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**PCMS/MICRO-PURCHASE GUIDE**

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Originated: October 1999

Revised: September 2000

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Prepared by:

Office of Procurement, Property, and Emergency Preparedness

Procurement Modernization Team

**tABLE OF CONTENTS**

Page

Preface [iii](#preface)

SECTION I. usda Purchase Card Program [I-1](#usda-purchase-card-program)

USDA Government-Wide Commercial Purchase Card
[I-1](#usda-government-wide-commercial-purchase-card)

Convenience Checks [I-1](#convenience-checks)

Purchase Card Management System (PCMS)
[I-1](#purchase-card-management-system-pcms)

Authority and Responsibility of Officials
[I-2](#authority-and-responsibility-of-officials)

Departmental Program Coordinator (DPC)
[I-2](#departmental-program-coordinator-dpc)

Agency Program Coordinator (APC) [I-2](#agency-program-coordinator-apc)

Local Agency Program Coordinator (LAPC)
[I-3](#local-agency-program-coordinator-lapc)

Cardholder [I-3](#cardholder)

How to Use the Purchase Card (Merchant)
[I-3](#how-to-use-the-purchase-card-merchant)

How to Use the Purchase Card (Cardholder)
[I-3](#how-to-use-the-purchase-card-cardholder)

Over-the-Counter Purchases [I-3](#over-the-counter-purchases)

Telephone Orders [I-4](#telephone-orders)

Internet Orders [I-4](#internet-orders)

Tax Exemption [I-5](#tax-exemption)

SECTION II. Cardholder Responsibilities
[II-1](#cardholder-responsibilities)

Delegation of Individual Authority
[II-2](#delegation-of-individual-authority)

Purchase Limits [II-2](#purchase-limits)

Single Purchase Limit [II-2](#single-purchase-limit)

Monthly Purchase Limit [II-3](#monthly-purchase-limit)

Accountable/Sensitive Property [II-3](#accountablesensitive-property)

Determining When to Use Form AD-700, Procurement Request
[II-3](#determining-when-to-use-form-ad-700-procurement-request)

Conditions for Use of the Card and Convenience Checks
[II-3](#conditions-for-use-of-the-card-and-convenience-checks)

Authorized Use of the Card [II-3](#authorized-use-of-the-card)

Authorized Use of the Convenience Check
[II-4](#authorized-use-of-the-convenience-check)

Unauthorized Use of the Card and Checks
[II-5](#unauthorized-use-of-the-card-and-checks)

Documentation, Retention Procedures, and Reconciliation and Payment
[II-6](#documentation-retention-procedures-and-reconciliation-and-payment)

Documentation [II-6](#documentation)

Retention [II-7](#retention)

Reconciliation and Payment [II-7](#reconciliation-and-payment)

Disputes [II-7](#disputes)

Card and Check Security [II-8](#card-and-check-security)

Lost/Stolen Cards/Checks [II-8](#loststolen-cardschecks)

Card Receipt Verification/Activation
[II-9](#card-receipt-verificationactivation)

Stop Payment Requests [II-9](#stop-payment-requests)

Separation of Cardholder [II-9](#separation-of-cardholder)

Purchase Card Changes [II-9](#purchase-card-changes)

Check Reorders [II-9](#check-reorders)

Card Reissuance [II-9](#card-reissuance)

Card Misuse/Fraud [II-10](#card-misusefraud)

Troubleshooting [II-10](#troubleshooting)

SECTION III. Micro-Purchase Acquisition Procedures
[III-1](#micro-purchase-acquisition-procedures)

Micro-Purchases [III-1](#micro-purchases)

Competition [III-1](#competition)

Procedures Authorized for Use by Nonprocurement Personnel
[III-1](#procedures-authorized-for-use-by-nonprocurement-personnel)

SECTION IV. REQUIRED SOURCES [IV-1](#required-sources)

Supplies [IV-1](#supplies)

Services [IV-5](#services)

Recycled and Environmentally-Preferable Products and Services
[IV-5](#recycled-and-environmentally-preferable-products-and-services)

Commercial Printing [IV-6](#commercial-printing)

Meetings and Conferences [IV-7](#meetings-and-conferences)

aPPENDIX a: lIST OF aCRONYMS A-[1](#appendix-a-list-of-acronyms)

APPENDIX B: UNIVERSAL RESOURCE LOCATOR
B-[1](#appendix-b-universal-resource-locator)

Appendix C: MIcro-Purchase Self-Test
C-[1](#appendix-c-micro-purchase-self-test)

# Preface {#preface .unnumbered}

This guide is designed for two purposes:

***First***, it is intended to assist you in carrying out your authority
and responsibility as a purchase cardholder who has not been issued a
Contracting Officer\'s Warrant.

***Second***, the successful completion of the [Micro-Purchase
Self-Test](#appendix-c-micro-purchase-self-test) located in Appendix C.
This self-test is one of the basic qualifications for all employees who
are delegated authority to make micro-purchases. Complete the self-test
at your own pace, keeping in mind that it is more important to
understand the information provided in this guide than to complete the
test in any given timeframe. Once you have completed the self-test,
provide a copy of it to your LAPC so that your answers can be reviewed.
Once your LAPC has completed reviewing your *Micro-Purchase Self-Test*,
you will be credited for two hours of procurement training and, subject
to your management\'s approval, issued a purchase card and, if
authorized, convenience checks.

# usda Purchase Card Program

## USDA Government-Wide Commercial Purchase Card {#usda-government-wide-commercial-purchase-card .unnumbered}

The commercial purchase card is a VISA credit card, similar to your own
personal credit card, which authorizes a cardholder to buy goods and
services under an established delegation of authority. The card is
specifically designed showing the United States of America seal and the
words "For Official US Government Purchases Only" imprinted on it to
avoid being mistaken for a personal credit card. The card is also
imprinted with "US Government Tax Exempt". Note that the card is still
subject to existing federal and departmental procurement regulations in
accordance with [Departmental Regulation (DR)
5013-6](http://www.usda.gov/da/procure/pcard/pcguide.htm).

The purchase card is the primary method for making purchases of \$2,500
or less (micro-purchases). The objectives in using the purchase card are
to reduce procurement and related payment paperwork by reducing the
number and dollar amounts of imprest funds, reducing AD-838 purchase
order transactions for supplies and services valued at \$2,500 or less
(\$2,000 for construction), and reducing administrative processing costs
and lead times. Under no circumstances is the purchase card to be used
for personal purchases.

## Convenience Checks {#convenience-checks .unnumbered}

Convenience checks are issued to authorized cardholders. Agency
management determines to whom checks are issued. These checks are
similar in appearance to personal checks and are written against your
purchase card account and reconciled in the Purchase Card Management
System (PCMS). The purchase card services contractor, Bank of America
(formerly NationsBank), levies a \$1.40 processing charge per check,
which is reconciled in PCMS. These checks are for official use only.
They are to be used when a vendor does not accept the purchase card, as
well as for reimbursements for local travel and expenses which were
previously reimbursed through the use of imprest funds, as well as spot
awards and emergency salary payments to employees. The total amount that
may be written cannot exceed your single purchase limit. Keep in mind
that any checks you write count against your monthly limit, along with
any card transactions you make. Checks written for cash will not be
processed at any financial institution. Pursuant to the [Debt Collection
Improvement Act (DCIA) of
1996](http://www.fms.treas.gov/debt/dcia.html), when writing a check,
you must request the recipient's Tax Identification Number (TIN) or
Social Security Number (SSN). The same rules and regulations that govern
the purchase card are also applicable to checks.

## Purchase Card Management System (PCMS) {#purchase-card-management-system-pcms .unnumbered}

PCMS is a Windows-based system that uses client server and Electronic
Data Interchange (EDI) technologies. This system is used to track,
reconcile, control, and pay purchases made with the Government-wide
Purchase Card (GPC) and convenience checks, issued by an authorized
General Service Administration (GSA) contractor (Bank of America).

Daily, the bank downloads purchase card transaction data and purchase
card master data to the National Finance Center (NFC). The NFC makes
payments to the bank for purchases billed according to a scheduled
billing cycle and then, via PCMS, allows you, the responsible
cardholder, to monitor and reconcile all transactions.

## Authority and Responsibility of Officials {#authority-and-responsibility-of-officials .unnumbered}

The management for this program is provided by the Office of
Procurement, Property, and Emergency Preparedness (OPPEP), USDA. Figure
1 shows the hierarchal structure of the Purchase Card Program.

**Figure 1. Purchase Card Program Hierarchal Structure**

### Departmental Program Coordinator (DPC) {#departmental-program-coordinator-dpc .unnumbered}

The DPC, who is located in the Procurement Policy Division, is
responsible for the implementation and oversight of the program as well
as being the GSA Contracting Officer's Technical Representative (COTR)
for USDA. The COTR is an authorized individual acting within the limits
of their authority as delegated by the Contracting Officer. This means
that the DPC has authority to perform the functions in the performance
of the government-wide commercial purchase card program only to the
extent permitted by the GSA Contracting Officer.

### Agency Program Coordinator (APC) {#agency-program-coordinator-apc .unnumbered}

An APC is designated in each USDA agency, departmental office, or
mission area to coordinate the implementation of the program within the
organization through the DPC. All documentation related to the
establishment of an office, location, or area will be processed through
the APC.

