Government Purchase Card Training

1. Government Purchase Card Training BG William M. Boruff Commanding General MICC Contracting Command Version Number 1 As of 11 10 2017

2. GOVERNMENT PURCHASE CARD TRAINING

3. GOVERNMENT PURCHASE CARD TRAINING Presented by: MISSION & INSTALLATION CONTRACTING COMMAND FORT BENNING

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. 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. 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. Pre-Requisites 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

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. PURPOSE OF TRAINING • 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. ACRONYMS USED • (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. SYSTEMS USED WITH THE GPC • 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. TRAINING OBJECTIVES • 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. TRAINING OBJECTIVES (CONT’D) • 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. TRAINING OBJECTIVES (CONT’D) • 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. REFERENCES • 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. NEW GUIDANCE • 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)

17. HOW TO CHANGE YOUR DEERS ADDRESS

18. AGENCY PROGRAM COORDINATOR (A/OPC) • 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. LEGAL OFFICE • 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. U.S. BANK • Maintains purchase card accounts • Issues Government Purchase Cards • Pays merchants in a timely manner • Receives reimbursement from Defense Accounting Office (DFAS)

21. U.S. BANK CONTACTS • 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. TYPES OF GPC’S AT FORT BENNING 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. GOVERNMENT PURCHASE CARD What is it used for? Means of streamlining the purchase process and improving mission support • Non-recurring, authorized government purchases only (For the Mission) • Not for personal use • Within single purchase limits FOR OFFICIAL GOVERNMENT PURPOSES ONLY

24. PAYMENT OF SERVICES • 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. ELIGIBILITY • 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. ESTABLISHING AND MAINTAINING A GPC ACCOUNT 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. BILLING OFFICIAL RESPONSIBILITIES • 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. 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. BILLING OFFICIAL RESPONSIBILITIES (CONT’D) • 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. ALTERNATE BO RESPONSIBILITIES • 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 filesusing the checklist provided checklist (A/OPC review does NOT take the place of a Billing Official review)

31. SPAN OF CONTROL • A ratio of not more than seven Cardholder accounts to one Billing Official (and Alt Billing Official) is the Army standard

32. CARDHOLDER RESPONSIBILITIES • 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. 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 AFTERyour Billing Official approves/signs the Order and Request From • Obtain all pre-purchase approvals from functional managers

34. CARDHOLDER FILES Separate folder for each Cardholder to Include: • A GPC Order and Request Form (itemized) for EVERY transaction (digitally signed by the Billing Official and Cardholder prior to purchase) • Itemized Receipt/Invoice • Approvals if required (emails or other documentation) • Hand receipt or Inventory list if required (may be a copy of a master hand receipt - highlight the item on the master list)

35. FILE MAINTENANCE • 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. SEPARATION OF DUTIES • 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. PURCHASE CARD SECURITY • 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. PURCHASE CARD SECURITY 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. BEST PRACTICES • 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. TERMINATION OF GPC DUTIES • 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. LIABILITY • 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. LIABILITY (CONT’D) • 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. LIABILITY (CONT’D) • 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. LIABILITY (CONT’D) • 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. STATUTORY AUTHORITY • 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. INVESTIGATION REQUIRED • 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. INVESTIGATION REQUIRED (CONT’D) • 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. SUSPENSIONS • 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. TERMINATIONS DUE TO INACTIVITY • 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. SOURCE PRIORITY #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)