FBA GPC Pass Down Manual Flashcards
Who is the Head of Activity and accountable for the performance and management of the GCPC program?
Commanding Officer
Who is the approving authority for all GCPC purchase requests in excess of established micro-purchase thresholds?
Comptroller
Who is the Level IV Agency/Organization Program Coordinator responsible for overall execution for Navy Band and FBA?
Echelon 2 Purchase and Travel Program Director
Who is the Level V A/OPC responsible for the GCPC for FBA?
Fiscal Manager, FBA
Who are the designated Approving Officials and Alternate AOs?
Band Director, Assistant Director, and Assistant Director SEL
Who acts as the Certifying Official (CO) and certifies payment of monthly billing statement?
AO
How long must the Cardholder (CH) store and maintain financial records?
10 years
What references guide the GCPC program?
SECNAVINST 5210.1
NAVSUPINST 4200.9(series)
NAVSUPINST 4200.85(series)
Consolidated Card Program Management Desk Guide 5.11
NAVBSNDINST 4200
What trainings are required prior to assuming program responsibilities?
DAU CLG0010: Defense Acquisition University DOD Government-wide Commercial Purchase Card Overview
DAU CLG0006: AO/CO ONLY Defense Acquisition University CO Legislation Training
Online DON GCPC Role-based Training
DoD Ethics Training
Navy Band Internal Operating Procedures (IOP) Training
How many trainings are required prior to assuming responsibilities?
4 for non AO/CO, 5 for AO/CO
Which trainings must be refreshed yearly?
DOD Ethics
IOP refresher
AO/CO only: DAU CLG0006
How often must DON GCPC Role-Based Training be refreshed?
Every two years
What two documents are required upon completion of training?
Letter of Delegation and DD577 from Level V A/OPC
Who does the CH contact if the card is lost/stolen or fraud is detected?
Phone call to bank, email to APC and AO within 24 hours
When are requests for unfunded mission-essential equipment due?
To Materiel Manager NLT 1st Friday in August
Which form is required before making a purchase from a merchant?
Section 889 Compliance Form
Who is exempt from the 889 Form?
Mandatory Sources
What are examples of mandatory sources?
FedMall, AbilityOne, Servmart, UNICOR, GSA
What are purchases from mandatory sources considered?
Payments, do not require 889 Form
What are exemptions to the requirement for mandatory sources?
A) Unavailable from a mandatory source
B) Minimum purchase greatly exceeds mission requirements
C) Delivery time would prohibit mission completion
For B and C CHs are required to get approval from AO and document reason
When is a signed 889 form required?
For all OPEN MARKET purchases
When can a CH use a third party vendor like PayPal?
Only when NO other merchant is available
What form is required for payments through a third party vendor?
Third Party Payment Review Form
Who must approve the purchase of IT equipment?
NAV-ITAS, must contact Materiel Manager for guidance
What form is required for a training purchase request?
SF-182 Training Authorization Form, submitted to Fiscal Manager, FBA
Who is responsible for reviewing and approving all copyright and sync license purchases?
FBA Program Management Office, submitted to Director, FBA
How many quotes should a CH received prior to making a purchase?
Three
What form is required prior to placing an order?
Purchase Request for Equipment and/or Supplies Form (Rev. 01-2015) to AO/CO
Who cannot be a requester?
AO, CH, or receiver
Who cannot be the receiver!
Must be a neutral third party; cannot be the requester, end user, CH, or AO
Which three documents can be used to verify receipt of items?
Vendor Packing Slip
Itemized Merchant Sales Receipt
Receipt and Acceptance Form
What information must be included in the receiving document?
Document number
Date of receipt
Vendor name and address
Line items received
Quantity
Band receipt stamp
What document must be included as prof of purchase for every transaction in a billing statement?
Merchant sales receipt
What goes into a refund packet?
Original Purchase Documentation
Updated Merchant Sales Receipt reflecting credit
Memorandum for the Record
When do CHs lose their dispute rights?
After 60 days
Who must CH contact before disputing a charge?
Level V A/OPC
What document is required if supporting documentation is missing at time of certification?
Missing KSD Memorandum
SPS1
Office Supplies
SPS2
Musical supplies
ITS 1
IT Supplies
RPQ2
Repair Musical Instrument (requires FBA approval)
SVV3
Services Other (toll transponder, licenses, guest artist, hall rental)
PTP2
Postage for administrative shipping
SPCV COVID
COVID supplies
ITCV
COVID IT
IGCV
COVID IG cleaning services
Which elements are only authorized for FBA Materiel Manager and Inventory Management Specialist?
EQQ1 Misc Equip
EQQ2 Musical Equip (inventoried equip)
ITQ1 IT Equip (inventoried equip)
IGP1 Printing (DLA)
TRF1 Training (professional)
What are the codes for each source?
DLA: printing
FedMall: Office supplies through Navy
GSA: supplies ands equipment
FLC: ServMart
UNICOR: furniture
What is the order of certification packets?
Key supporting document (KSD) list
Purchase request
889 compliance form
Receipt and acceptance
Itemized merchant sales receipt
Fraudulent charge (if applicable)
3rd party review
Pay and confirm or missing KSD memo
Signed CH activity statement
How many days for CH to reconcile monthly statements?
5 business days after close of billing cycle
How many days for AO/CO to certify monthly invoices?
5 business days of receipt of CH’s signed statements
When must all CH certification packets and statements be uploaded to USNB share drive?
Close of next billing cycle (30 days)
What are examples of disputable transactions?
Duplicate charge where vendor won’t issue credit
Merchandise not received
Merchandise returned or order cancelled without credit
Wrong dollar amount charged without credit for difference
How long to dispute a fraudulent charge?
Contact bank immediately and email Level V A/OPC and AO within 24 hours. NEVER DISPUTE A FRAUDULENT CHARGE
When do CHs lose dispute rights?
After 60 days
What is the proper format for labeling the CH certification packet?
SDN, CH name, $$
e.g. N6437221FBA002, Chauvot, $126.00
Where do AO/COs complete monthly reviews of purchase card transactions?
Insights on Demand (IOD) system
Unauthorized purchases
Personal nature
Monetary items or services
Long term rentals
Commercial vehicles
Repair or fuel of GSA vehicles
HHG, freight, and logistics shipments
Purchases from contractors or federal employees
Command ballcaps, coins, gifts, plaques, food and drink
Who is pecuniary liable for fraudulent purchases?
AO/COs
Minimum time to maintain all financial transaction records?
10 years
Electronic purchase card records maintained for?
Indefinitely
Account closure procedures
Cards and documents returned to AO/CO
Memo including mailing address of band, date of destruction, account number, expiry date, CH name, and name title rank signature of witness and AO/CO
CH date and initial blocks 17 and 18 of DD577 and forward to Level V A/OPC
