department of navy guidance navsupinst 4200.99 policies

5. Department of Navy Guidance NAVSUPINST 4200.99 Policies/Procedures for Operation NAVSUPINST 4200.85 Series, DON Simplified Acquisition Procedures Marine Corps Guidance The Standard Operating Procedure (SOP) promulgates specific USMC policy and guidance concerning USMC GCPC Program procedures and requirements. The SOP is incorporated as Appendix H to the Marine Corps Acquisition Procedures Supplement (MAPS). Applies to all USMC commands and activities using the GCPC for appropriated fund purchases. Guidance for Marine Corps Community Services (MCCS) Card Program is provided in EBUSOPSOFFINST 4200.2 Local Internal Operating Procedures

6. DESIGNATION OF OFFICIALS Head of Activity. The duties of the Head of Activity (i.e. Commander, Commanding Officer, Officers in Charge, Director), EBUSOPSOFFINST 4200.1A and NAVSUPINST 4200.99

7. Agency Program Coordinator (APC).The APC serves as the liaison between MCIE, CitiBank, and HQMC. APCs must receive purchase card training APC�s are required to a complete DD Form 577, The APC to CH ratio shall not exceed 1:300 DESIGNATION OF OFFICIALS

8. DESIGNATION OF OFFICIALS Financial Manager/Comptroller. Responsible for managing command funds. The Comptroller and APC work together to ensure the funds approval process is streamlined to the maximum extent practicable

9. DESIGNATION OF OFFICIALS Approving Official/Certifying Officer. Are selected by their supervisor/Head of Activity. & Appointed in writing by the Agency Program Coordinator

10. Approving Official/Certifying Officer. Are the first line of defense against misuse, abuse and fraud. Are supervisors or higher grade/rank than the cardholder.

11. Cardholder. Cardholders receive a letter of delegation and set-up form Approving Official The Cardholder submits those forms to the APC The APC appoints the Cardholder and submits set-up form to the bank. DESIGNATION OF OFFICIALS

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13. Cardholder

14. DESIGNATION OF OFFICIALS

15. Transfer of Cardholder. A/O must notify the Card Management Team, by e-Mail. Suspend account 30 Days prior to departure When a cardholder transfers from one A/O to another, A new card is issued. DESIGNATION OF OFFICIALS

16. Training

17. Training

18. INTERNAL PROCESSES Purchase Request Process. Each purchase must have three individuals involved: A receiver of goods, the CH and the AO. If A/O is not available to approve purchases, the Card Management Team must be notified.

19. INTERNAL PROCESSES

21. INTERNAL PROCESSES

23. INTERNAL PROCESSES .

24. INTERNAL PROCESSES .

25. Funds. Funds must be committed and obligated before the cardholder contracts for supplies or services. Only O&M funds are approved for the purchase card use. INTERNAL PROCESSES

26. INTERNAL PROCESSES Procuring of Services. Services shall be non-personal, commercially available and at a fixed price. Un-priced services can only be obtained if the Cardholder can establish a ceiling price that will not be exceeded. (a quote).

27. INTERNAL PROCESSES Split Requirements. Determine in advance if your purchase will exceed either the micro-purchase threshold or your single purchase limit. You cannot segregate items in order to remain below the ceiling.

28. INTERNAL PROCESSES Restricted Purchases. Cell phone service above $2500 calendar year. Weapons, ammunition or any parts purchased in order to modify Porta-Johns service EXCEED $2500. Additional Guidance is provided in NAVSUPINST 4200.99

29. Restricted Purchases. Gasoline or oil Repair vehicles. official travel Hazardous Materials Give-away items INTERNAL PROCESSES

30. Required Waivers. Base Property must be contacted for nonexpendable Office equipment or furniture items such as TV�s, desk, vacuum cleaners, fans, ac units etc are being purchased. SMU Wavier is required to purchase any tactical equipment. POC at SMU is customer at 451-7069 INTERNAL PROCESSES

