Version Number 1 As of 11 10 2017

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BG William M. . Boruff. Commanding General. MICC Contracting Command. Government Purchase Card Training. GOVERNMENT PURCHASE CARD TRAINING. 2. GOVERNMENT PURCHASE CARD TRAINING. 3. Presented by:. MISSION & INSTALLATION CONTRACTING . ID: 671716 Download Presentation

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Version Number 1 As of 11 10 2017




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Presentations text content in Version Number 1 As of 11 10 2017

Slide1

Version Number 1As of 11 10 2017

BG William M. BoruffCommanding GeneralMICC Contracting Command

Government Purchase Card Training

Slide2

GOVERNMENT PURCHASE CARD TRAINING2

Slide3

GOVERNMENT PURCHASE CARD TRAINING3

Presented by:MISSION & INSTALLATION CONTRACTING COMMAND

FORT BENNING

Slide4

4GOVERNMENT PURCHASE CARD TRAINING

0800 – 1000 GPC Training 1000 – 1020

SJA

1020 –

1100

Guest

Speakers: SSSC

, LRC, EMD,

NEC/G6 and GSA

1100

1200

GPC

Training

1200

– GPC Test

Slide5

5GOVERNMENT PURCHASE CARD TRAINING

Mission and Installation Contracting Command, Ft BenningATTN: CCMI-BN6600

Meloy

Drive,

Bldg

6, Suite 217

Fort Benning, GA 31905

MICC website:

https

://www.benning.army.mil/tenant/micc/

Slide6

6GOVERNMENT PURCHASE CARD TRAINING

POINTS OF CONTACT WHO WE ARE: GPC

GPC Team:

A/OPCs

Michelle Alexander

(706) 545-2277

michelle.m.alexander.civ@mail.mil

Earl James

(706) 545-5171

earl.b.james.civ@mail.mil

MICC Additional Contacts:

Louise

Bethay

Chief

, Business Operations

(

706)

545-2274

louise.j.bethay2.civ@mail.mil

Slide7

7Prior to attending this GPC Class you should complete the following training:

Billing Officials – 6 DAU courses: http://www.dau.mil/default.aspxCLG 001 (GPC); Initial / Refresher Every 2 YearsCLM 003 (Ethics); Initial / Annually

CLG 005 (PCOLS); Initial

CLG 006 (COL); Initial / Annually

CLM 023 (Ability One); Initial

CLC 046 (Green Procurement); Initial

Access

Online Web Based Training

:

https

://wbt.access.usbank.com

User Profiles

Managing and Card Account Lists

My Personal Information

Navigation Basics

View Statements

Account Approval Process

Transaction Management

Transaction Approval Process

Order Management

Order Management Setup

Pre-Requisites

Slide8

8

Pre-Requisites Prior to attending this GPC Class you should complete the following training:

Cardholders -

6

DAU

courses:

http

://www.dau.mil/default.aspx

CLG 001 (GPC

); Initial / Refresher Every 2 Years

CLM 003 (Ethics

); Initial / Annually

CLG 005 (PCOLS

); Initial

CLM

023 (Ability One

); Initial

CLC 046 (Green Procurement

); Initial

FAC 047 (Micro-Purchase and Section 508); Initial

Access

Online Web Based Training

:

https://

wbt.access.usbank.com

Cardholder Account Profiles

My Personal Information

Navigation Basics

Online Registration

View Statements

Cardholder-initiated Account Setup

Transaction Management

Account Approval Process

Order Management

Slide9

PURPOSE OF TRAINING9

Review DOD, DA, ACC and MICC GPC local policies, procedures and regulations

Provide guidance on

Billing Official

and

Cardholder

responsibilities

You

will take an exam at the end of training

- Passing

score:

80% or higher

- Fail

to pass, must

retrain and retest

Slide10

ACRONYMS USED10

(A)BO------------ - (Alternate) Billing Official

CH---------------- - Cardholder

A/OPC----------- - Agency/Organization Program

Coordinator

DAU-------------- - Defense Acquisition University

GPC-------------- - Government Purchase Card

RM---------------- - Resource Manager (or Budget

Analyst) at DRM or G8

ACC-------------- - Army Contracting Command

MICC------------- - Mission Installation Contracting Command

Slide11

SYSTEMS USED WITH THE GPC11

US Bank Access Online– Used to Match, Approve, Final Approve, Certify Statement

GFEBS

Implemented

20 JUN 2013

– Except

USASOC

– Used

to Create e-Orders

PCOLS

– Implementation

date…Completed July 2014

– Used

for Data Mining and

Auditing

– Account Maintenance

Slide12

TRAINING OBJECTIVES12

Army Purchase Card Program policies & proceduresCardholder and

Billing Official

duties and responsibilities

Cardholder

and

Billing Official

guides developed by the Servicing Bank

Funding, billing, payment, and file documentation requirements

Property accountability procedures

Ethics Training

Slide13

TRAINING OBJECTIVES (CONT’D)13

Required sources of supply

FAR/DFARS/AFARS coverage of simplified acquisition procedures

Record retention requirements

Prohibited items and items that require pre-approval for purchase

Dispute procedures

Slide14

TRAINING OBJECTIVES (CONT’D)14

Cancellation and lost, stolen, or compromised card procedures Convenience check usage

