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BY ORDER OF THE AIR FORCE INSTRUCTION 64-117 …

BY ORDER OF THE SECRETARY OF THE AIR FORCE AIR FORCE INSTRUCTION 64-117 20 SEPTEMBER 2011 Acquisition AIR FORCE GOVERNMENT-WIDE PURCHASE card (GPC) PROGRAM COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publication and forms are available on the e-Publishing website at for downloading or ordering. RELEASABILITY: There are no releasability restrictions on this publication. OPR: SAF/AQCA Supersedes: AFI 64-117 , 31 January 2006 Certified by: SAF/AQC (Major General Wendy Masiello) Pages: 77 This INSTRUCTION provides the flexibility to apply acquisition reform principles, encourages the use of commercial practices to the maximum extent practicable, and promotes business process improvements in Air FORCE contracts.

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Transcription of BY ORDER OF THE AIR FORCE INSTRUCTION 64-117 …

1 BY ORDER OF THE SECRETARY OF THE AIR FORCE AIR FORCE INSTRUCTION 64-117 20 SEPTEMBER 2011 Acquisition AIR FORCE GOVERNMENT-WIDE PURCHASE card (GPC) PROGRAM COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publication and forms are available on the e-Publishing website at for downloading or ordering. RELEASABILITY: There are no releasability restrictions on this publication. OPR: SAF/AQCA Supersedes: AFI 64-117 , 31 January 2006 Certified by: SAF/AQC (Major General Wendy Masiello) Pages: 77 This INSTRUCTION provides the flexibility to apply acquisition reform principles, encourages the use of commercial practices to the maximum extent practicable, and promotes business process improvements in Air FORCE contracts.

2 Approving officials and cardholders are encouraged to use this flexibility to meet mission needs and to consult their local contracting and comptroller offices for assistance, as necessary. In addition, useful reference material is available in the AF Contracting Central section of the SAF/AQC Homepage on the Air FORCE (AF) Portal at This INSTRUCTION prescribes AF Form 4009, Government Purchase card Fund Cite Authorization. Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication; route AF Form 847s from the field through the appropriate functional chain of command.

3 This INSTRUCTION sets forth policies regarding the use of the GPC by Air FORCE civilian and military personnel. Failure to observe prohibitions and mandatory provisions of this directive (see paragraphs , , , and ) by military personnel is a violation of Article 92, Uniform Code of Military Justice (UCMJ). Violations may result in administrative disciplinary action without regard to otherwise applicable criminal or civil sanctions for violations of related law. In taking corrective or disciplinary action against civilian personnel, supervisors shall use the Civilian Human Resources Manual Sub-Chapter 752 as authoritative guidance.

4 This publication applies to Air FORCE Reserve Command (AFRC) Units. The Air National Guard is subject to this INSTRUCTION only in regard to payment issues. Records Disposition: Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with AFMAN 33-363, Management of Records, and disposed of in accordance with the Air FORCE Records Disposition Schedule (RDS) located at 2 AFI64-117 20 SEPTEMBER 2011 SUMMARY OF CHANGES This document is substantially revised and must be completely reviewed. This revision incorporates recommendations as well as several other required changes to include administrative and clerical.

5 Specifically, changes include an increase in the micro-purchase threshold to $3,000 for authorized supplies and equipment. Purchase of services, where the Service Contract Act applies remains at $2,500. The increase in the micro-purchase limit for goods applies to the use of Convenience Checks. Convenience check use is unallowable for recurring services. Purchasing of office supplies must be ordered on-line with participants maximizing established service/agency agreements until 30 Sep 2011. Effective 1 October 2011, in accordance with mandatory Office Supply II BPAs AF Ordering Guide, all office supplies must be purchased online from Air FORCE -wide buying arrangements or your local AbilityOne store.

6 Critical Green Procurement requirements are incorporated in accordance with Executive ORDER 13423 with a mandate for training for all GPC participants. All checks written, regardless of the dollar amount, must be reported in the TD Form 1099 MISC, Statement for Recipients of Miscellaneous Income, system. The A/OPC will include the 1099 reporting process and procedures in their initial training. In addition, approving officials and A/OPCs surveillance results must include verification of your 1099 reported data and validation of critical green procurement requirements. Using the GPC to purchase supplies for contractors is not normally allowable and the determination of allowability rests with the Contracting Officer and must be determined In Accordance With (IAW) the terms and conditions of the contract.

7 Authorized use of GPC over the micro-purchase threshold against a pre-priced contract with restricted competition is authorized with less than three (3) sources only if approval is given by a warranted Contracting Officer. Timeframe to dispute a transaction has increased to 90 days from the transaction posting date. CONS 237, Simplified Acquisition Procedures training requirement has been mandated for primary and alternate Agency/Organization Program Coordinators (A/OPC). Third-party payments are allowable when no other option is available. Government contractor employees cannot perform independent receipt of goods or services received.

8 Due to enhancement of program oversight, the Purchase card On-Line System (PCOLS) is mandated for GPC participants AF-wide Per DoD mandate Refresher Training is now every two years. Also, establishment of a mandated minimum standards have been identified for each approving official and cardholder file. In addition, A/OPCs are to perform surveillance of each approving official account. Informational quarterly briefings to installation commander shall include accounts that have been suspended due to approving official s failure to reconcile within 60 days after close of the billing cycle. A/OPCs must deliver all rebate/credit checks to the FMA within five days of their receipt.

9 Chapter 1 PROGRAM OVERVIEW 5 Introduction.. 5 History.. 5 Waivers.. 5 Purchase card Uses.. 5 Purchase card Benefits.. 6 AFI64-117 20 SEPTEMBER 2011 3 Program Structure.. 6 Field Communication.. 7 Purchase card On-line System (PCOLS).. 7 Chapter 2 PROGRAM RESPONSIBILITIES AND MANAGEMENT 8 Air FORCE Level.. 8 MAJCOM/Agency Level.. 8 Installation Level .. 8 The Bank.. 15 Chapter 3 GENERAL POLICIES AND PROCEDURES 17 Training .. 17 Appointing AOs and Cardholders .. 19 Account Set-Up .. 19 Cancellation of GPC Accounts .. 22 Lost or Stolen Cards.. 23 Making GPC Purchases .. 23 Financial Management Analysis (FMA).

10 27 Financial Management Requirements.. 34 DFAS Processing.. 35 Chapter 4 USAGE OF THE GOVERNMENT PURCHASE card 37 Authorized Use.. 37 Purchases Requiring Authorization.. 43 Purchases Requiring Coordination/Review.. 45 Convenience Check Accounts.. 46 Unauthorized Use of the GPC.. 50 Foreign Drafts Accounts.. 54 Chapter 5 SURVEILLANCE AND DISCIPLINARY ACTIONS 55 Surveillance .. 55 Disciplinary Actions.. 58 Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION 60 Attachment 2 CERTIYING OFFICER AND ACCOUNTABLE OFFICIAL REQUIREMENTS FOR THE GOVERNMENT PURCHASE card 67 Attachment 3 AIR FORCE GPC FUND CITE AUTHORIZATION (AF FORM 4009) 71 4 AFI64-117 20 SEPTEMBER 2011 Attachment 4 SAMPLE DELEGATION OF CONTRACTING AUTHORITY LETTER 72 Attachment 5 GPC SURVEILLANCE GUIDE 73 AFI64-117 20 SEPTEMBER 2011 5 Chapter 1 PROGRAM OVERVIEW Introduction.


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