### Local Agency Program Coordinator (LAPC)  {#local-agency-program-coordinator-lapc .unnumbered}

The LAPC is responsible for the day-to-day operation of the purchase
card program within their respective area, location, or office. They
work directly with the cardholder, bank contact person, APC and the NFC.
All documentation related to the establishment of the cardholder will be
processed through the LAPC.

### Cardholder {#cardholder .unnumbered}

The cardholder is the individual to whom a card is issuedyou. The
purchase card bears your name and may only be used by you. No other
person is authorized to use the card. Your spending limits are displayed
in PCMS and you may purchase goods and services (including
construction), within your authority, as required by the government,
subject to funds availability.

The cardholder is responsible for all purchases made with the purchase
card. All purchases that will be paid for using the card must comply
with the Federal Acquisition Regulation (FAR) and department and agency
regulations. You, the cardholder, are responsible for reconciling each
transaction, either made with the purchase card or a convenience check,
in PCMS.

## How to Use the Purchase Card (Merchant) {#how-to-use-the-purchase-card-merchant .unnumbered}

To accept a VISA transaction, a merchant follows these general
procedures for any type of card purchase.

1.  The cardholder presents merchandise and the card to the supplier.

2.  After totaling the merchandise, the merchant processes the card
    information to obtain authorization.

3.  The authorization request is transmitted electronically to the bank
    through the telecommunications network. The bank verifies the
    cardholder account and determines if the purchase is within spending
    control limits. In approximately 10 seconds, an approval, decline,
    or referral is transmitted back to the merchant's bank or processor
    and on to the merchant.

4.  When an approval code is received, the cardholder verifies the sales
    total and signs the sales draft. The cardholder then receives the
    merchandise, the card, and one copy of the completed sales draft.

5.  At the end of a business day, the merchant batches and sends the
    transactions to the processing bank that will issue credit for the
    purchase.

6.  The merchant's bank electronically transmits the sales draft
    information to the card issuer's bank, and then it applies the
    charges to the appropriate cardholder account.

## How to Use the Purchase Card (Cardholder) {#how-to-use-the-purchase-card-cardholder .unnumbered}

The same basic procedures are followed for mail and phone order
purchases, although the supplier may request additional information such
as the cardholder's shipping address.

### Over-the-Counter Purchases {#over-the-counter-purchases .unnumbered}

Although the process may vary slightly, the following steps give a
general overview of how the purchase card works. An employee using the
purchase card should:

1.  Identify the purchase needed and determine funds availability.

2.  Determine if the purchase amount is within their pre-approved single
    purchase limit. If yes, proceed to the next step. If no, check with
    the manager for details on how to proceed.

3.  Purchase goods/services. Provide the merchant with the purchase
    card. Inform the merchant that the purchase is for "official U.S.
    Government business" and is not subject to state or local sales tax
    (see [*Tax Exemption*](#tax-exemption) below). Pay sales tax if
    merchant refuses to waive it.

4.  Retain receipt (i.e., cash register receipt, VISA charge slip).

5.  Reconcile receipts with transactions within PCMS.

### ![](media/image4.wmf)Telephone Orders  {#telephone-orders .unnumbered}

An employee using the purchase card to order by telephone should:

1.  Identify the purchase needed and determine funds availability.

2.  Determine if the purchase amount is within the pre-approved single
    purchase limit. If yes, proceed to the next step. If no, check with
    your manager for details on how to proceed.

3.  Contact the merchant and place the order.

4.  Purchase goods/services. Inform the merchant that the purchase is
    for "official U.S. Government business" and is not subject to state
    or local sales tax (see [*Tax Exemption*](#tax-exemption) below).
    Pay sales tax if merchant refuses to waive it. Provide the merchant
    with the card number and expiration date.

5.  Relay all pertinent information to supplier, e.g., your name,
    shipping address, etc.

6.  Inspect and verify order accuracy, quality, and price when
    merchandise arrives.

7.  Retain shipping documents and receipts received with the
    merchandise.

8.  Reconcile shipping receipts/documents with transactions within PCMS.

### ![](media/image5.wmf)Internet Orders {#internet-orders .unnumbered}

1.  Identify the purchase needed and determine funds availability.

2.  Determine if the purchase amount is within the pre-approved single
    purchase limit. If yes, proceed to the next step. If no, check with
    your manager for details on how to proceed.

3.  Locate the merchant's web site and place the order.

4.  Purchase goods/services. Enter your card number and expiration date.
    Some web sites will recognize that your purchase is tax exempt. If
    not, indicate that the purchase is tax exempt (see [*Tax
    Exemption*](#tax-exemption) below). Note that you should check to
    see if the web site you are accessing is secure before entering your
    purchase card account number. Check your Internet browser software
    and any information posted on the web site you are accessing for
    more information regarding the level of security provided.

5.  Relay all pertinent information to supplier, e.g., your name,
    shipping address, etc.

> Note: If downloading a purchased product from the Internet, printout
> the electronic confirmation for your files.

6.  Inspect and verify order accuracy, quality, and price when
    merchandise arrives.

7.  Retain shipping documents received with merchandise.

8.  Reconcile shipping documents or electronic confirmation printout
    with transactions within PCMS.

### Tax Exemption {#tax-exemption .unnumbered}

The Purchase Card is issued under the GSA SmartPay program with a prefix
of either 4486 or 4716. The card is imprinted with the statement, "US
Government Tax Exempt." Charges for all purchases, other than travel,
that are billed directly to the Federal Government are exempt from sales
tax. Merchants can determine whether an account number is direct billed
by identifying the sixth digit of the account number. If the sixth digit
is 0, 6, 7, 8, or 9, the cared is direct billed and the transactions are
exempt from sales tax.

NOTE: For large purchases where the merchant refuses to waive the tax,
the cardholder can present a state tax exemption letter. Cardholders can
printout state tax exemption letters from the GSA SmartPay web site at
<http://www.fss.gsa.gov/services/gsa-smartpay/taxletter/>.

# Cardholder Responsibilities

Procurement laws, regulations, and procedures place upon the individual
(the cardholder) direct responsibility for the proper and lawful
execution of procurement actions. No procurement officer, line officer,
or employee of the government has authority to issue instructions or
approve a procedure that is in direct contravention with the law,
regulation, or decisions of the Comptroller General and the Courts. Any
act exceeding that individual's authority is no longer an act of the
government but becomes a personal responsibility. **This may include
financial liability and consideration of disciplinary action up to and
including removal from position and possible criminal prosecution**.

All employees must maintain the highest standards of conduct in a manner
above reproach. Any conflict of interest or appearance thereof, between
government responsibilities and personal lives must be avoided. For
example, government employees cannot accept anything of value for or
because of any official act that has been or will be performed.

Cardholder responsibilities are to:

-   Make purchases within authorized spending limits and funds
    availability. Use the card or convenience check only for purchasing
    items in accordance with agency/department policies.

-   Use the purchase card first; checks are only to be used if the
    vendor does not accept the card or in other limited instances in
    accordance with DR5013-6.

-   Pay the sales tax if the merchant refuses to waive it. The
    cardholder must first inform the merchant that the purchase is for
    \"official U.S. Government business" and is not subject to state or
    local sales tax. The card is imprinted with the statement, "US
    Government Tax Exempt." For large purchases where the merchant
    refuses to waive the tax, the cardholder can present a state tax
    exemption letter. Cardholders can printout state tax exemption
    letters from the GSA SmartPay web site at
    <http://www.fss.gsa.gov/services/gsa-smartpay/taxletter/>.

-   Solicit prompt payment discounts from vendors prior to accepting an
    offer. Discount for prompt payment means an invoice payment
    reduction offered by the contractor if payment is made prior to the
    due date. Vendors normally receive payment from the bank within
    three days of the purchase.

-   Maintain purchase cards and convenience checks in a secure fashion
    and preventing unauthorized charges against the account.

-   Maintain adequate documentation of all purchase card and convenience
    check transactions. This responsibility includes documentation of
    funds availability, receipts, packing lists, invoices, Claims for
    Reimbursement for Actual Expenses
    ([SF-1164](http://www.ars.usda.gov/afm2/divisions/itd/ISB/Forms/new-formlst.htm)),
    spot award approvals ([AD Form
    287-2](http://www.ars.usda.gov/afm2/divisions/itd/ISB/Forms/new-formlst.htm)),
    emergency salary payment documentation ([AD Form
    343](http://www.ars.usda.gov/afm2/divisions/itd/ISB/Forms/new-formlst.htm)),
    and other appropriate or agency-required documentation/approvals.

-   Ensure that accountable and sensitive property is entered into the
    USDA accountable property system. Also ensure that any dangerously
    radioactive and other hazardous materials acquired are disposed of
    in accordance with applicable regulations (refer to Subchapter H,
    Part 104-42 of the *Agriculture Property Management Regulations*
    entitled, *Utilization and Disposal of Hazardous Materials and
    Certain Categories of Property*. See [DR
    5013-6](http://www.usda.gov/da/procure/pcard/pcguide.htm) for
    restrictions on use of the purchase card to acquire firearms,
    ammunition, explosives, or hazardous biological and radioactive
    substances.

-   Reconcile purchase card and convenience check transactions using
    PCMS in a timely manner, ensure entry of proper accounting codes,
    budget object classification codes, and, for convenience checks,
    TINs or SSNs, as appropriate.

-   Call the bank customer service representative and the LAPC
    immediately to report lost or stolen cards/checks.

-   Notify the bank of any billing discrepancies (i.e., disputes) posted
    on the account by completing the dispute screen in PCMS.

