R 051531Z SEP 01
FM CMC WASHINGTON DC//L//
TO MARADMIN
BT
UNCLAS //N00027//
MARADMIN 412/01
MSGID/GENADMIN/CMC WASHINGTON DC/LB//
SUBJ/DON/USMC PURCHASE CARD TRAINING STANDDOWN AND AUDIT//
REF/A/ASSTSECNAV RDA/WASHINGTON DC/-/311606Z/AUG/01//
REF/B/ASSTSECNAV RDA ABM/WASHINGTON DC/-/311609Z/AUG/01//
REF/C/CMC WASHINGTON DC/PR/-/040900Z/JAN/01//
REF/D/CMC WASHINGTON DC/R/-/231130Z/JAN/01//
NARR/REF A PROVIDED ASN(RDA) GUIDANCE ON THE SIGNIFICANCE OF
PROPERLY MANAGING THE GOVERNMENTWIDE COMMERCIAL PURCHASE CARD
PROGRAM (GCPC). REF B DIRECTED A DEPARTMENT OF NAVY (DON) MANDATORY
GCPC PROGRAM TRAINING STANDDOWN DAY ON 12 SEP 01. REF C PROVIDED
POLICY AND REQUIRED ACTIONS FOR INFORMATION TECHNOLOGY (IT) BUYS AND
LEASES DUE TO THE TRANSITION TO THE NAVY MARINE CORPS INTRANET
(NMCI). REF D CLARIFIED WAIVER POLICY ON IT EXPENDITURES REGARDLESS
OF APPROPRIATION.//
POC/MCMILLON/CAPT/LBM/CMC WASH DC/TEL:DSN 225-6590 X2538
/TEL:C 703 695-6590 X2538//
RMKS/1. THIS MESSAGE DIRECTS THAT ALL USMC ACTIVITIES THAT UTILIZE
THE GCPC CONDUCT A ONE-DAY TRAINING SESSION ON 12 SEP 01 WITH ALL
GCPC PERSONNEL USING TRAINING MATERIALS THAT HAVE BEEN SENT UNDER
SEPARATE CORRESPONDENCE. ALL AGENCY PROGRAM COORDINATORS (APCS),
APPROVING OFFICIALS (AOS), AND PURCHASE CARDHOLDERS WILL COMPLETE CD
ROM OR WEBBASED DON PURCHASE CARD TRAINING (AVAILABLE AT
WWW.NAVSUP.NAVY.MIL). ALL APCS, AOS, AND CARDHOLDERS WILL STAND DOWN
FROM ALL OTHER DUTIES UNTIL COMPLETION OF THE MANDATORY TRAINING.
ONLY EMERGENCY PC PURCHASES WILL BE CONDUCTED ON THE ACTUAL TRAINING
STANDDOWN DAY. CARDHOLDERS MAY CONTINUE TO USE THE PURCHASE CARD FOR
ROUTINE PURCHASES PRIOR TO AND AFTER COMPLETION OF INDIVIDUAL
TRAINING STANDDOWNS.
2. REF B REQUIRES THAT ALL APCS CONDUCT A 12-MONTH GCPC AUDIT OF
ALL TRANSACTIONS DURING THE PERIOD OF SEP 00 THROUGH AUG 01. TO
EXECUTE THE AUDIT, HQMC I&L, IN CONJUNCTION WITH NAVSUP AND CITIBANK,
WILL RUN VARIOUS QUERIES OF THESE TRANSACTIONS UTILIZING CITIBANK
DYNAMIC REPORTING CAPABILITIES. THIS DYNAMIC REPORTING TOOL WILL
AUTOMATICALLY AUDIT THESE PURCHASES FOR CERTAIN PARAMETERS OUTLINED
IN REF B THAT INDICATE POTENTIAL ABUSE OR INAPPROPRIATE USE OF THE
PURCHASE CARD. THE RESULTS OF THOSE QUERIES WILL THEN BE FORWARDED
TO THE APPROPRIATE LEVEL IV AND V APCS FOR FURTHER REVIEW AND
INVESTIGATION. THIS DATA WILL BE IN THE FORMAT OF EXCEL WORKSHEETS.
DURING THE REVIEW, LEVEL IV AND V APCS MUST IDENTIFY QUESTIONABLE
PURCHASES INCLUDING: A) PURCHASES NOT REQUIRED TO MEET BONAFIDE
MISSION REQUIREMENTS, B) PURCHASES THAT EXCEED AUTHORIZED LIMITS, C)
PURCHASES MADE FOR PERSONAL USE, D) PURCHASES MADE FOR ITEMS
PROHIBITED IN NAVSUPINST 4200.94 AND/OR E) REQUIREMENTS THAT MAY
HAVE BEEN SPLIT TO KEEP THEM BELOW THE MICRO-PURCHASE LEVEL OF 2,500
DOLLARS. REPORTED RESULTS SHALL INCLUDE A DESCRIPTION OF
INVESTIGATIVE AND CORRECTIVE ACTIONS THAT WERE TAKEN AND/OR
INITIATED. IN ADDITION, APCS WILL REVIEW THE NUMBER OF CARDHOLDER
ACCOUNTS AND PURCHASE CARDHOLDER PROFILES FOR ALL CARDHOLDER
ACCOUNTS TO DETERMINE THE VALIDITY OF THEIR NEED AND CANCEL OR
REVISE AS APPROPRIATE. ADDITIONALLY, APCS WILL REVIEW INTERNAL
CONTROLS TO DETERMINE FULL COMPLIANCE WITH CURRENT POLICY. IF SUCH
COMPLIANCE IS NOT IN EFFECT, DESCRIBE THE ISSUE AND PLAN OF ACTION
TO ENSURE COMPLIANCE.
