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AGENCYORGANIZATION PROGRAM COORDINATOR

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Office Depot. Paperclips, Etc. SECTION 508 FAR IMPLEMENTATION, FAC 97-27. New as of Oct 2001 ... Remain in P&C Office, $2,500 Micro-Purchase Limit Applies ... – PowerPoint PPT presentation

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Title: AGENCYORGANIZATION PROGRAM COORDINATOR


1
AGENCY/ORGANIZATION PROGRAM COORDINATOR
  • MAJ John W. Simms, Primary
  • (609) 530-6760
  • Bonnie DiSpirito, Alternate Dispute Officer
  • (609) 530-6758
  • PROVIDES COMPLETE OVERSIGHT AND ADMINISTRATION OF
    THE PROGRAM

2
A/OPC RESPONSIBILITIES
  • Handle Credit Card Usage Matters
  • Prepares Processes Applications
  • Conducts Training
  • Issues Policy and Guidance
  • Authorizes Memorandums for Appointments

3
TRAINING OVERVIEW
  • What is IMPAC?
  • Micro-Purchase Limit
  • Point of Sale Procedures
  • Point of Sale/Manu Rebate
  • Required Sources of Supply
  • CH Reconciliation
  • AO Responsibilities

4
TRAINING OVERVIEW (CONTIN)
  • AO Reconciliation
  • Disputes
  • Lost/Stolen Card
  • Accommodation Checks
  • Ethics and Empowerment

5
WHAT IS I.M.P.A.C. ?
  • INTERNATIONAL
  • MERCHANT
  • PURCHASE
  • AUTHORIZATION
  • CARD
  • Government-Wide Credit Card Program

6
WHAT IS THE I.M.P.A.C. PROGRAM?
  • Commercial Credit Card Program Intended To
  • Streamline Procurement Payment Procedures
  • Reduce Admin Burden Associated with Traditional
    Purchasing Methods for Supplies and Services

7
HISTORY OF I.M.P.A.C. PROGRAM
  • Credit Card Program PILOTED in 1986 with the
    Dept of Commerce
  • GSA Awarded Competitive Contract for Commercial
    Credit Card Services in April 1989 and March
    1994
  • Current Contract 3 Years with 7 (one) Year
    Options

8
MICRO-PURCHASE LIMIT
  • Micro-Purchase is Defined by Federal Acquisition
    Streamlining Act (FASA), Public Law 103-355
  • Micro-Purchase is an Acquisition of Supplies or
    Services Less Than 2,500

9
MICRO-PURCHASE LIMIT (CONTIN)
  • Micro-Purchases can be made without Obtaining
    Competitive Quotations Provided Purchase Price is
    Fair and Reasonable
  • Micro-Purchases Shall be Distributed Equitably
    Among Qualified Suppliers (Spread your business
    around)

10
LIMITS PUT ON THE CARD
  • Single Purchase Limit - Dollar Limit that is
    Assigned to each Cardholder for each Purchase.
    This Limit may be up to 2,500 (2,000 FOR
    CONSTRUCTION)
  • 30 Day Limit - Dollar Limit Assigned to each
    Cardholder for a 30 Day Period.

11
LIMITS PUT ON THE CARD (CONTIN)
  • AO 30 Day Limit - Dollar Limit Assigned to each
    AO which Covers all of the cardholders 30 Day
    Limits that fall under that AO.
  • All of the Limits can be Adjusted by the AOPC.

12
UNAUTHORIZED USE
  • Purchases by non-trained individuals or purchases
    made by individuals other than the authorized
    cardholder
  • Making purchases returning them to vendor for
    cash or vendor credit slips - (credit slip must
    be issued against same card on which purchase was
    made)

13
MAKING MICRO-PURCHASES WITH IMPAC
  • Know your dollar limits
  • Ensure funds are available prior to making
    purchase
  • Check mandatory sources of supply
  • Determine if any special approvals/control s
    are required

14
POINT OF SALE PROCEDURES
  • 1. Cardholder Selects Merchandise and Presents
    Visa I.M.P.A.C. Card for Payment and makes
    Merchant Aware that we are Tax Exempt.
  • 2. Merchant Totals Merchandise, Fills out Credit
    Card Slip and requests authorization from US Bank
    through VISA Electronic Network.

15
POINT OF SALE PROCEDURES (CONTIN)
  • 3. US Bank Verifies Cardholder Account, Spending
    Limits, Merchant Category Code and Activity Type
    Code(s).
  • 4. US Bank Relays Authorization Approval Code to
    Merchant.
  • 5. Cardholder Checks Quantity, Cost, Sales
    Total, and that Tax has not been Charged. Signs
    Credit Card Receipt

16
POINT OF SALE PROCEDURES (CONTIN)
  • 6. Merchant Deposits Credit Card Receipt at Bank
    and Receives Immediate Payment.
  • 7. US Bank Processes and Posts Transactions to
    Cardholder Statement of Account.
  • 8. US Bank Sends Statements to Agency
    Cardholder and Approving Official.