-   Notify the LAPC of name, telephone, address, and
    division/agency/department changes.

-   Change passwords as required.

## Delegation of Individual Authority {#delegation-of-individual-authority .unnumbered}

The maximum dollar amount that may be delegated to an unwarranted
cardholder for purchase card purchases is \$2,500. Micro-purchase
authority of \$2,500 for supplies and services (\$2,000 for
construction) is delegated to unwarranted personnel in accordance with
Departmental Regulation 5013-6. Issuance of the purchase card to
cardholders is considered to confer the required delegation of
authority. Cardholders must, however, be trained in micro-purchase
procedures and their responsibilities when obligating the government
using the purchase card. Cardholders can only obligate funds that come
within their purchasing authority. Under no circumstances may a
cardholder purchase an item that costs more than the maximum amount of
their delegated authority.

## Purchase Limits {#purchase-limits .unnumbered}

Use of the purchase card by a cardholder is subject to a single purchase
limit and a monthly purchase limit. The purpose of each dollar limit is
as follows:

### Single Purchase Limit {#single-purchase-limit .unnumbered}

The single purchase limit is a dollar amount on the procurement
authority delegated to the cardholder. A "single purchase" is the total
of those items purchased at one time from a particular vendor. Multiple
items may be purchased at one time using the card; however, no single
purchase may exceed the authorized single purchase limit. [Splitting
purchases merely to stay within the single purchase limit is a violation
of law]{.underline}. An example of a split purchase is:

> *The cardholder's single purchase limit is \$2,500. The items to be
> purchased total \$3,000. The cardholder divides the purchase into
> several charges to stay within the authorized single purchase limit.*

### Monthly Purchase Limit {#monthly-purchase-limit .unnumbered}

The monthly purchase limit is the maximum total dollar amount a
cardholder is authorized to procure each month. This amount is
established in PCMS and at the card services contractor (Bank of
America) when a cardholder's account is first established. The monthly
purchase limit applies to the monthly total of all purchase card and
convenience check transactions. This amount is similar to a "credit
limit."

## Accountable/Sensitive Property {#accountablesensitive-property .unnumbered}

Accountable property is defined as all government property with an
acquisition value of \$5,000 or more. Sensitive property is defined as
an item with an acquisition value of \$5,000 or less and is subject to
fraud, waste, and abuse; has a high level of visibility; and can be
audited by oversight agencies, such as the General Accounting office,
Office of the Inspector General, and Congress. Each agency defines their
own list of sensitive property and is responsible for providing this
list to the cardholders. Cardholders are to initiate action to place
accountable/sensitive property in the property system.

## Determining When to Use Form AD-700, Procurement Request  {#determining-when-to-use-form-ad-700-procurement-request .unnumbered}

Use of Form AD-700, Procurement Request, is optional for purchases at or
below the micro-purchase threshold, except for hazardous items (i.e.,
firearms, ammunition, explosives, or hazardous biological and
radioactive substances). These items can only be acquired by your
servicing contracting office. In other cases, requisitions should not
generally be forwarded to the servicing contracting office for
processing unless the requirement is of a unique, complex, or sensitive
nature, or the vendor will not accept the purchase card or convenience
check for the order. The handling of such a requisition shall be
coordinated in advance with your servicing contracting office.

## Conditions for Use of the Card and Convenience Checks {#conditions-for-use-of-the-card-and-convenience-checks .unnumbered}

In addition to limitations based on individual authority and the
purchase limits discussed above, there are conditions relating to the
purposes for which the card and checks may or may not be used.

### Authorized Use of the Card {#authorized-use-of-the-card .unnumbered}

The card may be used to purchase goods and services under the
micro-purchase threshold. Commercial goods and services may be purchase
using the card if the needed goods and services are not available from
the Federal mandatory sources. Warranted contracting personnel can use
the card up to their delegated contracting authority not to exceed \$2
million. These purchases are subject to all federal, departmental and
agency acquisition regulations and procedures.

Purchase cards are also authorized for the following situations:

-   Purchase accountable/sensitive property. Cardholders must promptly
    initiate action to place these items on the property inventory in
    accordance with USDA and agency procedures.

-   Rent, on a short-term basis (up to 180 days), meeting and conference
    rooms, parking for government-owned or leased vehicles, storage, and
    other special purpose space to be used on a temporary or emergency
    basis.

-   Purchase repairs and maintenance to government-owned and leased
    vehicles in an emergency situation (e.g., when the cardholder cannot
    reasonably find a vendor for these items that will accept the fleet
    card or aviation fuel card). Cardholders must initiate the action to
    place this vehicle repairs/maintenance into the Property
    System/Equipment Management Information System (PROP/EMIS).

-   Pursuant to 31 U.S.C. 3324, payments for subscriptions may be made
    in advance or receipt of the items provided through the
    subscription.

-   Business cards, if authorized by your agency. To order, refer to the
    Javits-Wagner-O\'Day (JWOD) Program in [Section IV. Required
    Sources](#SectIV).

-   For warranted contracting personnel, orders within their delegated
    authority under Indefinite Delivery/Indefinite Quantity (ID/IQ)
    contracts.

### Authorized Use of the Convenience Check {#authorized-use-of-the-convenience-check .unnumbered}

Convenience checks are utilized for purchases only when: (1) the vendor
or merchant will not accept the purchase card, (2) bona fide emergencies
where the purchase card is not a viable solution, (3) transactions with
small and/or rural businesses that are not yet able to accept the
purchase card, (4) other properly approved transactions for which the
imprest funds were previously used which cannot be addressed using the
purchase card, and (2) at least one of the DCIA waivers listed below are
satisfied. Convenience checks, when appropriate, can be used by
unwarranted series personnel for transactions at or below the
micro-purchase threshold and by warranted personnel up to and including
the limit of their delegated authority.

Convenience checks are also authorized for the following situations:

-   Issue checks for spot awards. Cardholders may issue checks to
    employees for payment of spot awards not exceeding \$500. Before
    issuing checks, form **AD-287-2, Recommendation & Approval of Award
    (Att. 2-1)** must be approved by an authorized official other than
    the cardholder. Agencies must assure that all awards are entered in
    the Personnel Payroll System. The NFC will gross up the award amount
    for tax purposes. Awards must be in accordance with agency and
    department personnel regulations.

-   Reimburse employees for local travel expenses. Cardholders may issue
    checks to employees for reimbursement of local travel expenses, such
    as mileage, parking, and taxis, authorized by their agency while on
    official business. Local travel is official travel performed in the
    vicinity of the employee's official duty station. Before issuing
    checks, form **SF-1164, Claim for Reimbursement for Expenditures on
    Official Business (Att. 2-2)** must be approved by an authorized
    official other than the cardholder. Local travel reimbursements must
    be in accordance with allowable expenses in federal, department, and
    agency travel regulations.

-   Reimburse employees for miscellaneous expenditures. Cardholders may
    issue checks to employees for reimbursement of miscellaneous
    expenditures (e.g., supplies, services, registration fees, and
    telephone use for official business) that were cleared with the
    cardholder before the purchase was made. [Before issuing a check,
    form **SF-1164, Claim for Reimbursement for Expenditures on Official
    Business (Att. 2-2)** must be approved by an authorized official
    other than the cardholder]{.underline}. Reimbursements must be in
    accordance with federal, department, and agency procurement
    regulations.

-   Reimburse employees for tuition, books, and related expenses.
    Cardholders may issue checks to employees for reimbursement for
    tuition, books, and related expenses. Before issuing a check, form
    **SF-182, Request, Authorization, Agreement and Certification of
    Training (Att. 2-3**) must be approved by an authorized official
    other than the cardholder.

-   Issue emergency salary payments. Cardholders may issue checks to
    employees for emergency salary payments in hardship cases when they
    do not receive a scheduled paycheck. Before issuing a check, form
    **AD-343, Payroll Action Request (Att. 2-4)** must first be approved
    by an authorized official other than the cardholder. Agencies must
    assure that emergency salary payments are entered into the Personnel
    Payroll System and Time and Attendance System to prevent duplicate
    payments. Emergency salary payments must comply with department and
    agency personnel regulations.

Cardholders are responsible for keeping a copy in their files of
approvals for the above situations.

DCIA requires that the government maximize electronic transactions.
Purchase card transactions are considered electronic, and are therefore
in conformance with DCIA. Convenience checks are not considered
electronic, and are not DCIA compliant unless one of the following
criteria are met:

-   An individual determines, in his/her sole discretion, that use of
    the purchase card would cause a financial hardship or impose a
    hardship due to a physical or mental disability, or a geographic,
    language, or literacy barrier. Note: Agency personnel may not
    challenge an individual's hardship determination.

-   The agency does not expect to make more than one payment to the same
    recipient within a one-year period (e.g., spot cash awards).

-   The infrastructure of a foreign country does not support electronic
    transfers.

-   The transaction is with a vendor/recipient in a declared disaster
    area.

-   A threat may be posed to national security, the life of physical
    safety of any individual may be endangered, or a law enforcement
    action may be compromised.

-   An agency's need for goods and services is of such unusual and
    compelling urgency that the government would be seriously injured
    unless the transaction is processed by other than electronic means.

-   There is only one source for the required supplies or services and
    the government would be seriously injured unless the transaction is
    processed by other than electronic means.

