directive 2100.6, purchase card -...

United States Department of Agriculture Food Safety and Inspection Service FSIS Directive 2100.6

Purchase Card

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PURCHASE CARD

TABLE OF CONTENTS

PART ONE—BASIC PROVISIONS Title Page No. I. PURPOSE . . . . . . . . . . . . . . . . . . . . 1 II. (RESERVED) . . . . . . . . . . . . . . . . . . . 1 III. (RESERVED) . . . . . . . . . . . . . . . . . . . 1 IV. REFERENCES . . . . . . . . . . . . . . . . . . . 1 V. ABBREVIATIONS AND FORMS . . . . . . . . . . . . 2 VI. DEFINITIONS . . . . . . . . . . . . . . . . . . . 3 A. AbilityOne . . . . . . . . . . . . . . . . . . . 3 B. Biobased Product . . . . . . . . . . . . . . . . 3 C. BOCCs . . . . . . . . . . . . . . . . . . . . 3 D. Cardholder . . . . . . . . . . . . . . . . . . 3 E. Day. . . . . . . . . . . . . . . . . . . . . . 3 F. Dormant Account . . . . . . . . . . . . . . . . 3 G. DUNS Number . . . . . . . . . . . . . . . . . 3 H. FAR . . . . . . . . . . . . . . . . . . . . . 3 I. HUBZone . . . . . . . . . . . . . . . . . . . 3 J. Low-Usage Account . . . . . . . . . . . . . . . 3 K. Micro-Purchase . . . . . . . . . . . . . . . . . 4 L. Monthly Purchase Limit . . . . . . . . . . . . . . 4 M. PCMS . . . . . . . . . . . . . . . . . . . . 4 N. PST . . . . . . . . . . . . . . . . . . . . . 4 O. Single Purchase Limit . . . . . . . . . . . . . . 4 VII. (RESERVED) . . . . . . . . . . . . . . . . . . . 5

PART TWO—GUIDANCE I. IMPORTANT INFORMATION . . . . . . . . . . . . . . 7 A. Competition . . . . . . . . . . . . . . . . . . 7 B. Business Size . . . . . . . . . . . . . . . . . 7 C. AbilityOne . . . . . . . . . . . . . . . . . . . 7 D. Ethics Requirements . . . . . . . . . . . . . . . 7 E. Regulatory Applicability . . . . . . . . . . . . . . 8 F. Environmentally Preferable Products and Services . . . . 8 G. Requirement for Timely and Accurate Reconciliation. . . . 8 H. Fiscal Yearend Reconciliation . . . . . . . . . . . . 8 I. Calendar Yearend Reconciliation . . . . . . . . . . 9 J. Dormant or Low-Usage Account . . . . . . . . . . . 9 K. Direct Entry Payment . . . . . . . . . . . . . . . 9 II. DUTIES AND RESPONSIBILITIES . . . . . . . . . . . . 10 A. Billing Office Contact . . . . . . . . . . . . . . . 10 B. Billing Address . . . . . . . . . . . . . . . . . 10 C. Cardholder Responsibilities . . . . . . . . . . . . 10

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Title Page No D. Supervisor Responsibilities . . . . . . . . . . . . 12III. CARDHOLDER SET-UP PROCESS . . . . . . . . . . . 12 A. Branch Chief, District Office Director, or equivalent . . . . 12 B. LAPC . . . . . . . . . . . . . . . . . . . . 12 C. Bank . . . . . . . . . . . . . . . . . . . . . 13 D. Cardholder . . . . . . . . . . . . . . . . . . 13 IV. CARDHOLDER TRAINING REQUIREMENTS . . . . . . . . 13 V. SUPERVISOR TRAINING REQUIREMENTS . . . . . . . . 14 VI. TAX EXEMPTION . . . . . . . . . . . . . . . . . . 14 VII. RECOMMENDED SOURCES TO PURCHASE OFFICE SUPPLIES AND SERVICES . . . . . . . . . . . . . 15 A. USDA Advantage . . . . . . . . . . . . . . . . 15 B. BPA . . . . . . . . . . . . . . . . . . . . 15 C. GSA’s e-Library . . . . . . . . . . . . . . . . . 15 VIII. (RESERVED). . . . . . . . . . . . . . . . . . . . 15 ATTACHMENT 2-1, SAMPLE FSIS FORM 2100-6, SUPERVISOR’S QUARTERLY CHECKLIST OF PURCHASE CARD TRANSACTIONS . . . . . . . . . . . . . . . . . . 17 ATTACHMENT 2-2, SAMPLE FSIS FORM 2100-6A, SUPERVISOR CERTIFICATION . . . . . . . . . . . . . . . . . . 19

