FORT CARSON GPC PROGRAM

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FORT CARSON GPC PROGRAM

• GOVERNMENT PURCHASE CARD (GPC) TRAINING

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SOURCE

• GPC PROGRAM MANAGED BY
• ARMY CONTRACTING AGENCY NORTHERN REGION (ACA-NR)
• FORT CARSON CONTRACTING OFFICE (DOC)
• 1676 EVANS STREET, BLDG 1220
• FORT CARSON, CO 80913
• RECEPTION [phone]
• FAX [phone]
• AGENCY/ORGANIZATION PROGRAM MANAGERS
• PRIMARY A/OPC JERLENE DODD 526-6594
• ALTERNATE A/OPC ANGELINA SANCHEZ 526-6595
• ALTERNATE A/OPC JACQUE WOODWARD 526-4452

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PURPOSE
Why am I here?

• GPC training is required in order to teach the
  Army-wide standard procedures and processes
  necessary for the successful operation of a
  Government Purchase Card (GPC) Program.

4
Management of the Government Purchase Card (GPC)
Program

• All new Cardholders Billing Officials are
  REQUIRED to complete 8 hours of GPC training
  prior to appointment.
• DAU On-Line Training course (4 hours)
• DOD Government Purchase Card Tutorial
• Classroom Training (4 hours)

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GPC LIMITS COMPLIANCE

• Federal Statutes
• 10 USC 2304 CICA (1984)
• Competition in Contracting Act
• 41 USC 253 - Exceptions
• Exceptions to full and open competition
• All purchase requirements above the
  micro-purchase threshold of 2,500 must be
  competed.
• Splitting a requirement into 2 or more
  micro-purchases to avoid competition not only
  violates the statutes, but may also constitute
  fraud and/or conspiracy to defraud the
  Government.   

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GPC REGULATIONS

• FAR Part 13 Simplified Acquisitions
• FAR Part 25 - Buy American
• FAR Part 8 Required Sources of Supply
• Army GPC SOP
• FC GPC SOP
• Unit GPC SOP

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ARMY PURCHASE CARD ACCOUNT SUSPENSION POLICY

• The A/OPC will suspend ALL Billing Official
  accounts not certified by the 28th of each month.
  
• IAW DoD Policy, US Bank will suspend Billing
  Official Accounts that become 61 days delinquent.
  
• Billing Official Accounts that become 181 days
  delinquent will cause ALL FORT CARSON ACCOUNTS TO
  BE SUSPENDED!

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ARMY PURCHASE CARD ACCOUNT SUSPENSION POLICY

• If US Bank suspends an account twice within any
  twelve month period, the account will be
  PERMANENTLY CLOSED.
• ALL CARDHOLDER TRANSACTIONS ARE REVIEWED BY THE
  A/OPC ON A MONTHLY BASIS FOR SUSPICIOUS, UNUSUAL,
  OR QUESTIONABLE ACTIVITY! Additional suspensions
  WILL occur if A/OPC requests for information,
  records inspection, and/or account audit are not
  answered in a timely manner.

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CUSTOMER AUTOMATION AND REPORTING ENVIRONMENT
(C.A.R.E.)

• Use of the banks Customer Automated Reports
  Environment (C.A.R.E.) electronic access system
  is MANDATORY for all Army accounts.
• US Bank C.A.R.E. Training Website is available to
  Cardholders and Billing Officials 24/7
• https//wbt.care.usbank.com
• C.A.R.E. Training User ID / Password
• User ID usbank
• Password learn (good until Oct 5 2005)

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CUSTOMER AUTOMATION AND REPORTING ENVIRONMENT
(C.A.R.E.)

• Billing Officials
• SHALL use the Transaction Management Module (TMM)
  feature to perform surveillance and oversight of
  cardholders.
• Cardholders
• MUST use the Transaction Log in C.A.R.E. This
  is MANDATORY and must be completed EACH month for
  EVERY transaction.
• NO EXCEPTIONS!

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PROPERTY ACCOUNTABILITY

• AR 735-5 Policies and Procedures for Property
  Accountability.
• ALL personnel entrusted with the acquisition of
  Government property are responsible for its
  proper custody, safekeeping, and accountability.
• Billing Officials and Cardholders MUST ensure
  that property accountability procedures are
  followed.
• Formal reports of non-compliance will be provided
  to the local commander, and repeated
  non-compliance will result in suspension or
  permanent closure of accounts.