### Unauthorized Use of the Card and Checks {#unauthorized-use-of-the-card-and-checks .unnumbered}

The purchase card and convenience checks will not be used for:

-   Cash advances and/or travel advances (except emergency salary
    payments as authorized by the agency)

-   Long-term (more than 180 days) rental or lease of land or buildings
    except by warranted real property leasing or contracting officers.

-   Purchase of hazardous items such as firearms, ammunition,
    explosives, or hazardous biological and radioactive substances.

-   Purchase of airline, bus, train, or other travel-related tickets and
    purchase of meals, lodging, or subsistence costs unless authorized
    by the agency. The Government Travel Card should be used for these
    items.

-   Personal purchases or identification. Items purchased with the card
    are for official government use only. Additionally, the card must
    not be used for identification for personal purchases (e.g., while
    paying for a personal purchase by check), or security for personal
    purchases.

-   Purchase of telecommunications (telephone) services, i.e., major
    systems such as FTS2001 or DSN. However,
    telephone/telecommunications equipment may be purchased unless
    restricted by an agency.

-   Splitting requirements into several purchases merely to avoid the
    cardholder's delegated single purchase limit.

-   Fuel and related supplies and services for government-owned and
    leased vehicles, aircraft, and other motorized equipment, unless a
    cardholder cannot reasonably find a vendor for these items that will
    accept the fleet card or aviation fuel card.

-   Personal services unless authorized by statute. Personal services
    are those where an employer-employee relationship occurs such as
    when there is continuous supervision of the contractor's employees
    by the government.

-   Writing checks to self or for cash.

-   Advance payment to a merchant prior to receipt of goods/services,
    unless authorized by law (i.e., subscriptions, registration fees,
    and training).

-   Acquisition from commercial sources of products or services
    available from a required source in time to meet the agency need.

