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 accounts under their span of control.
• Set up 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 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 account.
• Determine if purchases are necessary for accomplishing the mission of the agency.

Card/Account Holders

• Designated by an agency/organization to receive an account.
• Secure the payment solution.
• Maintain records relating to transactions, as required.
• Use the 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 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?

Agency Management, Inspector General (IG) and Auditors

• Because the GSA SmartPay program is a highly visible program and receives a lot of interest both within and outside your agency/organization, these parties will likely be interested in the performance of the purchase program.
• Many agencies/organizations will have periodic audits of the purchase program and you will likely be a key player in those audits.

Office of Management and Budget (OMB) and Congress

• OMB and Congress may also take an interest in the performance of your program.

Your management and policy office will provide you with more information on handling audits, investigations and external inquiries.

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