FIELD ORDERING OFFICER TRAINING

1. 1 FIELD ORDERING OFFICERTRAINING Introduce yourself Introduce yourself

2. 2 Agenda References Lines of Authority “Two Arm Rule” Nomination Funding Role of Field Ordering Officer Conditions for Use Standards Of Conduct/Liabilities Prohibited Purchases Ratification Here are the topics we’ll cover in detail.Here are the topics we’ll cover in detail.

3. 3 Agenda Ordering Officer Steps to Success SF44 (Preparation) Documentation Monthly Reconciliation Termination for Other Than Close Out Close out procedures Helpful Hints Force Protection Additional Information Here are the topics we’ll cover in detail.Here are the topics we’ll cover in detail.

4. 4 References FAR DFAR AFAR JCC-I ACQUISITION INSTRUCTION MNF-I FRAGO-292 ANNEX E

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6. 6 “Two Arm Rule” “Two Arm Rule” rule applies to all FOO purchases. A FOO can not purchase any supplies or 1 day of labor unless the following can be done: FOO can simultaneously grab the pay agent with one arm, vendor with the other, and turn his / her palm upward and immediately receive the supply or witness the initiation of service, limited to 1 day in execution.

7. 7 Nomination Commander (O-4 and above) nominates a soldier to be an Ordering Officer. Soldiers / Airman (E-6 and above) can be nominated by the Unit Commander. NOMINATION LEADS TO APPOINTMENT! Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation

8. 8 Funding Established by your Class A Agent submitting a DA 3953 (Purchase Request and Commitment) Point of Contact: MNF I – C8 -- DSN: 822-1427 Bldg. 2, Camp Victory South Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation

9. 9 Role of Field Ordering Officer Provides Commanders with the ability to quickly and directly make local purchases to support their mission Mission Essential Items Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation

10. 10 Color of Money OMA US money for US soldiers Quick Response Fund (QRF) MNSTC-I FOOs can respond to emerging, time-sensitive training and equipping requirements for the Iraqi Security Forces (ISF) -- ISF = Iraqi military + Iraqi police Purchased items are to be used exclusively by Iraqi security forces TTIF CORPS Level Same as QRF Ensure supply channels can’t get in a timely fashionEnsure supply channels can’t get in a timely fashion

11. 11 Conditions For Use Not immediately available through military supply channels Emergency or Mission Critical At or below $2,500 ($5,000 for QRF FOOs); No Split Requirements Sufficient funds are available from DA 3953 Supply or Service immediately available from local vendor (on the spot purchase) One Delivery (Over the Counter) with One Payment Fair and Reasonable Price; Rotate Vendors Ensure supply channels can’t get in a timely fashionEnsure supply channels can’t get in a timely fashion

12. 12 Standards of Conduct DoDD 5500.7-R, Joint Ethics Regulation Spending American Taxpayers’ Money Shall not solicit or accept, directly or indirectly, any gratuity, gift, favor, entertainment, loan, or anything of monetary value from a vendor. Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation

13. 13 Liabilities Professional: A Field Ordering Officer breaks the law when he / she purchases prohibited items or services or exceeds the $2,500 (O&M / TIFF) ($5,000 for QRF FOOs) threshold Personal: A Field Ordering Officer can be held financially liable when he / she purchases prohibited items or services or exceeds the $2,500 (O&M / TIFF) ($5,000 for QRF FOOs) threshold Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation

14. 14 Prohibited Purchases Cellular Phones (JARB) and Cards (C6VB) Non-Tactical Vehicles – (JARB / 822-1426) Fuel Personal Services (Interpreter), except emergency 1 day labor Personal Items (Class VI – Soap, Toothpaste, etc.) Computer Hardware & Software (All IT Products) Peripheral Items (mouse, keyboard, printer cartridges, thumb drives) are ok QRF does not allow the purchase of thumb drives Class I: Food, Water, and Ice Commander Coins, Gifts, Souvenirs, and Plaques More than one delivery or one payment Anything over $2,500 ($5,000 for QRF FOOs) Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation

15. 15 Prohibited Purchases Air Conditioners and Swamp Coolers Prohibited using TTIF money as well MWR Equipment, Services, or Tours Social Events Lodging CL VIII (prescription medication) Shipment of Any Items Plane/Train/Ship/Bus Tickets Permanent Construction Materials Long-Term Rent/Lease of a Bldg Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation

16. 16 Prohibited Purchases Ammunition and Explosives Alcohol Unit’s TO&E (Table of Organization Equip.) Items for Individual Soldiers Camelpaks, Goggles, Laundry Detergent, Sunglasses, Face Masks, Uniform Items (Sew on or Velcro) DVD’s, Satellite Dishes with Service, Cable TVs, Refrigerators, Freezers, Microwave Ovens, Carpeting, Coffee Pots, Blenders, etc. 2-way radios/walkie talkies/satellite phones Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation

17. 17 Ratification Improper Procurements or Unauthorized Commitments Ordering Officer’s Memorandum Commander’s Memorandum (O-6 or Above) Illegal contracts can not be ratified; A warranted contracting officer must be able to make the purchase Painful Process; Ordering Officers need to avoid Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation Explain split purchase…..1 requirement for > 2,500, paid for in 2 separate transactions Why split a purchase? To stay under the $2,500 limitation

18. 18 Ordering Officer Steps to Success Receive requirement from Unit Commander Ensure funds are available on DA 3953 Locate Vendor; Inspect Item Determine Fair and Reasonable Price Prepare SF 44 FOO executes purchase; Class A Agent pays Receive an itemized Vendor’s Receipt Ensure supply channels can’t get in a timely fashionEnsure supply channels can’t get in a timely fashion

19. 19 Ordering Officer Steps to Success Fill out Record of Purchases (Excel Spreadsheet) Forward requirements over $2,500 (O&M / TIFF) ($5,000 for QRF requirements) on a separate DA Form 3953 to a Contracting Officer Receive request for reconciliation memorandum from Commander for all SF 44 purchases Reconcile all SF 44s with a Contracting Officer Clear Contracting Office before you leave theater Obtain Termination of FOO Orders Ensure supply channels can’t get in a timely fashionEnsure supply channels can’t get in a timely fashion

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21. 21 SF 44 (Paper Copy) Fill it out like the sample Make 5 copies of the Completed SF 44 1 copy for your FOO records 1 copy for Contracting 1 copy for Resource Management (C-8) Original and 2 copies go to Class A Agent to clear with Finance Make 5 copies of the Vendor’s Receipt 1 copy for your FOO records 1 copy for Contracting 1 copy for Resource Management (C-8) Original and 2 copies go to Class A Agent to clear with Finance

22. 22 Monthly Reconciliation Contracting Officer issues Interim Clearance Memorandum Contact this Appointing Contracting Officer to clear (once a month). Clearing is conducted every Wednesday from 9:00 to 11:00 Required Records Copy of FOO Appointment Letter DA 3953 (indicating approved funding) Request for Reconciliation Memorandum of all SF 44’s from Unit Commander IPBO Reconciliation Letter SF 44 Purchases & Vendor Receipts (1 Copy) PIIN Log Register of Purchases Ensure supply channels can’t get in a timely fashionEnsure supply channels can’t get in a timely fashion

23. 23 TerminationOther Than Close Out By the request of the Unit Commander As a result of making Unauthorized Purchases or other Misconduct A Contracting Officer may terminate a Field Ordering Officer without the concurrence of the requesting command Ensure supply channels can’t get in a timely fashionEnsure supply channels can’t get in a timely fashion

24. 24 SF 44 CLOSE OUT PROCEDURES 1. Contact The Appointing Contracting Officer 2. Reconcile SF 44s Required Records: All the same items that are required for interim clearance 3. Close-out SF 44 4. Contracting Officer issues Letter of Termination

25. 25 Helpful Hints Avoid even the appearance of impropriety Your records will be audited Ratification of an unauthorized commitment is painful Acquisition Regulations are law Don’t accept gifts if accepted, so as not to embarrass gift giver, have legal review gift and decide whether or not servicemember can keep $15 limit per gift per vendor. No > $100 of gifts total per year EVERY SF44 will be audited upon return to duty station Don’t accept gifts if accepted, so as not to embarrass gift giver, have legal review gift and decide whether or not servicemember can keep $15 limit per gift per vendor. No > $100 of gifts total per year EVERY SF44 will be audited upon return to duty station

26. 26 Force Protection

27. 27 Additional Information Class A – Pay Agent Class DSN: 318-239-8573 POC: SFC Howard MNF-I Joint Contracting Conference Room JARB Process (Cell Phones & NTV’s) DSN 822-1426 Bldg. 2, Camp Victory South MNF I – C8 (Funding for 3953) DSN 822-1427 Bldg. 2, Camp Victory South MNF I Installation PBO – Green Zone DSN 318-843-7158 POC: Ms. Diane Willis

28. 28 Process to become a FOO Attend FOO Training Receive a Nomination Letter from your Commander Come here with your Nomination Letter Receive your Appointment Notification Must be done in person (it requires signatures) YOU ARE NOW A FOO

29. 29 In Conclusion... POC: TSgt Jennifer Richardson Jennifer.richardson1@iraq.centcom.mil DSN: 318-239-8183 Any questions?