Government Purchase Card Billing Official Questions (Speedy Completion Necesary)

IODCasereviewrequirementsINFO.pdf

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IOD Case Review Requirements It is extremely important that the case review be accurate and that the purchase supporting documentation for the case be complete and support that review. Often a DD 1155 will not carry enough information when used as the Purchase Request and the DD 1155 Addendum to that document, a separate purchase request document (such as a DA 3953 including justification in block 25), or payment sheet (for payments against contractual vehicles) must be completed and included as well as (at a minimum) the invoice, 889 form and proof of third party receipt. Whatever request document is used MUST reflect Billing Official and any other required approval prior to the purchase being made. For purchases over the MPT the documentation of the three Federal S upply Schedules comparison/best value determination must be included (or clearly identified as a purchase for COVID for those cardholders spe cifically delegated) as well.

Billing Officials must upload all required documentation under the IOD Message tab before reviewing the case. Do not complete your review and submit to the A/OPC until all documentation is complete including documentation for all deliveries pertaining to the charge!

Guidance is to complete case reviews within 5 business days of date detected (yes this is often unrealistic); however, if the tr charge, invoice received, 3rd party receipt documented etc.), and all required documents uploaded, do not complete the review follow-up after 2 weeks. No later than 30 days from the transaction date as reflected in Access on Line, if still not complete (for non-delivery for example) you would need to obtain a vendor credit or dispute the transaction with the bank. Receipt of the credit or initiation of the dispute will allow you to close the case . The case review must be completed NLT 10 days after the close of cycle after which the charge appeared so for example if the charge appeared in the cycle ending 19 October, the case must be reviewed NLT 30 November. This additional time to complete should not be considered the allowable time; cases must still be completed within 5 days from date of detection or as close to that as possible.

Cases older than 55 days without a completed/correct review will result in managing account suspension which suspends all cardholders

Billing Officials should be able to access IOD by logging into Access on Line and selecting Insights on Demand from the left hand menu near the bottom. Those who cannot access IOD should contact their supporting A/OPC (attempt to use a different web browser first)

GPC Misuse/Abuse (such as split purchasing) can result in immediate account suspension

Repetitive findings (even if only Administrative Discrepancies) can result in removal of individuals (Cardholders and or Billing Officials) from the program. When guidance is given, please follow it and contact an A/OPC if there are questions

1*Cases reviewed by the BO that do not have the required documentation uploaded will routinely be returned for correction

Here you can do My Open Cases or Open, then Summary by Billing Cycle

*It may be easier to log into PIEE and select the Access on Line Icon instead of waiting for the security code when logging in directly

Select Cycle When Necessary

Select the stack if you want to tailor the columns, such as adding Date Detected if desired

Boy George Anne Wilson Brian May Alex Chilton Joe Walsh Rick Derringer Robbie Robertson Stevie Nicks

Mars Medical Venus Plumbing Jupiter Labs Saturn Sitting Inc. Uranus Toilets Pluto Communications Black Hole Travel North Star Dental

Double Click a Case to Open

Skip Spence

Typical open case. It is recommended that upon opening you should first go to the Message tab and upload the required supporting documentation.

After the supporting documentation

to perform the required case review.

We do not know what these mean. They want us to review each case the same,

basis of the transaction being selected was except for potential split purchases

Have the supporting documentation ready in electronic form and upload by

In situations where you want to leave a note that explains a delay in reviewing the case or other information, you can put it in the

Many Billing Officials Use the IOD e-mail function. When they send a message to the cardholder through IOD asking for supporting documentation, if the response includes the system address, any attachment will automatically upload under the message tab

A missing itemized invoice and proof of 3rd party receipt documentation most often delay a Billing Official completing their case review. These must both be included in the uploaded documentation before the case is reviewed by the Billing Official (these in addition to the request detailed by line item; justification/ mission essentiality clearly documented; Billing Official approval and additional approvals; other documentation (such as payment/FSS over MPT purchase documentation) and explanations/ clarification when required.

Since waiting missing documentation or delivery may cause your review to go past the required 5 days, Billing Officials are encouraged to place a note in the case

that you are seeking an invoice from the vendor and or the required/ expected delivery date when third party receipt can be documented.

This case is still a work in progress. We are still seeking an invoice from the vendor. Delivery is schedule for 31 February 2020. Once we receive the invoice and can document receipt, we will upload these along with the other required documentation and close the case.

