Process Single Charge Card Solution (GPC) in GFEBS Show Slide 1: Process Single Charge Card Solution (GPC) in GFEBS Title: Process Single Charge Card Solution (GPC) in GFEBS References: Handouts, Excel Spreadsheets Facilitator Material and Student Material: Dry erase markers, white boards, and access to the GFEBS Training Database. Facilitator Material: Each primary facilitator should possess a lesson plan, slide deck, course handouts, practical exercises, access to the GFEBS Training database, All required references and technical manuals will be provided by the local Command. Student Material: Students should possess course handouts, practical exercises, access to the GFEBS Training Database, and standard classroom supplies. The 21st Century Soldier Competencies are essential to ensure Soldiers and leaders are fully prepared to prevail in complex, uncertain environments. This lesson reinforces the following 21st Century Soldier Competencies:   Communication and Engagement (Oral, written, and negotiation) Critical thinking, intergovernmental, and multinational competence Tactical and Technical Competence Throughout the lesson discussion seek opportunities to link the competencies with the lesson content through the student’s experiences.

Terminal Learning Objective Action: Create, Approve, and Certify a Purchase Requisition for Access Online (AXOL) 2-Way Single Government Purchase Charge Card (GPC) in the General Fund Enterprise Business System (GFEBS) Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer, Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N). Show Slide 2: TLO Facilitator Note: State the Actions, Conditions and Standards for the Students Action: Create, Approve, and Certify a Purchase Requisition for AXOL 2-Way Single charge card (GPC) in GFEBS Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer, Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N). Standard: Without creating a ‘Hard-Stop’ in the system, create a purchase requisition and approve it in GFEBS. Safety Requirements: In a training environment, leaders must perform a risk assessment in accordance with DA PAM 385-30, Risk Management. Leaders will complete a DD Form 2977 DELIBERATE RISK ASSESSMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation 350-29. Environmental Considerations: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM 3-34.5 Environmental Considerations and GTA 05-08-002 ENVIRONMENTAL-RELATED RISK ASSESSMENT. Standard: Without creating a ‘Hard-Stop’ in the system, create a purchase requisition and approve it in GFEBS. Process a rebate to the appropriate line of accounting.

Regulations Federal Acquisition Regulation (FAR) Army Purchase Card Operating Procedures DoD Financial Management Regulation (FMR) FAR link- https://acquisition.gov/browse/index/far Army Purchase Card - https://www.acq.osd.mil/dpap/ccap/cc/jcchb/html/Topical/gpc.html DoD Financial Management Regulation (FMR) - https://comptroller.defense.gov/fmr.aspx

Definitions Agency/Organization Program Coordinator (A/OPC) Billing/Approving/Certifying Official (BO) Appointment/Delegation of Authority Billing Cycle Dates Access Online (AXOL) Supply Service Construction Training The Agency/Organization Program Coordinator (A/OPC) is the primary liaison between you and the bank. For DoD, the Approving Official acts as the Certifying Officer (CO). The CO is responsible for ensuring that the transactions of individual cardholders meet the legal requirements for authorized purchase card transactions, that the facts presented in all cardholder documentation are complete and accurate, and that adequate documentation is available for individual transactions. Also referred to as ''Billing Official''. Appointment/Delegation of Authority- Individual(s), other than the A/OPC or OA/OPC with delegating authority, who have retained or been delegated authority to electronically sign GPC Delegation of Procurement Authority and GPC Appointment Letters (e.g., the Director of Contracts or PARC) Billing Cycle dates- From the 20th of the month to the 20th of the following month. Total dollar amount that may be purchased by cardholder in the 30 day billing cycle. U.S. Bank Access® Online (AXOL)—Electronic access and program management system that provides clients with the security, functionality, reliability and convenience to successfully manage their card programs.

Government Purchase Card (GPC) Program What is the Government Purchase Card? The purchase card empowers non-procurement and procurement personnel within Army units with a simple, easy method to make small purchases of commercially available supplies and services to meet organizational mission requirements. What are “small purchases”? Official government purchases that fall at or below the $ 10,000.00 “MICRO-PURCHASE” Threshold for commercially available supplies and services ($2,500.00 for services), as established by congress and outlined in the Federal Acquisition Regulation (FAR) Parts 8 & 13 and supplemented by AFAR 13.90. Utilize a purchase request form to get the necessary approvals and waivers (if needed) authorizing you to make the purchase Ensure adequate funding is available. Ensure that the price is “Fair and Reasonable” Ensure any shipping charges are included in the price and not to be billed as a separate item! Distribute your purchases among vendors Advise vendor that your purchase is TAX Exempt – Take your Tax Relief (VAT) Form with you. Ensure additional credit card fees are not added to the purchase price 10% Discount at AAFES

