4. UNCLASSIFIED
UNCLASSIFIED
4
GOVERNMENT 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
5. UNCLASSIFIED
UNCLASSIFIED
5
GOVERNMENT PURCHASE CARD TRAINING
Mission and Installation Contracting Command, Ft Benning
ATTN: CCMI-BN
6600 Meloy Drive, Bldg 6, Suite 217
Fort Benning, GA 31905
MICC website:
https://www.benning.army.mil/tenant/micc/
6. UNCLASSIFIED
UNCLASSIFIED
6
GOVERNMENT 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
7. UNCLASSIFIED
UNCLASSIFIED
7
Prior to attending this GPC Class you should complete the following
training:
Billing Officials –
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
• 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
8. UNCLASSIFIED
UNCLASSIFIED
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
9. UNCLASSIFIED
UNCLASSIFIED
PURPOSE OF TRAINING
9
• 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
10. UNCLASSIFIED
UNCLASSIFIED
ACRONYMS USED
10
• (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
11. UNCLASSIFIED
UNCLASSIFIED
SYSTEMS USED WITH THE GPC
11
• 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
12. UNCLASSIFIED
UNCLASSIFIED
TRAINING OBJECTIVES
12
• Army Purchase Card Program policies & procedures
• Cardholder 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
13. UNCLASSIFIED
UNCLASSIFIED
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
14. UNCLASSIFIED
UNCLASSIFIED
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
15. UNCLASSIFIED
UNCLASSIFIED
REFERENCES
15
• 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
16. UNCLASSIFIED
UNCLASSIFIED
NEW GUIDANCE
16
• 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)
18. UNCLASSIFIED
UNCLASSIFIED
AGENCY PROGRAM COORDINATOR (A/OPC)
18
• Processes purchase card applications
• Issues 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
19. UNCLASSIFIED
UNCLASSIFIED
LEGAL OFFICE
19
• 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)
20. UNCLASSIFIED
UNCLASSIFIED
U.S. BANK
20
• Maintains purchase card accounts
• Issues Government Purchase Cards
• Pays merchants in a timely manner
• Receives reimbursement from Defense Accounting
Office (DFAS)
21. UNCLASSIFIED
UNCLASSIFIED
U.S. BANK CONTACTS
21
• 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
22. UNCLASSIFIED
UNCLASSIFIED
TYPES OF GPC’S AT FORT BENNING
22
Types of Cards Spending Limits Types 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.
23. UNCLASSIFIED
UNCLASSIFIED
GOVERNMENT PURCHASE CARD
23
What is it used for?
Means of streamlining the purchase process and improving
mission support
1. Non-recurring, authorized government purchases only
(For the Mission)
2. Not for personal use
3. Within single purchase limits
FOR OFFICIAL GOVERNMENT PURPOSES ONLY
24. UNCLASSIFIED
UNCLASSIFIED
PAYMENT OF SERVICES
24
• 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)
26. UNCLASSIFIED
UNCLASSIFIED
ESTABLISHING AND MAINTAINING A GPC ACCOUNT
26
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
27. UNCLASSIFIED
UNCLASSIFIED
BILLING OFFICIAL RESPONSIBILITIES
27
• 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 19th and begins
on the 20th of each month). If the 19th 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.