PART THREE—USE AND SECURITY I. AUTHORIZED USE . . . . . . . . . . . . . . . . . 21 A. Sales Tax . . . . . . . . . . . . . . . . . . . 21 B. Advance Payment for Subscriptions . . . . . . . . . 21 C. Advance Payment . . . . . . . . . . . . . . . . 21 D. Purchase of Accountable or Sensitive Property . . . . . 21 E. Rent . . . . . . . . . . . . . . . . . . . . . 21 F. Training . . . . . . . . . . . . . . . . . . . 21 G. Meetings and Conferences . . . . . . . . . . . . . 21 H. E&IT Purchase . . . . . . . . . . . . . . . . . 22 I. Telecommunications . . . . . . . . . . . . . . . 22 J. Printing and Copying . . . . . . . . . . . . . . . 22 K. Copier Purchases . . . . . . . . . . . . . . . . 22 L. Furniture and Equipment . . . . . . . . . . . . . 22 M. Reprint Envelopes . . . . . . . . . . . . . . . . 22 N. PSTs . . . . . . . . . . . . . . . . . . . . 23 O. Maintenance Agreements for Equipment . . . . . . . . 23 P. Non-Monetary Awards . . . . . . . . . . . . . . 23 II. UNAUTHORIZED USE . . . . . . . . . . . . . . . . 24 III. SAFETY MEASURES . . . . . . . . . . . . . . . . 24 IV. CARD MISUSE OR FRAUD . . . . . . . . . . . . . . 25 ATTACHMENT 3-1, RECOMMENDED ACTIONS FOR FAILING TO ADHERE TO PURCHASE CARD POLICIES AND PROCEDURES . . . . . . . . . . . . . . . . . . . 27

UNITED STATES DEPARTMENT OF AGRICULTURE FOOD SAFETY AND INSPECTION SERVICE

WASHINGTON, DC

FSIS DIRECTIVE

2100.6

7/28/08

DISTRIBUTION: All Offices

OPI: ASD – Procurement Management Branch

PURCHASE CARD

PART ONE—BASIC PROVISIONS I. PURPOSE This directive prescribes purchase card policies and procedures for micro-purchases. II. (RESERVED) III. (RESERVED) IV. REFERENCES 41 U.S.C. 46-48c, Committee for Purchase from People Who are Blind or Severely Disabled 48 CFR Chapter 1, Federal Acquisition Regulation Executive Order 13101, Greening the Government Through Waste Prevention, Recycling and Federal Acquisition Prompt Payment Act Section 508 of the Rehabilitation Act of 1973 AGAR Advisory No. 52, Prohibition on Using Convenience Checks for Purchases or

Payments AGAR Advisory No. 58A, Prohibition on Using Purchase Cards or Convenience

Checks to Acquire Telecommunications

Departmental Regulation (DR) 5013-6, Use of the Purchase Card and Convenience Check FSIS Directive 4451.6, Non-Monetary Award Recognition Cardholder PCMS Quick Guide for Reconciling Purchase Card Transactions (Tri-fold) Cardholder PCMS User’s Guide PCMS/Micro-Purchase Guide (for Cardholders) Purchase Card Quick Guide to Proper Use of the Card and Convenience Checks PCMS Quick Guide to Understanding the Relationship between 1099s, TINs,

and BOCCs.

Internet sites: http://www.usda.gov/procurement/toolkit/orderingtools.htm – Purchase and Fleet Card http://www.gsaelibrary.gsa.gov – GSA Schedules e-Library http://www.fss.gsa.gov/services/gsa-smartpay/taxletter/ – State Tax Letters http://www.abilityone.gov – Committee for Purchase from People Who are Blind or

Severely Disabledhttps://usdaadvantage.gsa.gov – USDA Advantage http://cod.nfc.usda.gov/publications/BOCC/BOCC_home.html - BOCC

