Welcome to the NIST Government Purchase Card (GPC) Training

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Welcome to theNISTGovernment Purchase Card
(GPC) Training
53-0205706
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Agency / OrganizationProgram Coordinator

• Raymond Staniewski
• 100 Bureau Drive, Bldg. 301
• Gaithersburg, Md. 20899-1640
• [phone]
• [phone] (fax)
• raymond.staniewski_at_nist.gov
• Room C-146 (in MEP section)

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Agenda

• New GPC Program
• Key Personnel
• Responsibilities
• Head of Contracting Office
• Agency/Organization Program Coordinator
• Approving Official
• Card Holder
• Eligibility to be a Cardholder or Approving
  Official
• Sample NIST Purchase Card Transaction Log
• Required Documentation for the Individual
  Transaction File
• Required Documentation for the Monthly
  Reconciliation File
• Training Requirements

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New GPC Program

• Expiration of current SmartPay contract and
  implementation of SmartPay2 contract
• Rewrite of the Commerce Acquisition Manual (CAM),
  Chapter 1313.301
• Significant Changes
• Termination of 25,000 single purchase limit
  cards
• Termination of the Purchase Card Contracting
  Officer Warrant
• In accordance with FAR 13.301(b) purchases above
  the 3,000 micro-purchase limit are limited to
  warranted Contracting Officers only
• Convenience checks are available
• Pre-paid cards available in the future

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Key Personnel
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Eligibility To Be A CardholderOr Approving
Official

• Only full-time government employees
• Term employees with appointments greater than one
  year
• The following are not eligible to be an Approving
  Official or Cardholder
• Part-time government employees
• Contractors
• Guest researchers
• Students
• Volunteers
• Cardholders nominated by Approving Officials
• Approving Officials must be nominated by
  Supervisor or above
• Completed all GPC training
• Appointed in writing by HCO

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Responsibilities
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Acquisition Management Division Responsibilities

• Head of Contracting Office (HCO)
• Has ownership of the NIST GPC Program
• Designated to manage the GPC Program at NIST by
  the DOC Senior Procurement Executive
• Issues Delegation of Authority for Approving
  Officials and Cardholders
• Agency/Organization Program Coordinator (A/OPC)
• Appointed by the HCO and delegated the authority
  to implement the NIST GPC Program
• Performs surveillance reviews
• Recommends Delegation of Authority for Approving
  Officials and Cardholders

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Approving Official Responsibilities

• Nominates new Cardholders
• Ensure there are no more than seven (7)
  Cardholders under their purview
• Ensure that all Cardholders under their purview
  comply with GPC training requirements by
  successfully completing all required training and
  refresher training
• Is responsible for all Cardholder purchase card
  files upon completion of the monthly
  reconciliations for three (3) years from final
  payment
• Ensure all purchases made by their Cardholders
  are appropriate and the charges are accurate

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Approving Official ResponsibilitiesAppropriate
and Accurate Charges

• Ensure that only the person whose name is on the
  purchase card uses the card
• Must approve all Cardholder transactions prior to
  the transaction
• Ensure that Cardholder creates the appropriate
  transaction files with all necessary
  documentation
• Ensure that Cardholders under their purview
  reconcile their transactions and statements in
  the timeframe established by the servicing bank
• 25 days to reconcile the bank card statement.

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Approving Official Responsibilities

• Request temporary suspension or termination of
  Cardholder accounts
• Notify the A/OPC of administrative changes in
  Cardholders status
• Transferred to another OU
• Retired
• Terminated employment
• Absent Without Leave (AWOL)
• On extended leave
• Have no further need for the purchase card
• Consider potential benefits of an alternate
  Approving Official
• Request increases or decreases to monthly
  spending limits on Cardholder accounts
• Report any suspected waste, fraud and abuse to
  the A/OPC
• May also contact the DOC Inspector General

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Cardholder Responsibilities

• Acts as the Governments legal agent for each
  purchase made with the purchase card
• Is accountable and responsible for each
  transaction
• Ensures that the purchase card is used for
  government use only
• Makes sure that the requestor provides a signed
  and dated request with available funding and all
  required pre-approvals
• Stay within the single and monthly purchase
  limits
• Distribute transactions amongst vendors equally
  (FAR 13.202)
• Seek tax exemption
• Inquire about Point of Sale Discounts.
• Vendor may not charge a fee for you to use your
  purchase card.
• Comply with GPC policies and procedures

