navsup instruction 4200.94 - NAVAIR - U.S. Navy

NAVSUPINST 4200.9429 June 1999either over-the-counter, over-the-phone or via the internet (APCcan limit to one or authorize all). Quotations of price anddelivery for mission requirements shall be obtained fromcontractors and documented in the manual or automated log. (Seesample).(2) Award Procedures. (Insert name of command)purchase cardholders shall only award purchase card orders toresponsible contractors who offer fair and reasonable prices.In addition, all purchase card awards shall be documented on thepurchase cardholders log (either manual or automated).d. Receipt and Acceptance Procedures. (Insert name ofcommand) purchase cardholders are responsible for verifyingreceipt of all transactions. Where the purchase cardholder isbilled but does not receive the supplies or services at the timeof the receipt of the official invoice, the cardholder mustfully certify the invoice with the anticipation thatconfirmation of receipt will occur within the next billingcycle. If the supplies or services are not received within thenext billing cycle the cardholder must dispute the item usingestablished dispute procedures. The cardholder must alsocertify that the quantity and quality of the items furnished arein accordance with the agreement with the vendor. Thecardholder must save all receipt documentation in order toproperly reconcile the purchase card statement at the end of thebilling cycle.If receipt documentation is not available, the cardholder mustcontact the end user, central receiving department or otherperson or persons responsible for receipt to obtain verificationthat the supplies or services have been received. The purchasecard log or purchase file must be documented to indicate thatproper receipt and acceptance has been accomplished. (Activityshould insert any specific local receipt and acceptance guidancehere)e. Missing Documentation. If for some reason thecardholder does not have documentation of the transaction tosend to the AO, he/she must attach an explanation that includesa description of the item, the date purchased, the merchantsname and why there is no supporting documentation.f. Reconciling Purchase Card Accounts(1) Purchase Cardholders. (Insert command name) purchasecardholders shall at the end of each billing cycle (the 21 st ofthe month for DON cardholders) reconcile the transactionsappearing on his/her monthly statements by verifying theiraccuracy against cardholder records. The cardholder shall reviewall information on the monthly statement, verifying any changes,Attachment Ato Chapter 1 A-6