V. ABBREVIATIONS AND FORMS The following appear in their shortened form in this directive: AGAR Agriculture Acquisition Regulation APC Agency Program Coordinator ASD Administrative Services Division BOCC Budget Object Classification Code BPA Blanket Purchase Agreement CCR Central Contractor Registration CFR Code of Federal Regulations DR Departmental Regulation DUNS Data Universal Numbering System E&IT Electronic and Information Technology EFT Electronic Funds Transfer FAR Federal Acquisition Regulation FFIS Foundation Financial Information System

FMD Financial Management Division FPC Financial Processing Center GSA General Services Administration HCAD Head of Contracting Activity Designee HUBZone Historically Underutilized Business Zone HRP Human Resources Policy IMB Infrastructure Management Branch IRS Internal Revenue Service LAPC Local Agency Program Coordinator LERD Labor and Employee Relations Division NFC National Finance Center OCIO Office of the Chief Information Officer PCMS Purchase Card Management System PST Private Sector Temporary SAMS Security Access Management System TIN Taxpayer Identification Number USER ID User Identification VPAT Voluntary Product Accessibility Template

FSIS DIRECTIVE 2100.6 PART ONE

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AD-700 Procurement Request Form 1099-MISC Miscellaneous Income

FSIS Form 2100-6 Supervisor’s Quarterly Checklist of Purchase Card Transactions

FSIS Form 2100-6A Supervisor Certification SF182 Authorization, Agreement and Certification of Training

VI. DEFINITIONS

A. AbilityOne. Non-profit agencies employing people who are blind or severely disabled.

B. Biobased Product. A commercial or industrial product (other than food

or feed) that uses biological products or renewable domestic agricultural (plant, animal, and marine) or forestry materials. (See Executive Order 13101, Section 213).

C. BOCCs. Government codes used to record financial transactions of supplies and services provided or received when obligations are first incurred.

D. Cardholder. The individual to whom a card is issued. A purchase card bears only the cardholder’s name who is authorized to use it. The cardholder must be a Government employee.

E. Day. A calendar day, unless otherwise specified. Time periods (specified

by date or number of days) ending on a weekend or holiday are extended to expire on the next working day. F. Dormant Account. A purchase card account with no account activity over a period of 6 months.

G. DUNS Number. A unique nine-digit number assigned by Dun and Bradstreet Incorporated to identify unique business entities.

H. FAR. A regulation that establishes uniform policies and procedures for

acquisition by all executive agencies. The FAR is located in 48 CFR Chapter 1. I. HUBZone. An area located within one or more qualified census tracts,

qualified non-metropolitan counties, or lands within the external boundaries of an Indian reservation.

J. Low-Usage Account. A purchase card account with two transactions or less over a 6-month period.

K. Micro-Purchase. Purchases at or below the micro-purchase threshold as defined in FAR Part 2.101. The threshold is:

1. $3,000 for supplies. 2. $2,500 for services. 3. $2,000 for construction.

L. Monthly Purchase Limit. The maximum total dollar amount that a

cardholder is authorized to procure each month. This amount is similar to a “credit limit.” It is established:

1. In PCMS and at the bank when a cardholder’s account is first

established. 2. By the APC conferring the purchase card on an employee.

M. PCMS. A Windows-based system used to track, reconcile, control, and

pay purchases made with the Governmentwide purchase card.

1. Daily, the bank downloads purchase card transaction data and master data to the NFC.

2. The NFC:

a. Makes payments to the bank for purchases billed following a scheduled billing cycle.

b. Allows the cardholder to monitor and reconcile all

transactions via PCMS. N. PST. A temporary or intermittent employee which fulfills a short term labor

need (examples: when a government employee is on extended leave or when an organization is required to perform additional work that is urgent in nature). This type of employee is considered only when no government employee is available to perform the work and typically utilized for administrative or clerical tasks. (NOTE: HRP approval is required)

O. Single Purchase Limit. The maximum dollar amount that a cardholder is

authorized for a single purchase card transaction. This amount is established in PCMS and at the bank when a cardholder’s account is first established. The single purchase limit applies to the purchase card. (EXAMPLE: A cardholder with a $2,500 single purchase limit cannot purchase a supply or service that costs $3,000.)

FSIS DIRECTIVE 2100.6 PART ONE

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1. The APC conferring the purchase card authority on an employee initially recommends the single purchase limit.

