GCPCT Initial Training

GOVERNMENT GOVERNMENT COMMERCIAL PURCHASE COMMERCIAL PURCHASE CARD TRAININGCARD TRAINING

Learning ObjectivesLearning Objectives

• Have a working knowledge of Have a working knowledge of acquisition terminology acquisition terminology

• Locate pertinent information Locate pertinent information

– In the GCPC Internal Operating In the GCPC Internal Operating (10/ 03)Procedures (10/ 03)Procedures

– DON Desk Guide DON Desk Guide

Training Requirements

Initial Qualification RequirementsGCPC Initial TrainingDoN APC/AO/CHDAU Initial Training for Purchase CardDoN Ethics

Refresher Requirements Every Two Years

GCPC Refresher TrainingDoN APC/AO/CH Refresher TrainingDAU Refresher Training

Every YearDoN Ethics

TopicsTopics

1.1. Governing Orders Governing Orders

2.2. ’ GCPC Program s ’ GCPC Program sIntentIntent

3.3. Purchase Card Purchase CardProceduresProcedures

1.1. DisputesDisputes

2.2. ReconciliationReconciliation

3.3. Termination of Termination ofaccountaccount

4.4. AuditsAudits

5.5. EthicsEthics

Governing OrdersGoverning Orders

(10/ 03)Internal Operating Procedures (10/ 03)Internal Operating Procedures

4200.1EBUSOPSOFFINST 4200.1EBUSOPSOFFINST

NAVSUPINSTNAVSUPINST

13 8FAR Part and FAR Part 13 8FAR Part and FAR Part

213DFAR Part 213DFAR Part

41 GSAContract under CFR 41 GSAContract under CFR

, , CH AO APCs Deskguide, , CH AO APCs Deskguide

. - . . .www don ebusiness navsup navy mil. - . . .www don ebusiness navsup navy mil

GCPC Program’s IntentGCPC Program’s Intent

Its about HOWto procure not WHAT is Its about HOWto procure not WHAT isprocuredprocured

How to acquire the properway How to acquire the properway– Do NOT circumvent Gvt Supply Do NOT circumvent Gvt Supply

BenefitsBenefits

Expedite receipt of Open Market Expedite receipt of Open Market supplies to Customers supplies to Customers

Saves money through single payment Saves money through single payment

Purchase Card ProceduresPurchase Card Procedures

Six parts to procuring items Six parts to procuring items::1)1) Availability of FundsAvailability of Funds2)2) ResearchResearch3)3) Product Specification Product Specification 4)4) Documentation in the Purchase FileDocumentation in the Purchase File5)5) Placing the OrderPlacing the Order6)6) Recording the PurchaseRecording the Purchase

Availability of Funds Prior Availability of Funds Prior to Purchaseto Purchase

Letter of Authorization Letter of Authorization (App E)(App E)

EEnsure fiscal officer (approving official) is accuratensure fiscal officer (approving official) is accurate

Fully Fund Document Fully Fund Document (Sec II, pg 8)(Sec II, pg 8)

- DD 1149- DD 1149

- DD 1556- DD 1556- Unit Purchase Request - Unit Purchase Request (Appendix D)(Appendix D)

Availability of Funds Prior to PurchaseAvailability of Funds Prior to Purchase cont.cont.

Fully Funded Document Fully Funded DocumentFive (5) Five (5) >>MANDATORYMANDATORY<< elements of a FFD: elements of a FFD:

Fund Administrator Signature and DateFund Administrator Signature and Date Line of AccountingLine of Accounting Detailed Nomenclature/Item Description/ Detailed Nomenclature/Item Description/

JustificationJustification QuantityQuantity Unit Price/Extended Price/Total PriceUnit Price/Extended Price/Total Price

ResearchResearch

Prior to Purchase Checklist Prior to Purchase Checklist

Prohibited Items Prohibited Items Special ItemsSpecial ItemsPriorities for Supply SourcesPriorities for Supply Sources

!!Ensure VendorAccepts GCPC

PROHIBITED ITEMSPROHIBITED ITEMSInternal Operating Internal Operating Procedures (IOP)Procedures (IOP)

Pg 1-3.IPg 1-3.I

Dept of the Navy Dept of the Navy Desk GuideDesk Guide

Section III pg 15Section III pg 15

ResearchResearch contcont

Special ItemsSpecial ItemsAutomated Data Processing EquipmentAutomated Data Processing Equipment(ADPE) Waiver Required(ADPE) Waiver Required

Hazardous Material Hazardous Material (except commonly used) (Sec II, pg 16)(except commonly used) (Sec II, pg 16)

Training Training use use DD Form 1556 Required DD Form 1556 Required (Sec II, pg 9)(Sec II, pg 9)

Research Research cont.cont.

