NAVMUSINST 4200 Flashcards
What created the GCPC program?
Executive Order 12352 “Procurement Reform” of 1982
What does GSA stand for?
General Services Administration
What is the USNM policy for the purchase card?
Procurement method for all supplies, services, and training at or below the micro-purchase threshold
Responsible to the Commander for the performance and management of the Navy Music GCPC Program
Chief Staff Officer (CSO)
Accountable to CSO for performance and management of Fleet Band GCPC
Director, FBA
Who is responsible for managing annual appropriations for USNM?
Comptroller
Who is the AO for USNB annual appropriations and approving authority for all USNB purchase requests under micro-purchase threshold?
Deputy Comptroller
What is the A/OPC responsible for?
Management, administration, and day to day operations of purchase card program
Who is a CH?
Government employee who us designated authority by the A/OPC for the issue and use of individual DON government purchase card
Who has authority to bind the government legally?
Contracting Officer
What is a convenience check writer?
Member who is delegated authority by A/OPC to issue checks fire requirements that can’t be met by GCPC
How many check writers are permitted per convenience account?
One
Where is the designated billing office?
Cleveland, OH
Who has authority to appoint all program participants including A/OPC, AO/CO, check writers, and CHs?
Echelon 2 Purchase and Travel Program Director
Which initial training was not included in the pass-down manual?
US Bank IOD Audit Tool Training (A/OPC and AO/CO only)
What are the three trainings that bed to be refreshed every two years?
DON GCPC role-based training
DAU COG0010 DAU GPC refresher training
Local Activity Training
What two types of account limits exist for CHs?
Single micro-purchase limit and monthly CH limit
Required site for US Bank’s Access Online
Procurement Integrated Enterprise Environment (PIEE)
What system do A/OPCs use for appointing and delegating procurement authority?
Joint Appointment Module (JAM)
How does USNB make purchase requests?
Submitted to Budget Line Holder and Supply Chief using supply request database application
Where does Section 889 come from?
National Defense Authorization Act FY19 and DPC policy memo 11 Aug 2020
Where can CHs get the 889 form?
Directly from the vendor using Section 889 Compliance Form
through System for Award Management (SAM)
by Robotic Process Automation
What is the purchase threshold for using GCPC for payment of commercial training (individual or group)
$25,000 and below
What are the parameters for training to be permissible under GCPC?
Off-the-shelf event, conference, or instructional service available to general public and priced the same for everyone
What document is required for IT purchases?
Navy Information Technology Approval System Information Technology Procurement Request (NAV-ITAS ITPR)
What three ways can a CH make a purchase?
Over the counter, over the phone, or via Internet
Whose approval is required for a CH to make a purchase over authorized funding?
Comptroller/A/OPC
What procedure should a CH follow if the vendor doesn’t provide an itemized merchant sales receipt?
Reach out for a new one
What information is in the CH log sheet?
Date ordered
Internal document number
CH name
Name of requester
Description of item or service
Merchant name
Receiver
Date received
Notes
Mandatory source screening
Section 889 designation code
Status
Dollar amount
Blank document number (A/OPC only)
Examples of additional information recorded under Notes in the log sheet
COVID tracking
Credit received
Dispute information
Justification for not using mandatory sources
Legal or professional advice IRT questionable purchases
When does the CH dispute purchases booked but not received
If not within the billing cycle, must confirm that receipt will happen in the next billing cycle. If receipt doesn’t happen in next billing cycle, follow dispute procedures
When does “pay and confirm” apply to damaged goods?
When still under warranty and contractor confirms they will replace, modify, or repair within the next billing cycle
What is the purpose of the KSD checklist?
Ensure all required screenings and reviews are conducted and that correct documentation is submitted
What is included in CH verification of bank statement?
Verifying all charges
Assigning correct line of accounting to each charge
Recording COVID and Section 889 designation codes
Approving statement
Who is responsible for the CH’s monthly billing statements?
AO, acting as CO
What is the DON policy on convenience checks?
Minimize use, can only be used for requirements that cannot be met by GCPC
What document is used to document review of convenience check purchases?
Convenience Check Approval Form
How often must convenience checks be reported?
Monthly, even if a check was not written
When, and what document, do A/OPCs need to complete and email for convenience check reporting?
On the first of each month, a 1099 PRO template to dfas with the subject Transition to 1099 PRO; if no checks were written, email states no data to report
What document are convenience check writers responsible for?
1099-MISC to vendor BEFORE issuing payment
How often is the convenience check program audited?
Yearly
What is the convenience check account closing procedure?
A/OPC ensures all checks have cleared
A/OPC writes memo that includes band mailing address, date of destruction, check number or beginning and ending number of a block of checks, check writer name, typed name title rank and signature of both witness and A/OPC
Sign memo after checks are destroyed
How often are voided, compromised, or no longer required checks destroyed?
Quarterly by shredding
What are unauthorized purchases?
Cash refunds
Vendor gifts/checks, rebates, or other incentives that can be converted to personal use
Purchases by anyone other than the named CH
Email to AO and A/OPC regarding lost or stolen card must include what information?
Card number
CH complete name
Date and location of loss
Date and time bank called
Date reported to police if stolen
Any purchases made Day card was lost/stolen
Any other pertinent information
How long does the CH have after original transaction date to dispute a charge?
90 days
What instruction guides records management?
Secretary of the Navy Manual 5210.1 of January 2012
How is restitution taken care of?
By the responsible party by check payable to U.S. Treasury via activity Comptroller
Commonly used HAZMAT
Procurement of hazardous materials sold s as commercial products used to meet daily operational needs
Maximum amount for convenience checks
$5000
What kinds of charges cannot be disputed and must be resolved with merchant?
Check transactions, transportation charges, taxes
ITPRs are not required for what items?
Expendables such as paper, ink, toner, CDs, digital video media, etc.
Is splitting authorized
Not authorized to keep the cost of a purchase below the micro-threshold