17
POINT OF SALE/MANU REBATE
  • Flexible paperless, purchase methods telephone,
    over the counter, via internet
  • Immediate delivery preferred
  • Manufacturer Rebate may be taken if offered,
    Check is Made Payable to US TREASURY and
    Forwarded TO USPFO-PC

18
MANDATORY SOURCES FOR SUPPLIES AND SERVICES
  • Agency Inventories
  • Federal Prision Industries (UNICOR)
  • National Industries for the Blind/Severely
    Handicapped (NIB/NISH)
  • Unicor http//www.unicor.gov
  • NIB http//www.nib.org

19
MANDATORY SOURCES FOR SUPPLIES AND SERVICES
  • NISH http//www.nish.org
  • JAVITS Wagner ODay (JWOD)
  • http//www.jwod.gov
  • GSA Advantage and Catalogshttp//www.fss.gsa.gov
    or http//www.gsa.gov

20
REQUIRED VENDORS FOR OFFICE SUPPLIES
  • Staples National Advantage
  • Boise Cascade Office Products
  • BT Office Supplies Intl
  • Corporate Express
  • Innovative Sales Brokers
  • Office Depot
  • Paperclips, Etc.

21
SECTION 508 FAR IMPLEMENTATION, FAC 97-27
  • New as of Oct 2001
  • Primarily affects DCSIM-ISSB
  • Federal Agencies with electronic and information
    technology is accessible to people with
    disabilities.

22
SECTION 508 (CONTIN)
  • Good source for market research
  • website http//www.section508.gov/

23
ONE-TIME USE EARPLUGS
  • One-Time Use Earplugs are mandatory to be
    purchased from DLA
  • NSN 6515-00-137-6345, minimum qty to be ordered
    is 1 case (200 prs) _at_ 128.57 per case
  • Check out JWOD website http//www.JWOD.com

24
CH RECONCILIATION Statement of Account
  • Records Description of Items Purchased
  • Annotates that Hand Receipts have been Issued
    when Required
  • Monthly Purchase Log is completed and on file
  • Signs SOA Attaches Receipts and Forwards to AO
    Immediately
  • Identifies any Transaction in Dispute

25
AO RESPONSIBILITIES
  • Ensures transactions are legal and billing
    statement is complete
  • Reviews monthly statements/Verifying that items
    billed for have been received and charges agree
    w/cardholder records
  • That Purchases have not been split to stay under
    the Micro-Purchase Threshold

26
THE BILLING CYCLE
  • Billing Cycle closes on 23rd day of the month
    (Day 1)
  • Cardholder reconciles SOA -----------------------
    ---------------ASAP
  • Approving Official certifies for payment
    ___________NLT 3 days after receipt
  • Documentation forwarded to USPFO-PC
    ___________NLT 5 days
  • If the BAS is forwarded to USPFO-PC late, then a
    late penalty fee is assessed to the AO account.

27
AO RECONCILIATION Billing Account Statement
  • Date Stamps the Bill
  • Fills out the AO Summary Sheet to Ensure
    Accounting Code is Correct
  • Verifies CH - SOA attaches all receipts
  • Signs BAS
  • Ensures receipt at USPFO-PC NLT 5 days after
    receipt

28
NEW CARDS AND OLD RECORDS
  • Cards are normally reissued every 24 months to
    each cardholder. Automatic unless A/OPC halts
    reissue.
  • Approving Official shall maintain records for 3
    years in MARKS System.

29
BASIS FOR DISPUTES
  • Defective Items
  • Unauthorized Charges
  • Items Billed but not Received

30
DISPUTE PROCEDURES
  • The Cardholder will
  • Resolve discrepancies directly with the Vendor
  • If this fails . . . Dispute the transaction
  • Prepare CSQI and send directly to bank
  • Disputed transaction must be declared within 60
    days of receipt of SOA

31
LOST OR STOLEN CARD
  • Cardholder notifies
  • Agency/Organization Program Coordinator and
    submits letter of circumstances
  • Approving Official
  • US Bank
  • 1-888-994-6722
  • 1-888-99-IMPAC
  • Cardholder not personally responsible for charges
    on a lost or stolen card IF loss was reported
    properly

32
ACCOMMODATION CHECKS
  • Remain in PC Office, 2,500 Micro-Purchase Limit
    Applies
  • Provide an alternative if the Credit Card is not
    accepted.
  • 1.7 Fee Per Check

33
ETHICS AND EMPOWERMENT
  • Empowerment flowing to cardholders. . . .
  • brings responsibilities . . . .
  • And therefore the need to be aware of ethics and
    standards of conduct

34
REGULATIONS AND LAWS
  • DOD Directive 7000.15,
  • DOD Accountable Officials and Certifying
    Officers
  • FAR 3.101
  • Standards of Conduct
  • Title 31 USC
  • Sections 3528 and 3527
  • 5 CFR Part 2635,
  • Standards of Conduct
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