Oversight tools and techniques

Card Security

Consideration of small business concerns

Mandatory use of Office Supply BPAs on DOD

FEDMALL

Army Corridor

Slide15

REFERENCES15

AFARS Appendix EE (22 July 2015)ACC Regulation 715-1 (30 Dec 2016)

DOD Government Charge Card Guidebook for Establishing and Managing Purchase, Travel, and Fuel Card Programs (DOD

Guidebook)

MICC Ft Benning Local Policies

Slide16

NEW GUIDANCE16

New guidance will be sent via email to Billing Officials, Alternate Billing

Officials

and Cardholders

PCOLS updates

will be sent via

email from PCOLS

noreply

Everyone needs to review and update

their

work

address and email address

in

MilConnect

(see next slide)

Slide17

HOW TO CHANGE YOUR DEERS ADDRESS 17

Slide18

AGENCY PROGRAM COORDINATOR (A/OPC)18

Processes purchase card applicationsIssues Delegation of Authority letters for Billing

Officials/Alternate Billing Officials

and Cardholders

Provides mandatory Government Purchase Card training

Authority to cancel or suspend purchase accounts

Liaison / Primary POC with U.S. Bank, MICC, DFAS,

Ft

Benning

Performs annual inspections

Responsible for overall administration of the purchase card program

Slide19

LEGAL OFFICE19

Provides procurement ethics training for new Billing Officials / Alternate Billing Officials and Cardholders

Advises on authority to purchase

ANNUAL Ethics Training

CLM 003

is done ONLINE thru DAU

(Print certificate for review during audits)

Slide20

U.S. BANK20

Maintains purchase card accountsIssues Government Purchase Cards

Pays merchants in a timely manner

Receives reimbursement from Defense Accounting Office (DFAS)

Slide21

U.S. BANK CONTACTS21

U.S. Bank Customer Service and Lost or Stolen Purchase Card 1-888-994-6722

ACCESS Online Website

https://access.usbank.com

Register you card once you receive it

If you do not receive your card within 10 business days of the bank’s approval, call the bank

Slide22

TYPES OF GPC’S AT FORT BENNING22

Types of CardsSpending LimitsTypes of Purchases/Payments

Examples

Training

Up to $25,000

Training

only (COTS)

Registration fees, payments to educational institutions

Bills

Specific to Unit Needs

Bills

only

Verizon,

Charter

Cable TV

Printing

Specific to Unit Needs

DLA only (Formerly DAPS)

ONLY

DLA

Regular

Up to $

3,500

Supplies, Services, Construction

Supplies

up to $

3.5K

, Services up to $2.5K (per FY), Construction up to $2K (per project)

HazMat

Up to $25,000

Payments made to LCI’s HazMat Warehouse

(Sandhill)

ONLY

Paint, Industrial cleaning

supplies

ALL

special

cards should be requested

only if

used on a Regular Basis.

Do not request if you will only use occasionally

. Approval is on a case by case basis.

Slide23

GOVERNMENT PURCHASE CARD23

What is it used for?

Means of streamlining the purchase process and improving

mission support

Non-recurring, authorized government purchases only

(For the Mission)

Not for personal use

Within single purchase limits

FOR OFFICIAL GOVERNMENT PURPOSES ONLY

Slide24

PAYMENT OF SERVICES24

Recurring services less than $2,500 per fiscal year

NOT on a contract, month-to-month payments only

Recurring services more than $2,500 per fiscal year

shall be acquired through the servicing contracting office

ONLY the MICC can write the contract

Non-recurring services

one-time, unpredictable, or occasional requirements

up to $2,500 whenever a requirement occurs

You

CANNOT

enter into a contract/agreement

(even if it will save the Gov’t money)

Slide25

ELIGIBILITY25

Who is authorized?Only DOD employees or soldiers may be issued a card or be a Billing Official

DOD

contractors

are

not

authorized to have a GPC account under the Army hierarchy

Slide26

ESTABLISHING AND MAINTAINING A GPC ACCOUNT26

Reference:

ACC Regulation 715-1

Cardholder supervisor will nominate individuals within their supervisory chain to serve as GPC Cardholders

Billing Officials shall not be subordinate in rank to cardholders

Slide27

BILLING OFFICIAL RESPONSIBILITIES27

Must be the Cardholder’s immediate supervisor, if not MFR required for the file

Develops the organization’s purchase procedures (SOP)

Submits requests to A/OPC for all maintenance changes

Ensures an Alternate Billing Official is appointed and trained

Certifies monthly statement in ACCESS Online within 5 business days of the end of the billing cycle (billing cycle ends on the 19

th

and begins on the 20

th

of each month). If the 19

th

falls on a Saturday/Sunday the cycle will end on the previous Friday and you will have 5 business days to certify.

Account will be suspended until it is certified. Failure to certify by the deadline twice during the FY will result in account termination

. Interest penalties are assessed when the billing statement is not paid on

time.