( )Agencies Inventories Supply System ( )Agencies Inventories Supply System

( )Defense Acquisition Printing Support DAPS ( )Defense Acquisition Printing Support DAPS ( )Facilities Maintenance Department FMD ( )Facilities Maintenance Department FMD

– , /Sign shop Facility Improvements Construction , /Sign shop Facility Improvements Construction Emergency Maintenance Emergency Maintenance

( )Combat Camera CVIC ( )Combat Camera CVIC

/ISMO CISD/ISMO CISD

/ AC S Environmental/ AC S Environmental - - :/ / . . .http envsec cpp usmc mil:/ / . . .http envsec cpp usmc mil

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

Research Research cont.cont.

Sources of Supplies Sources of Supplies

OtherGvt Supply Sources OtherGvt Supply Sources ( . , )Dept of Interior AF DRMO( . , )Dept of Interior AF DRMO

( )Federal Prison Industries FPI ( )Federal Prison Industries FPI JWODJWOD MandatoryMandatory Committee for purchase from people who Committee for purchase from people who

( / )are blind or severely disabled NIB NISH ( / )are blind or severely disabled NIB NISH SkillcraftSkillcraft ( )General Service Administration GSA ( )General Service Administration GSA Open Market Open Market ( )Small Business Preferred( )Small Business Preferred

Product SpecificationProduct Specification

Additional info from customerAdditional info from customerCompare specsCompare specsDon’tDon’t shop brand name shop brand name

--Waiver required possible sole sourceWaiver required possible sole source

Purchase File DocumentationPurchase File Documentation

Funding Document Funding Document Prior to Purchase Checklist Prior to Purchase ChecklistWaiverWaiver Report of Property Received Report of Property Received Credit Card Receipts Credit Card Receipts / Shipping Document and orPackaging / Shipping Document and orPackagingDocumentDocument

Purchase FilePurchase File Documentation Documentation cont.cont.

Prior to Purchase ChecklistPrior to Purchase ChecklistPrice Fair & Reasonable Price Fair & Reasonable

Rotate VendorsRotate Vendors

Prompts required actions/documentsPrompts required actions/documents


Report of Property Received (RPR)Report of Property Received (RPR)– Two-way separation of functionTwo-way separation of function

Required information on RPRRequired information on RPRPrinted Name of recipientPrinted Name of recipientDate of receiptDate of receiptSignature of recipientSignature of recipientRPR RPR MUSTMUST be executed on original receipt/invoice be executed on original receipt/invoice


Ordered over-the-counterOrdered over-the-counter Credit Card Receipt is REQUIREDCredit Card Receipt is REQUIRED

Ordered over-the-phoneOrdered over-the-phoneInvoice is REQUIRED Invoice is REQUIRED Shipping Document and/or Packaging DocumentShipping Document and/or Packaging Document REQUIREDREQUIRED

Do Not Pay Tax or Credit Card FeesDo Not Pay Tax or Credit Card Fees

Placing the OrderPlacing the OrderEnsure That Vendor Accepts the GCPC!!Ensure That Vendor Accepts the GCPC!!

Authorized Procurement OfficialAuthorized Procurement Official Letter of AppointmentLetter of Appointment

-- :Ratifications:Ratifications 1. Results from non-GCPC personnel obligating 1. Results from non-GCPC personnel obligating Gov’t Gov’t funds without authorization. funds without authorization. 2. GCPC personnel obligating funds that have not 2. GCPC personnel obligating funds that have not been approved prior to purchasebeen approved prior to purchase

Known Requirements <$2500Known Requirements <$2500

- - Like commodities < $2500Like commodities < $2500- Annual requirements < $2500- Annual requirements < $2500

Merchant Category Code (MCC)Merchant Category Code (MCC)

Placing the OrderPlacing the Order contcont

METHOD OF PROCUREMENTMETHOD OF PROCUREMENTSingle Purchase LimitSingle Purchase Limit

As assigned on Letter of AppointmentAs assigned on Letter of Appointment– $1.00 to $2,500$1.00 to $2,500

Micro Purchase ThresholdMicro Purchase Threshold - $2,500 Supplies and Services- $2,500 Supplies and Services

- $2,000 Construction (includes supplies and labor)- $2,000 Construction (includes supplies and labor)

Placing the OrderPlacing the Order contcont

Splitting RequirementsSplitting Requirements - Purchases exceeding MPT- Purchases exceeding MPT- Multiple purchases for a known requirement - Multiple purchases for a known requirement whose total exceeds the MPTwhose total exceeds the MPT

Not Splitting RequirementsNot Splitting Requirements- - One requirement under limits divided between 2 One requirement under limits divided between 2 sourcessources

RECORDING THE PURCHASERECORDING THE PURCHASE

1) Order placement1) Order placementa) a) Annotate the Call logAnnotate the Call log

b) Annotate the Purchase fileb) Annotate the Purchase file

2) Annotate Receipt of order by customer2) Annotate Receipt of order by customer

3) Ensure Payment of order3) Ensure Payment of order

RECORDING THE PURCHASERECORDING THE PURCHASE Cont.Cont.