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SURVEILLANCE (REVIEWS)

• Surveillance is a shared responsibility among all
  stakeholders.
• The Army SOP requires an annual review of 100
  of Billing Official accounts.
• A/OPC screens ALL GPC ACTIVITY monthly and
  conducts purchase reviews on all unusual spending
  activity.
• Billing Official is responsible for ON GOING
  surveillance of cardholder accounts.

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MAINTAIN RECORDS

• APPOINTMENT LETTERS - BO DD FM 577 -CH
  DELEGATION LTR
• DOC SOP
• UNIT SOP
• COPY BO BILLING STATEMENT

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MAINTAIN RECORDS (CONT.)

• COMPLETED FC FM 68-7 FOR ALL PURCHASES
• RECEIPTS FOR ALL PURCHASES
• QUESTIONED ITEM FORMS
• PROOF OF PROPERTY BOOK COMPLIANCE
• STATEMENTS OF NONAVAILABILITY
• PROOF OF FUNCTIONAL PROPONENT WAIVER

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KEEP YOUR CREDIT CARD RECORDS
IN THIS ORDER

• FIRST CARDHOLDER STATEMENT OF ACCOUNT (SOA)
• SECOND COMPLETED FC FM 68-7 FOR EACH
  VENDOR/TRANSACTION WITH RECEIPT STAPLED FACING
  OUTWARDS IN THE ORDER LISTED ON SOA
• THIRD KEPT IN FILE WITH LATEST MONTH FIRST
• BO KEEP FILE CONTAINING ALL BILLING ACCOUNT
  STATEMENTS

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SUSPECTED ABUSE OR FRAUD

• Fraud as well as the conditions that lead to it
  must be prevented.
• Be aware of potential problem areas and fraud
  indicators.
• Become familiar with the Army SOP, the FC SOP,
  and your Unit SOP.
• EVERYONE has the responsibility to report
  suspected fraud, waste or abuse.

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LIABILITY OF CARDHOLDERS AND BILLING OFFICIALS

• Cardholders
• Shall be held PERSONALLY liable to the Government
  for any non-Government transactions.
• Billing Officials
• Have pecuniary liable for improper payments
  resulting from misuse/abuse of the purchase card,
  and may be responsible to repay the Government if
  false, inaccurate, or misleading certification
  for payment is made.
• If in doubt, contact your A/OPC for guidance and
  assistance!

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Government-wide Purchase Card Program Training
Affirmative Procurement

• Federal Governments Mandatory Buy Recycled
  Program

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Affirmative Procurement

• The policy and practice of purchasing goods made
  with recycled materials

30 Post-consumer Content
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Hazardous Materials Control Center (HMCC) Purpose

• Assist in protecting public health
• Assist in protecting public safety
• Assist in protecting the environment
• Enable mission support by providing hazardous
  materials to authorized users
• Reduce hazardous materials on the Installation
• Environmental reporting

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Hazardous Materials (Safety Definition)
Hazardous materials are chemicals or other
substances that are potentially dangerous to
human health and safety or the environment when
improperly treated, stored, transported, disposed
of, or otherwise mismanaged.
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Hazardous Materials (Types)
Aerosol Paints Starting Fluids Adhesives Windsh
ield Washer Sealants Alcohols Dopes/Thinners Cl
eaning Compounds Oils Acids Greases Corrosive
s
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CARDHOLDER RESPONSIBILITIES

• VERIFY FUNDS AVAILABLE KNOW LIMITS (30 DAY,
  SINGLE PURCHASE) PRIOR TO
• PURCHASING
• SINGLE PURCHASE LIMIT SUPPLIES AND
• SERVICES NOT TO EXCEED 2,500.00
• CONSTRUCTION NOT TO EXCEED 2,000.00
• KNOW WHAT TO PURCHASE
• KNOW WHERE TO PURCHASE

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USE OF ENVISION AND DoD EMALL ARMY BPAs FOR
OFFICE SUPPLIES AND OFFICE PRODUCTS
CARDHOLDERS RESPONSIBILITIES

