Dhr approved mop program

The TRP is restricted to authorized users only. Access is optional for the BO, but may be necessary to fulfill the BO's responsibility to ensure the check writer is compliant with TRP. Carefully follow the instructions for completing the forms. The Army must satisfy requirements for supplies and services from or through the sources and publications listed in the descending order of priority in FAR Part 8.

The Office Supply BPAs fall under mandatory Federal supply schedules and must be utilized for office supply purchases unless an exception applies. The primary goals of the Office Supply BPAs are to ensure that office product purchases are in compliance with the statutory preferences afforded to products manufactured under the AbilityOne Program, capture economies of scale, and realize significant savings while providing opportunities for small business.

These products are available at Base Supply Centers on military installations or in federal buildings. Poor acquisition planning and inadequate market research would not apply to this exception. Use of this exception requires valid documentation and retention in the purchase card file. Rebates are automatically assigned to the default line of accounting LOA on the billing statement. Under no circumstance will the CH retain gift checks, vendor rebates or other purchase incentives that can be converted to personal use.

If received, these items must be turned over to the U. Unless specific authority exists allowing rebates to be used for other purposes, rebates must be returned to the appropriation or account from which they were expended, and can be used for any legitimate purchase by the appropriation or account to which they were returned, or as otherwise authorized by statute.

Credit transactions are posted as credits against billing statements, applied at the billing statement level. Merchant credits must be applied back to the funding appropriation.

Rebates must be used in the fiscal year they are received. Questions related to reimbursements in the form of a rebate, merchant credit, or other credit should be directed to your local RM. CHs must forward their monthly cardholder statement to the BO with the appropriate supporting documentation, within 5 working days, to maximize rebates and minimize prompt payment penalties. Chapter 4: Management Controls and Program Oversight.

This section provides specific management controls required of GPC programs, guidelines for disciplining abusers, and other control information. PCOLS is designed to both maintain the integrity of these controls and validate their effectiveness in safeguarding Government resources. Management officials are responsible for establishing a process of internal controls that is 1 designed to provide reasonable assurance that the GPC program is used efficiently, effectively, and legally to achieve the purpose for which the program was established and 2 is in compliance with applicable laws and regulations.

Fund limits should be consistent with historical spending patterns to minimize Government exposure and ensure adequate funds availability. This provides an overall control to ensure funding is available prior to purchases being made with the card. All changes to LOAs must be documented and certified. Reviews may be conducted in person, remotely, or electronically depending on the size, complexity, and past review history of the BO account.

Reviews should focus on transaction activity and overall adherence to the purchase card program requirements, as well as provide a response to previous findings and recommendations and resulting corrective actions taken. The report should be all-inclusive as to provide a clear, precise representation of the agency GPC Program and its daily operations. The report should provide the results of the surveillance programs for their prospective organization, should summarize repetitive or systemic weaknesses by activity, and should address all aspects of a surveillance plan.

All area of the template should be fully analyzed, discussed, and supported with metrics, concrete examples and evidence that a surveillance plan was implemented and surveillance conducted throughout the reporting period.

The report will identify trends, corrective actions, and dates for implementing changes throughout the GPC community to support identified program trends, strengths and weaknesses. See section 4. All instances of suspected fraud or abuse must be reported. The following may be indicators of possible fraud, waste, or abuse:.

EMMA is used to capture and define organizational purchase card hierarchies, document authority chains, and identify relationships among purchase card roles. EMMA increases the accuracy of personnel data and institute more robust inclusion of supervisors e. EMMA acts to electronically define the GPC hierarchy, the roles within the hierarchy, and assigns individuals to those roles.

AIM draws from hierarchies e. It directly engages GPC supervisors, helps ensure business rules comply with internal organizational management controls, and is a workflow tool performing various GPC Program account authorization and maintenance functions.

This transaction review allows daily, near-real-time mining of the data. With this DM tool, scarce human resources can be targeted on identified high-risk transactions and maintain a record of actions taken on referred transaction reviews for improved internal audit ability of the program. Risk Assessment RA , together with results from the DM Application, assess and report on the overall "health" of a DoD organization's purchase card program.

RA allows users to monitor risks associated with their purchase card program. Users assess the risk of their purchase card program by monitoring certain risk controls on a cycle-by-cycle basis. This monitoring is accomplished through the following components within the RA Application: controls, dashboards, and quarterly reports. The BO must confirm in writing the actual card assigned to the CH was returned and destroyed. The spending limits and cycle limits must be set at a level commensurate with historical spending, anticipated requirements, and available funding of the activity or organization.

Limits should not be based on unlikely contingencies. The Servicing Bank must immediately block the account from accepting additional charges. If any doubt exists as to which category a service falls under, the cardholder shall consult with the local contracting office for a written determination. CHs must take appropriate precautions comparable to those taken to secure personal checks, credit cards, or cash.