-   Other unauthorized purchases include, but are not limited to:

```{=html}
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```
-   Greeting cards

-   Memberships in an individual's (as opposed to an organization's)
    name

-   Parking tickets against a government vehicle

-   Insurance of items being shipped to or for the government (the
    Government is self-insuring)

-   Meals for federal employees at office or agency functions, unless
    authorized by law (purchasing food for government employees for a
    bona fide awards ceremony is permitted by law)

-   Shipment of household goods

## Documentation, Retention Procedures, and Reconciliation and Payment  {#documentation-retention-procedures-and-reconciliation-and-payment .unnumbered}

### Documentation {#documentation .unnumbered}

Any time a purchase is made over-the-counter or by telephone,
documentation must be maintained. The documents will later be used to
verify and reconcile the purchases.

-   When a purchase is made over-the-counter, the cardholder must obtain
    a customer copy of the charge slip.

-   When making purchases by telephone, the cardholder must obtain the
    shipping documents associated with the order.

-   When downloading a purchased product from the Internet, the
    cardholder must printout the electronic confirmation associated with
    the order.

### Retention {#retention .unnumbered}

Documentation supporting cardholder purchases (i.e., sales receipt,
packing slip, or screen print of electronic purchase) must be retained
for three years after final payment in accordance with the FAR Part 4.
Transactions must have proof-of-purchase documentation. Disposal of
purchase card files will be in accordance with individual agency
procedures. Convenience check transactions to reimburse authorized
employee expenses, provide emergency salary payments, or confer spot
cash awards must be approved and documented in accordance with agency
procedures. If needed, the bank will provide copies of cleared
convenience checks within 14 calendar days of the agency's request at no
charge.

File retention periods for other transactions are as follows:

+----------------------------------------------+-----------------------+
| **TRANSACTION TYPE**                         | **RETENTION PERIOD**  |
+----------------------------------------------+-----------------------+
| -   Micro-purchases                          | 3 years from the date |
|                                              | of purchase           |
| -   Simplified Acquisitions under \$25,000   |                       |
|                                              |                       |
| -   Construction Acquisitions under \$2,000  |                       |
+----------------------------------------------+-----------------------+
| -   Simplified Acquisition at and above      | 6 years, 3 months\*   |
|     \$25,000                                 |                       |
|                                              |                       |
| -   Contract Orders/Payments                 |                       |
|                                              |                       |
| -   Official Business Reimbursements         |                       |
|     Including Local Travel                   |                       |
|                                              |                       |
| -   Spot Cash Awards                         |                       |
|                                              |                       |
| -   Emergency Salary Payments                |                       |
+----------------------------------------------+-----------------------+

> \*Records may be stored at a Federal Records Center. Contact your
> agency records officer for specific guidance.

### Reconciliation and Payment {#reconciliation-and-payment .unnumbered}

The cardholder will reconcile their transactions at least once a month
in PCMS using the documentation retained from each purchase (refer to
the *[Cardholder PCMS User's
Guide](http://www.usda.gov/da/procure/pcard/pcguide.htm)* for details).
Purchase transactions are posted in PCMS within 24 hours of their
occurrence. Cardholders who frequently use their purchase cards should
increase the frequency of reconciliation in order to keep reconciliation
sessions brief and to assist agency management and finance officials in
monitoring status of funds. The NFC will pay the electronic invoice and
schedule payment with the U.S. Treasury.

## Disputes {#disputes .unnumbered}

+---------------------+------------------------------------------------+
| Micro-purchases     | Keep in mind that transactions are paid, then  |
|                     | disputed. The cardholder must contact the      |
|                     | vendor and try to resolve any dispute before   |
|                     | processing it through PCMS. If the dispute     |
|                     | with the vendor cannot be resolved, the        |
|                     | cardholder is to contact the bank for          |
|                     | assistance. The cardholder has 60 days to file |
|                     | a dispute. Refer to *[Cardholder PCMS User's   |
|                     | Guide](http                                    |
|                     | ://www.usda.gov/da/procure/pcard/pcguide.htm)* |
|                     | for details.                                   |
|                     |                                                |
|                     | If the cardholder files a dispute and the bank |
|                     | agrees with the merchant and not the           |
|                     | cardholder, then the dispute will go to        |
|                     | arbitration in coordination with VISA rules    |
|                     | and regulations. The merchant must provide     |
|                     | documentation with a cardholder's signature to |
|                     | get the bank's compliance. The first time that |
|                     | the merchant does not agree with the bank,     |
|                     | they are fined.                                |
+---------------------+------------------------------------------------+
| Convenience Checks  | Convenience checks CANNOT be disputed through  |
|                     | PCMS. If the check was just written, the check |
|                     | writer's LAPC must contact the bank (Bank of   |
|                     | America) at 1-800-472-1424 (domestic purchase  |
|                     | cards only; toll free) or 1-757-441-4124       |
|                     | ([international purchase cards                 |
|                     | only]{.underline}; collect call) to stop       |
|                     | payment. The bank will stop payment on the     |
|                     | convenience check within 24 hours. The check   |
|                     | writer will then work with the vendor to       |
|                     | resolve the dispute. There is no cost for      |
|                     | stopping payment on a convenience check.       |
|                     |                                                |
|                     | If the check has appeared in PCMS to be        |
|                     | reconciled, it has already been paid. In this  |
|                     | case, a stop payment cannot be issued. At this |
|                     | point, the check writer must work directly     |
|                     | with the card services contractor and the      |
|                     | vendor to resolve the dispute. If, after       |
|                     | working with the card services contractor and  |
|                     | the vendor, resolution of the dispute involves |
|                     | a refund or credit to USDA, the cardholder     |
|                     | should contact their LAPC. The LAPC will       |
|                     | contact the bank to work out the proper refund |
|                     | process.                                       |
|                     |                                                |
|                     | If a check has appeared in PCMS to be          |
|                     | reconciled and the cardholder does not         |
|                     | remember writing it, request a copy of the     |
|                     | check. The fraud unit at the bank will resolve |
|                     | stolen check issues.                           |
+---------------------+------------------------------------------------+

## Card and Check Security {#card-and-check-security .unnumbered}

The cardholder is responsible for safeguarding the purchase card account
number and checks at all times. **Never allow anyone to use your
card/checks or account number and never use the card/check to procure
personal items.**

### Lost/Stolen Cards/Checks {#loststolen-cardschecks .unnumbered}

When a purchase card is lost or stolen, the cardholder should contact
Bank of America's Government Card Services Unit (GCSU) by telephone at
1-800-472-1424 to report the lost/stolen card. GCSU staff is available
24 hours a day, 7 days a week. (Note: In most cases it is preferred that
the cardholder contact GCSU first rather than the LAPC so that the
highest level of detail regarding account activity leading up to the
lost/stolen date can be provided immediately.)

Bank of America immediately places real-time blocks on the activity of
the lost/stolen account number, creates a new account, and issues a new
purchase card on a new number. Trailing balances generated prior to the
date of lost/stolen notification will be transferred to a new account
number, with the exception of potentially fraudulent transactions, which
are systematically held by Bank of America for manual review and
investigation.

If the USDA cardholder still sees fraudulent transaction(s) on the new
account number in PCMS, that cardholder should dispute the transaction
using normal dispute procedures. For these disputed transactions, Bank
of America executes standard procedures for investigation and resolution
of the disputed item.

If the cardholder finds the card after having reported it lost or
stolen, it should be cut in half and given to the LAPC.

### Card Receipt Verification/Activation {#card-receipt-verificationactivation .unnumbered}

As a security measure, new cards and replacement cards for lost, stolen,
or reissued accounts are not usable until the cardholder calls Customer
Service at 1-800-227-6736 to activate their account.

### Stop Payment Requests {#stop-payment-requests .unnumbered}

A cardholder that needs to stop payment on a check is to contact their
LAPC and the bank immediately. Refer to [Disputes](#disputes) in this
section.

### Separation of Cardholder {#separation-of-cardholder .unnumbered}

Prior to separation from your agency or assignment to another function
that does not require cardholder authority, you will surrender the card
and, if issued, unused convenience checks, to your LAPC who will destroy
them. You will review with your LAPC the status of any unreconciled,
questionable, partially approved, unresolved, and disputed transactions,
and identify any supplies and/or services which have been ordered but
not yet received, so appropriate action can be taken to complete these
activities.

### Purchase Card Changes {#purchase-card-changes .unnumbered}

There may be occasions when the information about the cardholder in the
bank's master file must be changed (e.g., location change, default
accounting change, authorization limits). Your LAPC will make the
appropriate change through PCMS.

### Check Reorders {#check-reorders .unnumbered}

Checks will be mailed within 10 business days from receipt of new
account setup in PCMS. Initially, checks are ordered in a minimum of 50
checks per box. Check number 39, and each increment thereof, will
trigger a reorder from the bank for an additional 50 checks. Contact
your LAPC to reorder checks, if the reorder trigger is not functioning,
or to order larger quantities of checks. Cardholders are not authorized
to order checks directly from the bank.

### Card Reissuance {#card-reissuance .unnumbered}

Every 24 months the bank will reissue a card. Sixty days prior to the
expiration date of the card, the bank is to provide a notification to
the LAPC of the pending expiration. Thirty days prior to the expiration,
the LAPC is to notify the bank whether or not the card should be
reissued. If this notification is not given, the bank will not reissue
the card.

### Card Misuse/Fraud {#card-misusefraud .unnumbered}

Misuse of the purchase card will require the purchase card to be
withdrawn from the cardholder. Disciplinary actions may be taken against
the cardholder. The cardholder may be liable for payment of the
purchase.

## ![](media/image8.wmf)Troubleshooting {#troubleshooting .unnumbered}

Inquiries about the USDA Purchase Card Program should be directed
through agency channels (your LAPC).

# Micro-Purchase Acquisition Procedures

## Micro-Purchases {#micro-purchases .unnumbered}

Micro-purchase means an acquisition of goods (e.g., equipment,
subscriptions, office supplies) or services (except construction) the
aggregate amount of which does not exceed \$2,500. Micro-purchases for
construction are limited to \$2,000.

Purchases under the micro-purchase threshold are not subject to any form
of small business set-aside and are exempt from the requirements of the
Buy American Act.

## Competition {#competition .unnumbered}

Purchases within the micro-purchase threshold can be awarded without
soliciting competitive price quotations if the price is reasonable. Such
purchases must be distributed equitably among qualified suppliers. When
practicable, a quotation should be solicited from other than the
previous supplier prior to placing a repeat order. The administrative
cost of verifying the reasonableness of the price of purchases not in
excess of \$2,500 may more than offset potential savings in detecting
instances of over pricing. Therefore, actions to verify the
reasonableness of the price need be taken only when:

-   Information indicates that the price may not be reasonable (e.g.,
    comparison to previous price paid, personal knowledge of the item
    involved, comparison to similar items).

-   Purchasing a supply or service for which no comparable pricing
    information is readily available (e.g., an item that is not the same
    or similar to other items recently purchased).

## Procedures Authorized for Use by Nonprocurement Personnel {#procedures-authorized-for-use-by-nonprocurement-personnel .unnumbered}

The method nonprocurement personnel uses in processing purchases under
\$2,500 are purchase card, convenience checks, and imprest fund.

The purchase card is the preferred means to purchase and pay for
micro-purchases. This is not intended to limit use of the purchase card
to micro-purchases nor is it intended to preclude use of electronic
purchasing techniques. Cardholders are encouraged to use the purchase
card to the maximum extent practicable to purchase and pay for purchases
under FAR Part 8 procedures.

The purchase card should be used unless it is clearly in the best
interest of the government to use more formal contracting methods. The
purchase card can be used to buy:

-   Goods and services (personal and nonpersonal) under \$2,500

-   Personal property under \$2,500

-   Construction under \$2,000

A cardholder must be able to distinguish between purchases for personal
services and those for nonpersonal services. A personal services
