GPC Newsletter Volume #2 HQ ASC GOVERNMENT PURCHASE CARD (GPC) NEWSLETTER VOLUME #2 To provide additional information and lessons learned on the GPC program, a GPC newsletter is hereby implemented. The following topics are included in this newsletter: 1. US BANK C.A.R.E. SYSTEM 2. UPDATES TO THE ASC GPC PAGE 3. ABSENCE OF CARDHOLDER 4. PEN & INK CHANGES TO AR 715-XX 5. CARD HOLDER REMINDER 6. ETHICS VIOLATIONS - CRIMINAL PROSECUTION 1. U.S. BANK C.A.R.E. SYSTEM IS REQUIRED FOR PAYMENT The website is: https://care.usbank.com Reminder - Cycle closes on the 19 th. Certification period begins on the 20 th of the month. Cardholders are mandated to complete their review and approval no later than 3 business days after the end of the billing cycle. Billing Officials must certify their statement within 5 business days after the end of the billing cycle. The cardholder’s password expires every 30 days. The billing official’s password expires every 30 days. 2. UPDATES TO ASC WEB PAGE Check out your ASC Government Purchase Card Website for the latest and most up to date information and guidance. The web-site is your basic reference document for all purchase card questions: http://www.afsc.army.mil/ac/aais/ioc/Acquisiton%20Guides/purchase- card/purchasecardinfo.htm GPC Newsletter Volume #2 Recently updated changes include the following: a. Frequently asked questions has been added. b. GPC P.O.C Listing is Updated. c. New Forms added in the section on Memo’s and Forms. d. Added New Policy on Purchase of Memento’s and Promotional Items. e. Added the updated GPC Army Regulation dated April 16, 2006 3. ABSENCE OF CARDHOLDER In the absence of A Cardholder (CH) at payment time, the Billing/Approving Official (BAO) will assume the duties of the CH for payment purposes. The BAO has the authority to make payment in PCMS and C.A.R.E. on behalf of the CH (BUT MAY NEVER USE THE CARD). 4. PEN & INK CHANGES TO AR 715-XX The Army has issues with the following pen & ink changes to AR 715-XX, 3-9 Pay and Confirm: 3-9….If receipt and acceptance cannot be verified; the Cardholder shall protect the Governments rights by disputing the transaction. Disputes must be filed within 60 days of the date of the invoice.. Track disputes to completion. 5. CARD HOLDER REMINDER ONLY THE CARD HOLDER is authorized to order services or supplies for payment with the GPC. The cardholder is the only individual trained to use the purchase card. Other office members and even the approving official CANNOT order for the cardholder. 6. ETHICS VIOLATIONS THAT COULD RESULT IN CRIMINAL PROSECUTION The following are ETHICS violations and could result in criminal prosecution: 1) The Joint Ethics Regulation provides that as government employees, Cardholders cannot accept or solicit gifts from a vendor. Gifts are defined as any gratuity, favor, discount, entertainment, hospitality, loan, forbearance, or other item having monetary value. It includes services as well as gifts of training, transportation, local travel, lodgings and meals, whether provided in-kind, by GPC Newsletter Volume #2 purchase of a ticket, payment in advance, or reimbursement after the expense has been incurred. In essence, a gift is something you receive from someone for which you do not exchange something (e.g., money) of relatively equal value. Although there is a general prohibition on accepting gifts, there are a number of exceptions. One exception, which is called the $20/$50 exception, provides that an employee may accept gifts of $20 or less in market value per occasion, so long as the total value of gifts received (under this exception) from one source does not exceed $50 in a calendar year. Under this exception you can never accept cash. 2) Cardholders also need to be aware that that incentives and discounts resulting from their card purchases belong to the Government and may only be used for subsequent official purposes. 3) Cardholders cannot use the Purchase Card to buy goods or services from other government employees, family members, or attempt to intentionally cheat the government for personal gain. 4) A kickback is an illegal arrangement whereby a Cardholder agrees to buy a product or service from a vendor in exchange for getting kicked back a portion of the purchase price. 5) An anti-trust violation consists of agreeing with a vendor to exclusively buy goods and services from the company in order to increase the prices the Agency will pay. 6) It is not only illegal to commit an ethical violation, it is also illegal to try and deny or hide such violations once you have committed one.
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