CHs must maintain physical security of the card to preclude compromise. The card should never be surrendered unless it is going to be cancelled. Additionally, the account number should not be released to other than the vendor. The card is not to be used as a company card e.

This is prohibited. The AbilityOne Program strives to ensure that its products are priced within the fair market range. Obtaining a commercial product at a lower price than an AbilityOne product is not a valid reason to circumvent the AbilityOne Program mandate. If you feel the AbilityOne product is priced significantly higher than a commercial item, you should contact the AbilityOne Program for guidance. AbilityOne does not offer a general-use, white, 8. The PBO will acknowledge screening of all purchase requests on the purchase request form and the cardholder will screen the purchase request form for PBO approval prior to making the purchase.

The cardholder must provide a copy of the purchase receipt to the PBO within 5 days after receipt In rare situations where scarce human resources and operation readiness dictates, a PBO may be appointed as a CH or BO, but to ensure separation of duties, PBOs that are also BOs or CHs may not purchase items they use requiring property accountability.

PBOs or their representatives will ensure property accountability procedures are being followed. Active Component Units: Units deploying in support of contingency operations should take their locally issued GPCs with them to use while deployed.

The BO must notify the. The reserve issued GPC shall no longer be used. The gaining activity in the contingency operation area determines if a soldier requires a GPC. Cards are to be used in theater for mission essential requirements only. Each CH is authorized to buy necessary supplies and services provided there is adequate funding, the items are purchased at a reasonable price, and are not prohibited.

Appendix C provides general rules regarding prohibited purchases. In most cases, Appendix C allows the CH to determine whether a particular buy is appropriate.

In addition to the items listed in Appendix C, CHs must obtain pre-purchase approval and documentation addressing the bona fide need for requirements that appear to be outside the normal needs of the requesting organization. CHs must ensure that all purchases are properly documented, and that necessary approvals are obtained prior to making the purchase. The banking community has established a code system to categorize merchants by the goods and services they provide.

These merchants have identified themselves as specializing in certain products or services that are not authorized for official purchases with the GPC. The unauthorized MCCs are:.

A merchant that has been blocked may still sell items that are authorized for purchase with the GPC. If a CH determines that he or she must make a purchase from a source that has been blocked because of its assigned MCC, the following procedures apply. In addition, the request must specify the need for the particular requirement for example, a special magnifying glass, available only from a jewelry store, needed to examine circuit card wiring.

Approvals are granted on a transaction-by-transaction basis. This process does not allow recurring purchases from a restricted merchant. The CH has five days to make the purchase. Monitoring and surveillance of the GPC program are shared responsibilities. All stakeholders in the program, including RMs, PBOs, and local audit and oversight organizations, have a part in ensuring that the GPC is used in the proper manner and only authorized and necessary official purchases are made. This tool must be used to maintain the highest level of visibility over this program.

Hands-on reviews are preferred, but alternative methods are allowable. At a minimum, these reviews must address compliance with formal GPC purchase and payment procedures, appropriateness of spending limits, span of control, and property accountability.

Review guidelines and checklists are provided in Appendix D. Cards with no activity for more than 6 months should be cancelled or the continued need documented. An annual review of credit limits on each CH account must be performed and credit limits adjusted based on an analysis of individual CH expected usage or past spending patterns.

These include the following:. Bank takes suspension action. By using the Managing Account Approval Status Report, you can see which accounts are still outstanding for any cycle.

Additionally, a faster method would be to scan the Managing Account List screen in Transaction Management for the cycle in question. The Army goal is to pay all accounts on time. Delinquencies as a percentage of the outstanding balance due also should be tracked.

The Army may not have more than 0. The Army maintains a zero tolerance for any percentage of receivables over days past due. Required Publications: Per DA Pamphlet PAM , a required publication is one that the user needs to read in order to understand or comply with the publication being written.

Federal Acquisition Streamlining Act of , P. This section identifies prohibited transactions. CHs should first contact local authorities e. The following list, which is not all-inclusive, identifies some services and supplies that are prohibited from purchase with the GPC this list also applies to convenience checks :.

Making purchases and returning them to the merchant for cash or merchant credit slips. Use of the GPC as a procurement method above the micro-purchase threshold is prohibited; however, use of the GPC as the payment method after the contract is procured is permissible.

Gift certificates and gift cards are also considered to be cash advances and will not be purchased with the GPC, even to obtain items from merchants that do not accept the GPC.

Long-term lease of land and buildings: Use of the GPC to lease real property i. Vehicle-related expenses: Vehicle-related expenses are to be paid with the travel or fleet cards as appropriate. Telecommunication systems: The purchase of major telecommunications systems, such as the Federal Telecommunications System or DSN system, is prohibited. Fines: Use of the GPC to settle a commercial or governmental fine is prohibited. Auto Insurance: Use of the GPC to purchase auto insurance for government-owned vehicles is prohibited.