• GPC USERS MUST CONSIDER ENVISION EXPRESS AS THEIR
  FIRST CHOICE OF SUPPLY FOR ALL JWOD ITEMS. THEY
  ARE THE PREFERRED SOURCE BUT ARE NOT THE ONLY
  SOURCE.
• ENVISIONS LOCATION 1400 SPECKER AVENUE, BLDG
  735, PHONE [phone].
• IF THE PRODUCT IS NOT AT ENVISION THEN PROCEED
  USING THE ON-LINE ARMY BLANKET PURCHASE
  AGREEMENTS AT THE DoD EMALL

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CARDHOLDERS RESPONSIBILITIES

• THESE BPAs MAY BE ACCESSED AT
• http//dodemall.dla.mil
• DoD eMall Registration is mandatory for all
  
• cardholders.
• ALL Office Supplies must be purchased from
• Envision or DoD eMall Mandatory BPAs

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CARDHOLDERS RESPONSIBILITIES

• CARDHOLDER HAS ONLY 60 DAYS TO SUBMIT DISPUTE
  FORM TO US BANK
• BILLING OFFICIAL MUST PAY BILL INCLUDING THE
  DISPUTED AMOUNT. IF BANK RESOLVES IN FAVOR OF
  CARDHOLDER MONEY IS CREDITED BACK TO CH ACCOUNT.

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CARDHOLDERS RESPONSIBILITIES

• FILE RETENTION
• MUST KEEP CERTIFIED BILLING (BO) STATEMENTS
  SIX YEARS AND THREE MONTHS IAW DoD FMR, VOL 1
• CARDHOLDER RECORDS WILL BE DESTROYED THREE YEARS
  AFTER FINAL PAYMENT
• CONTACT MR. DUANE GREGORICH AT 526-2107 FOR
  FURTHER GUIDANCE

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CARDHOLDERS RESPONSIBILITIES

• BE AWARE OF FRAUD - POSSIBLE CARDHOLDER FRAUD
  INDICATORS
• LACK OF DOCUMENTATION
• CH BO AUTHORIZING SOMEONE ELSE TO USE CARD
• INADEQUATE OVERSIGHT BY BO AND AGENCIES
• LACK OF ACCOUNTING FOR NON-EXPENDABLE OR
  SENSITIVE ITEMS.
• CH RETURNING MERCHANDISE FOR STORE CREDIT
  VOUCHERS VICE CREDITING BACK TO ACCOUNT

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CARDHOLDERS RESPONSIBILITIES

• VENDOR FRAUD INDICATORS
• 1. ORGANIZED VENDOR SCAMS ARE TARGETING SEVERAL
  INSTALLATIONS.
• 2. DO NOT PROVIDE YOUR CREDIT CARD NUMBER WHEN
  SOLICITED TELEPHONICALLY UNLESS YOU KNOW THE
  PARTY.
• 3. DO NOT ACCEPT FREE GOODS OR ITEMS YOU DID
  NOT ORDER.

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CARDHOLDERS RESPONSIBILITIES

• RESPONSIBLE FOR SECURING CREDIT CARD AND CARD
  NUMBER.
• NO ONE IS ALLOWED TO USE THE CARD BUT PERSON
  WHOSE NAME IT BEARS NOT THE BOSS, CO-WORKER,
  THE SUPERVISOR, NOT ANY ONE
• DO NOT LEAVE CARD WITH BILLING OFFICIALS TO LOCK
  IN SAFE (UNDER
• ANY CIRCUMSTANCES).

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CARDHOLDERS RESPONSIBILITIES

• MUST BE ABLE TO ACCESS C.A.R.E.
• USING THE INTERNET
• YOU CAN ENTER C.A.R.E. ACCESS YOUR
  INFORMATION 24 HOURS-A-DAY, 7 DAYS-A-WEEK ON THE
  FOLLOWING WEBSITE HTTPS//CARE.USBANK.COM -
  THIS IS THE ACTUAL C.A.R.E WEBSITE
• CARDHOLDERS MUST REGISTER IN C.A.R.E. TO OBTAIN
  USER NAME AND PASSWORD ONCE CARD IS RECEIVED

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MANDATORY PURCHASE CARD LOG

• Mandated by AFARS Section 13
• Manual log
• Required for all transactions if not EDI enabled
• Electronic log (C.A.R.E.) (Mandatory)

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CARDHOLDERS RESPONSIBILITIES USING C.A.R.E.