Slide28

28BILLING OFFICIAL RESPONSIBILITIES (CONT’D)

Know and use DoD and ACC Regulations, and MICC Benning’s GPC slides and local policies

Ensures that Cardholders maintain all original supporting documentation for each purchase (e.g. receipts, logs, invoices, pre-purchase approvals, etc.)

Ensures non-expendable & durable property purchased with the GPC is tracked (PBO tracks non-expendable & BN & S4 units tracks expendable)

Reports suspected cases of fraud, abuse, or questionable purchases to the A/OPC

Slide29

BILLING OFFICIAL RESPONSIBILITIES (CONT’D)29

Validates that purchases:

Do not exceed spending limits

Are not split

Are not for personal use

Are not prohibited

Billing Officials are financially responsible for any illegal, improper, or incorrect payment as a result of an inaccurate or misleading certification

Slide30

ALTERNATE BO RESPONSIBILITIES30

Alternate Billing Official

duties are the same as the Primary Billing Official, and should be performed in the absence of the Primary Billing Official

Perform

annual reviews of Cardholder files

using the checklist provided checklist (A/OPC review does NOT take the place of a Billing Official review)

Slide31

SPAN OF CONTROL31

A ratio of not more than

seven

Cardholder accounts to

one

Billing Official (and Alt Billing Official) is the Army standard

Slide32

CARDHOLDER RESPONSIBILITIES32

Know and use DoD and ACC Regulations, and MICC Benning’s GPC slides and local policies

Maintain monthly files

Use mandatory sources

Ensure you have funding approval from RM (All GFEBS PRs must be L4 certified PRIOR to purchasing – everyone except USASOC). Failure to get funding authorization is a violation of the law.

Verify receipt/acceptance of goods or services

Slide33

33CARDHOLDER RESPONSIBILITIES (CONT’D)

Review and MATCH all transactions in ACCESS Online

Approve statement in ACCESS Online within 3 business days of the end of the billing cycle

Purchase only

AFTER

your Billing Official approves/signs

the Order and Request From

Obtain all pre-purchase approvals from functional managers

Slide34

34 CARDHOLDER FILES

Separate folder for each Cardholder to Include:

A GPC Order and Request Form (

itemized

) for

EVERY

transaction (

digitally signed

by the Billing Official and Cardholder

prior

to purchase)

Itemized Receipt/Invoice

Approvals if required

(emails or other documentation)

Hand receipt or Inventory list if required (may be a copy of a master hand receipt - highlight the item on the master list)

Slide35

FILE MAINTENANCE35

GPC files will be retained for

10 years

Files will be marked with the 1100B series for the ARIMS File Number

GPC files will be audited annually

Subject to audit

at any time

Slide36

SEPARATION OF DUTIES36

Billing Officials, Alternate Billing Officials, Cardholders, Resource Managers, and Property Book Officers will be assigned to different individuals to minimize the risk of loss to the Government

A Cardholder who is also a

hand receipt holder

should not purchase property for their own use

Exemptions may be granted by the A/OPC on a case by case basis

Slide37

PURCHASE CARD SECURITY37

Cardholders shall safeguard purchase card and account number at all times

Do not give out your card account number, security code or expiration date for someone else to use

When you email us we do NOT need the full account number, we only need the Cardholder name and the last 4 numbers on the card

Slide38

PURCHASE CARD SECURITY38

If the GPC is lost, stolen or compromised

Notify the BO & bank immediately or within one workday

US Bank (1-888-994-6722)

Billing Official will submit a report

to the A/OPC

Within 5 working days

To detail the circumstances of the lost, stolen or compromised card

Slide39

BEST PRACTICES39

Card Security

The card is not to be used as a company card (e.g. if the Cardholder is to be away, someone in the office, who is not the authorized Cardholder, borrows the Cardholder’s card and makes purchases using the card), this is prohibited!

Only the Cardholder can make purchases using their GPC

Slide40

TERMINATION OF GPC DUTIES40

If you will transfer or separate from the unit or if your GPC Duties will terminate:

STOP purchasing 6 weeks prior to transfer/separation

BO notifies A/OPC to cancel the GPC Cardholder account

Cardholder destroys the card

A/OPC will cancel the account

Slide41

LIABILITY41

GPC Billing Officials

Are personally and pecuniary liable for the

full amount

of any improper payments

resulting from misuse, abuse, or unauthorized purchases of the GPC

, in accordance with Title 31 U.S.C. § 3528

S

trict pecuniary liability attaches automatically when there is an erroneous (illegal, improper, or incorrect) payment

Slide42

LIABILITY (CONT’D)42

GPC Cardholders

are peculiarly liable for erroneous payments that result from the

negligent performance of duties

in the amount of erroneous payment, up to one month’s pay

DOD Directive 7000.14-R

Financial liability for negligent performance of the CH’s duties.