28. UNCLASSIFIED
UNCLASSIFIED
28
BILLING 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
29. UNCLASSIFIED
UNCLASSIFIED
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
30. UNCLASSIFIED
UNCLASSIFIED
ALTERNATE BO RESPONSIBILITIES
30
• 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)
31. UNCLASSIFIED
UNCLASSIFIED
SPAN OF CONTROL
31
• A ratio of not more than seven Cardholder accounts
to one Billing Official (and Alt Billing Official) is the
Army standard
Billing
Official
Cardholder
Acct 1
Cardholder
Acct 2
Cardholder
Acct 3
Cardholder
Acct 4
Cardholder
Acct 5
Cardholder
Acct 6
Cardholder
Acct 7
Alternate
Billing
Official(s)
Alternate
Billing
Official(s)
32. UNCLASSIFIED
UNCLASSIFIED
CARDHOLDER RESPONSIBILITIES
32
• 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
33. UNCLASSIFIED
UNCLASSIFIED
33
CARDHOLDER 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
34. UNCLASSIFIED
UNCLASSIFIED
34
CARDHOLDER FILES
Separate folder for each Cardholder to Include:
1. A GPC Order and Request Form (itemized) for
EVERY transaction (digitally signed by the Billing
Official and Cardholder prior to purchase)
2. Itemized Receipt/Invoice
3. Approvals if required
(emails or other documentation)
4. Hand receipt or Inventory list if required (may be a
copy of a master hand receipt - highlight the item on
the master list)
35. UNCLASSIFIED
UNCLASSIFIED
FILE MAINTENANCE
35
• 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
36. UNCLASSIFIED
UNCLASSIFIED
SEPARATION OF DUTIES
36
• 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
37. UNCLASSIFIED
UNCLASSIFIED
PURCHASE CARD SECURITY
37
• 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
38. UNCLASSIFIED
UNCLASSIFIED
PURCHASE CARD SECURITY
38
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
39. UNCLASSIFIED
UNCLASSIFIED
BEST PRACTICES
39
• 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
40. UNCLASSIFIED
UNCLASSIFIED
TERMINATION OF GPC DUTIES
40
• 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
41. UNCLASSIFIED
UNCLASSIFIED
LIABILITY
41
• 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
– Strict pecuniary liability attaches automatically
when there is an erroneous (illegal, improper, or
incorrect) payment
42. UNCLASSIFIED
UNCLASSIFIED
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
43. UNCLASSIFIED
UNCLASSIFIED
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
44. UNCLASSIFIED
UNCLASSIFIED
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
45. UNCLASSIFIED
UNCLASSIFIED
STATUTORY AUTHORITY
45
• 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
46. UNCLASSIFIED
UNCLASSIFIED
INVESTIGATION REQUIRED
46
• 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
47. UNCLASSIFIED
UNCLASSIFIED
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
48. UNCLASSIFIED
UNCLASSIFIED
SUSPENSIONS
48
• 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)
49. UNCLASSIFIED
UNCLASSIFIED
TERMINATIONS DUE TO INACTIVITY
49
• 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
50. UNCLASSIFIED
UNCLASSIFIED
SOURCE PRIORITY
50
#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)
51. UNCLASSIFIED
UNCLASSIFIED
REQUIRED SOURCES OF SUPPLIES
51
• 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
52. UNCLASSIFIED
UNCLASSIFIED
REQUIRED SOURCES OF SERVICES
52
• 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
54. UNCLASSIFIED
UNCLASSIFIED
GREEN PROCUREMENT
54
• 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)
55. UNCLASSIFIED
UNCLASSIFIED
PAYMENT TO FORT BENNING CONTRACTS
55
• 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
56. UNCLASSIFIED
UNCLASSIFIED
PAYMENT TO FORT BENNING CONTRACTS
56
• Mobile Phones contract: Verizon
– POC:
– G6 Beverly Isaac
– NEC Daryl Rounds
• Copiers: XEROX
– POC:
– G6 Daniel Brennan
– NEC Salvatore (Sal) Marinelli
57. UNCLASSIFIED
UNCLASSIFIED
PAYMENT TO FORT BENNING CONTRACTS
57
• 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
58. UNCLASSIFIED
UNCLASSIFIED
ROTATE SOURCES
58
• 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
59. UNCLASSIFIED
UNCLASSIFIED
BASE SUPPLY CENTER
59
• 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
60. UNCLASSIFIED
UNCLASSIFIED
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
61. UNCLASSIFIED
UNCLASSIFIED
ARMY OFFICE SUPPLY BPA
61
• 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/
62. UNCLASSIFIED
UNCLASSIFIED
EXCEPTION TO USE FEDMALL
62
• 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
63. UNCLASSIFIED
UNCLASSIFIED
OFFICE SUPPLIES
63
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.