1)1) Orderplacement Orderplacement Call log Call log

i.i. Assign call number (pg 6-1.1.f IOP)Assign call number (pg 6-1.1.f IOP)ii.ii. Date of PurchaseDate of Purchaseiii.iii. VendorVendoriv.iv.Type of Goods/SvcsType of Goods/Svcsv.v. Total CostTotal Cost

b)b) Purchase order folderPurchase order folder

METHOD OF PAYMENT: METHOD OF PAYMENT: Use Purchase Order Number assigned by the Contracting OfficeUse Purchase Order Number assigned by the Contracting Office

Orderplacement Orderplacementa)a) Call logCall log Purchase file Purchase file

Initial request Initial request ** Funding Document Funding Document ** Prior to Purchase Checklist Prior to Purchase Checklist ** Not Avail/NIS from Mandatory Sources or Waivers Not Avail/NIS from Mandatory Sources or Waivers ** RPR RPR ** Quote(s) Quote(s) (If any *)(If any *) Documentation SheetDocumentation Sheet All Supporting DocumentationAll Supporting Documentation



Receipt of order by customerReceipt of order by customer• Complete Date Received on Call LogComplete Date Received on Call Log • File Report of Property Received (RPR) in the File Report of Property Received (RPR) in the

Purchase Order folderPurchase Order folder

NOTE:NOTE: RPR required RPR required for Method of Payment and Methodfor Method of Payment and Method

of Purchaseof Purchase


Payment of order Payment of ordera)a) Record Statement of Account (SOA) Date on Call Record Statement of Account (SOA) Date on Call

Log (Appendix H)Log (Appendix H)

b)b) Record Statement Date on Purchase FileRecord Statement Date on Purchase Filec)c) Compute Destruction Date of Purchase FileCompute Destruction Date of Purchase File

1)1) File RetentionFile Retention

6 years, 3 mos6 years, 3 mos

DisputesDisputes

Pay and confirm Pay and confirm allall invoices invoices Cardholder is responsible to resolve with vendor Cardholder is responsible to resolve with vendor

firstfirst If Vendor will not resolve…If Vendor will not resolve…

- File dispute form - File dispute form (online)(online)

Within 60 days of invoice receiptWithin 60 days of invoice receipt- Fax to Citibank, copy in PC folder & AO- Fax to Citibank, copy in PC folder & AO

Follow up oftenFollow up often

NOTE:NOTE: Tax (Not disputable through Citibank Tax (Not disputable through Citibank)

ReconciliationReconciliation

AO must certify within 5 days after close of billing cycle (21st)AO must certify within 5 days after close of billing cycle (21st)Cardholder should deliver reconciled package to AO within 1 Cardholder should deliver reconciled package to AO within 1 day day –reconcile continuouslyreconcile continuously

AO must reconcile entire account within 3 daysAO must reconcile entire account within 3 daysfollow up on the 4th dayfollow up on the 4th day

AO must retain hard copy on file for 6 years, 3 monthsAO must retain hard copy on file for 6 years, 3 months AO must print out payment verificationAO must print out payment verification ((print before submitprint before submit))

Follow up each week for paymentFollow up each week for payment

ReconciliationReconciliation cont.cont.

Reconciled Package Reconciled Package

CH’s Statement of Account (SOA)CH’s Statement of Account (SOA)Each transaction identified by call # on Each transaction identified by call # on the SOAthe SOA

All Calls identified provided to AOAll Calls identified provided to AOCH’s call log provided to the AOCH’s call log provided to the AO

ReconciliationReconciliation cont.cont.