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Cardholder Responsibilities

• Notify the Agency Property Person of all
  accountable property
• NIST Personal Property Manual
  http//www-i.nist.gov/admin/mo/adman/701.htm
• Does not split transactions to stay within
  spending limits
• Ensure all items screened against Required
  Sources of Supply
• FAR Sub Part 8.002 Priorities for Use of
  Government Supply Sources
• Reconcile purchase card transactions
• Reconcile Monthly Purchase Card Log to purchase
  card statement from the bank
• Ensures pay for what you receive
• Safeguard the Purchase Card
• DO NOT carry in your wallet or purse
• Should be kept under lock and key as well as all
  transaction documentation
• Maintain monthly Purchase Card Log
• Use the on-line JP Morgan Chase purchase card log
• Print the purchase card log and maintain hardcopy
  in the monthly reconciliation file

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Required Documentation For The Individual
Transaction File

• Request for purchase with available funds
• Signed and dated by the requestor
• All required pre-approvals
• Print-out of online transaction, cash register
  receipt, itemized receipt, or faxed verification
  of order
• Delivery receipt or packing slip
• Memo to the file to explain any unique
  circumstances for the transaction if necessary

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Required Documentation For Monthly Reconciliation
File

• Monthly purchase log
• Servicing bank card statement signed and dated by
  Cardholder
• Signed and dated by Approving Official upon
  completion of reconciliation/approval process.
• CPCS transaction log
• Transaction file
• Must be in same sequence as the monthly bank card
  statement

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TrainingRequirements
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Training RequirementsNew Approving Officials and
Cardholders

• GSA SmartPay on-line
• http//fss.gsa.gov/webtraining/trainingdocs/smartp
  aytraining/index.cfm
• Section 508 on-line for Micro-Purchases
• http//www.section508.gov/index.cfm?FuseActionCon
  tentID5
• Ethics on-line through the Federal Acquisition
  Institute web portal
• Defense Acquisition University course number
  CLM003
• NIST CPCS training
• Call x5375 to register, selection option 1 then
  option 4
• Classes held first Tuesday of each month
• NIST specific GPC training
• Contact A/OPC at x6312
• Classes held second Tuesday of each month

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Annual Training RequirementsAll Approving
Officials and Cardholders

• CAM 1313.301, refresher training is required
  annually
• Due date is November 01, of each year.
• Refresher training through the Federal
  Acquisition Institute web portal
• CLM003 Ethics Training
• CLG004 Government Purchase Card Refresher
  Training

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Training Documentation

• Cardholders and Approving Officials maintain
  copies of their training certificates
• Approving Officials must maintain copies of their
  Cardholders training
• Approving Official to ensure copies of all
  training certificates are provided to the A/OPC

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Personal Liability
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Personal Liability

• The Cardholder and Approving Official are held
  personally liable to the government for any
  unauthorized transactions.
• Any intentional use of the Government Purchase
  Card for other than official government business
  is considered an attempt to commit fraud against
  the U. S. Government and may be cause for
  disciplinary action or prosecution and may be
  subject to a fine or imprisonment or both under
  18 U. S. C. 287.

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Surveillance Reviews
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Surveillance Reviews

• Surveillance reviews are performed to ascertain
  the validity and reliability of information and
  provide an assessment of the GPCs internal
  controls and compliance with policies and
  procedures
• Who is reviewed?
• All Approving Officials accounts
• All Cardholder accounts
• What is reviewed?
• Three monthly reconciliation files
• When are surveillance reviews performed?
• Annually at each OU by the A/OPC
• How are surveillance reviews conducted?
• In-brief with Senior Management Advisor,
  Approving Official and Cardholders
• Conduct surveillance review
• Out-brief Senior Management Advisor and Approving
  Official
• Identify weaknesses and strengths found during
  the surveillance review
• Recommend corrective actions in the report
• Report sent to the Senior Management Advisor

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