FMR Vol. 5, Chapter 33, §3309

pecuniary liability

All accountable officials

are required to comply with DOD regulations, policies, and procedures, including standard operating procedures

Slide43

LIABILITY (CONT’D)43

Failure to act in accordance with such regulations, policies, and procedures is generally considered

evidence of negligence

Following orders from superiors

that are contrary to regulations, policies, and procedures, is

no defense to negligence or bad faith

A

heavy workload or a lack of experience,

supervision, or training, is

not a factor in determining relief from liability

Slide44

LIABILITY (CONT’D)44

Misuse of purchase card could result in a fine of not more than $10,000, imprisonment for not more than 5 years or both

Military are punishable under the UCMJ and Civilians through federal court

Section 2773a of Title 10, USC

DoD FMR Vole 5, Chapter 33

Slide45

STATUTORY AUTHORITY45

Any misuse of the GPC is subject to criminal, civil, Uniform Code of Military Justice, administrative, and disciplinary actions as appropriate

If you are not sure ask the A/OPC or SJA for guidance

Slide46

INVESTIGATION REQUIRED46

If questionable/unauthorized purchases are discovered during an audit, the reviewer must ask the Certifying Officer (Billing Official) for justification

If there is no justification, the reviewer must notify the Billing Official’s Commander or Director

The Commander or Director must conduct an investigation in accordance with AR 15-6

The investigation must provide the DOD employee or military member with an opportunity to rebut the presumed liability

Slide47

INVESTIGATION REQUIRED (CONT’D)47

Failure to follow regulation and policy constitutes negligence

The Commander or Director must conduct an investigation in accordance with AR 15-6

The investigation must provide the DOD employee or military member with an opportunity to rebut the presumed liability

Failure to follow regulation and policy constitutes negligence

Slide48

SUSPENSIONS48

GPC Accounts are subject to review at any time

Accounts will be suspended due to:

Failing to have 1 Billing Official, 1 Alt Billing Official and 1 Cardholder (minimum)

Failing to have training up to date

Failing to certify within 5 business days

Failure to respond to A/OPC requests

Failure to complete PCOLS Data Mining

A/OPC findings of questionable purchases

(This list is not all-inclusive)

Slide49

TERMINATIONS DUE TO INACTIVITY49

Accounts will be Terminated due to

No Purchase Activity

for

6 months

User Ids

are removed if the account is not accessed in

6 months

Actions are done by US Bank

Slide50

SOURCE PRIORITY50

#1 Army Supply System - Activity/Installation Inventories

#2 Mandatory Sources

For example:

DLA Printing Services (formerly DAPS)

Army CHESS

Army Office BPAs on DoD FEDMALL or BSC

#3 Required Sources (see next slides)

Slide51

REQUIRED SOURCES OF SUPPLIES51

FAR Part 8 & DFARS Part 208

Supplies

Agency Inventories

Excess from other agencies

Federal Prisons (

www.

unicor

.gov

)

Procurement List (Committee for Purchase From People Who Are Blind or Severely Disabled)

GSA, DLA, DVA, other military inventory control points

Mandatory FSS

Commercial Sources

Slide52

REQUIRED SOURCES OF SERVICES52

FAR Part 8 & DFARS Part 208

Services

Procurement List (Committee for Purchase From People Who Are Blind or Severely Disabled)

Mandatory use FSS

Optional use FSS

Federal Prisons (

www.

unicor

.gov

) or Commercial Sources

Slide53

COMMERCIAL SOURCES53

Small & Small Disadvantaged Businesses

AbilityOne

Program

Green Procurement

Slide54

GREEN PROCUREMENT54

Green procurement is the purchase of environmentally preferable products and services (see FAR 23.202, 23.403, and 23.703)

The Army Green Procurement Policy Memorandum, dated 22 Nov 06, established the Army Green Procurement Program (GPP) policy that

“All Army personnel must comply with green procurement requirements to facilitate attainment of the DOD goal of 100% compliance with mandatory Federal purchasing preference programs” (see AR 70-1)

Slide55

PAYMENT TO FORT BENNING CONTRACTS55

Cable

contract:

Charter

POC: Vickie L. Smith (MWR)

Email:

vickie.l.smith.naf@mail.mil

Phone: (706) 545-4060

Shipping

contract: DoD BPA with UPS & FedEx

CH should not use 'stand alone' GPC for recurring shipping charges

If your CH already has an account established for shipping AGAINST a contract, there is no need to change anything

[keep documentation of the contract towards which you are making payments]

If the CH is using the GPC tied to NO contract for shipping, they will need to contact FEDEX/UPS to setup a new account or to setup credit card billing against the contract

Slide56

PAYMENT TO FORT BENNING CONTRACTS56

Mobile Phones

contract:

Verizon

POC:

G6 Beverly Isaac

NEC Daryl Rounds

Copiers

: XEROX

POC:

G6 Daniel Brennan

NEC Salvatore (Sal) Marinelli

Slide57

PAYMENT TO FORT BENNING CONTRACTS57

Vehicle Rental BPA’s

BPA W911SF/12/A/0006 Enterprise

(Used to lease vehicles using the GPC card for purchases under $25,000)

Units submit a lease vehicle request to POC

POC creates a BPA Call Sheet and returns it to the unit for completion

Upon completion of BPA Call Sheet, unit returns completed sheet to POC

Rental period cannot exceed 60 days unless unit has written permission from their MACOM

Units requesting vehicles not covered under the BPA’s must submit a written request to the POC. Once received the POC will return your request with the following: cannot support; no assets available. You must keep a copy of the cannot support email on file to support your lease.

