DIRECTORATE OF CONTRACTING
FORT LEONARD WOOD, MO
Policies & Procedures
for the
Fort Leonard Wood
Government Purchase Card Program
supported by
Appropriated funds
2008 REFRESHER TRAINING
FOR OFF SITES
Micro-Purchasing Thresholds
$3,000 for supplies
$2,500 for services
$2,000 for construction
OTHER RESTRICTIONS
PURCHASES CANNOT EXCEED $3,000.00 (SUPPLIES)
SPLITTING REQUIREMENTS TO STAY UNDER THE
INDIVIDUAL PURCHASE LIMIT IS NOT AUTHORIZED
A CARDHOLDER CANNOT “SPLIT” A PURCHASE BY:
*PURCHASING “LIKE ITEMS” FROM DIFFERENT
VENDORS
*PURCHASING A FEW DAYS APART
*ONE PURCHASE MADE BY DIFFERENT
CARDHOLDERS UNDER THE SAME BILLING OFFICIAL
PURCHASE MUST BE COMPLETE. NO BACK ORDERS
ITEMS OR PARTIAL SHIPMENTS ARE AUTHORIZED
(EXCEPT DoD EMALL OR GSA)
Billing Officials and Alternate Billing
Officials must be a higher grade or
rank than the cardholders.
*Billing Officials MUST have an Alternate
Billing Official.
*Billing Officials and Alternate Billing
Officials must coordinate to ensure
timely certification.
*The alternate billing official should only
certify the account in the absence of
the primary.
*Billing Officials and Alternates MUST
login to the system monthly to ensure
userids/passwords remain active.
*There is no such position as an “Alternate or
Backup” Cardholder.
*Cardholders must make at least one
purchase every other month to keep their
account active.
*Cardholder must have a “continuing bonefide need” in order to maintain a credit card
account.
*No military or civilian personnel are
authorized to sign any contract or
license agreement (i.e. hotel
conference room, software license).
Only a Contracting Officer has this
authority.
All Contracting Officers are located
in the Directorate of Contracting
office.
GPC Billing Officials are personally
and pecuniarily liable for the full
amount of any improper payments
resulting from misuse, abuse, or
unauthorized purchases of the GPC,
in accordance with Title 31 U.S.
Code 3528. Strict pecuniary liability
attaches automatically when there
is an erroneous payment.
GPC Cardholders are pecuniarily
liable for erroneous payments that
result from the negligent
performance of duties in the
amount of erroneous payment, up
to one month’s pay.
All accountable officials are required
to comply with DoD regulations,
policies, and procedures, including
standard operating procedures.
Failure to act in accordance with
such regulations, policies and
procedures is generally considered
evidence of negligence.
Following orders from superiors that
are contrary to regulations, policies
and procedures is no defense to
negligence or bad faith. A heavy
workload or a lack of experience,
supervision or training is not a
factor in determining relief from
liability.
It is highly recommended that all
Billing Officials and Alternate Billing
Officials take the online Fiscal Law
Tutorial at:
https://www.saffm.hq.af.mil/fiscallaw/index.htm
Ethics
Procurement Integrity Act
You are not allowed to seek employment for yourself or a family
member during the acquisition process.
*
*The GPC team recommends you accept no gratuities or gifts.
However, legally, you can accept something valued at $20 or less.
*You cannot make a purchase from a company that you have a
financial interest in. If your spouse owns a business down town,
don’t make purchases from that establishment. That would be a
conflict of interest.
FRAUD AND THE GPC
Do Not open phishing emails
Do not respond to phishing emails. Many cardholders have
received emails that look like valid US Bank emails. Most
say something like, “your account may have been
compromised…click here and provide your cardholder
information”. US Bank would never go directly to the
cardholder for verification of information. US Bank would
only verify your account information with a member of the
DOC GPC team. Never click on a link from anyone and
provide credit card information.
Section 508
Electronic and Information
Technology Accessibility
Standards: Section 508 of the
Rehabilitation Act requires that
Electronic and Information Technology (EIT) acquired by the
Federal government be accessible by individuals with
disabilities. EIT includes, but is not limited to, printers,
copiers, fax machines, scanners, laptops, desktop
computers, and telephones. All purchases of such equipment
must meet the criteria as outlined at this link:
http://www.section508.gov/index.cfm?FuseAction=Content&ID=12
OFFICE PRODUCTS
If off-site cardholders cannot utilize the Fort Leonard Wood AlphaPointe store,
the next source is www.alphapointeonline.com. The DoD Emall or Envision
would be alternate choices.
If you have an emergency and cannot wait the two or three days for delivery,
you must first obtain written (an email is acceptable) approval from a member
of the GPC team prior to making a purchase from a local vendor.
***By the way …..toner cartridges are considered “office
products” and therefore must be purchased from one of the
mandatory sources.
AXOL review and Questions
Account over view.
Live AXOL demonstration
How to update your information
https://access.usbank.com/cpsApp1/index.jsp
Questions:
Timeline:
08/30/08 Mass maintenance of SP1 Accounts
10/15/08 New Purchase card issues
11/26/08 Start of new card registration
11/30/08 Last day to use old SP1 Cards
12/01/08 SP1 card turned off-Sp2 card turned on
What user have to do to convert
to SP2
•Update user file- Supplied today by DOC
•Receive new SP2 cards
•Register SP2 cards- 11/26/08
•Link SP2 cards to current card holder accountsInstructions will be provided
•Destroy SP1 cards- 12/01/08
•Start using SP2 Cards 12/01/08
We would like to take the time to
thank you -the men and women of
the ROTC/JROTC program. On Nation
and our military would not be a strong
as it is with out soldiers like yourself.