REMEMBER – Until Budget gives you the money, Dollar Limits SINGLE PURCHASE LIMIT: The maximum amount a cardholder is authorized to spend on any one transaction – $10,000 (SUPPLIES) (10 U.S.C. 2338, 2018) $2,500 (SERVICES) $2,000 (CONSTRUCTION) $25,000 (TRAINING CARDS) 30 DAY PURCHASE LIMIT: The maximum amount a cardholder may spend during the billing cycle 30 DAY OFFICE LIMIT: The billing official’s maximum limit that can be spent by their cardholders over the billing cycle. REMEMBER – Until Budget gives you the money, you have NONE!!! https://www.gsa.gov/cdnstatic/Policy_Initiatives/Class%20Deviation%202018-01%20MPT%20and%20SAT%20Increase.pdf

GPC Training Requirements https://www.micc.army.mil/pdf/GPC/Training%20Requirements%20for%20Account%20Set-up.pdf

Mandatory Steps for GPC Transactions       Step 1 Requester - Identify the Requirement - Is this a service, supply, or construction? Step 2 Requester - Complete the Purchase Request Form - Define the Requirement (pens, paper, etc) BE VERY METICULOUS!!! Step 3 Cardholder Reviews the Purchase Request - Ensure detailed description is complete & Proper Funding is Available. Step 4 Cardholder Executes Proper Coordination - Resource Managers can help you determine “The Color of Money”. - Other possible sources to coordinate with could be: (DAPS, DPW, and Legal) Step 5 Cardholder Submits Request to the Billing Official - Billing Official reviews the request for Legality & Proper Funding. - Approves or Rejects the request IN WRITING. Here are the steps a GPC cardholder must go through prior to making a purchase. It is highly recommended that you as the RM attend all of the training for the cardholder and the billing official. Many times you will be the one walking your team through the process and how will you know if they are doing something wrong if you haven’t been trained on their job.

Mandatory Steps for GPC Transactions     Step 6 Cardholder Makes the Purchase - Maintains Receipt/Records. - Ensure that accountable items are put on the Property Book. (Ties into Step 9) - Deliver the item to the End User. - Ensure that an Order is created in Access Online. Step 7 Cardholder must Complete Transactions in ACCESS Online - Match all Orders to Posted Transactions in Access Online. Step 8 Billing Official must complete Access Online - Must Final Approve Cardholder Transactions & Certify Account for payment. - Ensure detailed description is complete & Proper Funding is Available. Step 9 Receiving Property Book Officer (PBO) - Ensures services/supplies are authorize by MTOE and is not available in the Army supply system. - PBO must assign a durable, expendable, non-expendable classification for purchases.   Here are the steps a GPC cardholder must go through prior to making a purchase. It is highly recommended that you as the RM attend all of the training for the cardholder and the billing official. Many times you will be the one walking your team through the process and how will you know if they are doing something wrong if you haven’t been trained on their job.

Checks and Balances Process Card Holders must: ensure funds are available get pre-purchase approval from the Billing Official work with the bank to rectify issues Resource Managers must: validate funds are available (Bulk Funding) ensure usage of the correct color of money Billing Officials must: approve all purchases keep records IAW the FAR ensure Federal Procurement Policy is upheld ensure all refresher training is completed communicate with the bank, RM and TCC TCC must: provide training provide surveillance oversight provide acquisition planning investigate fraud and split purchases brief commanders on the health of their program communicate with the billing officials, card holders, RMs and the bank

Roles GPC Account Maintainer- This role has direct involvement in the Charge Card Process. The person with this role maintains the cardholder master records within GFEBS. This role is typically centrally assigned within each organization or Resource Management to establish a master record for each end user’s pseudo card number within GFEBS. This role is responsible for monitoring a daily refresh file from U.S. Bank’s Access Online and maintaining charge card master records in GFEBS as necessary. Purchase Requisition Processor - Enters the purchase requisition (PR) into GFEBS to commit funds for the charge card purchase. This role may be assigned to the charge card holder to enter his or her own PR else any PR Processor can enter the PR for the cardholder. Purchase Requisition Approver - Approves the PR for purchase card purchases initiated by the Purchase Requisition Processor Purchase Requisition Funds Certifier- Enables funds certification and is typically assigned to Resource Management to allow for precise management of charge card spending and budget awareness. Show Slide 4: Different Purchase Requisition Document types Facilitator Note: In addition, The number range for AXOL PRs begin with 21XXXX , The number range for AXOL POs begin with 46XXXX, and eOrders in AXOL are only good for 180 days (6 months); after this time they are purged from the system. AXOL 2-Way Single PR- -- Each PR creates a Single eOrder -- Each Transaction will be initially distributed across each line of the eOrder according to the percentage of the line amounts in the eOrder -- The cardholder can then redistribute the transaction once it is matched in AXOL -- Will not require a goods receipt AXOL 2-Way Bulk PR -- Each line on the PR will create a new eOrder in AXOL. -- Users can identify one line of accounting per line of accounting. Multiple transactions can be matched to an eOrder over the billing period AXOL 3-Way Single PR. The cardholder can then redistribute the transaction once it is mathced in AXOL -- Will require a goods reciept

