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For verification a NAFAO/IPC has to keep CH folder and stage in our file plan?Yes, it is now required for the IPC to retain folders employees who separate from their employment.For Preapproval, if there is an estimated amount, can the CH go over or are they limited to that amount? The CH is limited to that amount for that preapproval. CH would have to go back and request an additional preapproval for the next purchase. NOTE- Combined totals may NOT go over the CH monthly credit limit. So you want to make an estimated guess based on historical purchases. By the end of the month, must CHs print a copy of the approval form (ie email) and file it with the receipts in their binder?That is correct. That is part of your EOM procedures. It will be filed with your SOA.So can a non AO/ALT AO request/approve a CHs Monthly Credit Limit increase?Correction from what was stated during the DCS. Initially it was stated it must be within the CHs chain. However, it may also be outside of the chain if the approval authority is making the request due to their CH’s absence. In this case the Approval Authority may request a temporaty increase to accommodate the purchaseI am a new CH and new to this system. What do I do with the old receipts and transaction history from the previous facility managers? There are months of paperwork that the previous directors never filed or properly organized. What would your suggestion be?The Activity should sort it out and pass the documentation to the IPCScenario: A purchase of service was made and is dated next week. A receipt of purchase is generated. Can employee mark on the receipt as "received, signed, and date" or do they have to wait until the service is complete?Wait until the service is completeIs the retention still 10 years?YesThe NAFAO collects all cards and binders from each CH leaving or no longer needing a P card. We have kept them in our building for 2 years and then staged them. Are we meant to keep them in our building/possession for 10 years?How long you want to keep them in your possession is something you should coordinate with your Functional Area Records Manager (FARM) & Base Records Manger. However, they must remain accessible for 10 years. As an IPC, do we maintain records of "NAF Internal Control CBT"? And is NAF Internal Control CBT an annual reoccurring training?The UTM and the RM are mutually responsible to ensure the NAF Internal Control training is completed and tracked.What is AFMAN 64-118? It is not on e-pubs.AFMAN 64-118 the projected name for the replacement of AFI 34-275. We expect it to be published sometime around Summer 2020Does using the base service store and GSA advantage take precedence over Amazon? If they have the products and we can get them at a better price on Amazon do we have to purchase from service store and GSAThat is still a requirement. You must check there first. Remember any contracting rules and regulations that are in place still take priority over Amazon. Having access to the Amazon Business website does not alter their status of being an open market purchase. When does the requirement for Pre-Approval documentation start?We expect to see them being used next month (Jan). So if a CH has to purchase a product from Best Buy. Do they must provide a letter of justification on why they must purchase there? If so, do they have to print and file by the end of month statement?Remember any contracting rules and regulations that are in place still take priority over Amazon. Amazon is strictly an open market source. If you have an MPA. You still need to follow the contract rules set forth. In reference to attachment “Receiving Documentation” some card holders at Central Ware house, clubs, have lots of routine transactions every single days, in this case they have to record all transitions in receiving log? Also, the Annual Review guidance states all “receipts or invoices for each transaction have receiving signatures by someone other than the CH”, is this required in addition to the receiving documentation?Regardless of “where” the receiving takes place receiving must be validated via documentation. If you can accomplish this within the log or any other locally devised form it is acceptable. And must be completed by someone other than the cardholder at all times. If you are utilizing another method i.e. a log to document receiving then it would be acceptable as long as each transaction can be validated that it has been received.Do CHs who have many routine transactions like at Central Warehouse, Clubs, etc. also need pre approval documentation every time before purchase?You may use a Monthly Pre-Approval Document.? This tool may be used for monthly recurring transactions.? For instance a club manager knows food must be purchased and what the budget is for food, but not necessarily how many times the CH may have to make this type of purchase.? Therefore,?the Approving Authority may simply list “Food” to cover these recurring purchases. The Auto Hobby shop may use this in the manner by simply listing “auto parts” in the same manner. ??The Approving authority will state what the monthly limit is as well as the SPL within the preapproval document for that type of purchase.? All the limitations must keep in mind just what the CH’s delegation of authority is as well. All rules still apply i.e. split purchase, and spend limitations. Remember approval must be within the confines of the Delegation of Authority letter. Does it have to be the approving official that requests the increase?Correction from what was stated during the DCS. Initially it was stated it must be within the CHs chain. However, it may also be outside of the chain if the approval authority is making the request due to their CH’s absence. In this case the Approval Authority may request a temporary increase to accommodate the purchaseCan the Temp Limit Increase request come from the CH's manager rather than AO, or must it be the AO?It may be anyone within approving authority of those funds being utilized. If the IPC raises the limit due to payment terms of a contract. Is the approval within IBPS sufficient or do we still need a memorandum from the AO?A fully executed awarded does not require additional approval. Can we get a copy of the slides from this DCS?Slides will be posted to AFNAFPO websiteOur local SPL is $5K, however, regulation states that purchases above $10K require an award. If we chose to have a local SPL lower than the $10K award requirement will it still require an award?10k is the single purchase limit in which case anything above requires a fully executed award. This applies $2,500 with the Service Contract labor Standards Act and 2,000 when Davis-Bacon Act applies. (Neither act applies to overseas locations)Has there been discussion regarding access to the base given the delivery mode Amazon uses?We have no control over bases granting access to delivery trucks Will there be an official change to the RDS? Inactive P-Card documents are currently to be filed for 10 years at the using office.This is outside of our scope. Is amazon considered a 3rd party?No they are not considered 3rd partyWhat is the current status of the update of AFI 34-275?AFMAN 64-118 the projected name for the replacement of AFI 34-275. The update is expected to be published sometime around Summer 2020 When is the first Annual Review due?The first annual review will be due NLT 15 Jan 21When will the random transactions be coming down for us to review?The transactions will be send to you NLT 15 Nov 20For SPL increases to CHs in the NAF AO making payment to an awarded contract does the AO still need to request the limit to be increased or can the CH just notify the IPC when they are ready to make payment to get the limit increased?No, a fully executed award does not require additional documentation from the approving authority. Can we discuss 3rd party requirements? Assuming 3rd party is PayPal, Square, etc... We only allow use of those for entertainers such as bands, DJ's, etc.. In that case, it is difficult to do market research in our local area. What is your suggestion?This is not a requirement for entertainment. However, keep in mind all entertainment transactions must already have a written contract, so there would not be an additional requirement. For retention of P-card books--If we scan in documents electronically --will that satisfy requirement-in order to save storage space?Yes it will satisfy the requirement, however it MUST be readily accessible to all. Our recommendation is that the entire unit be consistent with the way they are keeping records.Will every base only have 25 transactions for review regardless of the size of the base/usage of the cards?That is correctOn the Annual IPC program review, cardholder binder question #3 regarding maintaining Inactive Delegation letters, will this be added to the update AFMAN?Yes it will be in the updateIn reference to purchasing items for resale at the activity, such as from Nike Germany, will recurring 3rd party payments, such as PayPal, to brand name resale companies purchased on customer demand also require market research documentation for each transaction?For special orders this is not required. For a recurring purchase; meaning replenishing stock there should be quarterly market research to show the purchase is the best cost ................
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