AO’s action after CH’s package is receivedAO’s action after CH’s package is receivedReview each call per transactionReview each call per transaction–Ensure purchase file documentation is accurate, Ensure purchase file documentation is accurate,

complete and recorded in call logcomplete and recorded in call log

Termination/Changes of Termination/Changes of an Accountan Account

:CH Account :CH Account

ChangeChangeAO must notify the APCAO must notify the APC–Notify in writing to the general mailboxNotify in writing to the general mailbox

/Closure Suspension/Closure SuspensionAO must notify the APCAO must notify the APC–Notify in writingNotify in writing 90 within days 90 within days of transferof transfer

Account will be reduced to $1Account will be reduced to $1–Notify after all transactions have been billedNotify after all transactions have been billed

Account will be closedAccount will be closed

Termination/Changes of an Account Termination/Changes of an Account contcont

( ) :A AO Account( ) :A AO Account

ChangeChange

Commanding Officer must notify in writingCommanding Officer must notify in writing Notify within proper time frame to train (60 days)Notify within proper time frame to train (60 days)

:NOTE:NOTE Account will be suspended without AO Account will be suspended without AO or AAOor AAO

Closure/SuspensionClosure/Suspension

Commanding Officer must notify in writingCommanding Officer must notify in writing

Reviews/AuditsReviews/Audits

Mandatory Semi-Annual ReviewsMandatory Semi-Annual Reviews 100% of all Transactions will be reviewed100% of all Transactions will be reviewed 50% will have a physical review50% will have a physical review Ratings:Ratings:

OutstandingOutstanding

SatisfactorySatisfactoryMarginalMarginal

UnsatisfactoryUnsatisfactory

Reviews/AuditsReviews/Audits cont.cont.

See Appendix K for Review ChecklistSee Appendix K for Review ChecklistSections I and VSections I and V–Both CH and AOBoth CH and AO

Sections II and IIISections II and III–CH onlyCH only

Section IVSection IV–AO onlyAO only

EthicsEthics

ETHICSETHICS

Annual Annual Standards of Conduct Standards of Conduct Training Training- Covers gratuities, gifts, favors, - Covers gratuities, gifts, favors, entertainment, loans, and other things of entertainment, loans, and other things of value from vendorsvalue from vendors- May not receive kickbacks- May not receive kickbacks

www.defenselink.mil/dodgc/defense_ethics/2003ethics_trainingwww.defenselink.mil/dodgc/defense_ethics/2003ethics_training

ETHICS ETHICS contcont

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

ETHICS EXCLUSIONS ETHICS EXCLUSIONS ContCont

:Four common exceptions :Four common exceptions1) the $20/$50 exception;1) the $20/$50 exception;2) gifts based on a personal relationship;2) gifts based on a personal relationship;3) discounts and similar benefits; and3) discounts and similar benefits; and4) widely attended gatherings4) widely attended gatherings


Unacceptable behavior: Unacceptable behavior: FraudFraud

- - Intentionally splitting requirementsIntentionally splitting requirements- Making False statements- Making False statements


2 Responsibilities2 Responsibilities- - Be alert to the indicators of fraudBe alert to the indicators of fraud- Report suspected fraud immediately- Report suspected fraud immediately

To AO, APC, Inspector General, or DODTo AO, APC, Inspector General, or DOD


Misuse can result in Misuse can result in::-A fine of $10,000 or more-A fine of $10,000 or more-5 years in prison-5 years in prison-or both-or both

Turn to “Marine guilty in big theft schemeTurn to “Marine guilty in big theft scheme””


Questions???Questions???

Call an ethics counselor Call an ethics counselor (703) 692-9980 or 695-3272(703) 692-9980 or 695-3272

[email protected]@osdgc.osd.mil

mailto:[email protected]

Points of ContactPoints of Contact GCPC Program Manager: Maj EstradaGCPC Program Manager: Maj Estrada

(760) 725-8134(760) 725-8134 Agency Program Coordinator: Ms. Barbara BarrettAgency Program Coordinator: Ms. Barbara Barrett

725-3499725-3499 GCPC Instructor/Review Facilitator: Mr. Marty HammondsGCPC Instructor/Review Facilitator: Mr. Marty Hammonds

725-3358725-3358 Review Coordinator/Instructor: SSgt Deanna DonaldsonReview Coordinator/Instructor: SSgt Deanna Donaldson

725-3919 725-3919 Assistant Instructor/Review Facilitator: Sgt Ray RawlsAssistant Instructor/Review Facilitator: Sgt Ray Rawls

725-8449725-8449 Administrative Assistant: LCpl Lamarr ReynoldsAdministrative Assistant: LCpl Lamarr Reynolds

725-3614725-3614

DSN: 365-xxxxDSN: 365-xxxx

NOTES

WaiversMSDS-HazMatFedExCell phones/water/ cable services

Questionable ItemsQuestionable ItemsStand DownStand Down

5 Elements of FFD8 Elements of Call Log3 Elements of RPRPurchase FolderPurchase FileName/Call # on each documentDocumentationShipping Included in unit price, not a separate chargeDo Not Pay Taxes/CC FeesTraining- DAU every two years DoN every two years GCPC Refresher every two years Ethics annually

Best Overall Value (not brand or price)Intelligent/Thoughtful Business Decisions

GCPCT Initial Training

Documents

Transcript of GCPCT Initial Training