Download to read offline
![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](https://image.slidesharecdn.com/gpcfacetofacetrainingslides-231213184202-49d08a60/85/GPC-Face-to-Face-Training-Slides-pptx2023-55-320.jpg)
GPC Face to Face Training Slides.pptx2023
- 1. UNCLASSIFIED UNCLASSIFIED Version Number 1 Asof 11 10 2017 BG William M. Boruff Commanding General MICC Contracting Command Government Purchase Card Training
- 2.
- 3. UNCLASSIFIED UNCLASSIFIED GOVERNMENT PURCHASE CARDTRAINING 3 Presented by: MISSION & INSTALLATION CONTRACTING COMMAND FORT BENNING
- 4. UNCLASSIFIED UNCLASSIFIED 4 GOVERNMENT PURCHASE CARDTRAINING • 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 CARDTRAINING 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 CARDTRAINING 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 attendingthis 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 attendingthis 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 WITHTHE 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 • ArmyPurchase 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 AppendixEE (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 • Newguidance 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)
- 17. UNCLASSIFIED UNCLASSIFIED HOW TO CHANGEYOUR DEERS ADDRESS 17
- 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 • Providesprocurement 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 • Maintainspurchase 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’SAT 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 Whatis 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)
- 25. UNCLASSIFIED UNCLASSIFIED ELIGIBILITY 25 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
- 26. UNCLASSIFIED UNCLASSIFIED ESTABLISHING AND MAINTAININGA 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 • Knowand 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 folderfor 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 • GPCfiles 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 Ifthe 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 • CardSecurity – 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 GPCDUTIES 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 BillingOfficials – 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 • GPCCardholders – 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 • Failureto 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 • Misuseof 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 • Anymisuse 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 • Ifquestionable/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 Accountsare 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 TOINACTIVITY 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 ArmySupply 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 OFSUPPLIES 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 OFSERVICES 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
- 53. UNCLASSIFIED UNCLASSIFIED COMMERCIAL SOURCES 53 – Small& Small Disadvantaged Businesses – AbilityOne Program – Green Procurement
- 54. UNCLASSIFIED UNCLASSIFIED GREEN PROCUREMENT 54 • Greenprocurement 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 FORTBENNING 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 FORTBENNING 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 FORTBENNING 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 • RotateSources 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 SUPPLYBPA 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 USEFEDMALL 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 Officeproducts 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 itemsthat 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 • DRM545-2627/3917/1713 • 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
- 72. UNCLASSIFIED UNCLASSIFIED 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
- 73. UNCLASSIFIED UNCLASSIFIED MCoE G-6/IMCOM/NEC APPROVALPROCESS 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 HARDWAREENTERPRISE 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 APPROVALPROCESS 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)
- 78. UNCLASSIFIED UNCLASSIFIED MCoE G-6 NOTES 78 Justa reminder: You are not authorized to purchase with the GPC: – i Pod – i Tunes MUST use the wireless BPA managed by G-6
- 79. UNCLASSIFIED UNCLASSIFIED PAYING FOR TRAININGAND 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 TRAININGAND 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 COORDINATIONAPPROVAL 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 COORDINAIONAPPROVAL 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
- 83. UNCLASSIFIED UNCLASSIFIED PROPERTY ACCOUNTABILITY 83 • Thresholdfor 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
- 84. UNCLASSIFIED UNCLASSIFIED DURABLE PROPERTY 84 • Itemsbelow $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 • Departmentof 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 aresult 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 • PayPal / 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 BESTPRACTICES 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 • TravelRelated (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 - UNAUTHORIZEDCOMMITMENT 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 YOUBUY! 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 • Youraccount 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 ICREATE 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 Whenyour 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 MYCARD 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 THEYDON’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 IHAVE 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 IHAVE 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 MYLIMITS? 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 IGET 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
- 103. UNCLASSIFIED UNCLASSIFIED CLARIFICATION 103 • To helpyou identify whether your purchase is a supply, service, or construction requirement, review the definitions provided on the following slides
- 104. UNCLASSIFIED UNCLASSIFIED SUPPLY DEFINITION 104 • Supply:All property except land or interest in land. Tangible, i.e., desks, chairs, paper, pencils, etc.
- 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.
- 106. UNCLASSIFIED UNCLASSIFIED SERVICE DIFINITION 106 • Non-personalservices: The personnel rendering the services are not subject to the supervision and control usually prevailing in relationships between the Government and its employees
- 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 spendinglimits 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 BECOMEA 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 CARDONLINE 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 CARDONLINE 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 CARDONLINE 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 CARDON 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 youhave 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