purchase is one in which the contractor's personnel appear as government
employees. On the other hand, a nonpersonal services purchase is one
where the personnel rendering the services is not supervised by
government employees. Cardholders must not purchase personal services
with the purchase card unless authorized by their supervisor and
authorized by law.

Some examples of authorized purchases: repair of typewriters, purchase
of facsimile machines, office supplies, subscriptions, ADP hardware and
software, plumbing supplies, and film developing.

Use of the purchase card is designed to promote greater efficiency and
economy. It puts buying power as close as possible to the local levels
where goods and services are needed.

# REQUIRED SOURCES

[]{#SectIV .anchor}

Whenever a purchase is required, the action to be taken is to select the
proper source of supply for the services or items needed. Requirements
for supplies and services must be satisfied from or through the services
and publications listed below in descending order of priority.

## Supplies {#supplies .unnumbered}

1.  **Activity Inventory (On-Hand Stock/Cupboard Stock)**

The ***First*** source is on-hand stock. Items needed may be available
from stocking facilities at areas, locations, or headquarters.

Items such as forms, posters, and other supplies in common use by the
department are specified in form AD-640, Departmental Forms Catalog.
Requests for these items are submitted to the purchasing office.

2.  **Excess Personal Property**

The ***Second*** source is excess personal property. Whenever possible,
it should be used instead of purchasing new property from other sources.
Each GSA Region publishes an Excess Personal Property Catalog, which
lists the items available with instructions for ordering. The Cardholder
must check with the appropriate property management officer before
making a purchase elsewhere.

3.  **Federal Prison Industries (FPI)**

The ***Third*** source is FPI, which is also known as UNICOR. FPI
produces commonly used items such as brooms, brushes, furniture,
clothing, textiles, and electrical equipment. FPI is also a mandatory
source unless a clearance is obtained. FPI clearances are not required
when:

-   Public exigency requires immediate delivery or performance;

-   Suitable used or excess supplies are available;

-   Purchases are made from GSA of less-than-carload lots of common-use
    items stocked by GSA;

-   The products are acquired and used outside the United States; and

-   Orders are for listed items totaling \$25 or less, and require
    delivery within 10 days.

Your procurement office has UNICOR's full line catalog or you can go
on-line at [http://www.unicor.gov](http://www.unicor.gov/).

4.  **Procurement List of Products and Services Available Through the
    Committee for Purchase From People Who Are Blind or Severely
    Disabled**

The ***Fourth*** source for supplies are the distribution channels
authorized by the Committee for Purchase from People Who Are Blind or
Severely Disabled. Items available from this source are published in a
current status on the JWOD home page,
[http://www.jwod.gov](http://www.jwod.gov/). The *List of JWOD Supplies
and Services* is a list of supplies/services that are available from the
Committee for Purchase from People Who Are Blind or Severely Disabled.
Copies should be maintained in all procurement offices. The listing is
organized by class of supply, as in the GSA Supply Catalog. GSA is a
distributor for most of these products and accepts the purchase card.

USDA maintains updated procurement lists on the Internet. The web site
address is <http://www.usda.gov/da/procure.html>.

This program creates employment and training opportunities for people
who are blind or who have other severe disabilities. Its primary means
of doing so is to require government agencies to buy selected products
and services from nonprofit agencies employing such individuals. As a
result, JWOD employees are able to lead more productive, independent
lives.

The Committee administers the JWOD Program. Two national organizations,
National Industries for the Blind (NIB) and NISH (serving people with a
range of disabilities), have been designated to provide support to
participating state and private nonprofit agencies.

Products furnished include office supplies, cleaners, and others. Many
office products carry the SKILCRAFT brand name. A wide array of JWOD
services are also performed, from administrative work, custodial
operations and grounds maintenance to order processing, switchboard
operation, and warehousing. At this time, six commercial vendors on GSA
Schedule 75 IIIA offer these products in an easy to use telephone
ordering, overnight delivery mode.

**Buy** **JWOD**; pay with your purchase card...

You can comply with your need to use the government purchase card
whenever possible and at the same time carry out public policy by
filling your needs by buying products of services offered through the
JWOD Program. All distributors of JWOD office supplies and common-use
items accept the purchase card.

There are several ways to order, either through the commercial vendors
or through the GSA system.

[Commercial VendorsOffice Supplies]{.underline}

![](media/image9.png)Federal customers can purchase mandatory JWOD
office supplies from six international vendors with next-day, desktop
delivery. Order by telephone, fax, or EDI. Walk-in store purchases are
not included. The vendors accept purchase cards. Contract terms require
overnight delivery of product to the cardholder's desk.

For catalogs and more information, contact the vendors:

-   Boise Cascade Office Products (888) 505-FEDS (3337)

-   BT Office Supplies International (888) 862-8674

-   Corporate Express (800) 706-9267

-   Innovative Sales Brokers (800) 283-1903

-   Office Depot (888) 263-9586

-   Staples National Advantage (800) 538-2728

JWOD Program Information can be obtained from:

[http://www.jwod.gov]()

Telephone: 877/getjwod; FAX: 877/FAXJWOD

National Industries for the Blind (NIB):

[http://www.nib.org]()

Headquarters (703) 998-0770 or Customer Hotline (800) 433-2304

NISH:

[http://www.nish.org]()

National Office (703) 560-6800

[GSA Customer Supply Centers (CSCs)]{.underline}

CSCs are GSA's retail outlets. These allow purchase card payment. Place
orders by telephone or fax, using a purchase card account number. Orders
are shipped in 24 hours and usually arrive within 2-5 days. For
assistance in establishing an account at your local CSC, call the GSA
National Help Line at (800) 488-3111 for the name of a Customer Service
Director in your state.

[New GSA Advantage!]{.underline}

GSA Advantage! On-line Shopping Service allows you to browse, search for
specific items, review prices, and place orders via the Internet. You
choose the delivery times and the payment method, including the purchase
card. GSA Advantage! Is developing incrementally with Stock Program
ordering open; schedules and special order items are being phased in.
Visit GSA Advantage! At [http://www.gsa.gov]() or call (703) 305-7359
for more information. GSA Advantage! Is also available through the USDA
Internet Acquisition Toolkit at <http://www.usda.gov/da/procure.html>.

5.  **Wholesale Supply Sources**

Wholesale supply sources are the ***Fifth*** source of supply. They are:

a.  **GSA.** The GSA Supply Catalog is published annually and updated
    quarterly. It is an illustrated book that serves as the primary
    source for identifying items and services offered from GSA supply
    sources. When an order is placed from GSA catalogs, adequate
    lead-time must be allowed for delivery. GSA requires about 30 days
    or less to deliver standard stock items within a Region. Furniture
    and other office equipment may take up to 6 months for delivery.
    Delivery for items ordered could be determined in advance by calling
    the Customer Service number listed in the GSA catalog.

> When the total value of the line item is less than \$100, procurement
> from other sources is authorized. Also, when the total value of the
> line item requirement is \$100 or more, but less than \$5,000,
> procurement from other sources is authorized provided that such action
> is documented to be in the best interest of the government in terms of
> the combination of quality, timeliness, and cost that best meets the
> requirement. Cost comparisons must include the agency administrative
> cost to affect a local purchase.

b.  **Defense Logistics Agency and Military Inventory Control Points.**
    The Department of Defense (DOD) has contracts for fuel oil and
    lubricants refined to federal specifications. Listings of these
    contracts are contained in the annual DOD Oil Contract Bulletin
    located in the purchasing office.

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```
6.  **Mandatory Federal Supply Schedules (FSS)**

The ***Sixth*** source of supply is mandatory FSS. Numbers ranging from
19 to 99 breaks down supply schedules into commodity/service groups. A
listing of these groups and instructions for obtaining vendor price
lists can be found in the FSS Program Guide located in the procurement
office.

All schedules contain general instructions, ordering instructions, a
list of supplies and services, a list of contractors, and an index.
Because the listing content of each schedule will vary from the others,
the content of each schedule must be carefully reviewed before ordering.
Schedules are for one year and reviewed by GSA as required. Contractor's
catalogs may, as a result, contain outdated prices. Cardholders must
make sure that the prices used in procurement actions are current.

When the Department of Agriculture is listed (under "Mandatory Users")
as a primary user of an item, cardholders are required to use FSS for
that item. The GSA may grant waivers to mandatory users, and certain
exemptions are allowed, both of which may permit the use of "open
market" commercial sources instead of those listed in the FSS. (An
office may not be a mandatory user when the geographic coverage of the
contract does not include the area in which the office is located.)

The FSS is converting Federal Supply Schedules (FSS) to nonmandatory
sources of supply. This includes all multiple and single award
schedules, including the International Federal Supply Schedule. The
following list indicates sources that still have questionable mandatory
use:

+---------------------------+---------------+-------------------------+
| **SCHEDULE TITLE**        | **SCHEDULE    | **ANTICIPATED           |
|                           | NUMBER**      | EXPIRATION DATE OF      |
|                           |               | MANDATORY USE           |
|                           |               | CONTRACTS**             |
+===========================+===============+=========================+
| JWOD Office Supplies      | 75 III A      | Nonmandatory            |
|                           |               |                         |
|                           |               | (Mandatory status for   |
|                           |               | products and services.) |
+---------------------------+---------------+-------------------------+
| Governmentwide Employee   | 653           | Mandatory use is        |
| Relocation Service        |               | voluntary\*             |
+---------------------------+---------------+-------------------------+
| Business Information      | 732 I A       | Nonmandatory\*          |
| Services (BIS)            |               |                         |
+---------------------------+---------------+-------------------------+
| Human Resources           | 738 X         | Mandatory use is        |
| Management and EEO        |               | voluntary\*             |
| Services                  |               |                         |
+---------------------------+---------------+-------------------------+
| Film & Videotape          | 781 I & II    | Nonmandatory\*          |
| Processing                |               |                         |
+---------------------------+---------------+-------------------------+
| Lending Library Services  | 823           | Nonmandatory\*          |
+---------------------------+---------------+-------------------------+
| Prepayment Audit of       | 872           | Nonmandatory\*          |
| Government Transportation |               |                         |
| Bills                     |               |                         |
+---------------------------+---------------+-------------------------+
| TQM                       | 874           | Nonmandatory\*          |
+---------------------------+---------------+-------------------------+
| International Federal     | IFSS          | Nonmandatory\*          |
| Supply Schedule           |               |                         |
+---------------------------+---------------+-------------------------+

> \*Contact the Services Acquisition Center for more information at
> (703) 305-7261.

For a complete FSS listing, go to <http://www.fss.gsa.gov/schedules/>.
Once at this site, select *Schedules E-Library* and click on *View the
Complete Federal Supply Schedule Listing*.

It is the responsibility of the cardholder to resolve any discrepancies
in the services or supplies ordered. If a satisfactory settlement cannot
be made, the matter must be referred to the GSA Contracting Officer in
charge of that contract (listed under "GSA Assistance" in the schedule).

7.  **Optional Use FSS**

The ***Seventh*** source of supply is Optional Use FSS. If an executive
agency is not specified in the individual Schedules as a mandatory user,
then it is an optional user. If a contractor accepts an order from an
optional user under a schedule contract, all terms of the schedule
contract apply to that order.

8.  **Commercial Sources**

The ***Eighth*** source for supplies is "open-market" commercial
sources. This type of purchase is used only when the items requested are
not available from the aforementioned sources.

## Services {#services .unnumbered}

1.  **Procurement List of Services Available from the Committee for
    Purchase from People Who Are Blind or Severely Disabled**

The ***First*** source for services is the Procurement List. (See the
definition under "Supplies").

2.  **Mandatory FSS**

The ***Second*** source for services is mandatory FSS and Optional Use
GSA Term Contracts. A listing of both is located in the FSS Program
Guide. (See the definition under "Supplies").

3.  **Optional Use FSS**

The ***Third*** source for services is Optional Use FSS. (See the
definition under "Supplies").

4.  **Federal Prison Industries (FPI)**

The ***Fourth*** source for services is FPI/UNICOR. UNICOR does
[not]{.underline} have priority over commercial sources for the
procurement of services. (See the definition under "Supplies").

5.  **Open-Market Commercial Sources**

The ***Fifth*** source for services is open-market commercial sources,
only when the service requested is not available from the aforementioned
sources. Commercial sources and FPI/UNICOR have equal priority for the
procurement of services.

Information for purchasing items from UNICOR, Committee for Purchasing
from People Who Are Blind or Severely Disabled, and mandatory or
optional use FSS is available in the procurement office.

### Recycled and Environmentally-Preferable Products and Services {#recycled-and-environmentally-preferable-products-and-services .unnumbered}

Federal government and USDA policy is to buy recycled products made from
