Cardholder Training

1. Cardholder Training Purchase Card Program

2. Abbreviations • AAPC—Area Agency Program Coordinator • BOC—Budget Object Code • FFIS—Foundation Financial Information System • LAPC—Local Agency Program Coordinator • PCMS—Purchase Card Management System

3. CHANGES • Reconciliation time frame will be shortened due to (FFIS) • Submit monthly reconciliation report to the Budget & Accounting Assistant by the 25th of each month

4. Research Leader/Supervisor Responsibilities • Determine the necessity & purpose of each card issued • Determine single & monthly-purchase limits • Ensure that cards issued under their authority are properly authorized • Utilized reports provided from the LAPC • Take disciplinary action for misuse of Purchase Cards when notified by the LAPC & notify LAPC of action taken

5. AAPC Responsibilities • Provides training and guidance to the LAPC • Establishes & maintains the Purchase Card Program within the Area • Conducts random monthly LAPC reviews using established standard reports • Reports cases of fraud, misuse and abuse to the appropriate official

6. LAPC Responsibilities • Conducts random monthly cardholder reviews using established standard reports and prepares quarterly unauthorized purchase card/convenience check reports where appropriate • Ensure cardholders are properly trained and that cardholders reconcile in PCMS within established guidelines • Notifies managers/fundholders of any misuse and abuse

7. LAPC Responsibilities Continued • Issue warning notices for the following types of misconduct: • Writing checks when vendor accepts purchase cards • Failing to reconcile transactions in PCMS • Allowing or authorizing another employee to use purchase card • Circumventing thresholds • Sharing their Ids and passwords whereby breeching security • Deactivate purchase card/convenience checks for repetitive misuse of purchase cards/convenience checks

8. Cardholder Responsibilities • Document all commercial purchase card/check transaction in accordance with the requirements of REE Manual 213.3M and DR 5013-6. • Makes corrections in PCMS to agency accounting code and Budget Object Code • Prepares AD-700 and submits to Budget & Accounting Assistant • Submits monthly reconciliation report to Budget & Accounting Assistant

9. Purchases <$1000 Local Travel Salary Payment Training Check Fees Spot Awards Electricity Natural Gas Water 2670 2115 1101 2523 2581 1406 2311 2312 2313 Budget Object Codes

10. Fuel/Oil LPG/Propane Coal Registration Fees 2618 2619 2617 2570 Budget Object Codes

11. Unauthorized Use of the Card and Checks • Cash advances and/or travel advances (except emergency salary payments as authorized by the agency) • Long-term (more than 180 days) rental or lease of land or buildings • Purchase of hazardous items such as firearms, ammunition, explosives, or hazardous biological and radioactive substances • Purchase of airline, bus, train, or other travel-related tickets and purchase of meals, lodging, or subsistence costs

12. Unauthorized Use of the Card and Checks • Personal purchases or identification. Items purchased with the card are for official government use only. • Purchasing of telecommunications services (major systems) • Splitting requirements into several purchases merely to avoid the cardholder’s delegated single purchase limit

13. Unauthorized Use of the Card and Checks • Fuel and related supplies and services for government-owned and leased vehicles, unless a cardholder cannot find a vendor for these items that will accept the fleet card • Personal services unless authorized by statute • Writing checks to self or cash

14. Unauthorized Use of the Card and Checks • Advance payment to a merchant prior to receipt of goods/services, unless authorized by law (i.e., subscriptions, registration fees, and training) • Printing and Copying • Acquisition from commercial sources of products or services available from a required source in time to meet the agency need

15. Unauthorized Use of the Card and Checks • Other items • Greeting cards • Memberships in a individuals name • Parking tickets against a government vehicle • Insurance of items being shipped • Meals for federal employees at office or agency functions • Freight over $100

16. Required Sources for Supplies • Activity Inventory (On-Hand Stock) • Excess Property • Federal Prison Industries (UNICOR) • JWOD • GSA • Defense Logistics Agency • Mandatory Federal Supply Schedules • Optional Federal Supply Schedules • Commercial Sources

17. Required Sources for Services • JWOD • Mandatory Federal Supply Schedules • Optional Federal Supply Schedules • Federal Prison Industries (UNICOR) • Open-Market Commercial Sources

18. Web Addresses • GSA Advantage—www.gsaadvantage.gov • UNICOR—www.unicor.gov

19. Some things to remember with Convenience Checks • Can only use a check if vendor will not accept the purchase card and one of the wavier code applies • 01 Individual Determination • 02 Agency Makes One Payment • 03 Foreign Country Infrastructure • 04 Transaction in Disaster Area • 05 Threat to National Security • 06 Unusual and Compelling Urgency • 07 One Source for Required Supplies or Services

20. Reconciling Convenience Checks • Complete the following: • Add vendor address • Date received • Tax Id or Social Security Number • Put nothing in the description field • Put the following in the comments field: • Item description • Waiver Code/Description

21. Reconciling Convenience Checks • Ensure accounting code is correct • Ensure Budget Object Code is correct