Government-owned vehicles are insured by the government. Vehicle fuel is prohibited; however, the following exceptions apply: 1 the purchase card may be used for fuel for special purpose vehicles i. Training Vouchers for Prepayment of Training charging the GPC to reserve training slots prior to establishing the legitimate government need and requirement.

An event may qualify for appropriated funding if certain requirements are satisfied and documented. The justification for use of the purchase card under one of these exceptions must be authorized in an MFR and signed by an activity director O-6 or above or civilian equivalent.

Include a copy of this in the cardholders purchase files. If you are authorized to use appropriated funds to purchase food, the disposable serving materials are authorized.

Fine china and other luxury materials are not authorized and are considered wasteful and abusive. Appendix C: Prohibited Purchases continued. The purchase card may not be used to purchase refreshments for non-Government employees, or for Government employees who are not on travel orders. Sponsoring agency may provide a meal at a formal meeting or conference when: 1 the meal would be incidental to the meeting; 2 attendance by employees at the meal is necessary to full participation in the conference or meeting and 3 employees may not take meals elsewhere without being absent from an essential part of the meeting.

This exception is limited to formal meetings or conferences, typically organized or sponsored externally, which cover topical matters of general interest to both Government and Non-Government employees. This exception does not apply to purely internal business meetings. The food must be incidental to the training session, i. Actual training must be conducted, not just discussions or open forums relating to problems and day-to-day operations of the agency. Attendees would fail to complete the training if they miss the meal.

Sponsoring agency may serve light refreshments at award ceremonies honoring individuals recognized under your Civilian Employee Incentive Award Program. CHs are prohibited from using purchase cards for refreshments at events such as retirement, promotion, PCS and longevity ceremonies. Note: Card must be dedicated solely for use of ORF expenditures for this exception to apply. Coins not in compliance with DA Memo Coins may be procured with operating funds and presented pursuant to the following authorities: Recognition for accomplishments, award of trophies 10 USC , and Agency Awards 5 USC Airline, bus, or travel-related expenses.

Exception 2: Lodging is allowable when purchased by Casualty and Mortuary Affairs Operations Center CMAOC or by a Casualty Assistance Center CAC for a family member entitled to invitational travel to a funeral, the bedside of an injured soldier, a unit memorial event, or to attend the dignified transfer of remains at Dover Air Force Base when the following conditions are met:.

U and Purchases of Explosives, Munitions, Toxins, and Firearms. This specifically includes weapons and parts , small arms, and ammunition.

Army Accessions Support Brigade for non-combat weapons under micropurchase threshold in support of the U. Purchases from contractors or contractor agents who are military personnel or civilian employees of the Government.

Non-rotation of sources by making repetitive purchases with the same merchant or contractor when other sources are available. Split purchases FAR The requirement is the quantity known at the time of the buy. If an individual purchases as [s]he becomes aware of a requirement, the. If the person consolidates purchases and buys once a day, the requirement becomes what was received during the day.

Splitting is the intentional breaking down of a known requirement to stay within a cardholders single purchase limit to avoid other procurement methods or competition requirements. Examples of split purchases or split requirements include the following:.

Function: The function covered by this checklist is the administration of the Government Purchase Card Program. Purpose: The Army GPC Operating Procedures mandates a review of each Billing Official account annually, to include a representative sample of associated card transactions. The attached checklist below is designed to help reviewers perform the required review. Each activity is encouraged to supplement and tailor their review checklist to include any unique requirements.

It may be necessary to complete one check list for each CH associated with the BO account. Instructions: Answers must be based on the actual testing of key internal controls e. Answers that indicate deficiencies must be explained and corrective action indicated in supporting documentation.

Retention Requirements : A minimum of six years and three months from the date of the review or corrective action report date. The DD Form and instructions for completing the form can be found on the official website for Department of Defense forms at:. You are advised to review and adhere to the following regulations needed to adequately perform the duties to which you have been assigned:.

You have successfully completed the mandatory GPC training, and you are authorized to purchase supplies and non personal services using the purchase card. These limits below are set by statutes and may not be exceeded:. Purchases of services specifically exempted from the SCA such as training services, utility services, installation services, repair and maintenance services, etc.

All purchases must satisfy a legitimate government need. The supplies and non-personal services you obtain with the GPC must be for official Government requirements and must be consistent with your assigned responsibilities and your card purchase limits, including commodity restrictions. This authorization does not exempt you from the requirement to obtain certain supplies from required sources of supply listed in Federal.

Regulation FAR Part 8, or from other organizations that have been given exclusive contracting authority for that commodity or service. You are required to obtain any pre-. You are responsible for all transactions made with this card. You alone are authorized to use this card. You are subject to disciplinary action for misusing the Government Purchase Card.

