Factivity: You’ve Got Questions, We’ve Got Answers
Stephanie Bussenger Maureen Sudbay, CPCP Disclaimer
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After attending this session, you will be able to:
•To implement best practices in to your Card Program •Understand how to contact the Bank of America Support Teams and when to contact the Dedicated Support Team or the Help Desk
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Question # 1
One of my Cardholders is leaving our agency/organization. What steps do I need to take as the PA?
Factivity answer # 1 For State PA’s, you must cancel the card and also deactivate the user profile in Works. TIP: If you deactivate the user profile first, you will be prompted to also cancel the card.
For State PA’s, you must perform an Annual Security Review. This review is to certify that all Works users and roles are valid and necessary. (NEW security requirement)
For PSUB PA’s, the two items listed above are best practices. You should include these two steps in your process
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Question # 2
Can a Backup PA perform the same duties as a Primary PA?
Factivity answer # 2 YES, Backup PA’s have all the same roles, responsibilities and access as the Primary PA.
TIP for State PA’s, you must add/delete PA’s by submitting the Program Administrator Form along with training certificates to CCA. The form must be signed by an Authorized Officer listed on your DOA Authorized Signatory Form (DA-04-121-Cardinal). All CCA forms can be found at https://www.doa.virginia.gov/forms.shtml#ChargeCard
TIP for PSUB PA’s: o add/delete PA’s by contacting the Dedicated Servicing Team o a lso, remember to add/delete the PA in Works
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Question # 3 The new Single Transaction Limit (STL) increased to $10,000 for State Agencies. Should I change ALL my Cardholder’s profile to match the new limit? What is the Single Transaction Limit for PSUBS? Factivity answer # 3
For State PA’s: o NO. PA’s must review and justify if their Cardholders need an increase. o Temporary and permanent increases within the State mandated limits can be increased by PA’s without DOA approval. As such, requests received will be denied. For PSUBS PA’s: o Each PSUBS sets their own STL. The STL should be included in your Policies and Procedures.
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Question # 4 Sometimes, I call the wrong Servicing Team at Bank of America. How do I know which team to call? Factivity answer # 4
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Factivity answer # 4 (cont.)
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Question # 5 What is Virtual Payables? Factivity answer # 5
For State PA’s: o Virtual Payables is an electronic accounts payable solution to facilitate post-invoice payments to our supplier using a dedicated credit card administered by DOA. o COVA has partnered with Bank of America to facilitate the enrollment process which includes calling and mailing campaigns. o Suppliers who enroll and agree to accept credit card payments for any dollar amount are able to receive their payment up to 14 days earlier as an incentive. o The current processes for orders and invoices remain the same. The only change will be to the payment process. o A Virtual Payables supplier will have an active EPAY default location and an approved voucher will have a GE Payment Method in Cardinal
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Factivity answer # 5 (cont.) For PSUBS:
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Question # 6 What should I do if I receive a FOIA Request? Factivity answer # 6
For State PA’s: o REDACT all Account Numbers (Corporate and Cardholder) o REDACT all Cardholder Names Virginia Freedom of Information Act § 2.2-3705(13) provides an exemption for credit card account numbers. While there is no specific exemption for Cardholder Name we recommend withholding cardholder names. This is a recommended best practice from the Bank of America. When we withhold cardholder names, we site exemptions related to internal control, Virginia Freedom of Information Act § 2.2-3705.2.9, § 2.2-3705.2.2; Government Data Collection and Dissemination Practices Act § 2.2-3803.A.3 and 9; and Virginia Information Technologies Agency § 2.2-2009.A.3. If your request is for a specific cardholder's transactions we recommend responding in a manner that it does not confirm they have a card, i.e. “Attached you will find a list of all card transactions for the Insert agency name”.
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Factivity answer # 6 (cont.)
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Question # 7 Are there additional resources available for PA’s to learn more about the card world? Factivity answer # 7 YES, there are two resources we would recommend.
Bank of America Card Assistant. A one-stop shop for Commercial Card Program Administrators. Resources include: o Industry News o Tips and Tricks o Training Videos o Webinar Replays Training videos: o GCA Registration o GCA Password Reset o Viewing Payment Center Transactions o Viewing Payment Center Auth/Decline
www.bofa.com/cardassistant
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Factivity answer # 7 (cont.) National Association of Purchasing Card Professionals (NAPCP) www.napcp.org
Bank of America is not affiliated with NAPCP, does not receive compensation for recommending, and does not guaranty and is not liable for any guidance or assistance provided by NAPCP. For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Question # 8 What are the some best practices and advantages of using a Purchase Cards? Factivity answer # 8
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Factivity answer # 8 (cont.)
Calculate your cost savings:
Per # of Transaction Savings Transactions Savings 100 $69.85 $6,985 1,000 $69.85 $69,850 10,000 $69.85 $698,500 For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Question # 9 Do you have any recommendations we can share with our cardholders on how to prevent fraud? Factivity answer # 9
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America Question # 10
The particular Spend Control Profile I need is not in Works. Can I add it?
Factivity answer # 10 For State Agencies in the Commonwealth Instance, PA’s must submit a new profile request directly to CCA. Your request must include Cycle Limit (CL), Single Transaction Limit (STL), MCC Group Restrictions Needed, and if the profile is Online Reconciliation (OLR). Profile limits must be in increments of $5,000. This is a new requirement.
For State Agencies in their own Instance, PA’s may continue to create spend control profiles as needed. Although it’s not required, CCA suggests you follow the same procedure for limiting profiles to $5,000 increments.
For PSUB PA’s, you policy and procedures will dictate Cycle Limit (CL), Single Transaction Limit (STL), and if any MCC Group Restrictions are needed.
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America What other questions do you have?
For Discussion Purposes Only; Proprietary and Confidential Information of Bank of America