Government Purchase Card (GPC ... - United States …

United States Army Medical Research and Development Command

(USAMRDC) United States Army Medical Research Acquisition

Activity (USAMRAA)

Government Purchase Card (GPC)

Standard Operating Procedures (SOP) 22 April 2020

1

TABLE OF CONTENTS

Chapter 1: USAMRDC/USAMRAA GPC Operating Procedures

1-1 Purpose 1-2 References 1-3 Glossary 1-4 GPC Authority 1-5 Applicability 1-6 Level 3 Agency/Organization Program Coordinator (A/OPC)

Roles and Responsibilities 1-7 Level 4 A/O Roles and Responsibilities 1-8 Management of Defense Medical Logistics Standard Support

(DMLSS) 1-9 Management of the GPC Program

Chapter 2: Establishing and Maintaining a GPC Account

2-1 Nomination, Selection, Termination and Appointment of Cardholders and Billing Officials

2-2 Mandatory Training Requirements 2-3 Credit Limit Increase/Decrease 2-4 Liability of the Government Cardholders and Billing Officials 2-5 Card Security 2-6 GPC Account Approval

Chapter 3: Operational Guidance and Procedures

3-1 Separation of Duties 3-2 Span of Control 3-3 Out-Processing for Cardholders, Billing Officials and Alternate

Billing Officials 3-4 GPC Support 3-5 Making Purchase Transactions 3-6 Reporting GPC Actions into Federal Procurement Data

System (FPDS) 3-7 Use of the GPC for Training and Education 3-8 Unauthorized Commitments (UC)

Chapter 4: Program Oversight and Reviews

4-1 Monitoring and Surveillance 4-2 Retention 4-3 Insights on Demand

Appendix A: References Appendix B: Glossary Appendix C: Convenience Check Process

2

3 3 3 3 3-4

4 4 5

5

6 6-7 7-8 8 8 8-9

9 10 10

10 10

11-12 12 12

13 13 14

15 16 16-17

Table of Contents (continued)

Attachment 1: GPC Surveillance Plan

Chapter 1: USAMRAA's GPC Program

1-1. Purpose

To provide additional guidance to those offices supported by USAMRAA's GPC Program in accordance with the Department of the Army (DA) GPC Operating Procedures dated 22 July 2015 (Army Federal Acquisition Regulation Supplement (AFARS) Appendix EE) and the Department of Defense (DoD) Charge Card Guidebook (DoD CCG) dated 1 October 2017. This SOP does not preclude or supersede guidance provided by either of the aforementioned regulations; however, this SOP takes precedence in the event there are more stringent requirements herein versus the DoD or Army guidance.

1. USAMRAA's goals are to improve internal controls over the GPC Program and to strengthen monitoring and oversight of purchase cards as part of an overall effort to ensure GPC purchases are authorized and mission essential.

2. The GPC is used to purchase supplies and services per the Federal Acquisition Regulation (FAR). Purchase Cards are used as the procurement method for micropurchases as defined in FAR 13.2. The Micro-Purchase Thresholds are: $10,000 for supplies/equipment; $2,500 for services; and $2,000 for construction.

1-2. References

Required and related publications are listed in Appendix A.

1-3. Glossary

Abbreviations, Terms, and Special Abbreviations and Terms are listed in Appendix B.

1-4. GPC Authority

1. The Senior Contracting Official (SCO) has the management responsibility for the GPC Program. The SCO has delegated authority down to the Chief of the Contracting Office (CCO).

2. The SCO has authorized direct authority between A/OPC Level 3 and Level 4 A/OPCs per AFARS Appendix EE with CCO situational awareness.

1-5. Applicability

3

This publication is for all USAMRDC A/OPCs, Billing Officials (BOs) and Cardholders (CHs) supported by USAMRAA's GPC Program at all levels and other stakeholders who participate in the General Services Administration (GSA) Smart Pay Purchase Card Program under the USAMRAA authority. The guidance established in this document supersedes previously issued USAMRAA GPC Standard Operating Procedures (SOPs). These procedures apply to all GPC purchases with cards issued by USAMRAA.