AFARS Appendix EE requires that third party receipt be reflected by the receiver indicating the date received, along with wet signature (or electronic alternative when supported by appropriate internal controls), printed name, telephone number, and office designator or address of the receiving official recorded on the sales invoice, packing slip, bill of lading, or other shipping or receiving document as confirmation of receipt. When DD 250 is used, you must ensure the receiver is set-up correctly in DMLSS with all required information in their profile so it populates on the document as required. 7

When using the e- have to type in the e-mail address, or copy and paste it from another source. There are different templates you can choose from The Subject is prefilled and cryptic so, you may want to make it more descriptive. The body of the message prefills as well, so you may want to update that. Messages sent from and received by the system are maintained, so it is a good paper trail.

A Note About Case Reviews

purchase

Cases need to be reviewed as soon as all required documentation can be gathered and the action complete (item receive, service performed)

Billing Officials should review cases accurately. Where corrective action is required (usually training on a particular topic) state that as part of the review or in a note under the Message Tab and take that action, or seek assistance from the A/OPC

Review what you are uploading and make sure it is complete. Do not complete the case review if it is still awaiting documentation, delivery or any other purchase element other than when a Dispute has been filed.

If an A/OPC repeatedly finds the same deficiency when the Billing Official/Cardholder have been previously notified and advised, this will be taken as continued non-compliance and more stringent action taken (account suspension, removal)

1. List items/services purchased in this transaction, if not already displayed in the top box. Additional clarification or nomenclature should be provided in the second box. Item/Service Description Clarification of Item/Service Description, if Needed In order for an A/OPC to be able to verify the BO review is accurate, the item or service purchased must be clearly described and this description should be in the supporting documentation uploaded. Vague descriptions such as

2. What type of transaction is this? Contract If a contract (or Blanket Purchasing Agreement), please provide the contract number in the IOD case review as well as initially providing a copy of the contractual instrument (Contract or BPA), modifications and authority to order/pay directly to the A/OPC via e-mail. This will be kept on file for future case reviews and the contract itself not required to be uploaded. Service NOT applicable to the Service Contract Labor Standard Services (41 U.S.C, Chapter 67) This would need to be documented with the vendor certification of exemption if over $2,500 (maximum $10,000*) and not a payment against a contractual instrument Service applicable to the Service Contract Labor Standard Services (41 U.S.C, Chapter 67) Limit is $2,500 unless payment against a contractual instrument. Construction NOT applicable to the Acquisition of Construction Subject (40 U.S.C Chapter 31) Will never exceed $2,000 Construction applicable to the Acquisition of Construction Subject (40 U.S.C Chapter 31)

5. Select all applicable findings associated with this flagged transaction. If none are identified,

Note: Some findings may have been identified based on answers from previous questions.

*Services that are required annually and are therefore predictable (preventive maintenance, calibration, scheduled parts replacement) would not be authorized if the annual total exceeds a threshold. These would have to be procured via contract.

Type Case

5: Select Note: Some findings may have been identified based on answers from previous questions. Not for Government Use (Personal Use) Documentation must demonstrate why this is mission essential. Again, vague

immediately. Unauthorized Use Prohibited Item Split Purchase to Circumvent the Current MPT This applies not only to a current requirements that combined exceed the micro-

, shall not be viewed as separate requirements (from DHA Directive 13-01, FAR 2.101 MPT Definition) Exceeds the Authorized Limit This violation includes, but is not limited to, exceeding limits for services, open market purchases and call limits against contractual vehicles. Exceeds Minimum Mission Need Purchasing a more expensive model or a model with more features than are required. Also Bonafide Need generally purchase only current and near term (3 month) requirements. Failure to Use/Screen Required Sources when Applicable Document review of UNICOR, Ability One, PVM/ECAT/DAPA, DAPS, CHESS and other required/priority sources and if available but not used, appropriate justification as to why not. Separation of Duties NOT Performed Example Cardholders and Billing Officials cannot perform the required 3rd party receipt. Sustainable (Green) Procurement Procedures NOT Followed Such as Environmentally Preferable Purchases including using Green Source if possible especially when purchasing from GSA Advantage where these are easily identifiable Incomplete Purchase Records Detailed purchase request including description of legitimate/mission essential need, BO approval prior to purchase, itemized invoice, 3rd party receipt must be documented at a minimum. Purchases over the MPT against Federal Supply Schedule must additionally document the comparison of at least 3 schedules No Findings Only select when all required documentation is uploaded and everything related to the purchase/payment is correct.

contracting office, Blanket Purchasing Agreements and Federal Supply Schedule Purchases, all at any amount) 1.List items/services purchased in this transaction, if not already displayed in the top box. Additional clarification or nomenclature should be provided in the second box. 2. What type of transaction is this? 3. Verify the following in regards to the current transaction an its associated documentation. Provide Contract Number _____________ Where Contract is selected, provide the contract/BPA/Federal Supply Schedule number as well as initially providing a copy of the contractual instrument (Contract or BPA, modifications, price lists and authority to order/pay) directly to the A/OPC via e-mail. This will be kept on file for future case reviews and minimize the documentation required to be uploaded. 5. Select all applicable findings associated with this flagged transaction. . If none

: Some findings may have been identified based on answers from previous questions.