• APPROVE PURCHASES EVERY 3 WORKING DAYS
• REMEMBER THE CUT-OFF CYCLE FOR THE MONTH IS THE
  23RD
• CARDHOLDER MUST HAVE STATEMENT APPROVED NLT THE
  26TH OF EACH MONTH SO BO CAN CERTIFY BY THE 28TH
  OF EACH MONTH IF CH FAILS TO ACT WITHIN THE 3
  CALENDAR DAYS THE BO MUST ACT ON CHS BEHALF

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CARDHOLDERS RESPONSIBILITIES

• BASIS FOR DISPUTE
• DEFECTIVE ITEMS
• UNAUTHORIZED PURCHASES
• ITEMS BILLED AND NOT RECEIVED
• NOT BASIS FOR DISPUTE
• TAXES
• SHIPPING HANDLING CHARGES

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CARDHOLDERS RESPONSIBILITIES

• IF THERE ARE DISCREPANCIES,
• ATTEMPT TO RESOLVE THEM WITH THE
• VENDOR FIRST
• IF CREDIT DOES NOT APPEAR ON NEXT MONTHS
  ELECTRONIC STATEMENT COMPLETE CARDHOLDER
  STATEMENT OF QUESTIONED ITEM (CSQI) FORM FAX TO
  US BANK 1-(701)-461-3466 WAIT FOR CONFIRMATION
  FAX SHEET - AT PRESENT DO NOT DISPUTE ONLINE !

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U.S. BANK RESPONSIBILITIES

• Issue Purchase Card
• Card will be sent to your work address. Inform
  mail clerk that you are expecting OFFICIAL mail
  from a P.O. Box in Fargo, ND. US Bank DOES NOT
  include their name in return address if the
  envelope contains a credit card.
• Cards are usually received within 2 weeks AFTER
  A/OPC receives all required paperwork.
• Contact a member of the GPC Team if you have not
  received your card in 15 days.

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U.S. BANK RESPONSIBILITIES

• Issue Cardholder Statement of Account
• Statement available ON-LINE by the 24th of each
  month. NO HARD COPIES OF STATEMENT WILL BE
  MAILED!
• RECONCILE and APPROVE statement by the 26th of
  each month.
• Throughout the month, use the TRANSACTION LOG
  and APPROVE purchases in C.A.R.E. every 3 days to
  avoid end of month delays.

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CARD USAGE

• ALL PRINTING MUST BE DONE BY FT. CARSON DEFENSE
  AUTOMATED PRINTING SERVICE (DAPS), BLDG 1550,
  PROCURING COMMERCIAL PRINTING WITH CARD IS NOT
  ALLOWED

CANNOT USE COMMERCIAL PRINTING KINKOS, INTSY
PRINT, COPYRITE, ETC.
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CARD USAGE (CONT.)

• PRIOR TO PROCURING ANY TYPE SERVICES (CARPET
  CLEANING, COPIER OR COMPUTER REPAIR, PRINTER
  REPAIR, ETC.) CHECK WITH DOC TO ENSURE THERE IS
  NOT A CONTRACT IN PLACE THAT COULD BE USED

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UNAUTHORIZED BUYS

• PROCURING ANY PRINTING ON THE ECONOMY, BUYING
  FOOD, FLAGS, T-SHIRTS, MUGS, WATER BOTTLES,
  WATER, FLOWERS, GIFTS OF ANY KIND, COSTUMES, GAS
  FOR POVs AND FOR GOVERNMENT VEHICLES, ETC.

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PURCHASING PROCEDURES

• REQUEST RECEIVED
• FC 68-7 MANDATORY FOR ALL PURCHASES SIGNED BY BO
• PURCHASING SUPPLIES CHECK GOVERNMENT SUPPLY
  SYSTEM
• PURCHASING SERVICES CHECK FOR EXISTING CONTRACTS

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PURCHASING PROCEDURES (CONT.)

