# Presentation: 479954

## 53-0205706

## Agency / OrganizationProgram Coordinator

- Raymond Staniewski
- 100 Bureau Drive, Bldg. 301
- Gaithersburg, Md. 20899-1640
- (301) 975-6312
- (301) 975-4279 (fax)
- _[raymond.staniewski@nist.gov](mailto:raymond.staniewski@nist.gov)_
- Room C-146 (in MEP section)

## New GPC Program

Key Personnel

Responsibilities
Head of Contracting Office
Agency/Organization Program Coordinator
Approving Official
Card Holder

Eligibility to be a Cardholder or Approving Official

Sample NIST Purchase Card Transaction Log

Required Documentation for  the Individual Transaction File

Required Documentation for the Monthly Reconciliation File

Training Requirements
Initial Training
Refresher Training

Personal Liability

Surveillance Reviews

AMD GPC website  - http://www-i.nist.gov/admin/amd/index_bc.html

- New GPC Program
- Key Personnel
- Responsibilities
- Head of Contracting Office
- Agency/Organization Program Coordinator
- Approving Official
- Card Holder
- Eligibility to be a Cardholder or Approving Official
- Sample NIST Purchase Card Transaction Log
- Required Documentation for  the Individual Transaction File
- Required Documentation for the Monthly Reconciliation File
- Training Requirements
- Initial Training
- Refresher Training
- Personal Liability
- Surveillance Reviews
- AMD GPC website  - http://www-i.nist.gov/admin/amd/index_bc.html

## Expiration of current SmartPay® contract and implementation of SmartPay®2 contract

Rewrite of the Commerce Acquisition Manual (CAM), Chapter 1313.301

Significant Changes
Termination of $25,000 single purchase limit cards
Termination of the Purchase Card Contracting Officer Warrant
In accordance with FAR 13.301(b) purchases above the $3,000 micro-purchase limit are limited to warranted Contracting Officers only
Convenience checks are available
Pre-paid cards available in the future

- Expiration of current SmartPay® contract and implementation of SmartPay®2 contract
- Rewrite of the Commerce Acquisition Manual (CAM), Chapter 1313.301
- Significant Changes
- Termination of $25,000 single purchase limit cards
- Termination of the Purchase Card Contracting Officer Warrant
- In accordance with FAR 13.301(b) purchases above the $3,000 micro-purchase limit are limited to warranted Contracting Officers only
- Convenience checks are available
- Pre-paid cards available in the future

## Key Personnel

## Eligibility To Be A CardholderOr Approving Official

- Only full-time government employees
- Term employees with appointments greater than one year
- The following are not eligible to be an Approving Official or Cardholder:
- Part-time government employees
- Contractors
- Guest researchers
- Students
- Volunteers
- Cardholders nominated by Approving Officials
- Approving Officials must be nominated by Supervisor or above
- Completed all GPC training
- Appointed in writing by HCO

## Slide 7

## Acquisition Management Division Responsibilities

**Head of Contracting Office (HCO)**
- Has ownership of the NIST GPC Program
- Designated to manage the GPC Program at NIST by the DOC Senior Procurement Executive
- Issues Delegation of Authority for Approving Officials and Cardholders
**Agency/Organization Program Coordinator (A/OPC)**
- Appointed by the HCO and delegated the authority to implement the NIST GPC Program
- Performs surveillance reviews
- Recommends Delegation of Authority for Approving Officials and Cardholders

## Approving Official Responsibilities

- Nominates new Cardholders
- Ensure there are no more than seven (7) Cardholders under their purview
- Ensure that all Cardholders under their purview comply with GPC training requirements  by successfully completing all required training and refresher training
- Is responsible for all Cardholder  purchase card files upon completion of the monthly reconciliations for three (3) years from final payment
- Ensure all purchases made by  their Cardholders are appropriate and the charges are accurate

## Approving Official ResponsibilitiesAppropriate and Accurate Charges

- Ensure that only the person whose name is on the purchase card uses the card
- Must approve all Cardholder transactions _prior_ to the transaction
- Ensure that Cardholder creates the appropriate transaction files with all necessary documentation
- Ensure that Cardholders under their purview reconcile their transactions and statements in the timeframe established by the servicing bank
- 25 days to reconcile the bank card statement.