2. The APC may reduce a cardholder’s single purchase limit to

deactivate the cardholder’s account or ensure the purchase card program’s integrity. 3. The single purchase limit from $2,500 to $3,000 for supplies is only

increased on a case-by-case basis. 4. The cardholder’s supervisor must justify the need to increase the

cardholder’s single purchase limit. The APC:

a. Determines whether or not to increase the single purchase limit.

b. E-mails the supervisor notifying them of the cardholder’s

increased limit. VII. (RESERVED)

FSIS DIRECTIVE 2100.6 PART TWO

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PART TWO—GUIDANCE I. IMPORTANT INFORMATION The purchase card is for official Government business use only. Do not use the purchase card for personal purchases or identification for personal purchases under any circumstances. Failure to properly use and safeguard the card will result in revocation of card authority, and possible disciplinary or adverse action.

A. Competition. Cardholders are not required to seek competition for micro-purchases if they believe the price is reasonable. (See FAR Part 13.202(a)(2).)

B. Business Size. Cardholders can make micro-purchases from any size business using the purchase card (See FAR Part 19.502-1(b)). However, it is USDA policy to increase opportunities for the following small businesses. Cardholders are encouraged to acquire from the following small businesses whenever possible:

1. Disadvantaged.

2. Service-disabled veteran-owned.

3. Women-owned.

4. HUBZone.

C. AbilityOne. AbilityOne creates employment and training opportunities for

blind or severely disabled people primarily by requiring Government agencies to buy from the AbilityOne Program. As a result, AbilityOne employees are able to lead more productive, independent lives. Products furnished include, but are not limited to, office supplies, cleaners, hardware, and industrial supplies. Day planners must be purchased from AbilityOne. For a current AbilityOne product and service listing, access their Web site at http://www.abilityone.gov. Acquire AbilityOne products online through the USDA Advantage at http://usdaadvantage.gsa.gov.

D. Ethics Requirements. Office of Government Ethics Standards of Ethical Conduct for Employees of the Executive Branch apply to purchase cardholders. Cardholders should address questions regarding the propriety of a particular purchase before making the purchase. Contact one of the following for guidance or questions:

1. APC, Procurement Management Branch, ASD at (301) 504-3993.

2. Ethics Officer, Office of Ethics at (202) 720-8124.

E. Regulatory Applicability. Purchase card use must comply with the FAR, AGAR, Federal Management Regulation, Federal Property Management Regulation, Agriculture Property Management Regulation, Office of Government Ethics Standards of Ethical Conduct for Employees of the Executive Branch, and FSIS regulations.

F. Environmentally Preferable Products and Services. It is USDA policy to acquire environmentally preferable products and services, including biobased products and services following Executive Order 13101 goals and policies. This preference extends to acquisitions at all dollar levels, including those accomplished using purchase cards.

G. Requirement for Timely and Accurate Reconciliation. FSIS requires cardholders to reconcile their FFIS accepted accounts before the 25th of each month, absent extenuating circumstances.

1. Failure to reconcile accounts in a timely and accurate manner:

a. May cause inaccuracies in FSIS’ status of funds information. b. Constitutes grounds for:

(1) Management to revoke the purchase card. (2) Possible disciplinary or adverse action against the

cardholder.

2. Failure to cite correct BOCCs may cause NFC to erroneously issue (or not issue) Form 1099-MISC to vendors.

3. The APC suspends a cardholder’s account if the cardholder fails to

reconcile transactions greater than 60 days after a transaction appears in PCMS. Supervisors may request that the APC reactivate suspended accounts if:

a. Transactions older than 30 days are reconciled. b. Supervisors certify that they have reviewed and approved all

transactions on the account for the previous 12 months. c. No unauthorized purchases were made on the account

during that 12-month period.

H. Fiscal Yearend Reconciliation. If transactions are not expected to appear in PCMS by September 30 of the current fiscal year, submit a period-end estimate to the Budget Division.


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I. Calendar Yearend Reconciliation. Cardholders must reconcile all unreconciled transactions accepted by FFIS by the last working day of December. This reconciliation helps NFC prepare yearend reports to the IRS.

J. Dormant or Low-Usage Account. The APC reviews dormant and low usage accounts annually to determine whether they should be canceled.

K. Direct Entry Payment. Use direct entry payment only if the vendor will not accept payment by the Government purchase card and no other vendor can be used. Prepare Form AD-700, Procurement Request, for each request. The form must state that the vendor will not accept the Government purchase card and explain why no other vendor can be used.

