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a. The Cardholder reconciles the statement of account by reviewing it foraccuracy and comparing it with his or her purchase log entries. If thestatement is correct, the Cardholder approves it within three businessdays from the end of the billing cycle. If the statement is not correct, theCardholder must contact the merchant and request correction. If themerchant will not cooperate and either process a correcting transaction orprovide ordered goods and services, the Cardholder must dispute theincorrect transaction.b. The Billing Official must ensure GPC transactions are legal, proper, andcorrect in accordance with Government rules and regulations. If the billingstatement is correct, following the Billing Official’s review, certification ofthe Billing Statement is done within five business days. If the BillingOfficial finds questionable transactions, the Cardholder must be contactedto review supporting documentation. If the Billing Official determines theCardholder is negligent, appropriate administrative or disciplinary actionmust be taken in accordance with DoD and Army disciplinary policy. TheLevel IV A/OPC should be consulted in such matters.3-9. Pay and confirmThe Army has adopted a policy of certifying invoices for payment before allpurchased items may have been received. This procedure has been called ―Payand Confirm.‖ Each Billing Official will establish a system to flag and track alltransactions that have been certified for payment without proof of receipt andacceptance. This procedure will ensure that all transactions that have been52
econciled and approved for payment will have receipt verified no later than 45days after the date of the original invoice. If receipt and acceptance cannot beverified, the Cardholder shall protect the Government’s rights by disputing thetransaction.3-10. File retentiona. The documents that must be retained in the file include (1) the BillingOfficial statement, (2) the Cardholder statement, and (3) all original receipts anddocumentation for those statements. In accordance with the DoD FMR, Volume1, certified billing statements and supporting documents will be retained for sixyears and three months after final payment. The Billing Official will maintainthese records, either physically in his/her physical possession, or transfer to arecords holding area. However, if you are performing electronic certifications,you may rely on the servicing bank recordkeeping for the Billing Official andCardholder statements. The servicing bank will maintain the statements for twoyears, then archive in a records holding area. Original records are the propertyof the U.S. Government and may not be removed from government control bythe Billing Official for any reason.b. In addition, Level IV A/OPCs shall retain file documentation for appointedCardholders and Billing Officials. As a minimum, this documentation shallconsist of:(1) Letter of GPC delegation (Cardholder or Billing Official)(2) Ethics certification (if applicable)(3) Required training certifications53
Page 1 and 2: Army Regulation AR-715-xxREVISED 2
Page 3 and 4: ___________________________________
Page 5 and 6: Table of ContentsChapter 1 - The Go
Page 7 and 8: Appendix G - Formal Reporting Requi
Page 9 and 10: Abbreviations and special terms use
Page 11 and 12: (a) The Government-wide commercial
Page 13 and 14: Schedule (FSS) contracts, orders ma
Page 15 and 16: each MACOM or equivalent organizati
Page 17 and 18: (8) Monitoring Bank transaction rep
Page 19 and 20: (3) Reviewing his or her assigned C
Page 21 and 22: (a) Completing the required initial
Page 23 and 24: illing cycle. If the electronic pur
Page 25 and 26: minimum a GS-11 or higher grade, th
Page 27 and 28: (6) Assisting with resolving accoun
Page 29 and 30: Tutorial prior to being delegated m
Page 31 and 32: . Only those personnel with a conti
Page 33 and 34: and procedures, including standard
Page 35 and 36: determine whether the erroneous pay
Page 37 and 38: Government received value for payme
Page 39 and 40: (2) When a Billing Official’s acc
Page 41 and 42: Thus, there are three elements to t
Page 43 and 44: (DAPS) and GSA Global) are not purc
Page 45 and 46: . If resource constraints prevent a
Page 47 and 48: the invoice within five business da
Page 49 and 50: provide formal reports of non-compl
Page 51: item(s) to be purchased, the mercha
Page 55 and 56: . Convenience checkbook accounts ar
Page 57 and 58: h. FDC accounts are established in
Page 59 and 60: (2) Convenience checks may be used
Page 61 and 62: 2004 GSA SmartPay Conference Presen
Page 63 and 64: details on a daily basis. This tool
Page 65 and 66: 4-3. Suspected abuse or frauda. All
Page 67 and 68: illing cycles in the reporting peri
Page 69 and 70: DoD, ―Government Charge Card Disc
Page 71 and 72: USC, Title 18, Section 371, Conspir
Page 73 and 74: II deals with pre-purchase approval
Page 75 and 76: Section IIItems That Often Require
Page 77 and 78: work. Before using agency funds for
Page 79 and 80: Fiscal Law IssuesMany questions oft
Page 81 and 82: Small ―samples‖ of ethnic foods
Page 83 and 84: may accrue to individual employees.
Page 85 and 86: 1991). Limited exception: The purch
Page 87 and 88: Gen. 258 (1922) (coats and gloves f
Page 89 and 90: statement within five business days
Page 91 and 92: 7. Does the cardholder obtain all r
Page 94 and 95: Appendix FSample Letter of Delegati
Page 96 and 97: FYI reports to Level 3 A/OPC’sRep
Page 98 and 99: Part II - List Non-EDI Enabled Bill
Page 100 and 101: DRAFT—NOT FOR IMPLEMENTATIONDepar
Page 102 and 103:
DRAFT—NOT FOR IMPLEMENTATIONAs of
Page 104 and 105:
DRAFT—NOT FOR IMPLEMENTATIONGSA -
Page 106 and 107:
DRAFT—NOT FOR IMPLEMENTATIONand s
Page 108 and 109:
DRAFT—NOT FOR IMPLEMENTATION9) Ce
Page 110 and 111:
DRAFT—NOT FOR IMPLEMENTATIONPurch
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