government purchase card gpc purchase of supplies and services sop training manual june 2009 n.
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  1. GOVERNMENT PURCHASE CARD (GPC) PURCHASE OF SUPPLIES AND SERVICES SOP/TRAINING MANUALJune 2009 DIRECTORATE OF CONTRACTING (DOC) Bldg 2174, 13 1/2 Street Fort Campbell, KY 42223-5334 LESLIE H. CARROLL Director of Contracting CARL J. HECKMANN Deputy Director, Business Operations Chief

  2. DOC GPC Team Julie Griffey - GPC Program Manager (270) 798-7801 Ron Sisco - Auditor (270) 798-7802 – Mae Cruz – Procurement Technician (270) 798-7333 – Renea Grigsby – Procurement Technician (270) 798-7803 – Erin O’Rourke – Procurement Technician (270) 798-7808 - FAX: (270) 798-7274 DSN: 635 for 798 numbers 363 for 956 numbers

  3. Guidance

  4. Purpose of the GPC Program To provide a method for procurement and non-procurement personnel to purchase supplies which do not exceed the micro-purchase threshold of $3,000.00 for supplies/equipment and $2,500.00 for services. With DOC written appointment approval, purchases may exceed single micro-purchase thresholds, but by law cannot exceed $25,000. ($2,000 FOR SELECTED DPW CONSTRUCTION CARDHOLDERS ONLY!)

  5. After Duty Hours Who Can I Contact? The DOC Credit Card Team normal operations: 0700 - 1600 hrs. (M – F) Nights, Weekends, and Holidays – contact the Staff Duty Officer (SDO) (270) 798-9793

  6. INITIAL TRAINING REQUIREMENTS FOR APPOINTMENT IAW AR 715 2-2(a)– Mar 2006 • GPC class (4 hrs) • DAU Online Training (3 hrs)** • Review Joint Ethics Regulations DOD 5500.7R ** • REFRESHER TRAINING • GPC Class Annually ** Links On GPC Website:


  8. GPC Website Cont’d

  9. GPC Website Cont’d

  10. How To Become A Cardholder, Billing Official (BO) Or Alternate Billing Official (ABO) • Attend credit card training • Complete DOD tutorial 3. Complete forms: i. CARDHOLDER: (FC 4217) GPC Card Appointment ii. BILLING OFFICIAL (BO) & ALTERNATE BILLING OFFICIAL (AAO): (FC 4260) BO/ABO Set-Up Form • Form must be signed off by your comptroller • Sign delegation of authority 6. BO/ABO, SSN is required on (DD577) DFAS signature card

  11. DAU Course Instructions - Prior to Appointment Request password and user ID from DAU website: If you have any questions/problems, please call the DOC Credit Card Team: (270) 798-7333, 7808, 7803, or 7802 ***NOTE: DAU Class is required to only be completed one time.

  12. Cardholder Worksheet Worksheet must be completed for each credit card transaction Pay only for full deliveries No back ordering beyond 30 days FORM: FC 4256

  13. Account Audits • BO accounts audited on an annual basis • Compliance with Policy & Procedures • Mandatory Sources of Supply • Split Purchases • Timely Certification • Delegation of Authority Letters • Worksheets and Supporting Documents

  14. Account Audits (Continued) • Training • Personal purchases • Rotate Sources • Access logs completed

  15. Top 10 Places you cannot use your GPC at: 1. Betting, Casino Gaming Chips and Off Track betting. 2. Timeshare rental. 3. Dating and Escort Services. 4. Financial Institutions. 5. Bail and Bond Payments.