If the POC cannot support your request you will be able to lease the vehicle on your own using the GPC card, however, you can only lese the vehicles for a maximum of 30 days.

POC: Martin Hannigan, Transportation

Email: martin.hannigan.civ@mail.mil

Phone: 545-2354

Slide58

ROTATE SOURCES58

Rotate Sources even on mandatory sources such as:

DoD

FedMall

& GSA Vendors

Commercial Sources must also be rotated (Do not always purchase from the same merchant)

Repeated purchases from the same merchant have the appearance of favoritism on behalf of the Army

Slide59

BASE SUPPLY CENTER59

Bldg. 2385, Indianhead Road

(706) 687-3007 / 1817

lcibenning2lcibsc.com

The BSC is the mandatory source for all Skill Craft and

AbilityOne

manufactured supplies

Skill Craft and

AbilityOne

items are mandatory office products

Slide60

BASE SUPPLY CENTER (CONT’D)60

The BSC is not the mandatory source for items which are

not

AbilityOne

If the BSC does not provide what you need:

Purchase from

FedMall

Army Blanket Purchase Agreement (BPA)

Purchasing from a local vendor is

NOT

an option if the item is available from a mandatory source

BSC or

FedMall

are your only two options to purchase office supplies from

Slide61

ARMY OFFICE SUPPLY BPA61

Army Blanket Purchase Agreements (BPAs) are established for the purchase of office supplies

The Office Supply BPAs fall under mandatory Federal supply schedules and

must be utilized

for office supply purchases

The Office Supply BPAs can be accessed through the Army Corridor of the DOD FEDMALL site: http

://www.dla.mil/Info/FedMall/

Slide62

EXCEPTION TO USE FEDMALL62

Purchases made directly from

AbilityOne

or from

AbilityOne

Base Supply Centers (BSCs)

AbilityOne

office or cleaning supplies purchased from BSC’s are exempt from using

FedMall

Slide63

OFFICE SUPPLIES63

Expendable Office products include items such as the

following (not all-inclusive):

Pens/Pencils

Folders

Paper Clips

Staples

Post-It Notes

Toner Cartridges

Tape

Disks

Cleaning Supplies

Binders

**

AbilityOne does not offer a general-use, white, 8.5 x 11 copy paper.

Ability One's

copy paper is for

letterhead application

and is

archival

quality.

You don’t need a waiver from AbilityOne for the purchase of general-use copy

paper. No required source for copy paper.

Slide64

FRAGMENTATION64

SPLITTING REQUIREMENTS

Definition – The intentional breaking down of a known requirement

to stay within a threshold (micro-purchase threshold)

or to

avoid having to send the requirement to the contracting office

Single purchases may contain multiple items, but shall not exceed the maximum single purchase limit of $3,500 for supplies, $2,500 for services and $2,000 for construction

For supply buys over $3,500 and up to $150K use the Simplified Threshold (SAT) Supply Procurement Program (S2P2); exceptions will only be given for buys from CHESS, DLA, HAZMAT and UNICOR

Slide65

PRE-PURCHASE APPROVAL65

Common items that require pre-purchase approval from

functional managers (not all-inclusive):

ADP / IT Equipment

COINS

Printing

Motor vehicle rental/lease

Hazardous material

Construction to buildings

Bottled water

Telephones

Audiovisual equipment

Slide66

FRAUD, WASTE & ABUSE66

Repeat buys

from the same merchant

Lack of documentation

of a purchase

Failure to

safeguard card

and account numbers

Cardholders /Billing Officials authorizing the

use

of their cards

by others

Inadequate

oversight

by Billing Officials & agencies

Unauthorized purchases

Payments made for

items not received

Slide67

FRAUD, WASTE & ABUSE (CONT’D)67

Split purchases

to avoid spending limits

Lack of property

accountability

Payment delinquencies

incurring interest payments

Approval

of Cardholder statement

by someone

other than the Cardholder

Cardholers

returning merchandise

to merchants for store credit vouchers instead of having credits issued back to their GPC accounts

Slide68

PURCHASE OF COINS68

Three Policy Letters on our website

TRADOC

FORSCOM

HQDA

Each letter has guidelines for WHO needs to authorize the purchase (next slide)

Everyone has a $5K / FY limit

Contact your RM so they track your spending

Slide69

PURCHASE OF COINS (CONT’D)69

TRADOC

Field Grade Officer must approve the purchase in writing

FORSCOM

BN level commanders and above must approve the purchase in writing

HQ DA

GS-15, O-6 or higher must approve the purchase in writing

Slide70

PURCHASE OF FURNITURE70

UNICOR – Federal Prisons

www.unicor.gov

If your total will be less than $3,500

You must document that you have

compared

to UNICOR

If your total will exceed $3,500

You must

purchase

from UNICOR

A statement of non-availability can be requested

Must

buy through Simplified Acquisition Threshold (SAT) Supply Procurement Program (S2P2)

