Identifying and Reporting Potential Travel Card …. General Services Administration presented by Ken Hennessy Identifying and Reporting Potential Travel Card Misuse August 2017

U.S. General Services Administration

presented by Ken Hennessy

Identifying and Reporting Potential Travel Card

Misuse August 2017

Agenda

• Misuse Defined

• Identifying Potential Misuse

• Reporting Suspected Misuse

• Questions and Answers

2

Misuse Defined

• Per OMB Circular A-123, Appendix B – Use of a Federal charge card for other than the official

Government purpose(s) for which it is intended

• Personal vs. Official Travel

• Unauthorized expenses, even when on Official Travel

• For expenses of other than the cardholder – Except for authorized dependent travel expenses

3

Tools to Help Identify Misuse

• Citi Custom Reporting System (CCRS)

• IntelliLink

• CitiDirect Card Management System (CCMS)

• DTS Traveler Status Report

4

Identifying Potential Misuse Using CCRS

• Account Activity Text Report

• Non-Travel Activity Report

• Weekend/Holiday Activity Report

• ATM Report

• Declined Authorization Report

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DoD 1-10 May IBA Account Activity Text File - CD100T Page by: Report As Of Date: 2017-05-11-08.46.51 Hierarchy Level 3 Name

Account Number Account Name

Transaction Date

Transaction Post Date Merchant Name MCC Merchant City State

Transaction Type

Transaction Reference Number

Total Transaction Amount

AGENCY X xxxx BEN DEED 4/30/2017 5/1/2017 SPORTING GOODS 5941 ALBUQUERQUE NM Purchase 23 Digits 524.01 AGENCY X xxxx BEN DEED 4/30/2017 5/1/2017 ENTERPRISE RENT-A-CAR 3405 ALBUQUERQUE NM Purchase 23 Digits 321.77

AGENCY X xxxx BEN DEED 4/30/2017 5/2/2017 HYATT PLACE ALBUQUERQUE A 3812 ALBUQUERQUE NM Purchase 23 Digits 412.44

AGENCY X xxxx BEN DEED 4/30/2017 5/2/2017 THE PARKING SPOT 239 7523 HUMBLE TX Purchase 23 Digits 41.85

AGENCY X xxxx BEN DEED 5/9/2017 5/9/2017 SPLIT DISBURSEMENT PAYMENT 6011 Payments 23 Digits -1,336.62

AGENCY X xxxx KEN PLATE 4/27/2017 5/1/2017 COLORADO SPRINGS AIRPORT 9399 COLORADO SPRI CO Purchase 23 Digits 18

AGENCY X xxxx KEN PLATE 4/27/2017 5/1/2017 HOLIDAY INNS 3501 PORTLAND OR Purchase 23 Digits 277.74 AGENCY X xxxx KEN PLATE 4/27/2017 5/1/2017 UNITED 3000 800-932-2732 TX Purchase 23 Digits 25

AGENCY X xxxx KEN PLATE 5/4/2017 5/4/2017 SPLIT DISBURSEMENT PAYMENT 6011 Payments 23 Digits -1,012.50

CCRS Account Activity Text Report

• Displays all transaction activity for a specified billing cycle • APCs use it to review a minimum of 10% of transactions to ensure

no misuse

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Army 1-2 May Non Travel Activity Page by: Report As Of Date: 2017-05-10-08.25.04

Hierarchy Level 3

Hierarchy Level 3 Name

Account Number Account Name

Current Balance

Transaction Date MCC Merchant Name Merchant City

Total Transaction

Amount 30xxx Any Unit xxxx LUCKY PETER 3,498.73 5/1/2017 7995 BELAGIO - CASINO LAS VEGAS 2,145.42 30xxx Any Unit xxxx DISH DAVID 89.73 5/2/2017 4112 KORAIL 0051147 DAEJEON 71.32 30xxx Any Unit xxxx DISH DAVID 89.73 5/2/2017 4722 U.S.AIRLINES ALLIANCE PYEONGTAEK-SI 17.7 30xxx Any Unit xxxx BRAVE TOMMY 0.00 5/1/2017 0000 DELTA CHICAGO 1,142.12 30xxx Any Unit xxxx LEADER VICKY 919.96 5/2/2017 6011 SPLIT DISBURSEMENT PAYMENT -2,753.65 30xxx Any Unit xxxx BEST JAMES 0.00 5/1/2017 6011 STARBUCKS RICHMOND 54.09 30xxx Any Unit xxxx CRASH AARON 0.00 5/1/2017 6011 BURGER KING WASHINGTON 33.55 30xxx Any Unit xxxx CRASH AARON 0.00 5/2/2017 0000 HILTON HOUSTON 1,342.95 30xxx Any Unit xxxx BRICKY RICKY 0.00 5/1/2017 6011 HERTZ RENTAL CAR PHEONIX 666.4

