GOVERNMENT COMMERCIAL PURCHASE CARD TRAINING

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GOVERNMENT COMMERCIAL PURCHASE CARD TRAINING
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Learning Objectives

• Have a working knowledge of acquisition
  terminology
• Locate pertinent information
• In the GCPC Internal Operating Procedures (10/03)
• DON Desk Guide

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Training Requirements Initial Qualification
Requirements GCPC Initial Training DoN
APC/AO/CH DAU Initial Training for Purchase
Card DoN Ethics Refresher Requirements
Every Two Years GCPC Refresher Training DoN
APC/AO/CH Refresher Training DAU Refresher
Training Every Year DoN Ethics
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Topics

• Governing Orders
• GCPC Programs Intent
• Purchase Card Procedures

• Disputes
• Reconciliation
• Termination of account
• Audits
• Ethics

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Governing Orders

• Internal Operating Procedures (10/03)
• EBUSOPSOFFINST 4200.1
• NAVSUPINST
• FAR Part 13 and FAR Part 8
• DFAR Part 213
• GSA Contract under 41 CFR
• CH, AO, APCs Deskguide
• www.don-ebusiness.navsup.navy.mil

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GCPC Programs Intent

• Its about HOW to procure not WHAT is procured
• How to acquire the proper way
• Do NOT circumvent Gvt Supply
• Benefits
• Expedite receipt of Open Market supplies to
  Customers
• Saves money through single payment

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Purchase Card Procedures

• Six parts to procuring items
• Availability of Funds
• Research
• Product Specification
• Documentation in the Purchase File
• Placing the Order
• Recording the Purchase

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Availability of Funds Prior to Purchase

• Letter of Authorization (App E)
• Ensure fiscal officer (approving official) is
  accurate
• Fully Fund Document (Sec II, pg 8)
• - DD 1149
• - DD 1556
• - Unit Purchase Request (Appendix D)

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Availability of Funds Prior to Purchase cont.

• Fully Funded Document
• Five (5) gtMANDATORYlt elements of a FFD
• Fund Administrator Signature and Date
• Line of Accounting
• Detailed Nomenclature/Item Description/
  Justification
• Quantity
• Unit Price/Extended Price/Total Price

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Research

• Prior to Purchase Checklist
• Prohibited Items
• Special Items
• Priorities for Supply Sources
• Ensure Vendor Accepts GCPC!!

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PROHIBITED ITEMS
Internal Operating Procedures (IOP) Pg
1-3.I Dept of the Navy Desk Guide Section III
pg 15
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Research cont

• Special Items
• Automated Data Processing Equipment
• (ADPE) Waiver Required
• Hazardous Material
• (except commonly used) (Sec II, pg 16)
• Training use DD Form 1556 Required (Sec II, pg 9)

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Research cont.
Sources of Supplies pg 1-3, g. IOP Section II,
page 14

• Agencies Inventories (Supply System)
• Defense Acquisition Printing Support (DAPS)
• Facilities Maintenance Department (FMD)
• Sign shop, Facility Improvements/Construction Eme
  rgency Maintenance
• Combat Camera (CVIC)
• ISMO/CISD
• AC/S Environmental - http//envsec.cpp.usmc.mil

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Research cont.

• Sources of Supplies
• Other Gvt Supply Sources (Dept. of Interior, AF
  DRMO)
• Federal Prison Industries (FPI)
• JWOD Mandatory Committee for purchase from
  people who are blind or severely
  disabled (NIB/NISH) Skillcraft
• General Service Administration (GSA)
• Open Market (Small Business Preferred)

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Product Specification

• Additional info from customer
• Compare specs
• Dont shop brand name
• -Waiver required possible sole source

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Purchase File Documentation

• Funding Document
• Prior to Purchase Checklist
• Waiver
• Report of Property Received
• Credit Card Receipts
• Shipping Document and/or Packaging Document

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Purchase File Documentation cont.

• Prior to Purchase Checklist
• Price Fair Reasonable
• Rotate Vendors
• Prompts required actions/documents

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Purchase File Documentation cont.

• Report of Property Received (RPR)
• Two-way separation of function
• Required information on RPR
• Printed Name of recipient
• Date of receipt
• Signature of recipient
• RPR MUST be executed on original receipt/invoice

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Purchase File Documentation cont.

• Ordered over-the-counter
• Credit Card Receipt is REQUIRED
• Ordered over-the-phone
• Invoice is REQUIRED
• Shipping Document and/or Packaging Document
  REQUIRED
• Do Not Pay Tax or Credit Card Fees

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Placing the Order

• Ensure That Vendor Accepts the GCPC!!
• Authorized Procurement Official
• Letter of Appointment
• -Ratifications
• 1. Results from non-GCPC personnel obligating
  Govt funds without authorization.
• 2. GCPC personnel obligating funds that have
  not been approved prior to purchase
• Known Requirements lt2500
• - Like commodities lt 2500
• - Annual requirements lt 2500
• Merchant Category Code (MCC)

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Placing the Order cont

• METHOD OF PROCUREMENT
• Single Purchase Limit
• As assigned on Letter of Appointment
• 1.00 to 2,500
• Micro Purchase Threshold
• - 2,500 Supplies and Services
• - 2,000 Construction (includes supplies and
  labor)

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Placing the Order cont

• Splitting Requirements
• - Purchases exceeding MPT
• - Multiple purchases for a known requirement
  whose total exceeds the MPT
• Not Splitting Requirements
• - One requirement under limits divided between 2
  sources

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RECORDING THE PURCHASE

• 1) Order placement
• a) Annotate the Call log
• b) Annotate the Purchase file
• 2) Annotate Receipt of order by customer
• 3) Ensure Payment of order

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RECORDING THE PURCHASE Cont.