1. The purchase cardholder must provide the following documentation

to the FPC:

a. Original Form AD-700 signed by the authorized program official, with appropriate program code and BOCC.

b. Original approved invoices, with program code approval from the program, signed and dated.

c. DUNS number if the vendor is registered in the CCR. If not

CCR registered, the vendor must provide the following EFT banking information:

(1) Bank name.

(2) Account number.

(3) Routing number.

(4) Vendor identification number. d. Reason for Debt Collection Improvement Act waiver if

banking information is not available.

2. The cardholder must provide the required documentation listed in subparagraph 1. above, to the FPC in time to make payments under the Prompt Payment Act guidelines.

a. The due date for making an invoice payment is the later of

the following two events:

(1) The 30th day after the designated billing office receives a proper invoice from the contractor.

(2) The 30th day after Government acceptance of supplies delivered or services performed.

b. Send documents to:

USDA FSIS FMD FINANCIAL PROCESSING CENTER PO BOX 9205 DES MOINES IA 50306

c. Upon receipt of all documents (see subparagraph 1.), the FPC will process the payment through the FFIS using the non-obligating type payment voucher.

3. For audit purposes, FMD requires:

a. All original documentation or copies with the statement,

“In Lieu of Lost Original,” with original signatures.

b. The payment voucher (generated by FMD) for audit purposes. II. DUTIES AND RESPONSIBILITIES

A. Billing Office Contact. NFC is the designated billing office contact for all purchase card users and is responsible for:

1. Electronic invoice payment. 2. Scheduling payment with the U.S. Treasury Department.

B. Billing Address. The cardholder’s office address (on the application

form) is the cardholder’s billing address.

C. Cardholder Responsibilities. Cardholders are responsible for all purchases made with the purchase card. The cardholder’s spending limits are displayed in PCMS under “Purchase Card.” Cardholders may purchase goods and services (including construction), within their authority, as required by the Government, subject to funds availability. Cardholders must:

1. Ensure purchases comply with the FAR, Department, and FSIS

regulations. 2. Assure that funds are available before making purchases.


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3. Ask vendors if they accept the Government purchase card prior to purchasing. If the vendor does not accept the Government purchase card, the cardholder should seek another vendor who does.

4. Solicit prompt payment discounts from vendors prior to purchasing. 5. Reconcile before the 25th of each month. 6. Maintain adequate documentation for all purchase card

transactions (examples: Form AD-700, invoice, receipt, and copy of reconciled transaction).

7. Enter into PCMS the proper program codes, BOCCs, dates that the goods or services were received, and a brief description of what was purchased.

8. Use the card for official use only.

9. Use the required supply source (example: AbilityOne program).

10. Use the recommended supply source (example: USDA Advantage).

11. Ensure that accountable and sensitive property is entered into a locally managed personal property database.

12. Report lost or stolen cards to the bank’s customer service

representative and the LAPC immediately.

13. Notify the bank of any billing discrepancies (example: disputes) posted on the account by completing the dispute screen in PCMS.

14. Notify the LAPC of name, telephone, or address changes.

15. Change PCMS passwords:

a. Every 30 days.

b. After logging into PCMS using a temporary password.

16. Prepare quarterly transaction reports for the supervisor’s review.

D. Supervisor Responsibilities. Supervisors are the first line of control over the cardholder’s purchasing activity. Supervisors must:

1. Review cardholder’s transactions quarterly, (for the periods ending

December 31, March 31, June 30, and September 30) to verify that they are necessary and proper. Complete FSIS Form 2100-6, Supervisor’s Quarterly Checklist of Purchase Card Transactions (see Attachment 2-1), when reviewing a cardholder’s report.

2. Attach the completed checklist to a copy of the cardholder’s

quarterly report and retain with supervisors records. 3. Recommend appropriate personnel action for purchase card abuse

and inform the LAPC. 4. Verify that cardholders are reconciling before the 25th of each

month. 5. Inform the LAPC when the cardholder is leaving the position, no

longer needs the card, or leaving the Agency. The supervisor should:

a. Collect the purchase card from cardholder. b. Return the card to the LAPC for disposal.