  16. Top 10 Places you cannot use your GPC at: 6. Jewelry Stores 7. Court Costs, Alimony and Child Support 8. Fines 9. Pawn Shops 10. Antique Stores

  17. Minimum Personnel Requiredfor Unit/Activity GPC Credit Card Program MINIMUM PERSONNEL REQUIRED: • Prime Billing Official (BO) • Must have one Alternate Billing Official (ABO) • Cardholder (At least two cardholders preferred) There can only be one Prime BO per account. Prime BO’s are limited to no more than seven (7) cardholders per account. Currently, there is no limit on number of ABO’s

  18. Billing Officials are Financially Liable Billing Officials are required to review their cardholder’s reconciled documentations. Please be advised that audits, inspections, and investigations of cardholder reconciled credit card files are the responsibility of the BO. Failure to do so may result in financial and disciplinary actions.

  19. Prime Billing Officials - Do NOT Leave Your Unit Without Cardholders Cardholders must have a prime BO in order to have active accounts. If you are leaving your Duty Station as a prime BO, a new prime must be in place before you leave or we will be required to suspend all cardholders.

  20. Cardholders Cardholders are individuals who are given delegation of authority by DOC to purchase essential mission related supplies and services with the GPC purchase card. The cardholder’s name is embossed on the GPC VISA credit card and no other individual is authorized to use the credit card or card number. NO EXCEPTIONS ! ! ! ! ! !

  21. Maintenance Request – To Increase A Cardholder’s Account? Cardholders to increase your SPL, NTE $25,000, process maintenance request through BO, Comptroller/Budget, then to DOC, Credit Card Team, 2174, 13 ½ Street Visit GPC Website for FC 4261, GPC Abstract, and Over 3k Guide.

  22. COINS Unit Coin Medallions (UCM) Policy 04 Aug. 2006 UCMs are custom minted coins that are presented by an authorized individual as an on-the-spot recognition for exceptional service or accomplishment. Units can NOT spend more than $5,000 on UCMs in any one Fiscal Year unless they have Chief of Staff, FORSCOM, approval. (Remember: You MUST have DOC and Budget approval if the cost is over $3,000 PRIOR to purchasing) UCMs can NOT be given to Contractors. UCMs can be given to any Soldiers, DA Civilian employee, or volunteers. **Unit is Battalion Level

  23. Training The GPC shall be used as a method of payment for all commercial training $25,000 and below. (AR-715-XX Dated 21 March 2006) Training Procedures & Inclusions Contact Budget Comptroller to verify monies are available and to complete required FC 4261. Compose a Memorandum for Record that includes: Justification for the Training requirement List of attendees that include their name, rank, contact number & unit information. One SF 182 can be used for all attendees. All Documents MUST come through DOC prior to Training Over $2,500 (service).

  24. Purchase Of Computer Equipment, Hardware And Software PRIOR to purchase, cardholders are required to obtain an approved CAPR from DOIM for the following equipment: Any equipment that emits radio waves, computers, switches, printers, memory sticks / thumb drives, external hard drives, fax machines, scanners, digital cameras, servers, monitors, projectors, digital senders, TVs, routers, Networking Devices, KVM Switches, copiers. IMA = (DOIM) Laura Haley, Bldg 907, # 798-3884 DIVISION = (G6) January Webb Bldg 6913, # 798-3011 Commercial off the shelf (COTS) Computer Software, Desktops, Notebook Computers, Routers, Servers, PRINTERS and (All I.T. Equipment) must be bought from CHESS (formerly ASCP) regardless of cost. A CHESS waiver is required prior to purchasing these items outside of these agreements. CHESS Website: NOTE: Consolidated Buy Periods are Feb/March and Aug/Sept. Attach Capabilities Request (CAPR) to GPC worksheet FC FORM 3027

  25. Radios & Walkie Talkies Cardholders Are Required To Call DOIM Prior to purchasing radios or walkie- talkies: JOHNNA HAAS BUILDING 734, 16TH STREET FORT CAMPBELL, KY PHONE: (270) 412-5502

  26. Copiers Need a field copier? Field copiers can be purchased with DOIM approval. Ft. Campbell has a contract for office copiers. Contact Laura Haley (270) 798-3884

