1 August Nashville, Tennessee - Citigroup

1 APC Questions/Answers for GSA CONFERENCE 2012 1 august nashville , Tennessee DON CONSOLIDATED CARD PROGRAM MANAGEMENT DIVISION (CCPMD) Session Objective To provide answers to questions regarding the DON Purchase Card Program received from APCs. 2 Approach Grouped the Q&As according to the lay-out of the new NAVSUPINST and answered them as simply as possible. 3 Question Roles and Responsibilities Who is the proper Appointing Authority? 4 Answer Roles and Responsibilities The Head of Activity (HA) or their designee is the proper Appointing Authority for each Agency. 5 Question Roles and Responsibilities Must appointments be redone when the Appointing Official that signed it leaves?

2 6 Answer Roles and Responsibilities Change of Appointing Official does not require that a new appointment document ( dd 577 , Letter of Delegation, Letter of appointment ) be issued. The only time an appointment document must be redone is when the authority changes. For example, if a CH s authority is going to be changed to include using their card to pay for training authorized using a SF-182, then their letter of delegation should be reissued. Similarly, if an AO/CO receives authority to certify purchases for an activity that s different from the one on their current dd 577 , a new dd 577 should be made to reflect the new authority. 7 Question Roles and Responsibilities When a GCPC participant leaves the program, is there a requirement for Section IV of the dd 577 to be completed?

3 8 Answer Roles and Responsibilities Yes. All dd 577 appointments must be terminated by completing Section IV of a copy of the original dd 577 . Approving Official/Certifying Officials: The A/OPC must notify DFAS that the appointment has been terminated by mailing the dd 577 to DFAS and putting a copy of the dd 577 in the AO/CO s personal file. If the AO/CO is not available to initial the termination, indicate N/A in box 19. Cardholders: The A/OPC DOES NOT need to notify DFAS, but must put the completed dd 577 in the CH s personal file. 9 Question Roles and Responsibilities If an employee is nominated to become a CH and the employee was a poor AO, can the A/OPC refuse to accept the nomination?

4 10 Answer Roles and Responsibilities Supervisors are responsible for nominating trustworthy and competent personnel to fill GCPC program positions. Supervisors are responsible for taking disciplinary action when poor performance is demonstrated. The A/OPC should work to develop a good relationship with supervisors and managers and inform them of any performance problems with personnel the supervisor nominates. 11 Question Roles and Responsibilities How are the below forms used? Letter of Delegation appointment Letter dd 577 12 Answer Roles and Responsibilities Letter of Delegation (LOD) Involves Contract Authority. Only A/OPCs and CHs are issued contract authority.

5 A/OPC LOD - Delegates the authority to manage the GCPC program and issue Letters of Delegation to CHs . CH LOD Delegates authority to commit the government using the GCPC. Should include limits to what can be purchased and amount. Documents pecuniary liability, has dd 577 attached. 13 Answer Roles and Responsibilities appointment Letter Used to appoint an AO/CO. Indicates duties and limits. Documents pecuniary liability, has dd 577 attached. dd 577 Form serves two purposes. Attached to AO/CO appointment Letter and CH LOD. 1)Notify DFAS of appointment to certify invoices for payment, contains signature specimen (AO/CO only) 2) appointment and acceptance of pecuniary liability AO/CO and CH 14 Question Roles and Responsibilities Does a AO/CO really need to submit a dd 577 with a wet signature if they do not manually certify vouchers?

6 15 Answer Roles and Responsibilities Yes, the original dd 577 with a handwritten signature of the AO/CO is required to be on file at DFAS. It is required whether using manual or electronic certification. A manual certification may be needed to correct a billing account error and a signature must be on file at DFAS. 16 Question GCPC Program Management What if an AO refuses to provide their SSN for dd 577 ? 17 Answer GCPC Program Management If an AO refuses to provide their SSN, DFAS could refuse to make a payment and the command could take disciplinary action. 18 Question Roles and Responsibilities Why does the DD Form 577 require a complete SSN? 19 Answer Roles and Responsibilities Per FMR Volume 5, Chapter 33, you must include the appointee s full Social Security number on the dd 577 to enforce pecuniary liability if needed.

7 20 Question Roles and Responsibilities How is authority to use the GCPC above the micro purchase threshold delegated? 21 A/OPCs can use a Letter of Delegation to provide authority for a CH to: 1)Acquire commercial training up to $25,000 2)Acquire reproduction/printing services less than $50,000 from DLA Document Services 3)As a method of payment for contract actions/orders placed by a warranted Contracting Officer or Ordering Officer Any other authority to use the GCPC above the micro purchase threshold must be provided by SF-1402 issued per HCA procedures. Answer Roles and Responsibilities 22 Question GCPC Program Management What are the rules governing a foreign national performing GCPC program duties?

8 23 Answer GCPC Program Management Currently the Financial Management Regulation (Volume 5, Chapter 33) prohibits Indirect Hire Foreign Nationals from performing CH, AO or APC duties. This prohibition is being reviewed by the OSD General Counsel (GC). Until the OSD GC rules, the DON policy will allow Indirect Hire Foreign National to perform CH, AO/CO or A/OPC duties. 24 Question GCPC Program Management With the recent emphasis on audit readiness, will there be any changes to how the purchase card program is currently managed? 25 Answer GCPC Program Management No change to GCPC Program Management Policy is anticipated. Reason for new emphasis on audit readiness is to validate the DON and DOD Financial Statement.

9 The impact to GCPC program is uncertain. Check with your comptroller before destroying any GCPC supporting documentation. 26 Question GCPC Program Management What is the connection between the Financial Improvement and Audit Readiness (FIAR) and the Government Purchase Card Program? 27 Answer GCPC Program Management The Purchase Card Program is intended to simplify small purchase methods, minimize paperwork and streamline payment processes. FIAR is an audit of financial processes. Making payments using the GPC is considered a financial process. 28 Question GCPC Program Management With the FIAR being put in place, is this going to take the responsibility out of the hands of the AO/CO or A/OPC, since the Command will not be doing the scanning of documentation?

10 29 Answer GCPC Program Management No, the AO/CO is still responsible for maintaining the original supporting documentation for six years and three months (10 years for Foreign Military Sales funding). Before destroying any GCPC supporting documentation the AO/CO should check with their local comptroller. 30 Question GCPC Program Management Where can I get training on Citi systems? 31 Citi recently introduced a new self service training module accessible from CitiManager. Training on CitiManager, CCMS, CCRS and PAT is available using CITI Commercial Card Learning and System Support (CLASS) from the Web Tools menu. Citi always welcomes input from experienced users to improve training offered from CLASS.