AGENCYORGANIZATION PROGRAM COORDINATOR

1
AGENCY/ORGANIZATION PROGRAM COORDINATOR

• MAJ John W. Simms, Primary
• [phone]
• Bonnie DiSpirito, Alternate Dispute Officer
• [phone]
• PROVIDES COMPLETE OVERSIGHT AND ADMINISTRATION OF
  THE PROGRAM
  

2
A/OPC RESPONSIBILITIES

• Handle Credit Card Usage Matters
• Prepares Processes Applications
• Conducts Training
• Issues Policy and Guidance
• Authorizes Memorandums for Appointments

3
TRAINING OVERVIEW

• What is IMPAC?
• Micro-Purchase Limit
• Point of Sale Procedures
• Point of Sale/Manu Rebate
• Required Sources of Supply
• CH Reconciliation
• AO Responsibilities

4
TRAINING OVERVIEW (CONTIN)

• AO Reconciliation
• Disputes
• Lost/Stolen Card
• Accommodation Checks
• Ethics and Empowerment

5
WHAT IS I.M.P.A.C. ?

• INTERNATIONAL
• MERCHANT
• PURCHASE
• AUTHORIZATION
• CARD
• Government-Wide Credit Card Program

6
WHAT IS THE I.M.P.A.C. PROGRAM?

• Commercial Credit Card Program Intended To
• Streamline Procurement Payment Procedures
• Reduce Admin Burden Associated with Traditional
  Purchasing Methods for Supplies and Services

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HISTORY OF I.M.P.A.C. PROGRAM

• Credit Card Program PILOTED in 1986 with the
  Dept of Commerce
  
• GSA Awarded Competitive Contract for Commercial
  Credit Card Services in April 1989 and March
  1994
  
• Current Contract 3 Years with 7 (one) Year
  Options

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MICRO-PURCHASE LIMIT

• Micro-Purchase is Defined by Federal Acquisition
  Streamlining Act (FASA), Public Law 103-355
  
• Micro-Purchase is an Acquisition of Supplies or
  Services Less Than 2,500

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MICRO-PURCHASE LIMIT (CONTIN)

• Micro-Purchases can be made without Obtaining
  Competitive Quotations Provided Purchase Price is
  Fair and Reasonable
  
• Micro-Purchases Shall be Distributed Equitably
  Among Qualified Suppliers (Spread your business
  around)

10
LIMITS PUT ON THE CARD

• Single Purchase Limit - Dollar Limit that is
  Assigned to each Cardholder for each Purchase.
  This Limit may be up to 2,500 (2,000 FOR
  CONSTRUCTION)
• 30 Day Limit - Dollar Limit Assigned to each
  Cardholder for a 30 Day Period.
  

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LIMITS PUT ON THE CARD (CONTIN)

• AO 30 Day Limit - Dollar Limit Assigned to each
  AO which Covers all of the cardholders 30 Day
  Limits that fall under that AO.
  
• All of the Limits can be Adjusted by the AOPC.

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UNAUTHORIZED USE

• Purchases by non-trained individuals or purchases
  made by individuals other than the authorized
  cardholder
  
• Making purchases returning them to vendor for
  cash or vendor credit slips - (credit slip must
  be issued against same card on which purchase was
  made)

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MAKING MICRO-PURCHASES WITH IMPAC

• Know your dollar limits
• Ensure funds are available prior to making
  purchase
  
• Check mandatory sources of supply
• Determine if any special approvals/control s
  are required

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POINT OF SALE PROCEDURES

• 1. Cardholder Selects Merchandise and Presents
  Visa I.M.P.A.C. Card for Payment and makes
  Merchant Aware that we are Tax Exempt.
  
• 2. Merchant Totals Merchandise, Fills out Credit
  Card Slip and requests authorization from US Bank
  through VISA Electronic Network.

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POINT OF SALE PROCEDURES (CONTIN)

• 3. US Bank Verifies Cardholder Account, Spending
  Limits, Merchant Category Code and Activity Type
  Code(s).
  
• 4. US Bank Relays Authorization Approval Code to
  Merchant.
  
• 5. Cardholder Checks Quantity, Cost, Sales
  Total, and that Tax has not been Charged. Signs
  Credit Card Receipt
  

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POINT OF SALE PROCEDURES (CONTIN)

• 6. Merchant Deposits Credit Card Receipt at Bank
  and Receives Immediate Payment.
  
• 7. US Bank Processes and Posts Transactions to
  Cardholder Statement of Account.
  
• 8. US Bank Sends Statements to Agency
  Cardholder and Approving Official.
  