Slide71

FUNCTIONAL MANAGERS71

DRM 545-2627/3917/1713

SJA 545-4448

MACH Class VIII Items (762) 408-1006

NEC 545-5965/7325/1267/1886

G6 (MCOE Units) 545-6913/9731/4936

Training Support Center (TSC) 545-6162

Defense Printing (DAPS) 545-4967/7164

Slide72

FUNCTIONAL MANAGERS (CONT’D)72

Transportation (DoT) 545-2354/4788

LRC-Supply 545-1250

DPW Work Coordination 545-3506

DPW Building Materials 545-3506

DPW Environmental 545-9537/0276

Slide73

MCoE G-6/IMCOM/NEC APPROVAL PROCESS73

Unit/Activity Information Management Officer (IMO) or Telephone Control Officer (TCO) Requests Approval

MCoE

units forward requests to

usarmy.benning.mcoe.mbx.g6-planning-support@mail.mil

IMCOM units forward requests to

usarmy.benning.imcom.mbx.g6-planning-support@mail.mil

Tenant units forward requests to

ronald.w.nash2.civ@mail.mil

Slide74

CHESS: COMPUTER HARDWARE ENTERPRISE SOFTWARE AND SOLUTION74

IAW AFARS 5139.101(S-90)(a), CHESS is the Army’s mandatory source for commercial IT hardware and software purchases

Any purchase made outside of the CHESS contracts requires a statement of non-availability

A CHESS statement of non-availability does

not

constitute

approval to purchase

any product or

deviate

from any other

Army regulation or policy

Slide75

MCoE G-6 APPROVAL PROCESS75

Approval is granted via e-mail to the IMO or TCO

IMO or TCO send e-mail approval to Cardholder

Copies of the

approvals

will be

maintained

by the

cardholders

in the purchase files

Make sure to have

ALL

the paperwork depending upon the type of item/service being requested

Slide76

G6 APPROVALS NEEDED76

IT Hardware

Printers

(Moratorium)

Monitors

Data Center Like Items (server/hub/switch)

Hard Drive/Memory

Software

Software Maintenance

Radio Equipment

Two-Way Radios/LMR Radios

Antennas

ADPE Repair/Parts

All IT Services

VTC Systems

GPS

Shredders

(Approved by DPTMS)

Fax Machines

Telephones

Answering Machines (Moratorium)

Wireless Devices

(Enterprise Contract)

- Cell Phones

-

MiFis

/ Air Cards

- Tablets (Android, iPad)

Copiers/Multi-Function Devices

(Enterprise Contract)

Slide77

MCoE G-6 DOCUMENTATION77

IT Validation Memorandum

Mandatory Sources of Supply:

- CHESS Quote – W91QUZ-XX-X-XXXX (

https://chess.army.mil

)

- If not available get CHESS Statement of Non-Availability

- GSA Advantage Quote GS-35X-XXXX (

https://www.gsaadvantage.gov

)

ITAS Registration Site (

https://www.eprobe.army.mil/urm/user/account/myAccount

)

ITAS Waiver Required (

https://www.eprobe.army.mil/enterprise-portal/web/itas/home

)

- Hardware

- Only if CHESS quote is not available

- Software

- For purchases that are not CHESS or are ELA/JELA

Software (approved FB 25-2-4)

Standalone system (approved FB 25-2-10)

Slide78

MCoE G-6 NOTES78

Just a reminder:

You are not authorized to purchase with the GPC:

i Pod

i Tunes

MUST use the wireless BPA managed by G-6

Slide79

PAYING FOR TRAINING AND EDUCATION79

Approval documented on SF Form 182

Must be Commercial & Off-the-Shelf (definition on next slide)

Maintain copy of Training Certificate and a sign in sheet or roster in the GPC files

Requirement for military and civilian personnel

Training priced above $2,500 must be competed (3 sources)

Slide80

PAYING FOR TRAINING AND EDUCATION 80

Commercial & Off-the-Shelf Training

(a) The training is regularly scheduled;

(b) The training is open to the general public, if non-Government training; and

(c) Tuition, the cost of books and other fees do not exceed $25K

(d) Rental of facilities for the training is not a training purchase, it is a service and cannot exceed a total cost of $2,500

Slide81

DPW WORK COORDINATION APPROVAL ITEMS81

DPW approval is required for the following sample listing:

Paint (1

st

go to HAZMAT, then DPW)

Carpeting

Flooring

Cement

Wood

Storage Buildings, Gazebos, Carports

(Master Planning Division approval is necessary)

For approval, you should Email:

Johnny Grier

johnny.grier2.civ@mail.mil

545-2200

John Gray

john.m.gray9.civ@mail.mil

545-3506

Slide82

DPW WORK COORDINAION APPROVAL ITEMS82

DPW will

NOT

authorize the purchase of:

Facilities keys

Doors

Door Locks

Cipher Locks

For

work orders

, you should Email:

Johnny Grier

johnny.grier2.civ@mail.mil

545-2200

John Gray

john.m.gray9.civ@mail.mil

545-3506

Slide83

PROPERTY ACCOUNTABILITY83

Threshold for property

accountability

is $5,000.00

LRC will inspect records at change of command inventory

Since SPL is $3,500.00 for supplies, units will not have to report purchases

to IPBO

Slide84

DURABLE PROPERTY84

Items below $5,000 are classified as “

durable

” unless coded other than RICC 0

Though you do not report to IPBO, durable items must be tracked

Units

are responsible for tracking

durable

items either in GCSS-Army, an Excel spreadsheet or using DA Form 2062

Slide85

TAX EXEMPTION85

Department of Defense, U.S. Government is

not

subject to state and local

taxes so there is no tax exempt number

GPC

is embossed “US Government Tax Exempt”

