U.S. General Services Administration GSA SmartPay Online Tools

U.S. General Services Administration GSA SmartPay Online Tools Sarah Smith GSA SmartPay Training Forum July 16-18, 2019 1

Overview 2 GSA SmartPay Website Online Training Training Reports Other Available Online Tools Communication Tools Looking ahead to 2020 . https://smartpay.gsa.gov

GSA SmartPay Website Tour Offers a wealth of information about the program Bridging the gap within our community of A/OPCs, AOs, account holders and others spread out across the world. Mobile/ Tablet Friendly 3 https://smartpay.gsa.gov Did you know the GSA SmartPay Website is Celebrating 10 Years?!

Interesting Statistics about Website Usage 4 https://smartpay.gsa.gov

Navigating the GSA SmartPay Website Top Navigation Categorized by Business Line: Travel, Purchase, Fleet, Integrated Homepage Ad Most common clicks listed across the middle Lower Navigation 5 https://smartpay.gsa.gov

GSA SmartPay Saves 6 General Information about GSA SmartPay SmartPay Benefits Key Players in the Purchasing Process How GSA SmartPay works Refunds https://smartpay.gsa.gov

Master Contract GSA SmartPay 3 Master Contract Terms and Conditions Eligibility and Application How to Obtain Task Orders 7 https://smartpay.gsa.gov

Statistics Program Statistics Overview and Executive Summary Monthly Sales, Transactions and Account Holder data GSA SamrtPay Program Refunds Interesting Data Metrics CFO Reports Top Vendor Reports Card Statistics Reports for FPDS Socioeconomic Statistics Reports 8 https://smartpay.gsa.gov

Savings Calculator An interactive tool for agencies to demonstrate the impact of transferring additional types of spend to the GSA SmartPay program. Gives estimates for savings in the areas of: Contract Grants Local Travel Subsidy Help guide for instructions 9 https://smartpay.gsa.gov

Policies 10 OMB Circular No A-123 Appendix B OMB Memorandum M-13-21 Federal Acquisition Regulations (FAR) Federal Travel Regulations (FTR) Per Diem Rates Public Laws American Recovery and Reinvestment Act https://smartpay.gsa.gov

SmartTax 11 Legal History How to Recognize your Account Surcharges Common Questions US State Tax Map and Specific Tax Information (smartpay.gsa.gov/smarttax) https://smartpay.gsa.gov

Smartpay.gsa.gov/SmartTax Each state determines its own tax exemption status and procedures CBAs are exempt in every state IBAs are exempt in some states All forms and instruction can be found here All POC information can be found here 12 https://smartpay.gsa.gov

Business Lines Each business line has it’s own dedicated section and includes: Purchase/ Travel/ Fleet/ Integrated Information for Program Coordinators and Account Holders on: Roles and Responsibilities How the Program Works Best Practices Common Questions 13 https://smartpay.gsa.gov

Resources Resources for Account Holders/ AOs, Program Coordinators, Vendors and State/ Local Governments Grouped by Business Line Interact and Acquisition Gateway Community Information Training Forum Presentations Audit Repository 14 https://smartpay.gsa.gov

Contact Bank Customer Service Centers Phone Numbers Online Account Access Agency Bank Information GSA SmartPay Support Center 15 https://smartpay.gsa.gov

Smart Bulletins Provides Information and Guidance to Customer Agencies about Topics Such As: New or Updated Policies Regulations Program Management Best Practices Task Order Administration Master Contract Changes Related laws 16 https://smartpay.gsa.gov

News/ Spotlight/ Multimedia News Articles related to the Program Program Coordinator Spotlight and Agency Savings Spotlight Multimedia and Videos Mythbusters Series Getting to Know GSA SmartPay 17 https://smartpay.gsa.gov

Events GSA SmartPay events include in person and virtual training events that will benefit A/OPCs, AOs and others who help manage their agency’s program 18 https://smartpay.gsa.gov