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POINT OF SALE/MANU REBATE

• Flexible paperless, purchase methods telephone,
  over the counter, via internet
  
• Immediate delivery preferred
• Manufacturer Rebate may be taken if offered,
  Check is Made Payable to US TREASURY and
  Forwarded TO USPFO-PC

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MANDATORY SOURCES FOR SUPPLIES AND SERVICES

• Agency Inventories
• Federal Prision Industries (UNICOR)
• National Industries for the Blind/Severely
  Handicapped (NIB/NISH)
  
• Unicor http//www.unicor.gov
• NIB http//www.nib.org

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MANDATORY SOURCES FOR SUPPLIES AND SERVICES

• NISH http//www.nish.org
• JAVITS Wagner ODay (JWOD)
• http//www.jwod.gov
• GSA Advantage and Catalogshttp//www.fss.gsa.gov
  or http//www.gsa.gov

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REQUIRED VENDORS FOR OFFICE SUPPLIES

• Staples National Advantage
• Boise Cascade Office Products
• BT Office Supplies Intl
• Corporate Express
• Innovative Sales Brokers
• Office Depot
• Paperclips, Etc.

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SECTION 508 FAR IMPLEMENTATION, FAC 97-27

• New as of Oct 2001
• Primarily affects DCSIM-ISSB
• Federal Agencies with electronic and information
  technology is accessible to people with
  disabilities.

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SECTION 508 (CONTIN)

• Good source for market research
• website http//www.section508.gov/

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ONE-TIME USE EARPLUGS

• One-Time Use Earplugs are mandatory to be
  purchased from DLA
  
• NSN 6515-00-137-6345, minimum qty to be ordered
  is 1 case (200 prs) _at_ 128.57 per case
  
• Check out JWOD website http//www.JWOD.com

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CH RECONCILIATION Statement of Account

• Records Description of Items Purchased
• Annotates that Hand Receipts have been Issued
  when Required
  
• Monthly Purchase Log is completed and on file
• Signs SOA Attaches Receipts and Forwards to AO
  Immediately
  
• Identifies any Transaction in Dispute

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AO RESPONSIBILITIES

• Ensures transactions are legal and billing
  statement is complete
  
• Reviews monthly statements/Verifying that items
  billed for have been received and charges agree
  w/cardholder records
  
• That Purchases have not been split to stay under
  the Micro-Purchase Threshold
  

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THE BILLING CYCLE

• Billing Cycle closes on 23rd day of the month
  (Day 1)
  
• Cardholder reconciles SOA -----------------------
  ---------------ASAP
  
• Approving Official certifies for payment
  ___________NLT 3 days after receipt
  
• Documentation forwarded to USPFO-PC
  ___________NLT 5 days
  
• If the BAS is forwarded to USPFO-PC late, then a
  late penalty fee is assessed to the AO account.

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AO RECONCILIATION Billing Account Statement

• Date Stamps the Bill
• Fills out the AO Summary Sheet to Ensure
  Accounting Code is Correct
  
• Verifies CH - SOA attaches all receipts
• Signs BAS
• Ensures receipt at USPFO-PC NLT 5 days after
  receipt

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NEW CARDS AND OLD RECORDS

• Cards are normally reissued every 24 months to
  each cardholder. Automatic unless A/OPC halts
  reissue.
  
• Approving Official shall maintain records for 3
  years in MARKS System.
  

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BASIS FOR DISPUTES

• Defective Items
• Unauthorized Charges
• Items Billed but not Received

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DISPUTE PROCEDURES

• The Cardholder will
• Resolve discrepancies directly with the Vendor
• If this fails . . . Dispute the transaction
• Prepare CSQI and send directly to bank
• Disputed transaction must be declared within 60
  days of receipt of SOA

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LOST OR STOLEN CARD

• Cardholder notifies
• Agency/Organization Program Coordinator and
  submits letter of circumstances
  
• Approving Official
• US Bank
• 1-888-994-6722
• 1-888-99-IMPAC
• Cardholder not personally responsible for charges
  on a lost or stolen card IF loss was reported
  properly

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ACCOMMODATION CHECKS

• Remain in PC Office, 2,500 Micro-Purchase Limit
  Applies
  
• Provide an alternative if the Credit Card is not
  accepted.
  
• 1.7 Fee Per Check

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ETHICS AND EMPOWERMENT

• Empowerment flowing to cardholders. . . .
• brings responsibilities . . . .
• And therefore the need to be aware of ethics and
  standards of conduct
  

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REGULATIONS AND LAWS

• DOD Directive 7000.15,
• DOD Accountable Officials and Certifying
  Officers
  
• FAR 3.101
• Standards of Conduct

• Title 31 USC
• Sections 3528 and 3527
• 5 CFR Part 2635,
• Standards of Conduct