• DETERMINE WHETHER OTHER AGENCY APPROVAL IS
  REQUIRED I.E. DOIM, DAPS, DPW, DECAM, ETC.
• KNOW PROHIBITED PURCHASES
• IF UNSURE OF PURCHASE CONTACT A MEMBER OF THE GPC
  TEAM
• YOU MAY PURCHASE OVER THE COUNTER OR BY
  TELEPHONE NO BACK ORDERING IS ALLOWED

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PURCHASING PROCEDURES (CONT.)

• WHEN PURCHASING OVER THE PHONE PROVIDE
• PERSONAL INFORMATION LISTED ON CARD,
• OFFICIAL SHIPPING ADDRESS (IF HAVING SHIPPED
  ELSEWHERE NOTIFY VENDOR OF THE SHIP TO ADDRESS)
• INFORM VENDOR YOUR PURCHASE IS TAX EXEMPT
  J353636

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PURCHASING PROCEDURES (CONT.)

• VERIFY PRICE REASONABLENESS
• RETAIN ALL RECEIPTS AND PACKING SLIPS
• FC FORM 68-7 MUST BE SIGNED BY THE RECEIVER
• ENSURE PROPERTY BOOK ITEMS ARE RECORDED NLT 3
  DAYS AFTER RECEIPT

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BILLING OFFICIAL / PURCHASE CARD CERTIFYING
OFFICER DUTIES (BO)

• BO WILL BE DESIGNATED PURCHASE
• CARD CERTIFYING OFFICER AND IS PRIME PERSON
  OF ACCOUNTABILITY.
• ISSUED A DD FORM 577 SIGNATURE CARD SIGNED BY THE
  DOC - BO SIGNS BOTTOM OF LETTER ACKNOWLEDGING
  UNDERSTANDING AND ACCEPTING RESPONSIBILITIES
• MUST BE ABLE TO ACCESS C.AR.E USING THE INTERNET

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BO / CERTIFYING OFFICER DUTIES
(CONT.)

• DEVELOP AN SOP AND EXECUTE DETAILED INTERNAL
  CONTROL PROCEDURES
• NOMINATE SUFFICIENT CARDHOLDERS (NO MORE THAN 7
  CHs TO 1 BO) AND ALTERNATE BILLING OFFICIALS
  (MANDATORY)
• SET PURCHASE LIMITS (2,500 MAX SINGLE PURCHASE
  LIMIT) 30 DAY LIMIT-MISSION

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GPC CARD LIMITS

• Cardholder Single Purchase Limit
• Cannot exceed 2,500 for supplies/services or
  2,000 for construction, per each individual
  transaction.
• Cardholder 30 Day Limit
• Total dollar amount that may be purchased by
  cardholder in the 30 day billing cycle. May be
  equal to or greater than the Single Purchase
  Limit.
• Billing Officials 30 Day Office Limit
• May be the cumulative total of all cardholders 30
  day limits OR a specific monthly budgeted amount.

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BO / CERTIFYING OFFICER DUTIES
(CONT.)

• AN ALTERNATE BO SHALL BE IN PLACE AT ALL TIMES TO
  ACT ON BEHALF OF THE PRIMARY BO DURING HIS/HER
  ABSENCE (REF ARMY SOP).
• RESPONSIBLE TO ENSURE ALL CARDHOLDERS RECEIVE
  REQUIRED MANDATORY GPC TRAINING.

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BO / CERTIFYING OFFICER DUTIES
(CONT.)

• RESPONSIBLE FOR ENSURING MONTHLY BILL IS PAID IN
  A TIMELY MANNER - BY THE 28TH OF EACH MONTH.
• MAINTAIN OVERSIGHT OF CARDHOLDERS
• ENSURES DEPARTING CARDHOLDERS DESTROY CARDS AND
  SUBMIT DESTRUCT NOTICE (FC 68-3) TO DOC
• PRIOR TO DEPARTING BO MUST NOTIFY A MEMBER OF THE
  GPC TEAM

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BO / CERTIFYING OFFICER DUTIES
(CONT.)