New Strategic Payment Solutions Card Not Present Solutions Declining Balance Cards Single Use Accounts Mobile Payments Ghost Cards ePayables Supplier Initiated Payments (SIP) Straight Through Processing (STP) Buyer Initiated Payments (BIP) 19 https://smartpay.gsa.gov

New Strategic Payment Solutions Strategic Payment Solution Examples Recurring Payments New Employees, Temporary Employees, or Part-time Employees Supplier Retail Operations Specialized or Complex Invoicing Processes 20 https://smartpay.gsa.gov

GSA SmartPay Website Help New GSA SmartPay Help Pages Assist with most common questions about the GSA SmartPay website Located on the Footer of the website under Contact. 21 https://smartpay.gsa.gov

OMB Training Requirement OMB Circular A-I23 Appendix B requires each agency to provide training to all account holders and account managers prior to appointment and every 3 years (or more often if required by your agency’s training policy) 22 https://smartpay.gsa.gov

What Does GSA Provide? GSA offers FREE Government-wide training courses: Travel Account Holder/ AO Travel A/OPC Purchase Account Holder/ AO Purchase A/OPC Fleet A/OPC (New!) 1,034,850 registered users 23 https://smartpay.gsa.gov

Navigating the GSA SmartPay Training First time users must register OR login if you have been here before Select Training Course: Purchase (Account Holder or A/OPC) Travel (Account Holder or A/OPC) Fleet (A/OPC Only) Additional Training Note: You do not need to login to view training content, only to complete the online assessment and receive your certificate. 24 https://smartpay.gsa.gov

Self Registration Complete a one page, one time registration. This will allow us to store your training certificates for future reference. Double check that your email and agency are correct. Select your role (A/OPC or Account Holder) Create your own unique user ID Set up a password and security question 25 https://smartpay.gsa.gov

Training Courses Cover Program Overview Key Program Participants Program Coordinator/ Account Holder Responsibilities Topics Specific to Business Line Where to go for Questions Policies/ Regulations Risk Mitigation Resources 26 https://smartpay.gsa.gov

Logged In Homepage Welcome Message at the Top Listing of Courses Offered List of all quizzes and links to certificates 27 https://smartpay.gsa.gov

Review the Material Click through the training by using the link on the bottom right. The table of contents is listed under the grey “ ” next to the red title bar. This provides a short cut to specific lessons. Option to download the training as a PDF to view offline. “Bookmark my place” allows you to re-enter the training at that point. 28 https://smartpay.gsa.gov

Completing the Quiz At the end of each training course, you will be asked to complete a short quiz. Each quiz has approximately 25 questions. Click on “Start Quiz” to begin 29 https://smartpay.gsa.gov

View Quiz Results and Certificate Results will display after you complete the final question in the quiz Here you can review the questions you got wrong. If you passed, you will receive a certificate. If you did not pass, you can try again. 30 https://smartpay.gsa.gov

View Quiz Results and Certificate Click on “My Certificates” to view a list of completed courses. Click on “View Certificate” to view/ save/ print your training certificate for each course. All training certificates are saved under the My Account/ My Certificates link at the top. 31 https://smartpay.gsa.gov

GSA SmartPay Professional Certification (GSPC) Requirements include: Complete Coursework, Hands on Experience, Maintenance Training Every 3 Years Candidates will receive an email after the forum. Complete the questionnaire Certificates will be available under your account 32 https://smartpay.gsa.gov

My Account View Your Information Edit Your Information My Certificates My Results Note: Level 1 A/OPC users are not able to edit their agency name for security reasons. 33 https://smartpay.gsa.gov

Additional Training GSA SmartPay Videos on Specific Topics GSA SmartPay Mythbusters 34 https://smartpay.gsa.gov

Reporting Overview 35 Offer a variety of reports to meet agency needs including: Your Personal Training Reports General Reporting (Numbers only) Monthly Trainee Report Total Agency Quiz Report Monthly Quiz Report Detailed Reporting Agency Trainee Report Trainee Search https://smartpay.gsa.gov

Reporting Quizzes Taken by User Quiz results for you, the A/OPC who is logged in Similar to what you see under My Account/ My Certificates Available for All Users 36 https://smartpay.gsa.gov