Assuming your A/OPC already has (because you already provided) the documentation specific to the contractual instrument (Basic Award, Modifications, Price Lists, Caller and Payer Appointments -Federal Supply Schedule purchases excluded) you would just need the call sheet (call placed by an authorized caller) documented BO approval to pay, invoice, proof of 3rd party receipt and this completed document all of these uploaded under the Message Tab in IOD for the case review.

Purchases against Federal Supply Schedule are documented like regular purchases unless they are over the micro- purchase threshold, then they require the documentation displaying the required 3 schedule comparison and best value determination.

Service NOT applicable to the Service Contract Labor Standard Services (41 U.S.C, Chapter 67 This would need to be documented with the vendor certification of exemption if over $2,500 (maximum $10,000*) and not a payment against a contractual instrument 1.List items/services purchased in this transaction, if not already displayed in the top box. Additional clarification or nomenclature should be provided in the second box. 2. What type of transaction is this? 5. Select all applicable findings associated with this

Findings : Some findings may have been identified based on answers from previous questions.

* If exempt from SCLS but over $10,000 the requirement could not be done by GPC and would have to be sent to the supporting contracting office 14

Widget repair and calibration

Services between $2,500 and $10,000 that are exempt from Service Contract Labor Standards must have this form completed by the vendor indicating that they do certify the statements. This document must be included in the supporting documentation for the purchase.

Type Case - Service applicable to the Service Contract Labor Standard Services (41 U.S.C, Chapter 67) Limit is $2,500 unless payment against a contractual instrument. 1.List items/services purchased in this transaction, if not already displayed in the top box. Additional clarification or nomenclature should be provided in the second box. 2. What type of transaction is this? 5. Select all applicable findings associated with this flagged transaction. If none are identified,

have been identified based on answers from previous questions.

Widget repair and calibration

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Case Review: Possible Split Purchase

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Reference AFARS Appendix EE Appendix C: Prohibited Purchases (dd)(5) Requirements exceeding the micro-purchase threshold. (i.e. yearly requirement where the monthly recurring services are less than the micro-purchase threshold but the known yearly total exceed the micro- purchase threshold.)

cc. Non-rotation of sources by making repetitive purchases with the same merchant or contractor when other sources are available. This is not applicable to mandatory sources such as installation AbilityOne Base Supply Centers that replaced legacy SSSCs.

The Entities tab will show the other referenced purchase amounts and dates

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If this requirement were held back from order on January 4, just to stay under the $10,000 MPT it would be an unauthorized Split Purchase and the IOD case should reflect that.

These are limited to very few cards and will specifically be in your appointment

Such as COVID 19, but again you would be appointed that authority

Where no other selection is applicable. This may still not yet be an adverse finding

Select all that are applicable. It could be over the MPT and a split, or it may not be a split and could still be authorized.

IOD is not a perfect system. In this

in how you review the case.

For example, it is not unauthorized to purchase requirements from AbilityOne Base Supply several times in a short period, provided requirements are not split to get under purchasing (card SPL, card cycle or MPT) thresholds.

It is not unauthorized to pay for more than one repair provided the known requirement when the first order is placed is under purchasing thresholds (meaning the purchaser was unaware of the second requirement or that equipment was yet to break down when the first repair order was placed). paid

Purchases were not split. The card was used to purchase separate requirements over several days that totaled over the MPT. These purchases are non-recurring and the second requirement was not known when the first order was placed

Conversely, if you do violate policy, own that violation. Report it honestly, learn from it and do not repeat. That being said, depending upon the severity of the violation and whether it was purposeful or not, the actions the A/OPC must take can range from minor to s evere.

BO Review Finding Exceeds the Authorized Limit

If you make a mistake, own it, learn from it and move on. While the A/OPC may have to send a message from IOD and call it an informal counseling, or direct account holders to refresher training (corrective action is required by IOD), that is much better than card or position termination.

BO Review Finding Separation of Duties NOT PERFORMED

While somewhat minor, requires correction and must not be repeated

Questions?

DD 1155 Addendum Payment Card Payment Information How to Upload Documentation in IOD

Rafael Garraton, , A/OPC Primary Team Lead

Office: 703-806-4546 BB: 202-697-0434

Ted Frank, , A/OPC Office: 703-806-4543

BO How to Conduct Case Review Create Edit and Reduce Size of PDF

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