Oversight of the GPC program is a shared responsibility. All stakeholders in the program, including the Resource Manager, local audit, and the oversight organization, play a vital role in the program success. Every effort must be made to ensure GPCs are used in the proper manner and only mission-essential purchases are made.

1-6. Level 3 A/OPC Roles and Responsibilities

1. Review Insights on Demand (IoD) transactions monthly to ensure reviews have been conducted and completed by the Level 4 A/OPC supporting each agency.

2. Notify BO or Alternate Billing Official (ABO) of transactions awaiting review and in IoD upon conducting the monthly review.

1-7. Level 4 A/OPC Roles and Responsibilities

The below list of duties is in addition to the duties provided in the DA GPC Operating Procedures, 22 Jul 2015. Alternate Level 4 A/OPC duties are the same as the Primary Level 4 A/OPC.

1. Ensure a Defense Medical Logistics Standard Support (DMLSS) account has been established for each Health Readiness Platform (HRP) and non-HRP CH and BO purchasing medical materiel prior to creating a GPC account. See Paragraph 1.8 for BO and CH DMLSS responsibilities.

2. Monthly GPC classroom training conducted by Level 4 A/OPC for potential BOs and CHs should also have a representative from Medical Logistics and Resource Management Division to speak on their area of expertise relating to the GPC Program, subject to personnel availability.

3. Ensure all GPC account spending limits are lowered to one dollar on accounts that are over 30 days delinquent after cycle closes each month. Restore each account to previous spending limit once paid and no longer on delinquent report.

4. Remove all BOs and CHs that have been terminated from their roles in US Bank Access Online (AXOL).

5. Contact all BO/ABOs that have not certified by established deadline of three business days after cycle close date.

6. The Level 4 A/OPC must conduct a 100% review of all BO accounts each month through IoD. Face-to-face surveillance is not required; however, it is still an acceptable method of reviewing BO accounts on an annual basis. The Procurement Management Review (PMR) Tool Kit is the

4

current checklist.

1-8. Management of Defense Medical Logistics Standard Support (DMLSS)

1. The DMLSS is a client/server system used by CHs to enter and track GPC purchases and reconcile their DMLSS statements. BOs using DMLSS must approve and certify DMLSS statements monthly. A DMLSS account must be set-up before a prospective HRP BO/ABO/CH is approved for GPC account.

2. In accordance with MEDCOM OPORD 14-88 (Increase Visibility of Medical Treatment Facility (MTF) Purchases with the GPC), all CHs and BOs must enter all GPC purchases (medical and non-medical) into DMLSS.

a. Medical Supplies and Equipment. CHs must enter all medical supplies and equipment GPC purchases by line item detail in DMLSS.

b. Non-Medical Supplies. CHs are authorized to enter non-medical items as bulk entries as a daily rollup for purchases.

3. CHs shall place a copy of the approved Purchase Request in the supporting document file of each transaction as part of the BO certifying process. In addition, prior to certification, a copy of the Material Inspection and Receiving Report must be printed and placed in the supporting document for partial receipts only.

1-9. Management of the GPC Program

All commands who receive their GPC support from USAMRAA are required to abide by this GPC SOP as well as the GPC Operating Procedures (AFARS Appendix EE) dated 22 July 2015 and any other GPC guidance provided by the SCO or A/OPCs. The USAMRDC subordinate commands who receive their GPC support from USAMRAA are:

USAMRDC HQ U.S. Army Medical Materiel Development Activity (USAMMDA) USAMRAA U.S. Army Medical Research Institute of Chemical Defense (USAMRICD) U.S. Army Medical Research Institute of Infectious Diseases (USAMRIID) U.S. Army Research Institute of Environmental Medicine (USARIEM) Telemedicine & Advanced Technology Research Center (TATRC) U.S. Army Aeromedical Research Laboratory (USAARL) U.S. Army Institute of Surgical Research (USAISR) Walter Reed Army Institute of Research (WRAIR) Congressionally Directed Medical Research Programs (CDMRP)

In addition, the following commands receive their GPC support from USAMRAA:

U.S. Army Medical Material Agency (USAMMA) U.S. Army Medical Communications for Combat Casualty (MC4)

5

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download