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53-0205706

Agency / OrganizationAgency / OrganizationProgram CoordinatorProgram Coordinator

Raymond Staniewski100 Bureau Drive, Bldg. 301

Gaithersburg, Md. 20899-1640(301) 975-6312

(301) 975-4279 (fax)raymond.staniewski@nist.govRoom C-146 (in MEP section)

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• 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 3

• 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

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Key PersonnelKey Personnel

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Eligibility To Be A CardholderOr 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

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Acquisition Management Division Acquisition Management Division ResponsibilitiesResponsibilities

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

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Approving Official ResponsibilitiesApproving 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

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Approving Official ResponsibilitiesApproving Official ResponsibilitiesAppropriate and Accurate ChargesAppropriate 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.

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Approving Official ResponsibilitiesApproving 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

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Cardholder ResponsibilitiesCardholder 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

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Cardholder ResponsibilitiesCardholder 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

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Required Documentation For The Individual Transaction File

1. Request for purchase with available funds

Signed and dated by the requestor

2. All required pre-approvals

3. Print-out of online transaction, cash register receipt, itemized receipt, or faxed verification of order

4. Delivery receipt or packing slip

5. “Memo to the file” to explain any unique circumstances for the transaction if necessary

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Required Documentation For Monthly Reconciliation File

1. Monthly purchase log

2. Servicing bank card statement signed and dated by Cardholder

• Signed and dated by Approving Official upon completion of reconciliation/approval process.

3. CPCS transaction log

4. Transaction file

• Must be in same sequence as the monthly bank card statement

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Training RequirementsTraining RequirementsNew Approving Officials and CardholdersNew Approving Officials and Cardholders

GSA SmartPay on-line: 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

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

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Annual Training RequirementsAnnual Training RequirementsAll Approving Officials and CardholdersAll 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

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Training DocumentationTraining 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

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Personal LiabilityPersonal 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.

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Surveillance ReviewsSurveillance 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

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