The

tax-exempt number

is the first

four digits

of the purchase card

number

Link for the

https://

smartpay.gsa.gov/about-gsa-smartpay/tax-information/state-response-letter

Slide86

SURCHARGES86

As a result of the settlement between a class of retailers and the brands, on January 27, 2013, merchants in the United States and U.S. Territories

are

permitted to impose a surcharge on cardholders when a charge/credit card is used

If a merchant is imposing a surcharge, the cardholder should consider

choosing another merchant

that offers the same or similar item(s) to avoid paying the surcharge

Slide87

3RD PARTY PAYMENTS87

Where it is identified that the purchase will be processed via a third party merchant (such as PayPal), the CH should make

every attempt

to choose another merchant with whom to procure the goods and and/or services

If it is still found necessary to procure through using a third party payment merchant, the approving officer must ensure adequate

supporting documentation (MFR)

stating that there was a detailed review of the purchase and that the

use of the third party payment merchant was unavoidable

Slide88

RED FLAGS88

Pay Pal / Squared

- Using a third party merchant to process purchases that could have been made directly to merchants (MFR Required)

Office Depot / Office Max / Staples

or other commercial sources when purchasing office products and cleaning supplies

Department Stores

- Purchase must meet the minimum needs of the Government

Slide89

SJA GPC BEST PRACTICES89

SPEND WISELY

DON’T STEAL

DON’T SPLIT

DON’T BUY STUFF YOU SHOULDN’T BUY

LOOKING GOOD IS BEING GOOD

POC:

CPT Alexander Salloum

alexander.g.salloum.mil@mail.mil

(

706) 545-7525

Slide90

UNAUTHORIZED PURCHASES90

Clothing

Food

Drinking Water

Business Cards

Money Orders

Savings Bonds

Cash Advances

Gifts, Mementos

Weapons

Weapon parts and components

Ammunition

Class VIII medical supplies (must obtain through BMACH)

Round-up

Medical Supplies

MWR (Morale, Welfare, Recreation) Items

Plastic ware

BBQ Grills

Picnic Tables

Organization Day / Christmas Party Purchases

Giveaway Items

Betting/Casino Chips

Slide91

UNAUTHORIZED PURCHASES91

Travel Related (Must use Travel Card)

Meals

Lodging

Transportation

Long Term (> 30 days) all rentals including lease of land or buildings. Rentals can

never

exceed $2,500 or 30 days.

Aircraft Oil / Fuel

GSA Vehicle Repairs

Untreated (parasites) Wood

Slide92

UAC - UNAUTHORIZED COMMITMENT92

An agreement that is not binding solely because the Government representative who made it

lacked the authority

to enter into that agreement on behalf of the Government

ONLY THE CARDHOLDER HAS THIS AUTHORITY

Slide93

CHECK BEFORE YOU BUY!93

GPC Website:

https://www.benning.army.mil/tenant/micc/GPC.html

GPC Purchase Guidance Local Policies

ACC Regulation 715-1

MICC Guide Book

Contact your A/OPC

Contact the SJA

Slide94

GPC AUDITS 94

Your account will be inspected at least once a year

To PASS

Score 80% or higher

AND no suspensions

Split Purchases

Misuse of the Account

Training not up-to-date

Don’t have minimum requirements (1 Billing Official, 1 Alt Billing Official and 1 Cardholder)

Slide95

HOW DO I CREATE ORDERS NOW?95

If you are with USASOC

Continue creating manual orders in Access Online

If you are not

Your

PR Processor

needs to create a Purchase Request in GFEBS

The PR will need

L1 Approval

, then

L4 Certification/Approval from your RM

This will process will send an

e-Order

to

Access Online

The

Cardholder

will

match

this

e-Order

to the

transaction

, once it posts to the bank

Slide96

GFEBS PROCESS E-ORDERS96

When your

PR

has been created, L1 & L4 certified in

GFEBS

, the

e-Order

(2100xxxxxx) is created in

Access

Online.

You will match purchase e-Order to purchases and

Credits

E-Order is created

GFEBS

Access Online

Slide97

WHAT IS MY CARD INDENTIFIER97

It is NOT your GPC Account number

It is your 12-digit GFEBS card master number used when entering GFEBS PR’s

It is found under the last 4-digits of your GPC account number in Access on Line

Transaction Management

Account Information

Slide98

WHAT IF THEY DON’T TAKE GPC OR THIRD PARTY PAYMENTS?98

You can request a Government Check

How?