CCRS Non-Travel Activity Report

• Identifies cardholders with transaction activity (cash, fuel, food) occurring without other associated travel activity (air, car rental, lodging)

• APCs use it to research potential misuse of the travel card

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CCRS Weekend/Holiday Activity Report

• Identifies cardholders with transaction activity (lodging, car rental) when checkout is on a Sunday, Monday or a federal holiday

• APCs use it to research potential misuse of the travel card

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AF 1-15 May Weekend Holiday Activity Page by: Report As Of Date: 2017-05-10-08.25.04

Hierarchy Level 3

Hierarchy Level 3 Name

Account Number Account Name

Current Balance

Transaction Date MCC Merchant Name Merchant City

Merchant State

Total Transaction Amount

36xxx Any Wing xxxx ALLEN ROD 1,683.93 5/6/2017 5813 CLUB TOPLESS MACDILL AFB FL 311.04

36xxx Any Wing xxxx WIN RICH 1,357.59 5/6/2017 3604 HILTON GARDEN INN O'FALLO O'FALLON IL 435

36xxx Any Wing xxxx SUPER GARY 5,144.18 5/6/2017 3509 LIMA MARRIOT HTL STELLARS BOSTON MA 1,842.50 36xxx Any Wing xxxx SUPER GARY 5,144.18 5/6/2017 4784 ENTERPRISE CAR TOLLS BOSTON MA 22.07 36xxx Any Wing xxxx WALTER GOOD 807.56 5/7/2017 0000 CASH ADVANCE FEE ITALY 1.04

36xxx Any Wing xxxx WALTER GOOD 1,307.68 5/7/2017 3695 EMBASSY SUITES AIRPORT ITALY 250.12 36xxx Any Wing xxxx WALTER GOOD 1,589.89 5/7/2017 4789 TRANSP TERRESTRE NVA I ITALY 12.17

CCRS ATM Cash Report

• Provides a list of ATM and cash withdrawal transactions • APCs use it to identify activity not associated with official travel or for

amounts exceeding what is necessary

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USMC 1-7 June ATM Cash Report Page by: Report As Of Date: 2017-06-08-09.15.43 Hierarchy Level 3

Hierarchy Name

Account Number

Cardholder First Name

Cardholder Last Name

Transaction Date MCC

Transaction Code Merchant Name

Transaction Amount

34xxx UNIT X xxxx JOHN DAWSON 6/6/2017 6011 0105 BANK OF HAWAII 565 34xxx UNIT X xxxx JOSHUA DENNY 6/4/2017 6011 0105 MAB1 363 35xxx UNIT X xxxx DUANE BROWN 6/1/2017 6011 0105 MARINE FCU 263 34xxx UNIT X xxxx WILLIAM BIRD 6/6/2017 6011 0105 MARRIOT ST L-214 103.50 34xxx UNIT X xxxx JAMES BAKER 6/4/2017 6011 0105 MARRIOTT DEN-256 123.95 34xxx UNIT X xxxx DANIEL SLACKER 6/5/2017 6011 0105 LOVES TS 236 443.95 34xxx UNIT X xxxx STEPHEN CAKE 6/5/2017 6011 0105 NAVY FEDERAL CR 103 34xxx UNIT X xxxx JOHN ACE 6/4/2017 6011 0105 NAVY FEDERAL CR 103 34xxx UNIT X xxxx NICHOLAS PENNY 6/1/2017 6011 0105 1616000011 269.37

CCRS Declined Authorization Report

• Lists all account transactions presented for approval that were declined; includes the decline reason, and type of attempted purchase

• APCs and CPMs use it to identify attempted potential misuse, abuse, and/or fraud

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Navy IBA 1-30 April Declined Authorizations Report Page by: Report As Of Date: 2017-05-10-08.25.04

Hierarchy Level 3

Hierarchy Level 3 Name

Account Name (Short)