III. CARDHOLDER SET-UP PROCESS

A. Branch Chief, District Office Director, or equivalent.

1. E-mails the LAPC with a: a. Request to issue an employee a purchase card.

b. Justification for the request. 2. Provide the supervisor’s name and the cardholder’s name, address,

and telephone number. This information is recorded into PCMS.

B. LAPC.

1. E-mails the potential cardholder to provide information on training that a cardholder must take before receiving a card.

2. Reviews the answers to the Micro-Purchase Card Test.


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3. Submits information from the application to the bank (if the certificates from the Ethics Training and GSA SmartPay Purchase Card Training are completed). 4. After receiving the card from the bank: a. Reviews the card for correct name spelling and account number. This information should be identical to the information contained in the bank’s database.

b. Checks SAMS for the skeletal record and bank account number.

c. Completes the record, validates the account number, and creates a user ID and password.

d. Mails the card to the cardholder along with the user ID, password, and instructions on downloading PCMS onto the cardholder’s desktop.

C. Bank.

1. Sets up the information in their database. 2. Sends the LAPC the purchase card.

D. Cardholder. After activating the card, purchases supplies and services

on the Government’s behalf. The cardholder’s delegation of authority terminates when:

1. The employee separates from the organization. 2. The APC or LAPC cancels the card.

IV. CARDHOLDER TRAINING REQUIREMENTS

A. Cardholders are required to review the following materials:

1. DR 5013-6, Use of the Purchase Card and Convenience Check.

2. PCMS/Micro-Purchase Guide (for Cardholders).

3. Purchase Card Quick Guide to Proper Use of the Card and Convenience Checks.

4. PCMS Quick Guide to Understanding the Relationship Between

1099s, TINs, and BOCCs.

5. Cardholder PCMS User’s Guide.

6. Cardholder PCMS Quick Guide for Reconciling Purchase Card Transactions (Tri-fold).

7. Cardholder Quick Guide for Implementation of Section 508 of the

Rehabilitation Act of 1973. 8. GSA SmartPay Purchase Card Training. 9. Government Purchase Card Ethics Training.

10. FSIS Directive 2100.6, Purchase Card.

B. Cardholders must pass the following tests to complete the purchase card

training:

1. Micro-Purchase Card Test (found in the PCMS/Micro-Purchase Guide (for Cardholders)).

2. Government Purchase Card Ethics Training (online).

3. GSA SmartPay Purchase Card Training (online). C. Cardholders can fax their answers from the Micro-Purchase Card Test to

the LAPC. After completing the Government Purchase Card Ethics Training and GSA SmartPay Purchase Card Training, cardholders can fax or e-mail their certificates to the LAPC at (301) 504-4276.

D. Cardholders located in the Washington, D.C. area must contact the LAPC to arrange a date and time for PCMS training. Cardholders located in field offices must contact the LAPC for training over the telephone. V. SUPERVISOR TRAINING REQUIREMENTS

A. Read FSIS Directive 2100.6. B. Certify and fax Form 2100-6A, Supervisor Certification to the LAPC at

(301) 504-4276 (see Attachment 2-2). VI. TAX EXEMPTION

A. The purchase card is issued under the GSA SmartPay Program with a prefix of 4486. Cardholders can use 448681 as the U.S. Government’s tax exemption number for purchase card transactions. The card is imprinted with the statement, “U.S. Government Tax Exempt.”


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B. GSA requests states to:

1. Recognize that purchases made and paid with the purchase card are U.S. Government tax exempt.

2. Rescind any requirement to provide a tax exempt certificate when a Government purchase card is used as the method of purchase.

C. If a merchant refuses to waive the tax and requests a tax exemption certificate, the cardholder should download a copy of the specific state letter and present to the merchant. The cardholder can download state tax exemption letters from the GSA SmartPay Web site at http://www.fss.gsa.gov/services/gsa-smartpay/taxletter/. VII. RECOMMENDED SOURCES TO PURCHASE OFFICE

SUPPLIES AND SERVICES A. USDA Advantage. Access the USDA Advantage online service at http://usdaadvantage.gsa.gov. When accessing the site for the first time, the cardholder must register for a user ID and password. Once registered, the cardholder is routed to USDA’s online store. This Web site also displays all of GSA’s supplies, including all AbilityOne products. Cardholders can do an advanced search for 508 compliant equipment. Cardholders must purchase planners through the USDA Advantage.

