APPENDIX - EE DEPARTMENT OF THE ARMY GOVERNMENT PURCHASE CARD OPERATING PROCEDURES

Chapter 1 - The Government Purchase Card Program

1-1. Overview

1-2. GPC Uses

1-3. Information and Waiver Process

1-4. Task Order and Period of Performance

1-5. GPC Authority

1-6. Applicability

1-7. Micro-purchase Thresholds (MPT)

1-8. GPC Delegations of Authority and Appointment Letters

Chapter 2 - Program Organization, Roles, and Responsibilities

2-1. Responsibilities and Governmental Functions

2-2. Program Hierarchy Structure and Roles and Responsibilities

2-3. Component Program Manager (Level 2 A/OPC) Duties and Responsibilities

2-4. Primary and Alternate Level 3 A/OPC Duties and Responsibilities

2-5. Primary and Alternate Level 4 A/OPC Duties and Responsibilities

2-6. Primary and Alternate Level 5 - Billing Official Duties and Responsibilities

2-7. Level 6 - Cardholder Duties and Responsibilities

2-8. GPC Support Function Duties

2-9. Management of the GPC Program

2-10. Separation of Duties

2-11. Span of Control

Chapter 3 - GPC Electronic Systems

3-1. Procurement Integrated Enterprise Environment (PIEE)

3-2. Joint Appointment Module (JAM)

3-3. U.S. Bank Access Online (AXOL)

3-4. MasterCard Insights on Demand (IOD)

3-5. Global Exchange Service (GEX)

3-6. Total System Services Payment Solutions (TSYS)

3-7. Enterprise Resource Planning (ERP)

3-8. Federal Procurement Data System – Next Generation (FPDS-NG)

3-9. Wide Area Workflow (WAWF)

3-10. PAM (Procurement.Army.Mil) Portal

3-11. Statement Reconciliation and Certification

3-12. Confirm and Pay

3-13. File Retention

3-14. Convenience Checks and Foreign Draft Checks

3-15. Office Supply Blanket Purchase Agreements (BPAs)

3-16. Rebates/Credits

Chapter 4 - GPC Training Requirements

4-1. Mandatory Training

4-2. Recommended Training

4-3. Suspected Fraud or Abuse

4-4. Purchase Card Online System (PCOLS)

4-5. Violation of Army GPC Procedures

Chapter 5 - Establishing and Maintaining a GPC Account

5-1. Nomination, Selection, and Appointment of Cardholders and Billing Officials

5-2. Account Establishment

5-3. Account Maintenance

5-4. Account Termination

5-5. Liability of Cardholders and Billing Officials

5-6. Card Suspension Policy

5-7. Card Security

Chapter 6 - Operational Guidance and Procedures

6-1. Procurement Transactions

6-2. GPC Purchasing Process

6-3. National Defense Authorization Act Section 889 Representation

6-4. Third Party Payment Requirements

6-5. Tax-Exempt Status

6-6. Surcharges

6-7. Purchase Request and Approval Document

6-8. Accountable Property

6-9. Payments of Monthly Invoices

6-10. Disputes, Defective Items and Fraudulent Transactions

6-11. Non-Disputable Charges

6-12. Rejected Payments

6-13. File Retention

6-14. Services

6-15. Deployed to an OCONUS Area of Responsibility (AOR)

6-16. Official Representation Funds

6-17. Cable, Utilities, and Telecommunications Services (CUTS)

6-18. Freedom of Information Act (FOIA) Requests

Chapter 7 – Refunds

7-1. Refunds Overview

7-2. Refund References

7-3. Refund Process

7-4. Refund Distribution

7-5. Uncollected Refunds

7-6. Commands not Utilizing GFEBS or DFAS for Refund Processing

Chapter 8 - Education, Training and Tuition Assistance

8-1. SF 182 Training Payments (Non-FAR based training actions)

8-2. Tailored Training

8-3. FAR-based Training Actions

8-4. Purchase Training Examples

8-5. Use of the GPC for Military Tuition Assistance

8-6. Reimbursement of Training Expenses

Chapter 9 - Required Sources of Supplies and Services

9-1. Required Sources

9-2. AbilityOne

9-3. UNICOR/Federal Prison Industries

9-4. Computer Hardware, Enterprise Software and Solutions (CHESS)

9-5. U.S. Navy’s Spiral 3 Contracts

9-6. DLA Document Services

9-7. Supplemental Procurement Guidance

9-8. E-Commerce Platforms

Chapter 10 - Convenience Checks and Foreign Draft Checks

10-1. Policy and Use

10-2. Establishing a Convenience Check Account

10-3. Convenience Check Reporting (IRS Form 1099)

10-4. Before Writing a Convenience Check

10-5. Why Decrease Use of Convenience Checks?

10-6. Annual Convenience Check Review

10-7. ETO Report

10-8. Convenience Check Resources

10-9. IRS Form 1099 Reporting Process

Chapter 11 - Management Controls and Program Oversight

11-1. Management Oversight Controls

11-2. Internal Management Controls

11-3. Insights on Demand

11-4. Data Mining Case Review and Closure

11-5. Monthly A/OPC Reviews

11-6. Semi-Annual A/OPC Reviews

11-7. Fraud Overview

11-8. Non-Cardholder Fraud

11-9. Cardholder Fraud and Merchant Fraud

11-10. Reporting and Monitoring for Fraud

11-11. Violation and Disciplinary Categories

Chapter 12 - Contingency Operations

12-1. Contingency Contracting

12-2. Emergency Acquisition Flexibility

12-3. Emergency Thresholds

12-4. GPC Contingency Contracting Management Controls

12-5. Contingency Roles and Responsibilities

12-6. Deploying Cardholders

Chapter 13 - Management Reviews

13-1. Level 4 A/OPC Annual Management Assessment

13-2. Level 3 Procurement Management Review

13-3. PMR Reviews

13-4. Army GPC PMR Process

13-5. Customer Feedback

Chapter 14 - Prohibited and Restricted Purchases

14-1. Authorized Purchases

14-2. Unauthorized Commitments and Ratification

14-3. Prohibited Transactions

14-4. Restricted Transactions

14-5. Split Purchases

14-6. Merchant Authorization Controls (MAC)

14-7. Detainees and Obligations under the Geneva Convention

Chapter 15 – Contract Payments

15-1. Contract Payments

15-2. Contract Clauses.

15-3. GFEBS Purchase Order Creation

15-4. Payment Card Process Flow

15-5. Payment Plus Process Flow

15-6. Wide Area Workflow

15-7. Purchase Card Receiving Report (PCRR) Process

Chapter 16 - Ammunition and Weapons

16-1. References

16-2. Authority to use the GPC for Non-Standard Ammunition (NSA) not from Army inventory

16-3. Approved Exceptions

16-4. Funding Non-Standard Ammunition (NSA)

16-5. Explosives, Toxins, and Ammunition Definitions

16-6. Approved Exceptions

16-7. NSA Exception Process

Chapter 17 – METRICS AND REPORTING

17-1. Program Metrics

17-2. Reports for Monitoring and Oversight

17-3. Standard Reports in the Servicing Bank’s EAS

17-4. Custom Reports within the Servicing Bank

17-5. Printing and Storing Reports

17-6. Ad Hoc Reports