31. Communication Information Technology Service Division (CITSD), NMCI Representative or G-6 for approval for any Information Technology (IT) Equipment. Base/Installation Communications Office to purchase radios, audio or anything that might interfere with communications. NMCI provides waivers for blackberry make/model NMCI provides service for blackberries from commercial sources. Bottled water: A waiver from I&E for a building The Contracting Officer for an exercise. INTERNAL PROCESSES

32. Screening. It is mandatory CHs screen requirements through the statutory sources of supply In addition, the screening must be documented on a manual or automated log, or on the purchase card documentation. INTERNAL PROCESSES

33. Required Sources for Supplies Agency inventories Excess from other agencies DOD EMALL (office supplies) INTERNAL PROCESSES

34. INTERNAL PROCESSES Fair and Reasonable Pricing. A price that is fair to both parties, Rarely a single price, fair and reasonable from all viewpoints.

35. INTERNAL PROCESSES Local Businesses. CHs who visit local vendors will have a shopping list approved by the AO. Personnel authorized to pick up supplies, must not sign for cardholder. Write phone order in the signature space and sign the bottom of the receipt.

36. INTERNAL PROCESSES Solicitation and Award Procedures. CHs are authorized to use the purchase card over-the- counter, over-the-phone or via the Internet Quotations of price and delivery shall be obtained and documented Over-the-counter purchases will be received and taken. No rain checks.

37. INTERNAL PROCESSES SALES TAX: At the time of purchase inform merchant this buy is for official U.S. Government use and is not subject to Federal state and local tax. A tax exemption letter enclosure (6) 31-1575142 TAX exempt # when required.

38. INTERNAL PROCESSES Receipt and Acceptance Procedures. Cardholders are responsible for verifying receipt of all transactions. CHs placing orders are to obtain signed acceptance from either the end user, or another Government employee. CHs will NOT accept items they have ordered. .

39. INTERNAL PROCESSES Local procedures for property management. Pilferable items that have a ready resale value or application to personal possession and that are subject to theft. (i.e. Laptops, Cameras, Camcorders, Handheld Computer (Palm pilot), Televisions, VCRs, Handheld Printer, Direct TV Components, vacuum cleaners..) are to be properly entered into the appropriate property control system, and the property control number annotated on the purchase request.

40. INTERNAL PROCESSES Maintenance and Retention of Records. CHs, AOs and APC�s must maintain purchase related records and documentation for a minimum of 3 years. For accounting purposes, all financial related records must be maintained for a minimum of 6 years and 3 months.

41. INTERNAL PROCESSES Procedures for Suspected Fraud, Abuse or Misuse. IMMEDIATELY report to both your chain of command and APC, any attempts to coerce you into using your card for fraudulent purposes. If in doubt contact your AO or the APC for guidance and support.

42. Reconciliation, Verification and Certification Cardholder. Shall continuously monitor their account activity, reconcile the transactions appearing on statement and verifying accuracy. The CH shall review all information on the monthly statement, verifying any changes, credits, outstanding disputes or refunds.

43. DISPUTES . Try to resolve disputed charges with the vendor as soon as it appears on your statement. Notify your APC before submitting or filing a dispute. Disputes must be filed within 60 days of the original transaction. Complete Dispute Form. Respond quickly to requested information. If you do not respond, your claim not process. You cannot dispute sales tax. Reconciliation, Verification and Certification

44. Reconciliation, Verification and Certification Approving Officials. Shall be the certifying officer for his/her CH�s monthly invoice. Ensures all purchases were appropriate and the charges accurate. Resolves all questionable purchases with the cardholder. unauthorized purchase are reported to the APC.

45. Reconciliation, Verification and Certification Login Procedures. CH and AO(s) go to http://www.cards.citidirect.com/welcome.asp. Type DON and hit enter. Enter USERNAME and PASSWORD.

46. Audit Procedures Monthly Review Each month all purchases made by cardholders in MCIE are reviewed for possible fraudulent transactions. Scheduled Audit of all files These are usually done annually or after ninety days of activity. The approximate date of the next audit will be provided, based on the number of discrepancies noted. Original records are required. Sixty Day Audit New Cardholders are required to have a mandatory audit of all transactions 60 days after receiving the purchase card.

