navsup instruction 4200.94 - NAVAIR - U.S. Navy

part of the Procurement Management Review Program.NAVSUPINST 4200.9429 June 19995. Financial Management Requirements for Use of the PurchaseCarda. Funding requirements. DON activities shall bulk fundall purchase card transactions in accordance with the USD(C)Purchase Card Reengineering Memorandum #3: StreamlinedFinancial Management Procedures dated 27 March 1997. The USD(C)has authorized an exception from bulk funding to DON activitieswith electronic interfaces between their purchase cardmanagement/reconciliation system, accounting system and the billpaying system (i.e. CITIDIRECT).b. Certifying Officers. DON activities participating inthe GCPC program may nominate and appoint AOs as certifyingofficers in accordance with Purchase Card ReengineeringMemorandum #1: Certifying Officer Guidance dated 17 October1996. Within five days of receipt, the AO shall review andapprove the monthly cardholder statements, as well as review andcertify for payment the monthly billing statement which is asummary invoice of all transactions of the cardholdersestablished under the AO’s account.DON organizations wishing to centralize certification of themonthly billing statements shall submit requests via their majorcommand with a copy to NAVSUP (Code 02), to Assistant Secretaryof the Navy for Financial Management and Operations who willreview and validate requests for waiver to the DOD Policy.Approved requests will be forwarded to the USD(C) for finalapproval. The centralizing of the certification process doesnot eliminate invoicing at the AO level or the requirement forAOs to review the statements of cardholders under their purview.c. Pay and Confirm. DON activities operating a purchasecard program shall as part of their financial management programinstitute pay and confirm procedures. Pay and confirmprocedures are used in instances where cardholders have beenbilled and have not received the items ordered. The cardholdershall pay the invoice in full in anticipation that the supplieswill be received within the next billing cycle. If the suppliesare not received within the next billing cycle, the cardholderwill then dispute the item using established dispute procedures.Pay and confirm procedures also include damaged items receivedwhich are still under warranty, where the contractor confirmshe/she will replace, modify or repair within the next billingcycle.6. Transportation Considerations When Using the Purchase Carda. Transportation Terms1-16