64. UNCLASSIFIED
UNCLASSIFIED
FRAGMENTATION
64
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
65. UNCLASSIFIED
UNCLASSIFIED
PRE-PURCHASE APPROVAL
65
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
66. UNCLASSIFIED
UNCLASSIFIED
FRAUD, WASTE & ABUSE
66
• 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
67. UNCLASSIFIED
UNCLASSIFIED
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
68. UNCLASSIFIED
UNCLASSIFIED
PURCHASE OF COINS
68
• 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
69. UNCLASSIFIED
UNCLASSIFIED
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
70. UNCLASSIFIED
UNCLASSIFIED
PURCHASE OF FURNITURE
70
• 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)
71. UNCLASSIFIED
UNCLASSIFIED
FUNCTIONAL MANAGERS
71
• 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
73. UNCLASSIFIED
UNCLASSIFIED
MCoE G-6/IMCOM/NEC APPROVAL PROCESS
73
• 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
74. UNCLASSIFIED
UNCLASSIFIED
CHESS: COMPUTER HARDWARE ENTERPRISE SOFTWARE AND
SOLUTION
74
• 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
75. UNCLASSIFIED
UNCLASSIFIED
MCoE G-6 APPROVAL PROCESS
75
• 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
76. UNCLASSIFIED
UNCLASSIFIED
G6 APPROVALS NEEDED
76
• 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)
77. UNCLASSIFIED
UNCLASSIFIED
MCoE G-6 DOCUMENTATION
77
• 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)
79. UNCLASSIFIED
UNCLASSIFIED
PAYING FOR TRAINING AND EDUCATION
79
• 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)
80. UNCLASSIFIED
UNCLASSIFIED
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
81. UNCLASSIFIED
UNCLASSIFIED
DPW WORK COORDINATION APPROVAL ITEMS
81
• DPW approval is required for the following sample listing:
– Paint (1st 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
82. UNCLASSIFIED
UNCLASSIFIED
DPW WORK COORDINAION APPROVAL ITEMS
82
• 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
84. UNCLASSIFIED
UNCLASSIFIED
DURABLE PROPERTY
84
• 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
85. UNCLASSIFIED
UNCLASSIFIED
TAX EXEMPTION
85
• 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
86. UNCLASSIFIED
UNCLASSIFIED
SURCHARGES
86
• 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
87. UNCLASSIFIED
UNCLASSIFIED
3RD PARTY PAYMENTS
87
• 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
88. UNCLASSIFIED
UNCLASSIFIED
RED FLAGS
88
• 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
89. UNCLASSIFIED
UNCLASSIFIED
SJA GPC BEST PRACTICES
89
• 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
90. UNCLASSIFIED
UNCLASSIFIED
UNAUTHORIZED PURCHASES
90
• 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
91. UNCLASSIFIED
UNCLASSIFIED
UNAUTHORIZED PURCHASES
91
• 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
92. UNCLASSIFIED
UNCLASSIFIED
UAC - UNAUTHORIZED COMMITMENT
92
• 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
93. UNCLASSIFIED
UNCLASSIFIED
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
94. UNCLASSIFIED
UNCLASSIFIED
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)
95. UNCLASSIFIED
UNCLASSIFIED
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
96. UNCLASSIFIED
UNCLASSIFIED
GFEBS PROCESS E-ORDERS
96
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
PR
created
L1
Approved
L4
Certified
E-Order is
created
GFEBS Access Online
97. UNCLASSIFIED
UNCLASSIFIED
WHAT IS MY CARD INDENTIFIER
97
• 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
98. UNCLASSIFIED
UNCLASSIFIED
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
99. UNCLASSIFIED
UNCLASSIFIED
WHAT IF I HAVE TO DISPUTE A TRANSACTION
99
• Fees for shipping, handling and taxes are not
disputable
• You MUST still approve and certify the statement by
the 5th 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
100. UNCLASSIFIED
UNCLASSIFIED
WHAT IF I HAVE TO DISPUTE A TRANSACTION
100
• 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
101. UNCLASSIFIED
UNCLASSIFIED
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
102. UNCLASSIFIED
UNCLASSIFIED
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
105. UNCLASSIFIED
UNCLASSIFIED
SERVICE DEFINITION
105
• 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.
107. UNCLASSIFIED
UNCLASSIFIED
CONSTRUCTION DEFINITION
107
• 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!
108. UNCLASSIFIED
UNCLASSIFIED
WARNING
108
• 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
109. UNCLASSIFIED
UNCLASSIFIED
HOW TO BECOME A BO OR CH
109
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
110. UNCLASSIFIED
UNCLASSIFIED
PCOLS PURCHASE CARD ONLINE SYSTEM
110
• 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
111. UNCLASSIFIED
UNCLASSIFIED
PCOLS PURCHASE CARD ONLINE SYSTEM
111
• 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)
112. UNCLASSIFIED
UNCLASSIFIED
PCOLS PURCHASE CARD ONLINE SYSTEM
112
• 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
113. UNCLASSIFIED
UNCLASSIFIED
PCOLS PURCHASE CARD ON LINE SYSTEM
113
• 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
114. UNCLASSIFIED
UNCLASSIFIED
QUESTIONS
114
• 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