47. 1. LOGIN: Cardholders and approving officials will go to the web site http://www.cards.citidirect.com/welcome.asp 2. Type DON 3. The approving official must get his USERNAME from Citibank

48. 3. The Approving official must get his USERNAME and password from Citibank. 4. The cardholder, the first four letters of his last name and last six numbers of his card for the USERNAME field Citibank at 1-800-790-7206 option 2. �password resets and new user ID�s�. option 2

50. During a monthly cycle from the 20th of one month until the 19th of the next, the cardholder�s statement has �interim� as its status. It cannot be certified until the status changes from �interim� to �new�

51. Reconciliation, Verification and Certification Being TAD, on leave or deployed is not an excuse On-line certification was created to alleviate late certifications. Get an alternate approving officials; 19th of September 2006.

53. Reconciliation, Verification and Certification PURCHASE CARD CERTIFICATION STATEMENTS I certify on _____________ that, except as may be noted herein or on supporting documents, the purchases and amounts shown documented on this statement: Are correct and were required to fulfill immediate mission requirements of my organization. Do not exceed spending limits approved by the Resource Manager. Are not for my personal use or the personal use of the receiving individual. Are not items that have been specifically prohibited by my organization or by statue (e.g., real estate, transportation and travel). Are not part of a system or larger purchase exceeding $100,000.00 in value. Have not been split into smaller segments to stat under the micro purchase limit ($2,500.00). In making this certification. I understand that the cardholder has not notified me of my duplicated payments and/or any fraudulent or improper charges to their account. The cardholder will be responsible for repaying my organization up to the amounts permitted by regulation for any purchases that do not meet the above requirements as determined by audit and/or reconciliation. I also understand that the disbursing officer will charge for any late interest payment penalties in accordance with the Prompt Payment Act. ______________________________ Signature of Approving Official

54. Reconciliation, Verification and Certification I certify on ___________________________ that, except as may be noted herein or on supporting documents, the purchases and amounts shown documented on this statement: Are correct and were required to fulfill immediate mission requirement of my Organization. Do not exceed spending limits approved by the Resource Manager. Are not for my personal use or the personal use of the receiving individual. Are not items that have been specifically prohibited by my organization or by statute (e.g., real estate, transportation, or travel). Have not been split into smaller segment to stay under the micro purchase limit (currently $2,500.00). ________________________________________Authorized Cardholder Signature (or electronic certification)

56. AO prints a copy of the online statement. Sign and date and files. Statement. Instructions are in IOP page 20. After certifying AO the payment will post in the next 7 to 10 days. A minus figure for the exact amount owed for that month. If it does not post with ten days, the Credit Card Management Team should be notified immediately. Reconciliation, Verification and Certification

57. DELINQUENCY: Accounts not certified by COB on the 5th day after the closing of the billing cycle, will result in the immediate suspension of the account. If suspended it will take 48 to 72 hours to unsuspended the account. Not certified after 30 days, the Head of Activity/CO must request the account be reinstated via e-mail/letter to the APC. Reconciliation, Verification and Certification

58. INTERNAL CONTROLS Monthly Reviews: Scheduled Audit of all files: One or two Minor Discrepancies�Approving Official and cardholders will be counseled

59. Three or more Discrepancies or Repeat of Violations Found in Last Audit�Cardholders and approving officials will take required remedial training and/or suspension of accounts may take place at the discretion of the APC INTERNAL CONTROLS

60. INTERNAL CONTROLS

61. DISCIPLINARY PROCEDURES Government Commercial Purchase Card (GCPC) misuse, abuse, and payment delinquency will not be tolerated. The GCPC card is for official government business and for no other purpose. It is the Department of the Navy�s policy that improper, fraudulent, abusive, or negligent use of a government purchase card is prohibited.

62. DISCIPLINARY PROCEDURES Civilian personnel. Penalty guidelines indicate that the penalty of removal from government service is an available maximum option for a first offense in appropriate cases, as determined by the deciding official. Military Personnel. Military personnel who misuse, abuse or commit fraud with the purchase card shall be subject (Article 15, Uniform Code of Military Justice (UCMJ)), court-martial and administrative separation.