recovered waste materials, specifically those products designed by the
Environmental Protection Agency (EPA), and to give preference to
recycled, environmentally-preferable, and energy-efficient products and
services. Information on these policies is included in:

-   Executive Order 13101, Greening the Government Through Waste
    Prevention, Recycling, and Federal Acquisition

-   Executive Order 13123, Greening the Government Through Efficient
    Energy Management

-   USDA Biobased Products List

-   Resource Conservation and Recovery Act (RCRA), Section 6002

-   EPA Comprehensive Procurement Guidelines

-   Federal Acquisition Regulation Subpart 23.4, Use of Recovered
    Materials and Agriculture Acquisition Regulation Part 423

-   Department of Energy Product Energy Efficiency Recommendations

    Why does the federal government support these types of products?

-   Promote conservation of natural resources

-   Cleaner air

-   Create business and employment opportunities

-   Conserve disposal (landfill) capacity

    Some common recycled, environmentally preferable, and
    energy-efficient products available are:

-   Paper  minimum 30% post consumer content

-   Recycled toner and inkjet cartridges

-   Energy-efficient computer monitors, printers, and fax machines

-   Non-paper office supplies (e.g., plastic covered binders and desktop
    accessories, trash cans)

-   Retread tires for federally-owned or leased vehicles

-   Carpet made from recycled polyethylene terephthalate

-   Re-refined oil, biobased oils

-   Energy-star computers

-   Construction materials, e.g., building insulation

-   Computer disks

    Recycled products must meet your performance standards and be
    competitive in price. Products, which are made from recycled
    recovered materials, will say so on the packaging.

    Information on recycling is available in the following sources or by
    calling the EPA RCRA Hotline at 1-800-424-9346:

-   EPA's Comprehensive Procurement Guidelines

-   Greening the Government (available from Federal Environmental
    Executive by calling 202/690-1297)

### Commercial Printing {#commercial-printing .unnumbered}

All acquisition of commercial printing is governed by Public Law
102-392, Title 44 USC; the Government Printing and Binding Regulations
(published by the Joint Committee on Printing (JCP); FAR Subpart 8.8;
and AGAR Subpart 408.8. Generally, all government printing authorized by
law is done by or through the Government Printing Office (GPO) except in
the following cases:

-   The GPO cannot provide the printing service (44 U.S.C. 504);

-   The printing is done in field plants operated by an executive agency
    (44 U.S.C. 501(2));

-   The printing is acquired by an executive agency from allotments for
    contract field printing (44 U.S.C. 501(2)); or

-   The printing is specifically authorized by statute to be done other
    than by GPO.

    The JCP regulations require the head of each agency to designate a
    central printing authority to serve as the liaison with the JCP and
    the Public Printer on matters relating to printing. You can acquire
    printing services from commercial sources under the following
    circumstances:

-   The GPO has been contacted and provides a waiver for each individual
    purchase;

-   Cost must not exceed \$1,000;

-   Must be a one-time procurement and nonrecurring printing or
    duplicating job; and

-   Must be for official use only and for strictly administrative or
    operational purposes.

    The Office of Communication (OC) is USDA's liaison with the JCP and
    the Public Printer and GPO on all matters relating to printing.
    Agencies with publication programs have designated a publication
    liaison officer to coordinate appropriate printing and publication
    matters with OC.

### Meetings and Conferences {#meetings-and-conferences .unnumbered}

The Chief Financial Officer has jurisdiction for USDA regulations
governing offsite meetings and conferences. Offsite meetings and
conferences exceeding \$25,000 should be submitted to the Office of the
Chief Financial Officer with specific justification for the function,
location, expected number of USDA attendees, and an estimate of costs,
including travel and subsistence costs of USDA attendees. USDA policy on
offsite meetings, conferences, training sessions, and ceremonies are as
follows:

-   All conferences, meetings, and seminars must be held at the most
    cost-effective locationconsidering such factors as meals, lodging,
    transportation, and rental of conference roomsunless programmatic
    considerations dictate otherwise.

-   Meetings or conferences where a majority of the attendees will be
    Washington, D.C.-based personnel must be held at a location within
    the Washington, D.C. metropolitan area. Only agency heads or their
    deputies may authorize an exception to this rule.

-   For USDA-sponsored meetings, conferences, seminars, and similar
    events, the following order of preference must be followed:

1.  Local USDA facilities

2.  Other local government facilities

3.  Facilities outside the employee's official duty station

-   If a meeting of seven or more employees requires the payment of
    transportation expenses, the approving official must conduct a
    cost-benefit analysis and keep it on file. At a minimum, this
    analysis must contain the name and duty location of each employee,
    the estimated total travel costs of each employee, other expected
    expenses, and a justification for choosing the meeting site over at
    least three other reasonable sites.

**AppendiCES**

# aPPENDIX a: lIST OF aCRONYMS {#appendix-a-list-of-acronyms .unnumbered}

  ----------------- -----------------------------------------------------
  **APC**           Agency Program Coordinator

  **CSC**           Customer Supply Center

  **COTR**          Contracting Officer's Technical Representative

  **DCIA**          Debt Collection Improvement Act of 1996

  **DOD**           Department of Defense

  **DPC**           Departmental Program Coordinator

  **DR**            Departmental Regulation

  **EDI**           Electronic Data Interchange

  **EPA**           Environmental Protection Agency

  **FPI**           Federal Prison Industries

  **FSS**           Federal Supply Schedules

  **GCSU**          Government Card Services Unit

  **GPC**           Government Purchase Card

  **GPO**           Government Printing Office

  **GSA**           General Service Administration

  **JCP**           Joint Committee on Printing

  **JWOD**          Javits-Wagner-O'Day Program

  **LAPC**          Local Agency Program Coordinator

  **NFC**           National Finance Center

  **NIB**           National Industries for the Blind

  **OC**            Office of Communications

  **PCMS**          Purchase Card Management System

  **OPPEP**         Office of Procurement, Property, and Emergency
                    Preparedness

  **RCRA**          Resource Conservation and Recovery Act

  **SSN**           Social Security Number

  **TIN**           Tax Identification Number

  **USDA**          United States Department of Agriculture
  ----------------- -----------------------------------------------------

# APPENDIX B: UNIVERSAL RESOURCE LOCATOR {#appendix-b-universal-resource-locator .unnumbered}

  ---------------------------- -----------------------------------------------------------------------------
  **RESOURCE**                 **WORLD WIDE WEB SITE**

  USDA Procurement Home Page   [http://www.usda.gov/da/procure.html](http://www.usda.gov/da/procure.html )

  GSA Advantage                [http://www.gsa.gov](http://www.gsa.gov/)

  JWOD                         [http://www.jwod.gov](http://www.jwod.gov/)

  NIB                          [http://www.nib.org](http://www.nib.org/)

  NISH                         [http://www.nish.org](http://www.nish.org/)

  UNICOR/FPI                   [http://www.unicor.gov](http://www.unicor.gov/)

  USDA                         [http://www.usda.gov](http://www.usda.gov/)

  SF-281 Codes                 <http://www.usda.gov/da/procure/pcard/pcguide.htm>

  VISA Merchant Category       <http://www.usda.gov/da/procure/pcard/pcguide.htm>
  Classification (MCC) Codes   

  Budget Object Classification <http://www.usda.gov/da/procure/pcard/pcguide.htm>
  Codes (BOCC)                 

  USDA Purchase/Fleet          <http://www.usda.gov/da/procure/pcard/pcguide.htm>
  Documentation (i.e., guides, 
  regulations)                 
  ---------------------------- -----------------------------------------------------------------------------

Frequently Dialed Numbers:

  ------------- -------------------------------------------------------------
  **LAPC**      

  **APC**       

  **DPC**       

  **Bank**      

  **Finance**   

  **NFC**       

  **IT**        
  ------------- -------------------------------------------------------------

# Appendix C: MIcro-Purchase Self-Test {#appendix-c-micro-purchase-self-test .unnumbered}

+---+------------------------------------------------------------------+
| 1 | The commercial purchase card is subject to existing              |
| . | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ and                     |
|   | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ procurement     |
|   | regulations in accordance with \_\_\_\_\_\_\_\_\_\_\_\_\_.       |
+---+------------------------------------------------------------------+
| 2 | All purchases that will be paid for using the card must comply   |
| . | with the                                                         |
|   | \_\_                                                             |
|   | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
|   | and \_\_\_\_\_\_\_\_\_\_\_\_\_\_ and \_\_\_\_\_\_\_\_\_\_        |
|   | regulations.                                                     |
+---+------------------------------------------------------------------+
| 3 | When writing a check, the total amount cannot exceed the         |
| . | cardholder's                                                     |
|   | \                                                                |
|   | _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_. |
+---+------------------------------------------------------------------+
| 4 | The same \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ that       |
| . | govern the purchase card are also applicable to checks.          |
|   |                                                                  |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 5 | The purchase card program is managed by                          |
| . | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.                        |
|   |                                                                  |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 6 | Oversight of the USDA's purchase card program is provided by:    |
| . |                                                                  |
|   | \_\_\_\_\_\_\_ APC                                               |
|   |                                                                  |
|   | \_\_\_\_\_\_\_ LAPC                                              |
|   |                                                                  |
|   | \_\_\_\_\_\_\_ DPC                                               |
|   |                                                                  |
|   | \_\_\_\_\_\_\_ GSA                                               |
+---+------------------------------------------------------------------+
| 7 | Establishment of an office, location, or area is performed by:   |
| . |                                                                  |
|   | \_\_\_\_\_\_\_ APC                                               |
|   |                                                                  |
|   | \_\_\_\_\_\_\_ LAPC                                              |
|   |                                                                  |
|   | \_\_\_\_\_\_\_ GSA                                               |
|   |                                                                  |
|   | \_\_\_\_\_\_\_ DPC                                               |
+---+------------------------------------------------------------------+
| 8 | The \_\_\_\_\_\_\_\_\_\_\_\_ establishes the cardholder with the |
| . | bank.                                                            |
|   |                                                                  |
|   | \_\_\_\_\_\_\_ APC                                               |
|   |                                                                  |
|   | \_\_\_\_\_\_\_ LAPC                                              |
|   |                                                                  |
|   | \_\_\_\_\_\_\_ GSA                                               |
|   |                                                                  |
|   | \_\_\_\_\_\_\_ DPC                                               |
+---+------------------------------------------------------------------+
| 9 | The maximum dollar amount that will be delegated to              |
| . | nonprocurement personnel for purchase card purchases is          |
|   | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ per transaction.        |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 1 | Under no circumstances may a cardholder purchase an item that    |
| 0 | costs:                                                           |
| . |                                                                  |
|   | \_\_\_\_\_ More than the minimum amount of the delegated         |
|   | authority                                                        |
|   |                                                                  |
|   | \_\_\_\_\_ More than the maximum amount of the delegated         |
|   | authority                                                        |
|   |                                                                  |
|   | \_\_\_\_\_ More than \$100 in excess of the delegated authority  |
+---+------------------------------------------------------------------+
| 1 | At the time of the purchase, the cardholder should inform the    |
| 1 | vendor that the                                                  |
| . |                                                                  |
|   | purchase is                                                      |
|   | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.  |
+---+------------------------------------------------------------------+
| 1 | A cardholder is \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ for proper    |
| 2 | and lawful purchase actions.                                     |
| . |                                                                  |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 1 | Authority to make purchases with federal funds is given to:      |
| 3 |                                                                  |
| . | \_\_\_\_\_ The position                                          |
|   |                                                                  |
|   | \_\_\_\_\_ The office                                            |
|   |                                                                  |
|   | \_\_\_\_\_ The individual                                        |
+---+------------------------------------------------------------------+
