allw cnvenience fees. Stre clerks may nt be aware f Visa s rule and charge the fee fr Visa transactins. DFS des nt have legal authrity t pay cnvenience fees. Visa Waiver f Liability Visa prtects agencies up t $100,000 against cardhlder abuse in certain circumstances. Industry Trends The industry (nt Flrida s) average rate a merchant pays t prcess a credit card is 3% 3½%. Study shws that n average warrants cst $72 t prcess, while PCard transactins cst $22. Als, n average, checks/warrants take 33 days t prcess fr payment, while PCard transactins prcess in 72 hurs. Current fraud trends include rganizatins with machines that generate accunt numbers and 1

2 test the numbers thrugh the black market. If the accunt number wrks, plastic is created. Anther current fraud trend is mail theft in mail rms. Marie Walker, Department f Financial Services General PCard Prgram Overview It has been a year since Marie became Statewide PCard Administratr. The fllwing are sme f the items the Statewide Office is currently wrking n: The Statewide PCard Administratr Office is wrking n updating the Administratr s Manual. First draft will remve infrmatin that is included in ther resurces (such as Reference Guide fr State Expenditures) and add infrmatin that is nt included in plicy dcuments. The first draft will als include a revised Mdel Plan. The next versin will include FLAIR s Administratr Manual, t have everything in ne dcument. The Statewide Office is als wrking with FLAIR Educatin t pst Apprver and Administratr training n the web. Bb Ntman, Department f Revenue Red Flags: Cmbating Purchasing Card Fraud (Presentatin is attached t and will be psted n the PCard website.) Michelle Oliver, Department f Financial Services Using Level Three Data (Presentatin is attached t and will be psted n the PCard website.) Outstanding Items ITN Update N new infrmatin has been released regarding the ITN. Natinal Assciatin f Purchasing Card Prfessinals (NAPCP) Membership Update Marie has submitted a request t management fr the Statewide Office t jin the assciatin as the prime member ($495 membership fee) and the agencies jin as assciates ($149 r less membership fee). Marie will infrm Administratrs when a decisin is made. MRE Training FLAIR Educatin plans t schedule training fr the end f September and asked if Administratrs wuld prefer it t be held n a Mnday r Friday. By a shw f hands, the Administratrs preferred training t be held n Friday. FLAIR Educatin will send a letter t the Administratrs nce the training is scheduled. Vendr File Reminders The Statewide Office receives s and phne calls frm Administratrs regarding the Statewide Vendr File requirements. Debra Evans with the Bureau f Accunting, Statewide Vendr Grup, spke n this tpic at the February 2, 2011, quarterly Administratrs meeting. The Administratrs shuld either refer t the minutes f that meeting r cntact the Statewide Vendr Grup directly. Agency Plan Reviews The Statewide Office is almst dne with the initial reviews f the agency plans submitted with last year s Rep Letters and is als wrking n revisins. 2

3 Rep Letters The Statewide ffice plans t have a wrkshp regarding the upcming Rep Letters in the fall. The Rep Letters will be sent ut t the agencies in the fall. New Items Administratr Backup It is imprtant that each agency have a backup administratr wh can take ver in the event the Administratr is nt there. It is a severe incnvenience fr an agency t nt have smene wh can speak t the bank, rder cards, cancel cards, etc. Status f FLAIR Requests: Ppulatin f Scial Security Number (SSN) in PCard Mdule FLAIR staff is lking at the envelpe prcess. They discvered that sme f the fields in the envelpe were nt addressed in prgramming. Adding the fields t the prgrams shuld increase the ccurrences f sub-vendrs being ppulated. This change is being tested and shuld be in prductin sn. CDPURGE Change After ld recrds were purged frm the Infrmatin Warehuse, we discvered 49 ld recrds that have been in FLAIR Departmental fr years. Thse recrds shuld be deleted when FLAIR cnducts the next purge, December 30 th. Purge f PCard apprver recrds with n active PE recrds Fr apprver recrds deleted befre 2002, there are sme discrepancies in the PCAPRV and PCPERSON tables. The apprvers appear t be active in ne table, but nt in anther. FLAIR staff is currently wrking t reslve the issue. PCard website enhancements The Statewide Office has made sme prgress in updating the website with additinal reprts, but the website is a wrk in prgress. Since the Agency Administratr List has nt been added t the Administratr Only Page, the Statewide Office plans t include the list with the Weekly PCard Update that is sent t the Administratrs every Wednesday. NOTE: Since the meeting, this infrmatin has been psted t the Administratr-nly page f the PCard website. Discussin/Best Practices Wh has prcesses that are wrking well fr their agency and wuld like t share with the grup? Card distributin t field emplyees : DOR sends an t the cardhlder that his/her PCard is n the way via FedEx and requests the cardhlder t let the Administratr knw if the card has nt been received within 10 business days. The card is 3

4 cancelled if the Administratr des nt receive a respnse frm the cardhlder. DOH sends an t the cardhlder and ffice liaisn. If the cardhlder des nt respnd within 10 days, the card is cancelled. DEP sends a frm with the card that must be signed by the cardhlder and returned t the Administratr. FWC lwers the credit limit f the new cards t $1 and sends the cards t the Reginal Business Managers and has the cardhlder sign an acknwledgment frm. Once the signed frm is faxed t the Administratr, the credit limit is raised t the apprpriate level. DBPR sends a mem with the P-Card requesting the cardhlder t the Administratr nce the card is received. In additin, the Administratr s a ntificatin message t the cardhlder that the PCard is being delivered by UPS with the date/time t expect the card, and a request t the cardhlder t the receipt f the card. Bth actins are dne t ensure that the Cardhlder ntifies the Administratr prmptly, s actin can be taken t cancel the card if it has nt been delivered. Ntificatin f separated emplyees: FDLE PCard Administratr receives a mnthly separatin reprt, generated by Human Resurces, t ensure cards have been cancelled. DJJ has a separatin ntificatin system, where the supervisr enters the infrmatin int the system and an is generated t the PCard Administratr. The Administratr can then ensure the card has been cancelled. DBPR receives a separatin reprt bi-weekly and each divisin s Human Resurce persn cntacts the Administratr when an emplyee leaves. Als, DBPR P-Card Apprvers cntact the Administratr when an emplyee leaves. Cardhlders als receive training t ntify Administratr befre separatin. DOR receives a netwrk access cancellatin ntice when an emplyee leaves. DOH uses a prgram that cmpares active cardhlders with payrll data. An is sent t the ffice liaisn fr cardhlders with n active payrll data. If the emplyee left the agency, a cardhlder frm is submitted t clse the accunt. Cards f emplyees n extended leave are als cancelled. DEP s IT staff created a prgram that cmpares PepleFirst data with cardhlder infrmatin fr verificatin f emplyment. This prgram is run by the Administratr every mrning. FWC requires supervisrs t shred cards when ntified emplyee is leaving, nt wait until terminatin date. The Administratr als receives a list frm persnnel as a back-up. 4

5 Hurricanes and Other Emergencies The Statewide Office is mnitring the current situatin (Hurricane Irene). As f the day f the meeting, the Gvernr s Office had nt issued an Executive Order declaring an emergency which triggers the PCard emergency prcess. The prcedure and Real Time Frm is n the Administratr-nly page f the PCard website. 5