Contact your Resource Manager

Check Fee of 1.7% is added to the total requested

PR should state “vendor does not accept credit card”

Contact the GPC Team and we will forward this information to the MICC Check writer for Fort Benning

GPC restrictions apply to all purchases made with checks

Slide99

WHAT IF I HAVE TO DISPUTE A TRANSACTION99

Fees for shipping, handling and taxes are not disputable

You MUST still approve and certify the statement by the 5

th

working day after the cycle ends

Dispute within

60 days of the cycle end date

– to dispute online, after 60 days must call the bank to dispute

Slide100

WHAT IF I HAVE TO DISPUTE A TRANSACTION100

First, try to resolve with vendor

If it cannot be resolved, dispute online

You can dispute electronically by going to

Transaction Management

Transaction List

Click on Transaction

Under Summary Tab, Click on Dispute

Follow instructions for requirements

Slide101

WHAT ARE MY LIMITS?101

In Access Online Go To:

Account Information

Account Profile

Authorization Limits

For Cardholders

Credit Limit = Your Monthly Limit

Single Purchase Limit

For Billing Officials

Cycle Dollar = Your Monthly Limit

Credit Limit = 3 x Credit Limit (Quarterly Limit)

Single Purchase Limit

Slide102

WHY DID I GET A DECLINE/PAYMENT REJECTION?102

Log into Access Online to check your limits, go to:

- Account Information

- Profile

Authorization Limits

If $1 =

Single Purchase Limit, your account is suspended, call the GPC Team

If $1 =

Cycle Limit or Credit Limit, you are restricted from spending, call your Budget Analyst

You can also look up your Available Credit, Billing Officials can look up their limits and their cardholder’s

Slide103

CLARIFICATION103

To help you identify whether your purchase is a supply, service, or construction requirement, review the definitions provided on the following slides

Slide104

SUPPLY DEFINITION104

Supply: All property except land or interest in land. Tangible, i.e., desks, chairs, paper, pencils, etc.

Slide105

SERVICE DEFINITION105

Service: Directly engages the time and effort of a contractor whose primary purpose is to perform an identifiable task rather than to furnish an end item of supply. A service may be either a non-personal or personal. It can also cover services performed by either professional or non-professional personnel whether on an individual or organizational basis. Some of the areas in which service contracts are found include: maintenance, overhaul, repair, servicing, rehabilitation, salvage, modernization, or modification of supplies, systems, or equipment. Purchases shall not be processed to pay for performance of an inherently governmental function.

Slide106

SERVICE DIFINITION106

Non-personal services: The personnel rendering the services are not subject to the supervision and control usually prevailing in relationships between the Government and its employees

Slide107

CONSTRUCTION DEFINITION107

Construction: 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.

NOTE: All construction requirements must be processed through your DPW Project Manager for approval. That approval must be in the GPC file. If the requirement exceeds $2,000, it must be submitted through PR Web to the Fort Benning MICC.

Do not split it into small segments in order to use the GPC!

Slide108

WARNING108

The spending limits are set by statutes and

will not be exceeded!

Supplies ($3,500), services ($2,500) and construction ($2,000)

Any misuse of the GPC may result in account suspension or termination which may affect your mission

Slide109

HOW TO BECOME A BO OR CH109

You are NOT automatically setup when you leave this class

Go to GPC Website:

https://www.benning.army.mil/tenant/micc/GPC.html

Scroll Down

Go to the appropriate link:

How to become a GPC Billing Official or GPC Alternate Billing Official

or

How to become a Fort Benning GPC Cardholder

Slide110

PCOLS PURCHASE CARD ONLINE SYSTEM110

The enactment of Public Law (PL) 112-194, dated October 5, 2012, "Government Charge Card Abuse Prevention Act of 2012" has led to several changes being incorporated into the PCOLS applications

One of the primary requirements of the law is to

eliminate

and/or

reduce “risk”

within the GPC program when individuals retire or separate as well as transfer to other DOD sites

Slide111

PCOLS PURCHASE CARD ONLINE SYSTEM111

Automatic Cancellation of Account If:

Retiring or Separating

Your personnel records report a change to DEERS

Change in service affiliation (

ie

. Army to Air Force or Active Duty to Civilian)

Expired CAC Card

Active Duty, Guard, Reservist

Changes to

UIC

Civilian Employees

Nature of Action code (

ie

. Transfer, Reassignment, Suspension, Termination, Position Change, Change in Duty Station)

Slide112

PCOLS PURCHASE CARD ONLINE SYSTEM112

New Account Setup:

Send GPC Team (A/OPC’s)

COMPLETE

Billing Official or Cardholder packet,

incomplete packets will NOT be accepted

Only

the A/OPC will initiate the setup once the packet is received

MICC Director will approve all packets prior to setup and issue a Delegation of Authority Memo

Once the signed memo is received from the Billing Official or Cardholder, the A/OPC will initiate the setup process in PCOLS

Slide113

PCOLS PURCHASE CARD ON LINE SYSTEM113

New Account

Setup (cont’d):

- A/OPC will add your roles to EMMA

Billing Official / Alt Billing Official, Cardholder, Billing Official Supervisor & Cardholder Supervisor will receive a PCOLS no reply email and ALL must redeem tokens

Account is setup when all PCOLS actions have been completed

Slide114

QUESTIONS114

If you have questions regarding the material in this presentation, refer them to your Ft Benning A/OPC’s:

Michelle Alexander

(706) 545-2277

michelle.m.alexander.civ@mail.mil

Earl James

(706)

545-5171

earl.b.james.civ@mail.mil

Slide115


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