## Approving Official Responsibilities

- Request temporary suspension or termination of Cardholder accounts
- Notify the A/OPC of administrative changes in Cardholders’ status
- Transferred to another OU
- Retired
- Terminated employment
- Absent Without Leave (AWOL)
- On extended leave
- Have no further need for the purchase card
- Consider potential benefits of an alternate Approving Official
- Request increases or decreases to monthly spending limits on Cardholder accounts
- Report any suspected waste, fraud and abuse to the A/OPC
- May also contact the DOC Inspector General

## Cardholder Responsibilities

- Acts as the Government’s legal agent for each purchase made with the purchase card
- Is accountable and responsible for each transaction
- Ensures that the purchase card is used for government use only
- Makes sure that the requestor provides a signed and dated request with available funding and all required pre-approvals
- Stay within the single and monthly purchase limits
- Distribute transactions amongst  vendors equally (FAR 13.202)
- Seek tax exemption
- Inquire about “Point of Sale Discounts”.
- Vendor may not charge a fee for you to use your purchase card.
- Comply with GPC policies and procedures

**Notes:**
POINT OF SALE DISCOUNTS - Certain merchants offer automatic discounts when you use your purchase card to make purchases. Theses merchants recognize the GPC and apply a discount at the time of sale.

Is it necessary to distribute purchases – Far part 13.202(a) recommends that micro-purchases be equitably distributed among qualified merchants to the extent practible.

## Cardholder Responsibilities

- Notify the Agency Property Person of all accountable property
- NIST Personal Property Manual – http://www-i.nist.gov/admin/mo/adman/701.htm
- Does not split transactions to stay within spending limits
- Ensure all items screened against “Required Sources of Supply”
- FAR Sub Part 8.002 Priorities for Use of Government Supply Sources
- Reconcile purchase card transactions
- Reconcile Monthly Purchase Card Log to purchase card statement from the bank
- Ensures “pay for what you receive”
- Safeguard the Purchase Card
- DO NOT carry in your wallet or purse
- Should be kept under lock and key as well as all transaction documentation
- Maintain monthly Purchase Card Log
- Use the on-line JP Morgan Chase purchase card log
- Print the purchase card log and maintain hardcopy in the monthly reconciliation file

## Slide 14

## Required Documentation For The Individual Transaction File

- Request for purchase with available funds
- Signed and dated by the requestor
- All required pre-approvals
- Print-out of online transaction, cash register receipt, itemized receipt, or faxed verification of order
- Delivery receipt or packing slip
- “Memo to the file” to explain any unique circumstances for the transaction if necessary

## Required Documentation For Monthly Reconciliation File

- Monthly purchase log
- Servicing bank card statement signed and dated by Cardholder
- Signed and dated by Approving Official upon completion of reconciliation/approval process.
- CPCS transaction log
- Transaction file
- Must be in same sequence as the monthly bank card statement

## Slide 17

## Training RequirementsNew Approving Officials and Cardholders

- GSA SmartPay on-line:
- _[http://fss.gsa.gov/webtraining/trainingdocs/smartpaytraining/index.cfm](http://fss.gsa.gov/webtraining/trainingdocs/smartpaytraining/index.cfm)_
- Section 508 on-line for Micro-Purchases:
- _[http://www.section508.gov/index.cfm?FuseAction=Content&ID=5](http://www.section508.gov/index.cfm?FuseAction=Content&ID=5)_
- Ethics on-line through the Federal Acquisition Institute web portal
- Defense Acquisition University course number CLM003
- NIST CPCS training
- Call x5375 to register, selection option 1 then option 4
- Classes held first Tuesday of each month
- NIST specific GPC training
- Contact A/OPC at x6312
- Classes held second Tuesday of each month

## Annual Training RequirementsAll Approving Officials and Cardholders

- CAM 1313.301, refresher training is required annually
- Due date is November 01, of each year.
- Refresher training through the Federal Acquisition Institute web portal
- CLM003 – Ethics Training
- CLG004 – Government Purchase Card Refresher Training

## Training Documentation

- Cardholders and Approving Officials maintain copies of their training certificates
- Approving Officials must maintain copies of their Cardholders training
- Approving Official to ensure copies of all training certificates are provided to the A/OPC

## Slide 21

## Personal Liability

- The Cardholder and Approving Official are held personally liable to the government for any unauthorized transactions.
- Any intentional use of the Government Purchase Card for other than official government business is considered an attempt to commit fraud against the U. S. Government and may be cause for disciplinary action or prosecution and may be subject to a fine or imprisonment or both under 18 U. S. C. 287.

## Slide 23

## Surveillance Reviews

- Surveillance reviews are performed to ascertain the validity and reliability of information and provide an assessment of  the GPC’s internal controls  and compliance with policies and procedures
- Who is reviewed?
- All Approving Officials’ accounts
- All Cardholder accounts
- What is reviewed?
- Three monthly reconciliation files
- When are surveillance reviews performed?
- Annually at each OU by the A/OPC
- How are surveillance reviews conducted?
- In-brief with Senior Management Advisor, Approving Official and Cardholders
- Conduct surveillance review
- Out-brief Senior Management Advisor and Approving Official
- Identify weaknesses and strengths  found during the surveillance review
- Recommend corrective actions in the report
- Report sent to the Senior Management Advisor

## Slide 25