GOVERNMENT PURCHASE CARD (GPC) DOD EMALL MILSTRIP

OBJECTIVE Familiarize with Government Purchase Card/MILSTRIP Requirements, transactions, processes and procedures

GPC TRAINING REQUIREMENTS GPC CARD HOLDER GPC CLASS /TRAINING STATEMENT DAU CLG 0001 GPC CARD DAU CLM 0003 OVERVIEW OF ACQUISITION ETHICS (ANNUALLY) GSA SMARTPAY TRAINING GREEN PROCUREMENT ACCESS ONLINE TRAINING (AXOL) CLG 005 PURCHASE CARD ONLINE SYSTEM (PCOLS) APPOINTMENT/NOMINATION MEMO (PMS SIGNATURE, BDE CDR) SIGNED DD 577 DELEGATION OF AUTHORITY (PMS) CARD HOLDER REGISTRATION FORM (MUST BE TYPED & DIGITIALLY SIGNED PDF VERSION)

BILLING OFFICIAL . Level 5 – Billing Official duties: Alternate BO duties are the same as the Primary BO, and should only be performed in the absence of the Primary BO. (1) BO “should” be in the CH’s direct chain of command; (2) providing written approval/disapproval of purchases to the CH. “The above is the only thing in the SOP that denotes where the BO and CH should be as it pertains to the Chain of Command. You must note that it says "should". If it was required then it would say "shall". Thus, it is up to the command to place qualified people in the roles, equal to or greater as long as it doesn’t cause a conflict of interest . Trying to make them in the chain of command as much as possible.” -AO/PC

INITIAL ESTABLISMENT GPC ACCOUNT INITIAL ESTABLISHMENT OF GPC ACCOUNT PLEASE PROCESS THROUGH THE S-4 TO ENSURE ACCURACY. PRIMARY POC: LATONYA BANKS (847)-688-3328 XT 144 LATONYA.E.BANKS-SIMMONS.CIV@MAIL.MIL ALTERNATE: CHUCK CLEMEN 847-445-7395 CHUCK.R.CLEMEN.CIV@MAIL.MIL

BEFORE INITIAL PURCHASE Check for Accuracy Sign Card Activate Card (1-888-994-6722) Secure Card On-Line Registration in Access Online Review Cardholder Guide

GPC LIMITS/THRESHOLDS 3,500 Supplies (NEW) $2,500 Services $2000 Construction (DPW APPROVAL) All request over micro-purchase thresholds must be processed as a contract. 30 Day Purchase Limit -Limits that are set, If limits are exceeded, transactions will be declined.

CARD HOLDER REQUIREMENTS Receive request, Determine if its an Authorized Government Requirement (TDA/CTA) Ensure Funding is Available Collect/Maintain Required Documentation Obtain All Approvals (Don’t forget pre-approval request) Invoices Comply with Mandatory Sources Receipts /Paid Invoices

MANDATORY SOURCES ABILITY ONE DOD/EMALL GSA FEDERAL SUPPLY SCHEDULE UNICOR/AIB (Furniture) EXCESS FROM OTHER AGENCIES OPEN MARKET/COMERCIAL SOURCES DAPS/DLA (I.E. PRINTING,BUSINESS CARDS)

GREY AREAS IN GPC PURCHASING Down Payments Splits obligated funds prior to event If event is in April prior, obligating funds that may have not been budgeted for that month. Paper Trail/Audit Readiness -Redo 112,pending file, Action not complete. *Please avoid Down payment options as much as possible* NET 30 ACCOUNTS Accounts that “Bill-Out” after service or product is rendered. Conflicts with monthly allocations based on funding deliberately set aside to pay for the requirement. Avoid “Net 30” on products.

ABSOLUTE RESTRICTIONS Cash Advance Building Lease (Over 1 Month) Aircraft Fuel Repair of Leased GSA Vehicles Wire Transfers Savings Bonds Escorts/Vacations

FTX VENDOR TRANSPORTATION Things To Consider AFTER EVENT $8.00 cadet meal allowance Ensure correct method of Payment GPC over the Phone TAX EXEMPT POC & Alternate Payments called in a week before event $2500.00 & below 112,quote,charter no. ALWAYS CONFIRM CHARTER Vendors will not BOOK Reservation with quote Things To Consider AFTER EVENT Keep line of communication open with vendor from initial contact. New Management, change of policies Best time to call Educate vendor on government policies $2500 & Below, easy, faster payment, paid before event. ALWAYS pick up copy of receipts Coordinate with OIC/SMI on duty to pick up copy of receipt. SCAN Copy of receipt to BDE NLT 3 days after event MFR signed by individual Responsible after picking up receipt. After 3 times of MFR, MRE’s will be issued

TAX EXEMPT PROGRAM REQUIREMENTS TAX EXEMPT HELFUL LINKS EXCEPTIONS Each Program must have a Copy of Tax ID# and/or Tax Exempt Number. Centrally Billed Accounts (CBAs) are exempt from state taxes in EVERY state and requires a form in 13 states for CBA purchase cards and 2 states for CBA travel cards. Register for a Federal Employer Identifier Number The Internal Revenue Service does not provide a tax-exempt number. A government entity may use its Federal TIN (taxpayer identification number), also referred to as an EIN (Employer Identification Number), for identification purposes. HELFUL LINKS EXCEPTIONS http://smartpay.gsa.gov/content/state-tax- information https://www.irs.gov/Businesses/Small- Businesses-&-Self-Employed/Apply-for-an- Employer-Identification-Number-(EIN)- Online Lodging Taxes restrictions set based on organization Tire/Service tax (trailers)

Questions?

MILSTRIP

OMA /MPA OMA Fund Code: (ZZ) MPA Fund Code: (35) Operations & Maintience Army Office Supplies Miscellaneous equipment/Furniture Classroom Equipment Postage TA-50 Transportation Services Travel Lodging MPA Fund Code: (35) Military Personnel Army Uniforms Uniform Accouterments Laundry Uniform Alterations Cadet Meals

MILSTRIP Setup for ordering from emall Once all sections are completed at the school, form is sent to 3rd BDE HQ 3RD BDE will sign and email to DOD Emall The user will receive several emails stating that the request has been submitted and processed 4.Final email will state that DOD Emall account has been modified and the following permission has been added to your account: MILSTRIP fund code payment and account has been modified and MILSTRIP is available for use. MILSTRIP cannot be used with commercial vendors for office supplies that only accept the GPC card

Things To Remember Must setup up Doc Register to track purchases Correct Fund Code is being utilized. Document Number Series Use of Priority code :13 Receiving Actions (MRA CLOSEOUT) “0”in stock ALWAYS call or email DLA for requested item for expected arrival. Input Mission Impact Statement in notes when checking out for priority.

DOCUMENT NUMBER SERIES

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