Lesson 5: Reporting Tools

How do I access reports related to the GSA SmartPay® Fleet program?

Agency/organization program coordinators (A/OPCs) can access electronic reports to monitor and track delinquency through the contractor bank’s Electronic Access System (EAS). To access reports, contact your bank representative to obtain a user ID and password.

What type of information is available through the EAS and when it is available?

Each bank has a slightly different suite of reports available, so review the contractor bank’s A/OPC Guide or go online to learn about the specific reports offered. Please note that:

• 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.
• A/OPCs have access to monitor card/account holder transactions at any time. By searching by card/account holder name, account number or social security number, you can track card/account holder transactions (such as transactions, payments and disputes), as well as view card/account holder monthly statements. You may also contact the bank’s customer service at any time to request information on a specific account.
• You may refer to GSA SmartPay Master Contract, Section C.7.1 Electronic Access System (EAS) for a full list of the EAS requirements.

Which reports provide general account information?

Account Activity Report

• Consists of summary totals for the reporting period, the FY to-date, categorized by account and agency/organization.
• Used by the A/OPCs to obtain and manipulate program data.
• Shows complete account activity, both active and inactive.
• Includes an agency/organization hierarchy roll-up section.
• Covers 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.
• Includes merchant information such as name, address and Merchant Category Code (MCC) (as applicable).
• You may refer to GSA SmartPay Master Contract, Section C.7.3.1.3, Additional Fleet Transaction Reports to see the fleet-specific data included in this report.

Account Change Report

• Lists any changes made to the master file information.
• Identifies what and when elements were changed.
• Generally used by A/OPCs to manage programmatic data as well as to flag/verify changes.

Current Accounts Report

• Shows all accounts in alphabetical order.
• Includes all information necessary to identify and contact the card/account holder.
• Generally used by A/OPCs as an easy reference for card/account holder identification.

Exception Report

• Identifies high risk transactions such as lost, stolen, invalid or canceled accounts, declined transactions and unusual spending activity and details such transaction activity.
• Includes current and past due balances.
• Generally used by A/OPCs and the Designated Billing Office (DBO) to monitor card/account holder activity, track misuse and/or identify training needs of an card/account holder.

Master File Report

• Contains master file information on all accounts (such as account number, card/account holder information, account expiration date, etc.).

Renewal Report

• Lists accounts due to expire and identifies account name, account number, expiration date and any other information required to determine renewal status.
• Generally used by the A/OPC to flag expiring accounts.

Which reports provide information on transactions, payments and disputes?

Detailed Electronic Transaction File

• Lists each card/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.

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.
• Generally used by the DBO to manage payments and disputes.

Transaction Dispute Report

• Lists all outstanding and resolved transaction disputes.
• Includes all information necessary to identify, track, balance and obtain status on the dispute from the original charge through resolution.
• Generally used by the Transaction Dispute Office (TDO) to manage disputes.

Which reports provide information on account delinquency?

Delinquency Report

• Lists account status for each 30-120+ day time frame (such as 30, 60, 90, 120 or more days).

Exception Report

• Identifies high risk transactions such as lost, stolen, invalid or canceled accounts, declined transactions and unusual spending activity and details such transaction activity.
• Includes current and past due balances.
• Generally used by A/OPCs and the DBO to monitor card/account holder activity, track misuse and/or identify training needs of an card/account holder.

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.
• Identifies account name, account number, status, balance past due, number of days past due and interest penalty for centrally billed accounts (CBAs).

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.
• Identifies account name, account number, status (suspended or canceled), date of status, balance past due, number of days past due and interest penalty.

Write-off Report

• Lists the amount of the write-off and date written off.
• Used by the agency/organization to identify problem areas to better manage delinquencies in the future, to analyze and project programmatic data for the future and to - verify and balance delinquent data in contract reports.

Which reports provide statistical or summary information?

1057 Report

• Contains summary merchant demographic information (minority, women-owned business) on a quarterly and cumulative fiscal year basis.
• Includes the amount of purchase, merchant name, merchant address, merchant demographic information, North American Industrial Classification System (NAICS) code and size standard.
• Generally used by the agency/organization in fulfilling its small business and small disadvantaged business goals.

OMB Report

• Provides transaction data required by Chapter 5 – Performance Metrics and Data Requirements of OMB Circular A-123, Appendix B.
• Includes a program type identifier (like purchase, travel, fleet and integrated).
• Examples of this transaction data includes, but is not limited to, the number of cards and the number of active accounts.

Payment Performance and Refund Report

• Lists the payment performance (average payment time) and any refunds paid to the agency/organization level.
• Includes total net charge volume, payment performance, refund amount, payment method and transaction type (such as ePayables and large ticket items).
• Used by the agency/organization to analyze payment performance and refunds as well as for audit purposes.
• 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.

Statistical Summary Report

• Provides program summary information such as dollar volume, ATM volume, number of transactions, active card/account holders, total accounts, new accounts, miscellaneous fees, transaction type (like convenience check, ATM, large ticket, etc.) and identification of fees (like fees for customized services, fees for convenience checks, fees for value-added product and service offerings, etc.) on a current and FY basis.
• You may refer to GSA SmartPay Master Contract, Section C.7.3.1.3, Additional Fleet Transaction Reports to see the fleet-specific data included in this report.

Summary Quarterly Merchant Report

• Lists by FY quarter, summary spending information by MCCs and Product Number/Code.
• Reports MCC description, number of transactions per MCC, total dollar amount per MCC and average dollar amount per MCC.
• Used to summarize supplier categories where the agency/organization dollars are spent and trend analysis.
• Shows which MCCs are listed in each template.

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 approving official (AO), card/account holder and transaction records at any time to 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 EAS’ ad hoc reporting functionality for any additional future reporting needs that are not listed.

What are the A/OPC’s 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 (such as account numbers, card/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.

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