B. BPA. Use Departmentwide BPAs when available. Access

Departmentwide BPAs online at http://www.usda.gov/procurement/toolkit/orderingtools.htm.

C. GSA’s e-Library. Access GSA’s e-Library online at http://www.gsaelibrary.gsa.gov. VIII. (RESERVED)

FSIS DIRECTIVE 2100.6 ATTACHMENT 2-1

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SAMPLE FSIS FORM 2100-6, SUPERVISOR’S QUARTERLY CHECKLIST OF PURCHASE CARD TRANSACTIONS


7/28/08 (and 20)

SAMPLE FSIS FORM 2100-6A, SUPERVISOR CERTIFICATION

FSIS DIRECTIVE 2100.6 PART THREE

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PART THREE—USE AND SECURITY I. AUTHORIZED USE The purchase card may be used to purchase commercially available goods and services under the cardholder’s single purchase limit. These purchases are subject to all Federal, Department, and FSIS acquisition regulations and procedures. The following are authorized:

A. Sales Tax. (NOTE: If the merchant refuses to waive it, see Part Two, paragraph VI.)

B. Advance Payment for Subscriptions.

C. Advance Payment (examples: registration fees and training).

D. Purchase of Accountable or Sensitive Property. Cardholders must promptly initiate action to place these items on a locally managed personal property database in accordance with Department and Agency procedures.

E. Rent. Rental of commercially available goods is available on a short-term basis (up to 180 days), storage, and other special purpose space for temporary or emergency use.

F. Training. Form SF-182, Authorization, Agreement and Certification of Training, Block No. 6, Section C, Costs and Billing Information, states “Paid by Government Visa Purchase Card.”

G. Meetings and Conferences. All conferences, meetings, and seminars must be held at the most cost effective location. Only Agency heads or their designees can authorize an exception to this rule. When the majority of attendees are Washington, D.C.-based personnel, use a Washington, D.C. metropolitan area location.

1. Use the following order of preference for USDA-sponsored

meetings, conferences, seminars, and similar events:

a. Local USDA facilities. b. Other local Government facilities.

c. Facilities outside the employee’s official duty station.

2. Factors to consider include costs for:

a. Meals.

b. Lodging. c. Transportation. d. Conference room rental. (See Part Three, subparagraph II.

L.)

H. E&IT Purchase. All E&IT purchases (examples: hardware, software, printers, maintenance or support on information technology systems and site licenses) must:

1. Be approved, in writing, by OCIO, prior to purchasing.

2. Have a copy of Section 508 compliance information in the

cardholder’s file prior to purchasing. Section 508 compliance documentation is known as VPAT. VPAT is obtained from the product manufacturer.

I. Telecommunications. Cardholders can purchase telecommunications products and non-transmission services not to exceed $350.00. (see AGAR Advisory No. 58A). All telecommunication requirements must be approved in writing by OCIO and must have Section 508 compliance approval prior to purchasing. All telecommunication products and services that exceed $350.00 must be submitted through the Integrated Acquisition System for purchase by the Procurement Management Branch, ASD.

J. Printing and Copying. All printing and copying outside the office must be approved in writing by the Printing, Graphics, and Distribution Section, ASD, prior to purchasing.

K. Copier Purchases. Copier purchases must be approved in writing by the

Printing, Graphics, and Distribution Section, ASD, prior to purchasing.

L. Furniture and Equipment. All furniture and equipment orders must have prior written approval from the Property Management Branch, ASD, before purchasing.

M. Reprint Envelopes. New and revised envelopes must be approved by

Forms, IMB at [email protected]. Cardholders can order reprint envelopes from:

OFFICE MAX (BOISE OFFICE SOLUTIONS) ATTN: CHRIS MAGEE 6745 BUSINESS PARKWAY ELKRIDGE MD 21075-6340 PHONE: (800) 942-6473 x4101


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N. PSTs. 1. Cardholders can pay for a PST if (note: Access standard operating

procedures for PSTs in Outlook at Public Folders\All Public Folders\Issues and Information\Procurement Guides\Guide for Temporary Services):

a. They have prior written approval from HRP. b. The cost does not exceed the $2,500 single purchase limit.

2. PSTs cannot exceed 120 working days.

O. Maintenance Agreements for Equipment. Cardholders can pay for maintenance agreements for the current fiscal year if the annual amount does not exceed the cardholder’s single purchase limit.