S8 Responsibilities Build Monthly PRs/POs Manage subordinates GPC spending habits Ensure all subordinate units have adequate number of GPC card holders Manage unusual requests and spending authorizations Link between the MICC and your subordinate units Manage Credits, Returns, and Rebates Have in-depth knowledge of GPC Regulations

Different PR Document Types AXOL 2-Way Single PR  This requires a separate PR/PO per Merchant  Good Receipt Not Required  Can have multi-line PR/PO’s with various LOA’s for any AXOL reallocations needed by the Cardholder  Groups all lines on the PR as one (1) eOrder AXOL 2-Way Bulk PR  RECOMMENDED for any general use  Recommended for All high volume cards  Goods Receipt Not Required in GFEBS  PR/PO can have multiple LOA’s, but only one LOA per line item  Each PR/PO line item denotes one unique eOrder (equates to an Obligation in AXOL) AXOL 3-Way Single PR  Single swipe transactions.  Requires a Good Receipt.  Can have multi-line PR/PO’s with various LOA’s for AXOL any reallocations needed by the Cardholder Show Slide 3: Different Purchase Requisition Document types Facilitator Note: In addition, The number range for AXOL PRs begin with 21XXXX , The number range for AXOL POs begin with 46XXXX, and eOrders in AXOL are only good for 180 days (6 months); after this time they are purged from the system. AXOL 2-Way Single PR- -- Each PR creates a Single eOrder -- Each Transaction will be initially distributed across each line of the eOrder according to the percentage of the line amounts in the eOrder -- The cardholder can then redistribute the transaction once it is matched in AXOL -- Will not require a goods receipt AXOL 2-Way Bulk PR -- Each line on the PR will create a new eOrder in AXOL. -- Users can identify one line of accounting per line of accounting. Multiple transactions can be matched to an eOrder over the billing period AXOL 3-Way Single PR. The cardholder can then redistribute the transaction once it is mathced in AXOL -- Will require a goods reciept 3

Check on Learning The recommended Purchase Requisition to use for General use is the; 2. Which GPC specific approval level is categorized as ‘optional’ in the approval process? T or F: Once the PR has been L4 certified, the Purchase Order can be viewed / verified via the Purchase Requisition (me53n). AXOL 2-Way Bulk PR a. L1 b. L4 c. L5 d. L8 Slide 36: Check on Learning Facilitator Note: Ask the following questions; Q. The recommended Purchase Requisition to use for General use is the; AXOL 2-way bulk PR Q. Which GPC specific approval level is categorized as ‘optional’ in the approval process? L8 (this is just an additional ‘eyes-on’ step. Q. T or F: Once the PR has been L4 certified, the Purchase Order can be viewed / verified via the Purchase Requisition (me53n). A. True (this is in the Item Detail, under the Status tab) True (this is in the Item Detail section, under the Status tab) 36

Questions? 37 Slide 37: Transaction v. eOrder amount Facilitator Note: Field any Questions from the Students 37

Terminal Learning Objective Action: Create, Approve, and Certify a Purchase Requisition for Access Online (AXOL) 2-Way Single Government Purchase Charge Card (GPC) in the General Fund Enterprise Business System (GFEBS) Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer, Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N). Show Slide 2: TLO Facilitator Note: State the Actions, Conditions and Standards for the Students Action: Create, Approve, and Certify a Purchase Requisition for AXOL 2-Way Single charge card (GPC) in GFEBS Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer, Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N). Standard: Without creating a ‘Hard-Stop’ in the system, create a purchase requisition and approve it in GFEBS. Safety Requirements: In a training environment, leaders must perform a risk assessment in accordance with DA PAM 385-30, Risk Management. Leaders will complete a DD Form 2977 DELIBERATE RISK ASSESSMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation 350-29. Environmental Considerations: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM 3-34.5 Environmental Considerations and GTA 05-08-002 ENVIRONMENTAL-RELATED RISK ASSESSMENT. Standard: Without creating a ‘Hard-Stop’ in the system, create a purchase requisition and approve it in GFEBS. Process a rebate to the appropriate line of accounting. 2