1. GOVERNMENT PURCHASE CARD (GPC) DOD EMALL MILSTRIP

2. OBJECTIVE
Familiarize with Government Purchase Card/MILSTRIP Requirements, transactions, processes and procedures

3. GPC TRAINING REQUIREMENTS
GPC CARD HOLDER
GPC CLASS /TRAINING STATEMENT
DAU CLG 0001 GPC CARD
DAU CLM 0003 OVERVIEW OF ACQUISITION ETHICS (ANNUALLY)
GSA SMARTPAY TRAINING
GREEN PROCUREMENT
ACCESS ONLINE TRAINING (AXOL)
CLG 005 PURCHASE CARD ONLINE SYSTEM (PCOLS)
APPOINTMENT/NOMINATION MEMO (PMS SIGNATURE, BDE CDR)
SIGNED DD 577 DELEGATION OF AUTHORITY (PMS)
CARD HOLDER REGISTRATION FORM (MUST BE TYPED & DIGITIALLY SIGNED PDF VERSION)

4. BILLING OFFICIAL
. Level 5 – Billing Official duties: Alternate BO duties are the same as the Primary BO, and should only be performed in the absence of the Primary BO.
(1) BO “should” be in the CH’s direct chain of command;
(2) providing written approval/disapproval of purchases to the CH.
“The above is the only thing in the SOP that denotes where the BO and CH should be as it pertains to the Chain of Command. You must note that it says "should". If it was required then it would say "shall". Thus, it is up to the command to place qualified people in the roles, equal to or greater as long as it doesn’t cause a conflict of interest . Trying to make them in the chain of command as much as possible.”
-AO/PC

5. INITIAL ESTABLISMENT GPC ACCOUNT
INITIAL ESTABLISHMENT OF GPC ACCOUNT PLEASE PROCESS THROUGH THE S-4 TO ENSURE ACCURACY.
PRIMARY POC: LATONYA BANKS
(847) XT 144
ALTERNATE: CHUCK CLEMEN

6. BEFORE INITIAL PURCHASE
Check for Accuracy
Sign Card
Activate Card ( )
Secure Card
On-Line Registration in Access Online
Review Cardholder Guide

7. GPC LIMITS/THRESHOLDS
3,500 Supplies (NEW)
$2,500 Services
$2000 Construction (DPW APPROVAL)
All request over micro-purchase thresholds must be processed as a contract.
30 Day Purchase Limit
-Limits that are set, If limits are exceeded, transactions will be declined.

8. CARD HOLDER REQUIREMENTS
Receive request, Determine if its an Authorized Government Requirement (TDA/CTA)
Ensure Funding is Available
Collect/Maintain Required Documentation
Obtain All Approvals (Don’t forget pre-approval request)
Invoices
Comply with Mandatory Sources
Receipts /Paid Invoices

9. MANDATORY SOURCES ABILITY ONE DOD/EMALL GSA FEDERAL SUPPLY SCHEDULE
UNICOR/AIB (Furniture)
EXCESS FROM OTHER AGENCIES
OPEN MARKET/COMERCIAL SOURCES
DAPS/DLA (I.E. PRINTING,BUSINESS CARDS)

10. GREY AREAS IN GPC PURCHASING
Down Payments
Splits obligated funds prior to event
If event is in April prior, obligating funds that may have not been budgeted for that month.
Paper Trail/Audit Readiness
-Redo 112,pending file, Action not complete.
*Please avoid Down payment options as much as possible*
NET 30 ACCOUNTS
Accounts that “Bill-Out” after service or product is rendered.
Conflicts with monthly allocations based on funding deliberately set aside to pay for the requirement.
Avoid “Net 30” on products.

11. ABSOLUTE RESTRICTIONS
Cash Advance
Building Lease (Over 1 Month)
Aircraft Fuel
Repair of Leased GSA Vehicles
Wire Transfers
Savings Bonds
Escorts/Vacations

12. FTX VENDOR TRANSPORTATION Things To Consider AFTER EVENT
$8.00 cadet meal allowance
Ensure correct method of Payment
GPC over the Phone
TAX EXEMPT
POC & Alternate
Payments called in a week before event
$ & below
112,quote,charter no.
ALWAYS CONFIRM CHARTER
Vendors will not BOOK Reservation with quote
Things To Consider
AFTER EVENT
Keep line of communication open with vendor from initial contact.
New Management, change of policies
Best time to call
Educate vendor on government policies
$2500 & Below, easy, faster payment, paid before event.
ALWAYS pick up copy of receipts
Coordinate with OIC/SMI on duty to pick up copy of receipt.
SCAN Copy of receipt to BDE NLT 3 days after event
MFR signed by individual Responsible after picking up receipt.
After 3 times of MFR, MRE’s will be issued

13. TAX EXEMPT PROGRAM REQUIREMENTS TAX EXEMPT HELFUL LINKS EXCEPTIONS
Each Program must have a Copy of Tax ID# and/or Tax Exempt Number.
Centrally Billed Accounts (CBAs) are exempt from state taxes in EVERY state and requires a form in 13 states for CBA purchase cards and 2 states for CBA travel cards.
Register for a Federal Employer Identifier Number
The Internal Revenue Service does not provide a tax-exempt number. A government entity may use its Federal TIN (taxpayer identification number), also referred to as an EIN (Employer Identification Number), for identification purposes.
HELFUL LINKS
EXCEPTIONS
information
Businesses-&-Self-Employed/Apply-for-an- Employer-Identification-Number-(EIN)- Online
Lodging Taxes
restrictions set based on organization
Tire/Service tax (trailers)

14. Questions?

15. MILSTRIP

16. OMA /MPA OMA Fund Code: (ZZ) MPA Fund Code: (35)
Operations & Maintience Army
Office Supplies
Miscellaneous equipment/Furniture
Classroom Equipment
Postage
TA-50
Transportation
Services
Travel
Lodging
MPA Fund Code: (35)
Military Personnel Army
Uniforms
Uniform Accouterments
Laundry
Uniform Alterations
Cadet Meals

17. MILSTRIP Setup for ordering from emall
Once all sections are completed at the school, form is sent to 3rd BDE HQ
3RD BDE will sign and to DOD Emall
The user will receive several s stating that the request has been submitted and processed
4.Final will state that DOD Emall account has been modified and the following permission has been added to your account: MILSTRIP fund code payment and account has been modified and MILSTRIP is available for use.
MILSTRIP cannot be used with commercial vendors for office supplies that only accept the GPC card

18. Things To Remember Must setup up Doc Register to track purchases
Correct Fund Code is being utilized.
Document Number Series
Use of Priority code :13
Receiving Actions (MRA CLOSEOUT)
“0”in stock ALWAYS call or DLA for requested item for expected arrival.
Input Mission Impact Statement in notes when checking out for priority.

19. DOCUMENT NUMBER SERIES

20. Questions?