Revised: 9/2011
.06 Responsibilities
a. Issuer Responsibility— The GSA Master Contract for SmartPay2 and the Task
order with the Department specify the issuer's responsibilities. The Master Contract
for SmartPay 2 may be available at the GSA SmartPay2 website: GSA SmartPay2
Website. The Department’s SmartPay 2 servicing bank is JP Morgan
Chase/MasterCard association for all commercial charge card services (purchase,
travel and fleet business lines). JP Morgan Chase’s automated solution includes
PaymentNet reporting tool and Account Center web based card application tool.
MasterCard association’s automated solution includes Expert Monitoring System
(EMS), a comprehensive risk management tool, and their Enhanced Merchant
Reporting (EMR) tool.
b. Agency / Bureau Responsibility agencies and bureaus are responsible for
maintaining adequate controls and records pertaining to Cardholder Accounts.
c. Cardholder Responsibility Upon receipt of the monthly 'Statement of Charges' from
the issuer, the cardholder must verify each transaction and reconcile the amounts to
retained sales receipts. For those purchases which are not to be charged to the default
accounting code (see above), the card- holder will provide the proper account coding
on the statement, including the 'Object Class'.
When a receipt is not furnished (e.g., because goods were ordered by telephone), a
signed 'Telephone Ordering Log' or similar document should be prepared and
submitted by the cardholder instead. The Cardholder must forward a 'package'
(comprising the 'Statement of Charges' and supporting Sales Receipts) to the
Approving Official within five workdays of initial receipt of the statement. The
cardholder shall notify the Approving Official when purchases have been made and a
'Statement of Charges' is not received within 10 days after the end of the billing cycle
(i.e. 21
st
of each month).
When an item on a Statement is disputed, the cardholder must immediately follow
Department of Commerce prescribed procedures for disputed transactions.
When an item is ordered and appears on a Statement without having been received,
the cardholder should contact the vendor to determine the status of the goods. If the
goods are in the process of being shipped, this is not considered a 'questioned item.'
The cardholder shall follow Department of Commerce prescribed procedures for
resolving the verification of receipt of goods.
Note: Payment should not be withheld for questioned or disallowed items. JPMorgan
Chase will issue credits to the account affected upon receipt of the disputed
transaction.