P. Non-Monetary Awards. Cardholders may purchase non-monetary awards totaling no more than $250 per award. This amount includes engraving and shipping for Federal employees.

1. Non-monetary awards must: a. Be of nominal value. b. Bear the USDA logo, seal, or other Department or Agency identification, and be suitable to wear, display, or use in a work environment.

c. Reflect, where possible, an appropriate message or citation to identify the recipient’s contribution.

2. See FSIS Directive 4451.6, Non-Monetary Award Recognition, for additional information. Examples of non-monetary awards include:

a. Paperweights.

b. Plaques.

c. Medals. d. Coffee mugs.

e. Emblems.

f. Desk sets.

g. Key chains.

II. UNAUTHORIZED USE The purchase card cannot be used for:

A. Cash or travel advances.

B. Hazardous items such as firearms, ammunition, explosives, or hazardous

biological and radioactive substances. C. Airline, bus, train, or other travel-related tickets. D. Meals, lodging, or subsistence costs. (NOTE: Employees should use the

Government travel card for these items.)

E. Personal purchases or identification. (EXAMPLE: Using the purchase card as a form of ID while paying for a personal purchase by check.)

F. Splitting requirements into several purchases to avoid the cardholder’s delegated single purchase limit. (EXAMPLE: The cardholder’s single purchase limit is $2,500, however, the item to be purchased is $3,000. The cardholder divides the purchase into two charges to stay within the authorized single purchase limit.)

G. Greeting cards.

H. Membership in an individual’s (as opposed to an organization’s) name.

I. Parking tickets against a Government vehicle.

J. Insuring items shipped to or for the Government. (NOTE: The Government is self-insuring.)

K. Shipment of household goods.

L. Meals and refreshments at conferences or meetings where non-Federal Government employees are in attendance. III. SAFETY MEASURES

A. Cardholders must safeguard their user IDs and passwords at all times. Sharing this information increases risk, reduces accountability, and is a security violation. Cardholders should notify the LAPC immediately if they:

1. Have reason to believe their user ID and password are

compromised.


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2. Encounter problems with their user ID or password (examples: password expires or needs to be reset). NFC security regulations require that passwords are:

a. Unique and at least eight characters long (including at least one numeric character). b. Changed every 30 days and when issued a temporary password after logging into PCMS.

c. Suspended after three attempts to log on. If suspended, notify the LAPC.

d. The first four characters of a password must be different

from the previous password.

B. Cardholders must reconcile all transactions in PCMS before leaving a position. The purchase card file remains in the cardholder’s office. When a cardholder leaves a position due to new employment or retirement and no longer requires a purchase card:

1. The supervisor must:

a. Mail the card to the LAPC for destruction. b. Provide the LAPC with the cardholder’s departure date.

2. The LAPC must cancel the cardholder’s name and account number

in PCMS and SAMS.

IV. CARD MISUSE OR FRAUD Misuse of the purchase card requires the purchase card to be withdrawn from the cardholder. Report fraud, waste, and abuse to LERD, the HCAD, and the APC. LERD and the HCAD determine the appropriate disciplinary or adverse action for misuse. Penalties may include written reprimands, suspension, or removal from service (see Attachment 3-1). In addition, the cardholder may be liable for purchase payment.


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RECOMMENDED ACTIONS FOR FAILING TO ADHERE TO PURCHASE CARD POLICIES AND PROCEDURES

TYPE OF MISCONDUCT PENALTY FOR FIRST

OFFENSE PENALTY FOR SUBSEQUENT OFFENSE

Using purchase cards for inappropriate or nonofficial purposes

Cancellation of purchase card from the HCAD and possible referral to LERD for disciplinary action

Failing to reconcile transactions greater than 60 days old

Written warning from the APC

2nd time – Letter from the HCAD and decrease of the single and monthly purchase limits down to $1.00 until all transactions have been reconciled 3rd time – Letter from the HCAD canceling the purchase card

Allowing or authorizing another employee to use the purchase card


Cancellation of the purchase card

Splitting purchases to circumvent the threshold


Cancellation of the purchase card.

Sharing user names and passwords


Written warning from the APC or cancellation of the purchase card

Authorizing another employee to reconcile



Exceeding the micro-purchase limit



directive 2100.6, purchase card -...

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