Account Number

Decline Date

Decline Time Primary Decline Reason Merchant City MCC Merchant Name

Decline Transaction Amount

32xxx Any Fleet ATLAS ROBERT xxxx 4/28/2017 05:49:40 Merchant Type Blocked Orlando 5945 TOYS-R-US $65.00 32xxx Any Fleet GREEN DEBORRA xxxx 4/18/2017 17:29:40 Invalid Expiration Date SAN DIEGO 6011 $83.00 32xxx Any Fleet BROOKS MIKE xxxx 4/10/2017 07:17:13 Cardholder has not Confirmed Receipt SAN DIEGO 3001 AMERICAN AIRLINE $544.60 32xxx Any Fleet BROOKS MIKE xxxx 4/13/2017 13:17:52 Credit Limit Exceeded PENSACOLA 3501 HOLIDAY INN EXPRESS $4,607.74 32xxx Any Fleet BROOKS MIKE xxxx 4/13/2017 13:18:16 Credit Limit Exceeded PENSACOLA 3501 HOLIDAY INN EXPRESS $3,686.19 32xxx Any Fleet ANDREWS ALLEN xxxx 4/26/2017 07:19:41 Card Not Activated by APC SAN DIEGO 3001 AMERICAN AIRLI AA $645.60 32xxx Any Fleet ARROWS CHRIS xxxx 4/5/2017 14:50:55 Card Not Activated by APC SUMMERVILLE 5812 LOGANS ROADHOUSE $15.92 32xxx Any Fleet APPLE ERNIE xxxx 4/24/2017 05:27:54 PIN Error - Invalid PIN MADRID 6011 $215.06

32xxx Any Fleet RUNNER RODNEY xxxx 4/6/2017 06:19:11 Credit Limit Exceeded SAN DIEGO 3778 FOUR POINTS DOWNTOWN SD $789.88

Identifying Potential Misuse Using the DTS Traveler Status Report

• Request from the DTA

• Lists cardholders’ travel status

• Compare with the Account Activity Report to determine if GTCC transactions were related to official travel – Note: not all travel is processed using DTS

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IntelliLink Case Management

• Create cases

• Respond to inquiries

• Monitor case status

• Case management report

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IntelliLink Compliance Module for Case Management

IntelliLink Case Questionnaire

1. Was the purchase necessary to meet the travel requirement?

2. Was the purchase or withdrawal allowed by the organization?

3. Was the purchase for an individual other than the cardholder or his/her authorized dependents?

4. Was the purchase made during a non-travel period?

5. Was the purchase strictly for personal use?

6. Was the transaction referred to the supervisor or commander for review and or corrective action? Please provide a response in the comment box. If yes; provide action taken and resolution. If no; provide reason.

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IntelliLink Case Questionnaire Administrative Disposition

1. Based on your current knowledge, please classify this transaction as one of the following.

Valid / Valid with Administrative Discrepancy / Potential Fraud / Misuse / Abuse

2. If the transaction(s) did not meet the valid requirement, please select a

reason. Not Applicable / Personal Use / Exceeded Minimum Need /

Compromised Card / Prohibited Item / Disputed Transaction / Other / Other reason

3. Classify the transaction(s) as one of the following.

Not Applicable / Minor / Major / Critical 15

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IntelliLink Case Questionnaire Email Form

An APC Response to Misuse

• Ask the cardholder – Email/phone – See Annex 8 of GTCC Regulations for sample notification

• Notify the Supervisor/Commander • Conduct a review of past transactions • Monitor the cardholder more closely • Deactivate the card when not in a travel status • Notify the “gaining” APC when a cardholder transfers

– Enter remarks in CCMS when completing hierarchy transfer

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A Supervisor/Commander Response to Misuse

• Determine severity of misuse (minor, major, critical) • Oversee the inquiry/investigation into the potential misuse

– Initiate the inquiry – Appoint an investigating officer

• Elevate as required • Take corrective action

– Administrative/Disciplinary • Refer cardholder to employee assistance programs as needed

– Gambling – Financial assistance

• Monitor cardholder more closely

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Resources

• GTCC Regulations • Joint Travel Regulations

– Authorized travel expenses • APC Guide • TraX Training

– Travel Card Program Management (APC Training) – Managing Misuse for DoD Management Officials

• Citi Class Training System • Visa IntelliLink Compliance Management User’s Guide

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www.defensetravel.dod.mil

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Questions