| 1 | Any conflict of interest or \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
| 4 | thereof between government responsibilities and personal lives   |
| . | must be avoided.                                                 |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 1 | The following person or persons are accountable for your         |
| 5 | procurement actions made with the purchase card:                 |
| . |                                                                  |
|   | \_\_\_\_\_ The cardholder's supervisor                           |
|   |                                                                  |
|   | \_\_\_\_\_ The purchasing agent                                  |
|   |                                                                  |
|   | \_\_\_\_\_ The person who delegated the authority to make        |
|   | purchases                                                        |
|   |                                                                  |
|   | \_\_\_\_\_ The cardholder                                        |
+---+------------------------------------------------------------------+
| 1 | The purchase card may be used for which of the following:        |
| 6 |                                                                  |
| . | \_\_\_\_\_\_ Cash advances                                       |
|   |                                                                  |
|   | \_\_\_\_\_\_ Rental or lease of land or buildings in excess of   |
|   | (180 days)                                                       |
|   |                                                                  |
|   | \_\_\_\_\_\_ Purchase of telecommunication and telephone         |
|   | equipment                                                        |
|   |                                                                  |
|   | > \_\_\_\_\_\_ All of the above                                  |
+---+------------------------------------------------------------------+

+---+------------------------------------------------------------------+
| 1 | It is the \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ responsibility to   |
| 7 | safeguard the purchase                                           |
| . |                                                                  |
|   | card/convenience checks and account number at all times.         |
+---+------------------------------------------------------------------+
| 1 | If the card is lost or stolen, the cardholder must report it     |
| 8 | immediately to:                                                  |
| . |                                                                  |
|   | \_\_\_\_\_\_ LAPC                                                |
|   |                                                                  |
|   | \_\_\_\_\_\_ GSA                                                 |
|   |                                                                  |
|   | \_\_\_\_\_\_ The Bank                                            |
+---+------------------------------------------------------------------+
| 1 | The aggregate amount of a single micro-purchase must not exceed  |
| 9 | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.                  |
| . |                                                                  |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 2 | Purchases under the micro-purchase threshold are:                |
| 0 |                                                                  |
| . | \_\_\_\_\_\_ Subject to small business set-aside                 |
|   |                                                                  |
|   | \_\_\_\_\_\_ Subject to Buy American Act                         |
|   |                                                                  |
|   | \_\_\_\_\_\_ Exempt from Buy American Act                        |
|   |                                                                  |
|   | \_\_\_\_\_\_ None of the above                                   |
+---+------------------------------------------------------------------+
| 2 | Purchases within the micro-purchase threshold can be awarded     |
| 1 | without competition if the price is                              |
| . | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.              |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 2 | Purchases within the micro-purchase threshold must be:           |
| 2 |                                                                  |
| . | \_\_\_\_\_\_\_\_ Spread among qualified suppliers                |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_ Placed with previous supplier                   |
+---+------------------------------------------------------------------+
| 2 | Price reasonableness must be verified when                       |
| 3 | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ indicates the price may not be  |
| . | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.        |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 2 | The \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ should be used    |
| 4 | unless it is in the best interest of the government to use a     |
| . | more formal contracting method.                                  |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 2 | The purchase card can be used to buy                             |
| 5 | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_,                        |
| . | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_, and                      |
|   | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.        |
+---+------------------------------------------------------------------+
| 2 | A purchase in which a contractor's personnel appear as           |
| 6 | government employees is a \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_       |
| . | services purchase.                                               |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 2 | A purchase where government employees do not supervise the       |
| 7 | personnel rendering the service is a                             |
| . | \_\_\_\_\_\_\_\_\_\_\_\_\_\_ services purchase.                  |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 2 | Under \$2,500, the card can be used to purchase:                 |
| 8 |                                                                  |
| . | \_\_\_\_\_\_\_\_\_\_\_ Equipment repairs                         |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_\_\_\_ Facsimile machine                         |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_\_\_\_ Plumbing Supplies                         |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_\_\_\_ Subscription                              |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_\_\_\_ All of the above                          |
+---+------------------------------------------------------------------+
| 2 | The action to be taken whenever a purchase is required is to     |
| 9 | select                                                           |
| . | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
|   | for the services or items needed.                                |
+---+------------------------------------------------------------------+
| 3 | Before ordering an item from GSA, the cardholder should see if   |
| 0 | it is available from:                                            |
| . |                                                                  |
|   | \_\_\_\_\_\_\_Activity Inventory                                 |
|   |                                                                  |
|   | \_\_\_\_\_\_\_Federal Prison Industries                          |
|   |                                                                  |
|   | \_\_\_\_\_\_\_Products of the Blind or Severely Disabled         |
|   |                                                                  |
|   | \_\_\_\_\_\_\_All of the above                                   |
+---+------------------------------------------------------------------+
| 3 | If an item is available from all of the three following sources, |
| 1 | which source must be used?                                       |
| . |                                                                  |
|   | \_\_\_\_\_\_\_\_Activity Inventory                               |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_GSA Stock                                        |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_The Open Market                                  |
+---+------------------------------------------------------------------+
| 3 | The Javits-Wagner-O'Day (JWOD) Program creates jobs and provides |
| 2 | employment training for people who are                           |
| . | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.        |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 3 | People employed under the JWOD Program provide high quality,     |
| 3 | reasonably priced \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_that can be  |
| . | used in our work.                                                |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 3 | A cardholder can order these products by                         |
| 4 | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_, fax, or via electronic data    |
| . | interchange.                                                     |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 3 | A cardholder can spend hours shopping, get 2 to 5-day delivery   |
| 5 | from GSA Customer Supply Centers, or have                        |
| . | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ delivery to their desktop.    |
|   |                                                                  |
+---+------------------------------------------------------------------+

+---+------------------------------------------------------------------+
| 3 | Commercial vendors offer these products by phone. The government |
| 6 | prices and delivery terms are not available in the stores. Which |
| . | of the following national firms offer JWOD products?             |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_\_\_ Boise Cascade Office Products               |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_\_\_ BT Office Supplies International            |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_\_\_ Corporate Express                           |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_\_\_ Innovative Sales Brokers                    |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_\_\_ Office Depot                                |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_\_\_ Staples National Advantage                  |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_\_\_ All of the above                            |
+---+------------------------------------------------------------------+
| 3 | The Department of Defense Oil Contract Bulletin is used to       |
| 7 | obtain:                                                          |
| . |                                                                  |
|   | \_\_\_\_\_\_\_\_All Department of Defense stock items            |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_Nonpersonal services                             |
|   |                                                                  |
|   | > \_\_\_\_\_\_\_\_Fuel oils and lubricants                       |
+---+------------------------------------------------------------------+
| 3 | When the Department of Agriculture is listed as a "Mandatory     |
| 8 | User" of an item or service listed in the Federal Supply         |
| . | Schedule, it is \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ to use  |
|   | the Federal Supply Schedule for that item or service.            |
+---+------------------------------------------------------------------+
| 3 | When supplies or services are obtained from a Contractor listed  |
| 9 | in the Federal Supply Schedules, who is responsible for the      |
| . | administration of the contract for that purpose?                 |
|   |                                                                  |
|   | \_\_\_\_\_\_\_The Requisitioner                                  |
|   |                                                                  |
|   | \_\_\_\_\_\_\_The GSA Contracting Officer                        |
|   |                                                                  |
|   | \_\_\_\_\_\_\_The Cardholder                                     |
+---+------------------------------------------------------------------+
| 4 | Any problem which cannot be settled between a cardholder and the |
| 0 | Contractor during a Federal Supply Schedule procurement should   |
| . | be referred to:                                                  |
|   |                                                                  |
|   | \_\_\_\_\_\_\_The Cardholder's supervisor                        |
|   |                                                                  |
|   | \_\_\_\_\_\_\_The GSA Region                                     |
|   |                                                                  |
|   | \_\_\_\_\_\_\_The GSA Contracting Officer in charge of that      |
|   | contract                                                         |
+---+------------------------------------------------------------------+

+---+------------------------------------------------------------------+
| 4 | The government should buy recycled products and services because |
| 1 | they:                                                            |
| . |                                                                  |
|   | \_\_\_\_\_\_\_\_Promote conservation of natural resources        |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_Conserve disposal (landfill) capacity            |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_Create business and employment opportunities     |
|   |                                                                  |
|   | \_\_\_\_\_\_\_\_All of the above                                 |
+---+------------------------------------------------------------------+
| 4 | Generally, all government printing authorized by law is done by  |
| 2 | or through the                                                   |
| . | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.          |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 4 | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ is USDA's liaison with  |
| 3 | the JCP and the Public Printer and GPO on all matters relating   |
| . | to printing.                                                     |
|   |                                                                  |
+---+------------------------------------------------------------------+
| 4 | All conferences, meetings, and seminars must be held at the most |
| 4 | \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.                            |
| . |                                                                  |
|   |                                                                  |
+---+------------------------------------------------------------------+

You are allowed to miss **five** questions. Forward a copy of this
Self-Test with your answers to your LAPC for their review. Once the LAPC
has completed the review, you will be certified for two hours of
procurement training.