  27. Radios, Walkie-Talkies, & Copiers Cardholders Are Required To Call DOIM Prior to purchasing radios or walkie talkies: JESSIE THARPE 6905 ASHAU VALLEY ROAD FORT CAMPBELL, KY PHONE: (270) 798-9879 Need a field copier? Field copiers can be purchased with DOIM approval. Ft. Campbell has a contract for office copiers. Contact Laura Haley (270) 798-3884

  28. DO’s

  29. Cardholder will screen three (3) mandatory sources in order of priority

  30. 1. Activity/Installation Inventories • Check the supply system, Bldg 5210, Room # 7 Point of Contact: • Shirley Huntley (270) 798-5430

  31. Supply Purchases • Items with National Stock Numbers (NSN) must be purchased from mandatory source (DOL Supply) unless requirements cannot be met • Example NSN items: Flags, Guidons and Streamers • Request items on DD form 1348-6 • NO NSN purchases authorized unless waiver approval from DOL. • Attach waiver to GPC worksheet

  32. 2. Ability One The Javits-Wagner-O’Day (JWOD) program was established by Congress in 1971 to increase employment and training opportunities for people who are blind or have other severe disabilities. WWW.JWOD.GOV FACTS: • Over 17 Million Americans Have Severe Disabilities • Unemployment Near 70% for This Population

  33. Eagle MartAn On-Post Office Supplies & JWOD/Ability One Items • 8th and Desert Storm • PHONE: (931) 431-4311 • FAX: (931) 431-6989 • 0800 – 1600 hours • Ability One • Free Delivery for purchases over $200 • WEBSITE:

  34. 3. Mandatory Sources • DA Mandatory Blanket Purchase Agreements (BPA) for Office Supplies/Toner • 15 for general office supplies and 4 that specialize in toner/inkjet products • All orders must be placed through the DoD EMALL. DoD EMALL Contact: or 1-888-352-9333

  35. RENTAL VEHICLES Prior to renting a vehicle, you must receive a waiver from TMP. POC: Susan Jeffries (270) 798-2310

  36. Rotate, Rotate, Rotate Micro-purchase laws and regulations governing the GPC visa credit card program requires that cardholders rotate merchants.

  37. Property Accountability • All personnel who are entrusted with acquisition of GOV property are responsible for its’ proper custody, safekeeping and accountability IAW DA SOP page 57 • AFTER purchase, cardholder is required to attach hand receipt (HR) or property book record documentation to GPC worksheet. All non-expendable property for GPC purposes, is accountable. • Items not accepted by PBO – items must be on HR 3161 or 2062. The HR must be attached to the GPC worksheet, FC Form 4256 4) Cardholders! To ensure separation of duties, Property Book Officers will Not be appointed as GPC cardholders or Billing Officials IAW DA SOP. It is highly recommended that Hand Receipt Holders not be appointed as GPC cardholders or BO, but waivers from DOC may be obtained for certain situations.

  38. Printing/Copying Services(No off-post printing authorized) DAPS is MANDATORY SOURCE FOR ALL PRINTING The Federal Acquisition Regulation (FAR) Subpart 8.8 states that printing must be done by or through the Government Printing Office (GPO) (44 U.S.C. 501). FAR 8.802 prohibits directly contracting commercial sources. Change of Command programs are a proper expenditure of mission dollars. Photos fine. Color and other expense items are not. Cardholders who go directly to commercial sources without DAPS authority will be held pecuniary liable for the cost of unauthorized printing. **NO printing authorized at Kinko’s, ABC printing, or any other printing merchants.**

  39. Manufacturer Rebates & Tax Exempt Manufacturer Rebates are the property of the U.S. Government. Rebate checks shall be made out to the U.S.. Treasury and not individuals. If property is offered in lieu of a Rebate check, the property belongs to the U.S. Government. • All purchases with the GPC Visa Credit Card are tax exempt. • Card is embossed with tax free and cardholder name. • Tax charges may not be disputed to bank. All purchases with the GPC Visa Credit Card are Tax Exempt. • Card is embossed with tax free and cardholder name. • Tax charges may not be disputed to bank.

