Department of Defense Government Charge Card Business …

DEPARTMENT OF DEFENSE GOVERNMENT CHARGE CARD GUIDEBOOK FOR ESTABLISHING AND MANAGING PURCHASE, TRAVEL, AND FUEL CARD PROGRAMS

Effective 1 October 2017

New Release Dated January 24, 2018: An administrative update has been made to incorporate changes in Sections 2.2.3 & A.2.4, and Appendix L related to the 10/20/17 memorandum from the Deputy Director, Program Development and Implementation, "Department of Defense Office of Management and Budget Reporting."

Contents

Chapter 1 Introduction ............................................................................. 1-1

1.1 PURPOSE............................................................................................................ 1-1 1.2 ACKNOWLEDGMENTS ........................................................................................... 1-2

Chapter 2 Common Business Rules for All Card Programs: Purchase, Travel, Air, Fleet, and Fuel..............................................................2-1

2.1 PROCESSES ........................................................................................................ 2-1 2.1.1 Establishing a Program............................................................................. 2-1

2.2 PROGRAM MANAGEMENT ..................................................................................... 2-2 2.2.1 Program Outcomes .................................................................................. 2-3 2.2.2 Management Controls .............................................................................. 2-4 2.2.3 OMB Reporting Requirements.................................................................. 2-5

2.3 PERSONNEL ........................................................................................................ 2-5 2.3.1 Roles and Responsibilities...................................................................... 2-12 2.3.2 Knowledge, Skills, and Abilities .............................................................. 2-12 2.3.3 Training................................................................................................... 2-12 2.3.4 Investigations of Suspicious Activity ....................................................... 2-12 2.3.5 Charge Card Violations........................................................................... 2-14 2.3.6 DoD Charge Card Disciplinary Policy for Civilian and Military Personnel.............................................................................................. 2-14

2.4 SPECIAL ISSUES ................................................................................................ 2-17 2.4.1 Creditworthiness ..................................................................................... 2-17 2.4.2 Policy and Contract Issues ..................................................................... 2-17

Appendix A Unique Business Rules for Purchase Card Programs.......... A-1

Appendix B Using the Purchase Card for Contingency Operations, Defense Against or Recovery from Cyber, Nuclear, Biological, Chemical or Radiological Attack, International Disaster Assistance, an Emergency or Major Disaster, and Humanitarian or Peacekeeping Operations ......................................................... A-1

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Appendix C Government Purchase Card Guide to Overseas (OCONUS) Shipments................................................................... C-1

Appendix D Unique Business Rules for Travel Card Individually Billed Accounts........................................................................................ D-1

Appendix E Unique Business Rules for Travel Card Centrally Billed Accounts (Other Than Defense Travel System)............................. E-1

Appendix F Unique Business Rules for AIR Card? Programs .................F-1 Appendix G Unique Business Rules for DoD Fleet Card Programs ........ G-1 Appendix H Unique Business Rules for Swipe SEA Card? Programs .... H-1 Appendix I Definitions and Abbreviations ..................................................I-1 Appendix J Regulatory/Policy Resources ................................................ J-1 Appendix K Internal Management Controls for the GPC Program........... K-1 Appendix L Charge Card Reporting Requirements and Interim

Disciplinary Category Definitions ....................................................L-1

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Chapter 1

Introduction

1.1 PURPOSE

This guide's purpose is to help Department of Defense (DoD) officials establish and manage charge card programs. It provides an inventory of the pertinent policies and processes, with a goal to streamline and consolidate processes common to the purchase, travel, fuel (including AIR, Fleet and SEA) card programs.

The business rules identified in this guide address many of the recommendations identified in the DoD Charge Card Task Force Final Report of June 27, 2002 and Management Initiative Decision (MID) No. 904, Department of Defense Charge Card Management, of December 18, 2002. Additionally, these business rules establish a proactive environment to continuously strengthen the charge card programs. As a guide, much of the information herein is presented for the purpose of guidance. Mandatory language, which is linked to the relevant statute, regulation, or policy document, is identified in bold, red typeface and is preceded by a "Mandatory" indicator. DoD Components may adopt more stringent internal control requirements than the mandatory requirements cited in this document. However, as these are risk-managed programs, Components should maintain a proper balance between the control environment and ease of use to ensure the card program benefits continue to accrue.

The chapter that follows presents business rules common to all card programs (purchase, travel, air, fleet, and fuel). While these programs generally have much in common, some differences result by nature of each program's liability structure. Purchase cards, travel charge cards with centrally billed accounts (CBAs), and AIR/SEA/fleet cards involve Government liability (i.e., the Government is responsible for payment). Travel charge cards with individually billed accounts (IBAs) involve individual liability (i.e., the Cardholders [CHs] are responsible for payment). The business rules that are unique to each type of program are presented in the appendices.

Chapter 2 and the program-unique appendices A, F, G, and H are comprised of sections that address the following areas:

a) Processes,

b) Program management,

c) Personnel, and

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d) Special issues.

Appendices D and E provide a link to the DoD Financial Management Regulation (FMR) for further information on the travel card programs.

The appendices also offer additional information that will be useful in establishing and managing card programs. Appendices B, C, and K supplement the purchase-card-unique Appendix A by providing information on using the purchase card for Contingency Operations, Defense Against or Recovery from Cyber, Nuclear, Biological, Chemical or Radiological Attacks, International Disaster Assistance, an Emergency, or Major Disaster, and Humanitarian or Peacekeeping Operations (herein after referred to as "Contingency Contracting"), using the purchase card for overseas shipments, and internal management controls for the purchase card program, respectively. Appendix I identifies the abbreviations and terms used within this guide, and Appendix J offers a list of regulatory/policy resources. Appendix L provides violation reporting guidance, including interim disciplinary category definitions.

1.2 ACKNOWLEDGMENTS

The Offices of the Under Secretaries of Defense (Comptroller) (OUSD[C]) and (Acquisition, Technology, and Logistics) (OUSD[AT&L]) established the DoD Charge Card Integrated Product Team (IPT) in February 2003. The IPT reports to the Senior Focus Group (SFG), which oversees charge cards for DoD within the aegis of the Acquisition Governance Board of the Business Enterprise Architecture (BEA). The SFG focuses on establishing a common approach toward the card programs across the Military Services and Defense Agencies, as well as a vision for the future. The IPT supports the SFG in its endeavors.

The Charge Card IPT is comprised of representatives from the DoD Purchase Card Policy Office (PCPO); OUSD(C); Defense Travel Management Office (DTMO); Departments of the Army, Navy, and Air Force; Defense Finance and Accounting Service (DFAS); Defense Logistics Agency (DLA); DLA-Energy; DoD Inspector General, and other Defense Agencies. The IPT produced this guide.

This guide neither supersedes nor takes precedence over more restrictive Component procedures. Rather, it is designed to provide additional guidance, and identify mandatory requirements, for the establishment and management of card programs. An electronic version of this guide is available online at the Defense Procurement and Acquisition Policy (DPAP) website.

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