Roles and Responsibilities of Key Players in the Purchase Process

Cardholder Role and Responsibility

Your role as the cardholder is to use the purchase charge card to buy supplies and services for government use. You hold the primary responsibility for the proper use of the purchase charge card. Your responsibilities as a cardholder are to:

• Secure the card
• Maintain a purchase log
• Use the card only to make informed buys of approved supplies and services
• Ensure availability of funds before purchase
• Be aware of reasonable prices offered in the marketplace
• Observe all dollar limits on purchases
• Reconcile and document transactions
• Use the card ethically

You are the government's legal agent for each purchase made with the purchase charge card. You are legally responsible and accountable for each transaction. You must comply with all applicable regulations and procedures of your agency.

In some cases, the AO function may be carried out by the A/OPC.  The primary purpose of this position is to assure proper use of the purchase charge card. The AO is typically the cardholder’s supervisor. The AO makes sure that your purchases are necessary for accomplishing the mission of your agency.

The A/OPC generally serves as the focal point for answering questions, establishing and maintaining accounts, and issuance and destruction of cards. Only the A/OPC is authorized to request that the contractor bank establish new accounts. The A/OPC also serves as the liaison between the Agency/Organization, the contractor, and the GSA Contracting Officer. The A/OPC oversees the card program(s) for his/her agency/organization and establishes guidelines. Changes to authorization controls must be submitted to the contractor by the A/OPC. The A/OPC will:

• Help you set up your account
• Serve as liaison between you and the purchase charge card contractor
• Provide on-going advice
• Audit purchase charge card accounts as required
• Keep necessary account information current

Transaction Dispute Officer (TDO) Role and Responsibility

The Transaction Dispute Officer’s (TDO) primary role, in some agencies, is to assist in the speedy resolution of any problems. The TDO generally serves as the focal point for disputing transactions on centrally billed invoices. This individual serves as the liaison between the Designated Billing Office, the A/OPC and the centrally billed account. The TDO oversees proper processing of transaction disputes and works with the contractor to resolve transaction disputes.

NOTE: Not all agencies have a separate TDO.  In some organizations, the A/OPC serves a dual role.

The Designated Billing Office (DBO) serves as the focal point for receipt of official centrally billed invoices. This office serves as the liaison between the agency/organization, the A/OPC, and the centrally billed account. The DBO oversees the proper processing of invoices and ensures invoices are paid within the Prompt Payment Act timeframes. Responsibilities typically include the following:

• Reconciling invoices
• Providing feedback to the A/OPC on contractor performance
• Determining whether to pursue faster payment of official invoices in order to take advantage of the productivity refunds, if in the best interest of the Government, and making payment on the proper date
• Providing timely payment
• Providing proper interest penalties for payments that exceed Prompt Pay Act timeframes

Purchase Charge Card Contractor Role and Responsibility

The purchase charge card contractor banks are important players in this program and are dedicated to high levels of service. Your agency has selected one of the three contractors:

• Citibank
• JPMorganChase
• U.S. Bank

The Contractor:

• Enables merchant payments for purchase charge card transactions
• Establishes cardholder accounts
• Issues cards
• Prepares the monthly statement for each cardholder
• Issues invoices to the DBO
• Provides 24-hour customer service
• Prepares reports that assist your agency in effectively utilizing the charge card program

Merchant Role and Responsibility

The merchant is the source for your supplies or services. The merchant may be:

• A required source inside or outside the government
• Another government agency
• A private sector merchant of supplies or services