General Reporting Monthly Trainee Report The number of new user accounts registered per month Overview only, no detail information Export to CSV (Microsoft Excel compatible) 37 https://smartpay.gsa.gov

General Reporting Total Agency Quiz Report Total number of quizzes passed per quiz. Filter by date Overview only, no detail information Export to CSV (Microsoft Excel compatible) 38 https://smartpay.gsa.gov

General Reporting Monthly Quiz Report Number of passed quizzes per month. Overview only, no detail information Export to CSV (Microsoft Excel compatible) 39 https://smartpay.gsa.gov

Detail Reporting Agency Trainee Report The passed quiz results for an agency, and / or a particular quiz. Contains detailed information such as UserName, First Name Last Name, Email, Agency, Quiz, Score, Completed Dates and Results. Export to a file and can open and manipulate in Excel Filter by Quiz and Date 40 https://smartpay.gsa.gov

Detail Reporting Trainee Search Search for a specific account Contains detailed information such as UserName, First Name Last Name, Email, Agency Quiz, Score, Completed Dates and results. Export to a file and can open and manipulate in Excel Filter by Quiz and Date 41 https://smartpay.gsa.gov

GSA SmartPay Training Help New GSA SmartPay Help pages for Online Training Answers most common questions about online training Located on the footer under “Training Home” 42 https://smartpay.gsa.gov

Other Available Tools Online In addition to the GSA SmartPay website and online training website, GSA offers other tools. 43 https://smartpay.gsa.gov

GSA SmartPay Travel Card App GSA SmartPay Travel Card App The GSA SmartPay Travel Card App is available for iOS, Android and Blackberry devices through the Apple App Store, Google Play and Amazon App stores. Resources available through the app include A/OPC contact information, statespecific tax information, and more. 44 https://smartpay.gsa.gov

GSA SmartPay Travel Card App GSA SmartPay Travel Card App GSA Per Diem My TSA National Weather Service My Trips Notifications 45 https://smartpay.gsa.gov

Refunds Review Tool – New! Automatically calculates refunds as outlined in the SP3 Contract. AOPCs can download the tool and user guide by visiting their "CFO Act Agency Reports and Dashboards" group on GSA Interact Note: The tool does not replace the requirement for agencies to perform their own independent review and assessment as indicated in Public Law 112-194. 46 https://smartpay.gsa.gov

Interact Groups Discussions with GSA SmartPay – Interact with other program coordinators or the GSA SmartPay team, share best practices, view non public documents, information, and events CFO Act Agency Reports and Dashboards – Fiscal Year Metrics Dashboards, CFO reports, and Refund Summary Reports (Agency Specific) 47 https://smartpay.gsa.gov

Data Analytics Data Warehouse An application that houses numerous dashboards and reports that can be accessed via the web. Available to customer agencies (primarily the 24 CFO Act Agencies) Located at https://spdatawarehouse.fas.gsa.gov/spdw/ (Login required) For more information contact Shane Brosius ([email protected]) or Perry Hampton ([email protected]) 48 https://smartpay.gsa.gov

Mobile Application and Payments Options Offered as Tier 1 products and services or at no additional cost: Mobile Applications The ability to access EAS, pay invoices, receive text/email alerts and view statement and payment information Mobile Payments The ability to make secure payments using a mobile device at the point of sale 49 https://smartpay.gsa.gov

Communication Where do I go for GSA SmartPay Updates and Announcements? Social Media: Twitter, FaceBook and LinkedIn GSA SmartPay website Participate in GSA SmartPay meetings and focus groups Read all email communication from GSA SmartPay and pass it along to your account holders Connect with other A/OPCs to share best practices GSA SmartPay Forum – in person GSA Interact - online 50 https://smartpay.gsa.gov

Looking Ahead to 2020 . New layout based on role instead of business line Improved Searching capabilities 51 https://smartpay.gsa.gov

Questions? Sarah Smith [email protected] 52 https://smartpay.gsa.gov

GSA Starmark Logo 53