• BO RECONCILES MONTHLY STATEMENTS WITH ALL
  CARDHOLDERS.
• BO ENSURES CARDHOLDER HAS NOT SPLIT PURCHASES TO
  REMAIN UNDER THE MICROPURCHASE THRESHOLD
• BO VERIFIES ALL TRANSACTIONS WERE FOR OFFICIAL
  USE ONLY, AND JWOD ITEMS ARE PURCHASED AS
  REQUIRED.
• MAINTAINS ORIGINAL DOCUMENTATION FOR ACCOUNTS
  WHEN CARDHOLDER(S) HAVE TRANSFERRED, REASSIGNED
  OR RETIRED.

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BO / CERTIFYING OFFICER DUTIES
(CONT.)

• BO VALIDATES THAT PURCHASES ARE
• REQUIRED FOR THE MISSION
• DO NOT EXCEED SPENDING LIMITS
• ARE NOT FOR PERSONAL USE

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BO / CERTIFYING OFFICER DUTIES
(CONT.)

• ENSURE CHs ARE NOT ASKED TO MAKE
• IMPROPER OR ILLEGAL PURCHAES
• NOT BEING SPLIT INTO SMALLER SEGMENTS TO STAY
  UNDER THE SINGLE PURCHASE LIMIT - 2,500 MAX
• ALL PAPERWORK IS COMPLETED BY CH PRIOR TO
  PURCHASING

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BO / CERTIFYING OFFICER DUTIES
(CONT.)

• AUTHORIZED PURCHASES MEET LEGAL REQUIREMENTS
• FACTS PRESENTED IN DOCUMENTS FOR PAYMENT ARE
  COMPLETE AND ACCURATE
• TWO OR MORE PAYMENTS FOR THE SAME TRANSACTION DO
  NOT OCCUR
• CARDHOLDER IMPLEMENTS CORRECT DISPUTE PROCEDURES
  AND RESOLVES WITHIN SIXTY (60) DAYS

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BO / CERTIFYING OFFICER DUTIES
(CONT.)

• BILLING OFFICIAL MUST PERIODICALLY CHECK
  CARDHOLDERS TO ENSURE CARDHOLDER IS APPROVING
  PURCHASES EVERY THREE TO FOUR DAYS AND
  MAINTAINING THE TRANSACTION LOG ELECTRONICALLY
• COMPARE THE CH TRANSACTION LOG AND RECEIPTS

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BO / CERTIFYING OFFICER DUTIES
(CONT.)

• CHECK FOR DISPUTED ITEM(S) RESULTS
• IF THERE IS A DISPUTED ITEM BILL MUST BE PAID
  ANYWAY WHILE CH ATTEMPTS TO RESOLVE WITH VENDOR.
  THIS IS CALLED PAY AND CHASE OR PAY AND CONFIRM
• BO CHECK THE ACCOUNT YOURE TAKING OVER , IF
  THERE IS A DELINQUENT BALANCE YOU ARE RESPONSIBLE
  FOR BRINGING IT CURRENT.
• ENSURES INTERNAL CONTROLS ARE IN PLACE
• 
  
  

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BO / CERTIFYING OFFICER DUTIES
(CONT.)

• AS CERTIFYING OFFICER YOU ARE RESPONSIBLE FOR
  REPAYING ANY PURCHASES THAT ARE ILLEGAL,
  IMPROPER, OR CAUSE INCORRECT PAYMENT BY THE
  DEPARTMENT AS A RESULT OF AN INCOMPLETE OR
  MISLEADING CERTIFICATION

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BO / CERTIFYING OFFICER DUTIES
(CONT.)

• PURSUANT TO AUTHORITY VESTED IN ME, I CERTIFY
  THAT THIS INVOICE (BILLING STATEMENT) IS CORRECT
  AND PROPER FOR PAYMENT, EXCEPT AS MAY BE NOTED
  HEREIN ON SUPPORTING DOCUMENTS.
• ____________________________
• AUTHORIZED CERTIFYING OFFICER
  SIGNATURE
• 
  

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U.S. BANK RESPONSIBILITIES

• Issue Billing Official Billing Account Statement
• Statement available ON-LINE by the 24th of each
  month. NO HARD COPIES OF STATEMENT WILL BE
  MAILED!
• Ensure that Cardholder statements of account are
  RECONCILED and APPROVED by the 26th of each
  month.
• CERTIFY the account for payment by the 28th of
  each month to avoid suspension. Billing Official
  CANNOT certify account for payment if any
  cardholder charges are unapproved.