Disciplinary action, to include the reduction of spending limits or suspension or termination of your card privileges, will occur if violations are identified. This delegation is valid until it is formally modified, suspended or canceled, and shall automatically terminate upon separation from the agency or upon reassignment to another office within the agency. For assistance please contact the undersigned at phone number or by e-mail at email address.

Thank you in advance for effectively managing an important Army purchasing program. Therefore, in accordance with the references in paragraph 1, and pursuant to the authority vested in the undersigned, I hereby appoint you as a billing official for your agency cited above. This account is for supplies, non-personal services, and training purchases in accordance with the mission of your agency.

Your appointment is effective upon your signature and remains in effect until formally revoked in writing by the appointing official. Pre-purchase approval from you is required of your cardholders in accordance with the Army Government Purchase Card Operating Procedures and your local standard operating procedures. Appointed certifying officers must complete an approved Certifying Officer Legislation training course within 2 weeks of their appointment and before actually.

As an individual involved in approving the spending of public funds, you are held to a high standard of responsibility and accountability. Be advised that billing officials have pecuniary liability for any illegal, improper, or incorrect payment processed by the organization as a result of any payment that is found to be illegal, improper or incorrect.

You must become thoroughly familiar with your responsibilities and accountability. Non-compliance with applicable laws and regulations may result in suspension of your account. By signature below you acknowledge this appointment, and affirm you have read and understand your responsibilities as described in the following references:. DoD Directive Planning succession is crucial and required. Accounts without a primary and alternate billing official or have an alternate billing official without a primary billing official longer than 45 days will be suspended.

The memorandum is produced by the Education Center counselor after receipt of either unofficial or official copies of university transcripts. The Uniformed Services Tuition Assistance TA program provides financial assistance for voluntary off-duty education programs in support of a Soldier's professional and personal self-development goals. TA is available for courses that are offered in the classroom or by distance learning and is part of an approved academic degree or certificate program.

The TAP Virtual Center is an immersive, three-dimensional, online environment where Soldiers can receive all the transition and education services that they would normally receive at a bricks-and-mortar TAP Center. The Transition Assistance Program provides both mandatory and optional workshops for transitioning service members.

Our Mission The Human Resources Directorate integrates and delivers the full spectrum of Human Capital Program management and human resource base support services that enable readiness for a globally-responsive Army.

A rmyIgnitED. Civilian Education System The Civilian Education System CES is a progressive and sequential leader development program that provides enhanced educational opportunities for Army Civilians throughout their careers. Developmental Assignment Program DA Civilian The Developmental Assignment Program DAP , for junior- and mid-level employees, provides multifunctional training and assignments that strengthen the experience of junior and mid-level employees in preparation of broader responsibilities.

Drug Testing Program Services Army Substance Abuse Program manages all aspects of the unit biochemical-testing program, to include training Unit Prevention Leaders and testing civilian employees. Employee Assistance Program The Employee Assistance Program EAP may help employees and supervisors address adult Living problems that have the potential to affect work performance and conduct.

Exit Interviews DA Civilian An exit interview is a confidential survey conducted with a civilian employee who is separating from the Garrison. Financial Aid Opportunities Financial aid is available to Soldiers who may have exceeded or ineligible for Uniformed Services Tuition Assistance TA or require extra funds for books and application fees. Freedom of Information Act and Privacy Act Since , the Freedom of Information Act has provided the public the right to request access to records from any federal agency.

Individual Assessments DA Civilian An individual assessment is the ideal instrument for evaluating potential, leadership ability, and preferences. National Testing Center The National Testing Center NTC features exams and certifications in a wide variety of subject areas, on-site support, easy scheduling, and the benefit of instant score results.

Official Mail Room Official mail is all mail that pertains exclusively to the business of the United State Government. Performance Management DPMAP The DoD Performance Management and Appraisal Program provides a framework for supervisors and managers to communicate expectations and job performance; links individual employee performance and organizational goals; facilitates a fair and meaningful assessment of employee performance; establishes a systematic process for planning, monitoring, evaluating, recognizing and rewarding employee performance that contributes to mission success; and nurtures a high-performance culture that promotes meaningful and ongoing dialogue between employees and supervisors and holds both accountable for performance.

Post Office Postal Service operates as an extension of the U. Retirement Services Office The Retirement Services Office provides a variety of support functions to retiring and retired military personnel, their dependents and survivors.

I may end this absence by returning to my unit and signing in, either before or onthe projected end date. Separation or retirement dates will not be extended to allow for CSP attendence or to allow terminal leave after attending a CSP.

CSP attendence may not be extended with any other absence, to include ordinary leave and pass. We Are the Army's Home.