Effective immediately, due to Sarbanes-Oxley Act (SOX) requirements, agency program coordinators (APCs) for the SmartPay Purchase Card program must review monthly bank-generated activity reports (Request Status Queue and Account List) for the SmartPay Purchase Card Program. APCs will use these reports to review accuracy of all created or terminated accounts. These reports should be reviewed on/about the 20th of each month prior to the next billing cycle close (18th of the month). After resolving discrepancies, if any, of all created and terminated accounts, the APC will sign, date, and file the reports with other APC records for 3 years.
Handbook AS-709, Purchase Card Policies and Procedures for Local Buying
1 Introduction
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17 Responsibilities
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176 Agency Program Coordinators
[Revise text to read as follows:]
APCs are responsible for managing the SmartPay Purchase Card Program for their assigned areas. Topeka National Materials Customer Service serves as the next level APC after the primary APC (see 175), and there are APCs designated for various other organizations in the field (e.g., district, plants, VMFs). An assistant APC may be designated for any level APC to assist and serve as backup. APCs have the following responsibilities:
a. Overseeing management of the SmartPay Purchase Card Program for their area of responsibility.
b. Training successor APCs and performing necessary account maintenance.
c. Ensuring that cardholder and CCAO training is taken through receipt and retention of accountability statements (see Chapter 2) prior to card/account setup, and that refresher training is taken every 3 years thereafter (see 212.51).
d. Setting up and updating cardholder and CCAO accounts, and maintaining documentation (for 3 years following account close).
e. Ensuring that accounts are canceled for separated and transferred cardholders and CCAOs.
f. Resolving disputes escalated to the APC.
g. Authorizing one-time exemptions to established 30-day cardholder and office spending limits.
h. Downloading and reviewing monthly report available from the bank provider (on/about the 20th of each month) for accuracy of all created and terminated accounts prior to the close of the next billing cycle (18th of the month). Resolving discrepancies and, upon completion, signing and dating the report to certify the review is complete. Maintaining the report with other APC records for 3 years from the date of report certification.
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— Supply Management Infrastructure,
Supply Management, 9-10-09