  40. ENSURE that Government Receives Credits or Cash For Returned Items, etc. • All credits shall be credited back to the cardholder’s credit card account. Each transaction shall be a complete document trail to the credit card account. No in-store credits to purchase items at a later date, no cash, etc. • Cardholders are not authorized to accept credit for their personal use.

  41. Proof of Purchase • All purchases (whether over the counter, by fax, or the telephone) requires proof of purchase. • If lost or not received youcan contact the Merchant to obtain a copy or process a dispute, that you recognize the charge, but need a sales draft. • If your still unable to obtain a sales receipt, contact the DOC Credit Card Team for a letter to the merchant.

  42. ConstructionOnly DPW Authorized to Use or Approve Construction (build), alteration, or any changes to real property, repair of buildings (painting, carpeting, repair of stairway, concrete work etc). ** ONLY DPW cardholders are authorized to “hire” for installation of carpeting, flooring, plumbing, etc. Contact DPW Work Order Section (798-9722) for any construction work. “Construction” means construction, alteration, or repair (including dredging, excavating, and painting) of buildings, structures, or other real property. For purposes of this definition, the terms “buildings, structures, or other real property” include, but are not limited to, improvements of all types, such as bridges, dams, plants, highways, parkways, streets, subways, tunnels, sewers, mains, power lines, cemeteries, pumping stations, railways, airport facilities, terminals, docks, piers, wharves, ways, lighthouses, buoys, jetties, breakwaters, levees, canals, and channels. Construction does not include the manufacture, production, furnishing, construction, alteration, repair, processing, or assembling of vessels, aircraft, or other kinds of personal property.

  43. Don’ts

  44. Unauthorized Credit Card Purchases • NO Split Purchases • NO Purchases Over Dollar Limits • NO Cash Advances • NO IT purchases without CAPR Form • *NO THIRD PARTY (Pay Pal, Ebay, I-bill) *Without written DOC Approval • NO Rental Or Lease Of Land Or Buildings For Term Longer Than One (1) Month Is Prohibited • NO Telecommunication SERVICES/EQUIPMENT (I.E., Can Not Change DSN To A Commercial Company.) • NO Personal Charges

  45. Partial Listing Of Unauthorized Purchases • NO airline, bus or other related travel tickets • NO coffee, juice, bottled water Services or other food items. • NO yard maintenance or janitorial services • NO meals and lodging. For emergencies contact your comptroller during duty hours. After duty hours contact your comptroller through the SDO (270)798-9793 • NO Christmas or other holiday decorations • NO GIFTS or GIFT CARDS • NO agreements to test supplies or services • NO on ANYTHING Non-Mission Still not sure? Contact DOC GPC Team (270) 798-7333, 7808, 7803, 7802 or 7801

  46. ORGANIZATIONAL DAY You may not use the GPC to purchase anything for Organizational Day. The GPC may only be used to purchase supplies and services that directly support the mission of your unit.


  48. Unauthorized Commitments (UAC) -Occurs when someone other than a government contracting officer or their designee commits government funds.--UAC’s are usually done innocently due to urgency of need or failure to know and follow proper requisition procedures.--UAC must be ratified before vendor/contractor can be paid.--Ratification involves numerous individuals; including “first 06 or equivalent in chain of command”, and depending on dollar volume could be elevated to CG.--Ratifications gain individual adverse notoriety, embarrass command and in some situations can result in anti deficiency act violations.--When in doubt as to your authority, call directorate of contracting 798-7126/7815.--Commander emphasis is the key to stopping UAC.

  49. Fraud, Abuse, And/Or Misuse Of The GPC Visa Credit Card • Article 15 • Fines • Imprisonment • Demotions • And/Or Termination Of Military Or Civilian Career

  50. One former DoD employee pled guilty to conspiracy to defraud the Government using his official purchase card. He was sentenced in U.S. District Court, Eastern District of Virginia, to 2 years probation, ordered to pay restitution and other fees of $70,100 and 6 months of electronic monitoring.