3. AT THE CONCLUSION OF THE STANDDOWN TRAINING AND TWELVE MONTH
TRANSACTION REVIEW, LEVEL IV APCS WILL VERIFY THE COMPLETION OF THE
TRAINING AND REVIEWS AND SUBMIT REPORTS VIA E-MAIL TO HQMC (LBM) NLT
8 OCT 01. THE REPORT WILL SPECIFY THE FOLLOWING:
A. ALL APCS, APPROVING OFFICIALS AND CARDHOLDERS HAVE RECEIVED
THE MANDATORY STANDDOWN PC TRAINING,
B. A REVIEW OF THE PURCHASE CARD TRANSACTIONS IDENTIFIED IN THE
CITIDIRECT DYNAMIC REPORTS FOR THE PERIOD OF SEP 00 TO AUG 01 HAS
BEEN ACCOMPLISHED, QUESTIONABLE PURCHASES HAVE BEEN IDENTIFIED, AND
CORRECTIVE ACTIONS IDENTIFIED AND/OR COMPLETED,
C. A REVIEW OF ALL INTERNAL CONTROLS APPLICABLE TO THE PURCHASE
CARD PROGRAM WAS CONDUCTED AND COMPONENTS OF THE PROGRAM ARE IN
COMPLIANCE WITH PRESENT POLICY INCLUDING: THE SEPARATION OF
FUNCTIONS BETWEEN CH, AO AND APC, TIMELY CERTIFICATION OF INVOICES (5
DAYS), PROPER CERTIFICATION OF VENDOR RECEIPTS IS BEING ACCOMPLISHED
(RECEIPT, INSPECTION AND ACCEPTANCE), AND SEMI-ANNUAL SELF AUDITS
HAVE BEEN DONE. ALSO INCLUDE IN THE E-MAIL REPORT FOR THE AUDIT
PERIOD (SEP 00 THROUGH AUG 01): A) TOTAL TRANSACTIONS PER APC, B)
NUMBER OF SPLIT TRANSACTIONS, C) NUMBER OF ALLEGED FRADULENT
TRANSACTIONS, AND D) NUMBER OF MISUSE/ABUSE TRANSACTIONS, AND
D. FOR THOSE ACTIVITIES THAT HAVE NOT CONVERTED TO THE
CITIDIRECT AUTOMATED SYSTEM, AN EXPLANATION AS TO WHY THIS CONVERSION
HAS NOT BEEN COMPLETED, ACTIONS NEEDED TO COMPLETE THIS CONVERSION,
AND THE PROPOSED IMPLEMENTATION DATE.
4. COMMANDING GENERALS, COMMANDING OFFICERS AND OICS AT ALL ECHELONS
MUST TAKE A PERSONAL INTEREST IN ENSURING THAT THIS STANDDOWN AND
AUDIT ARE SUCCESSFULLY ACCOMPLISHED. CGS, COS, AND OICS MUST ENSURE
THAT THE PC PROGRAM IS COMPLIANT AND THAT APPROPRIATE CORRECTIVE
ACTIONS HAVE BEEN TAKEN. COMMANDERS SHOULD ALSO ENSURE HIGHLY
PILFERABLE IT ITEMS (TO INCLUDE BUT NOT LIMITED TO BLACKBERRIES,
CELL PHONES, HANDHELD COMPUTERS, LAPTOPS, PAGERS, ETC.) ARE
ACCOUNTED FOR ON LOCAL RECORDS AND ESTABLISH SAFEGUARDS TO PREVENT
IT PURCHASES IN VIOLATIONS OF REFS C AND D. ALL STANDDOWN AND PC
REVIEW DOCUMENTATION, TO INCLUDE A COPY OF AUDIT RESULTS, TRAINING
ATTENDANCE ROSTERS, AND COPIES OF PC TRAINING COMPLETION
CERTIFICATES, MUST BE RETAINED BY LEVEL IV APCS TO ENSURE
FUTURE AUDIT TRAILS.
5. COMMANDERS ARE TO ALSO TAKE THIS TIME TO REVIEW THEIR STATUS WITH
CITIDIRECT IMPLEMENTATION. THE MARINE CORPS CONTINUES TO INCUR
EXCESSIVE INTEREST PENALTIES FOR DELINQUENT PAYMENTS. THE MAJORITY
OF THESE DELINQUENCIES ARE FROM ACTIVITIES THAT HAVE NOT TRANSITIONED
TO THE AUTOMATED SYSTEM. SUCH TRANSITIONS ARE IMPERATIVE TO REDUCE
OUR DELINQUENCIES AND TO PROTECT THE GCPC PROGRAM. INDIVIDUAL
ACCOUNTS THAT ARE 61 DAYS PAST DUE ARE SUBJECT TO SUSPENSION. IF THE
ACCOUNT REMAINS DELINQUENT BEYOND 180 DAYS, ALL ACCOUNTS REPORTING TO
AN INDIVIDUAL LEVEL V APC ARE SUBJECT TO SUSPENSION.
6. USMC POCS AT HQMC (LBM) ARE MR. PAUL DIRENZO AT (703) 695-6591,
X2547 AND MGYSGT H. BROWN AT (703) 695-6590, X2535 OR DSN 225-6590.//
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