• Order placement
• Call log
• Assign call number (pg 6-1.1.f IOP)
• Date of Purchase
• Vendor
• Type of Goods/Svcs
• Total Cost
• Purchase order folder
• METHOD OF PAYMENT
• Use Purchase Order Number assigned by the
  Contracting Office

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RECORDING THE PURCHASE Cont.

• Order placement
• Call log
• Purchase file
• Initial request
• Funding Document
• Prior to Purchase Checklist
• Not Avail/NIS from Mandatory Sources or Waivers
• RPR
• Quote(s) (If any )
• Documentation Sheet
• All Supporting Documentation

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RECORDING THE PURCHASE Cont.

• Receipt of order by customer
• Complete Date Received on Call Log
• File Report of Property Received (RPR) in the
  Purchase Order folder
• NOTE RPR required for Method of Payment and
  Method
• of Purchase

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RECORDING THE PURCHASE Cont.

• Payment of order
• Record Statement of Account (SOA) Date on Call
  Log (Appendix H)
• Record Statement Date on Purchase File
• Compute Destruction Date of Purchase File
• File Retention
• 6 years, 3 mos

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Disputes

• Pay and confirm all invoices
• Cardholder is responsible to resolve with vendor
  first
• If Vendor will not resolve
• - File dispute form (online)
• Within 60 days of invoice receipt
• - Fax to Citibank, copy in PC folder AO
• Follow up often
• NOTE Tax (Not disputable through Citibank)

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Reconciliation

• AO must certify within 5 days after close of
  billing cycle (21st)
• Cardholder should deliver reconciled package to
  AO within 1 day
• reconcile continuously
• AO must reconcile entire account within 3 days
• follow up on the 4th day
• AO must retain hard copy on file for 6 years, 3
  months
• AO must print out payment verification (print
  before submit)
• Follow up each week for payment

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Reconciliation cont.

• Reconciled Package
• CHs Statement of Account (SOA)
• Each transaction identified by call on the SOA
• All Calls identified provided to AO
• CHs call log provided to the AO

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Reconciliation cont.

• AOs action after CHs package is received
• Review each call per transaction
• Ensure purchase file documentation is accurate,
  complete and recorded in call log

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Termination/Changes of an Account

• CH Account
• Change
• AO must notify the APC
• Notify in writing to the general mailbox
• Closure/Suspension
• AO must notify the APC
• Notify in writing within 90 days of transfer
• Account will be reduced to 1
• Notify after all transactions have been billed
• Account will be closed

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Termination/Changes of an Account cont

• (A)AO Account
• Change
• Commanding Officer must notify in writing
• Notify within proper time frame to train (60
  days)
• NOTE Account will be suspended without AO or AAO
• Closure/Suspension
• Commanding Officer must notify in writing

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Reviews/Audits

• Mandatory Semi-Annual Reviews
• 100 of all Transactions will be reviewed
• 50 will have a physical review
• Ratings
• Outstanding
• Satisfactory
• Marginal
• Unsatisfactory

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Reviews/Audits cont.

• See Appendix K for Review Checklist
• Sections I and V
• Both CH and AO
• Sections II and III
• CH only
• Section IV
• AO only

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Ethics
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ETHICS

• Annual Standards of Conduct Training
• - Covers gratuities, gifts, favors,
  entertainment, loans, and other things of value
  from vendors
• - May not receive kickbacks
• www.defenselink.mil/dodgc/defense_ethics/2003ethic
  s_training

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ETHICS cont

• For Federal personnel, a gift is broadly
  defined as anything of monetary value, be it a
  tangible item or service. That includes a
  gratuity, favor, discount, entertainment,
  hospitality, forbearance, training,
  transportation, lodging, meal, or anything else
  of monetary value.

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ETHICS EXCLUSIONS Cont

• Four common exceptions
• 1) the 20/50 exception
• 2) gifts based on a personal relationship
• 3) discounts and similar benefits and
• 4) widely attended gatherings

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ETHICS cont

• Unacceptable behavior Fraud
• - Intentionally splitting requirements
• - Making False statements

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ETHICS cont

• 2 Responsibilities
• - Be alert to the indicators of fraud
• - Report suspected fraud immediately
• To AO, APC, Inspector General, or DOD

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ETHICS cont

• Misuse can result in
• -A fine of 10,000 or more
• -5 years in prison
• -or both
• Turn to Marine guilty in big theft scheme

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ETHICS cont

• Questions???
• Call an ethics counselor
• [phone] or 695-3272
• Soco_at_osdgc.osd.mil

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Points of Contact

• GCPC Program Manager Maj Estrada
• [phone]
• Agency Program Coordinator Ms. Barbara Barrett
• 725-3499
• GCPC Instructor/Review Facilitator Mr. Marty
  Hammonds
• 725-3358
• Review Coordinator/Instructor SSgt Deanna
  Donaldson
• 725-3919
• Assistant Instructor/Review Facilitator Sgt Ray
  Rawls
• 725-8449
• Administrative Assistant LCpl Lamarr Reynolds
• 725-3614

DSN 365-xxxx
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NOTES
5 Elements of FFD 8 Elements of Call Log 3
Elements of RPR Purchase Folder Purchase
File Name/Call on each document Documentation Sh
ipping Included in unit price, not a
separate charge Do Not Pay Taxes/CC
Fees Training- DAU every two years
DoN every two years GCPC
Refresher every two years
Ethics annually
Questionable Items Stand Down
Best Overall Value (not brand or
price) Intelligent/Thoughtful Business
Decisions
Waivers MSDS-HazMat FedEx Cell phones/water/
cable services