FBA GPC Pass Down Manual

Question 1

Who is the Head of Activity and accountable for the performance and management of the GCPC program?

Answer 1

Commanding Officer

Question 2

Who is the approving authority for all GCPC purchase requests in excess of established micro-purchase thresholds?

Answer 2

Comptroller

Question 3

Who is the Level IV Agency/Organization Program Coordinator responsible for overall execution for Navy Band and FBA?

Answer 3

Echelon 2 Purchase and Travel Program Director

Question 4

Who is the Level V A/OPC responsible for the GCPC for FBA?

Answer 4

Fiscal Manager, FBA

Question 5

Who are the designated Approving Officials and Alternate AOs?

Answer 5

Band Director, Assistant Director, and Assistant Director SEL

Question 6

Who acts as the Certifying Official (CO) and certifies payment of monthly billing statement?

Answer 6

AO

Question 7

How long must the Cardholder (CH) store and maintain financial records?

Answer 7

10 years

Question 8

What references guide the GCPC program?

Answer 8

SECNAVINST 5210.1
NAVSUPINST 4200.9(series)
NAVSUPINST 4200.85(series)
Consolidated Card Program Management Desk Guide 5.11
NAVBSNDINST 4200

Question 9

What trainings are required prior to assuming program responsibilities?

Answer 9

DAU CLG0010: Defense Acquisition University DOD Government-wide Commercial Purchase Card Overview

DAU CLG0006: AO/CO ONLY Defense Acquisition University CO Legislation Training

Online DON GCPC Role-based Training

DoD Ethics Training

Navy Band Internal Operating Procedures (IOP) Training

Question 10

How many trainings are required prior to assuming responsibilities?

Answer 10

4 for non AO/CO, 5 for AO/CO

Question 11

Which trainings must be refreshed yearly?

Answer 11

DOD Ethics

IOP refresher

AO/CO only: DAU CLG0006

Question 12

How often must DON GCPC Role-Based Training be refreshed?

Answer 12

Every two years

Question 13

What two documents are required upon completion of training?

Answer 13

Letter of Delegation and DD577 from Level V A/OPC

Question 14

Who does the CH contact if the card is lost/stolen or fraud is detected?

Answer 14

Phone call to bank, email to APC and AO within 24 hours

Question 15

When are requests for unfunded mission-essential equipment due?

Answer 15

To Materiel Manager NLT 1st Friday in August

Question 16

Which form is required before making a purchase from a merchant?

Answer 16

Section 889 Compliance Form

Question 17

Who is exempt from the 889 Form?

Answer 17

Mandatory Sources

Question 18

What are examples of mandatory sources?

Answer 18

FedMall, AbilityOne, Servmart, UNICOR, GSA

Question 19

What are purchases from mandatory sources considered?

Answer 19

Payments, do not require 889 Form

Question 20

What are exemptions to the requirement for mandatory sources?

Answer 20

A) Unavailable from a mandatory source
B) Minimum purchase greatly exceeds mission requirements
C) Delivery time would prohibit mission completion

For B and C CHs are required to get approval from AO and document reason

Question 21

When is a signed 889 form required?

Answer 21

For all OPEN MARKET purchases

Question 22

When can a CH use a third party vendor like PayPal?

Answer 22

Only when NO other merchant is available

Question 23

What form is required for payments through a third party vendor?

Answer 23

Third Party Payment Review Form

Question 24

Who must approve the purchase of IT equipment?

Answer 24

NAV-ITAS, must contact Materiel Manager for guidance

Question 25

What form is required for a training purchase request?

Answer 25

SF-182 Training Authorization Form, submitted to Fiscal Manager, FBA

Question 26

Who is responsible for reviewing and approving all copyright and sync license purchases?

Answer 26

FBA Program Management Office, submitted to Director, FBA

Question 27

How many quotes should a CH received prior to making a purchase?

Answer 27

Three

Question 28

What form is required prior to placing an order?

Answer 28

Purchase Request for Equipment and/or Supplies Form (Rev. 01-2015) to AO/CO

Question 29

Who cannot be a requester?

Answer 29

AO, CH, or receiver

Question 30

Who cannot be the receiver!

Answer 30

Must be a neutral third party; cannot be the requester, end user, CH, or AO

Question 31

Which three documents can be used to verify receipt of items?

Answer 31

Vendor Packing Slip Itemized Merchant Sales Receipt Receipt and Acceptance Form

Question 32

What information must be included in the receiving document?

Answer 32

Document number Date of receipt Vendor name and address Line items received Quantity Band receipt stamp

Question 33

What document must be included as prof of purchase for every transaction in a billing statement?

Answer 33

Merchant sales receipt

Question 34

What goes into a refund packet?

Answer 34

Original Purchase Documentation Updated Merchant Sales Receipt reflecting credit Memorandum for the Record

Question 35

When do CHs lose their dispute rights?

Answer 35

After 60 days

Question 36

Who must CH contact before disputing a charge?

Answer 36

Level V A/OPC

Question 37

What document is required if supporting documentation is missing at time of certification?

Answer 37

Missing KSD Memorandum

Question 38

SPS1

Answer 38

Office Supplies

Question 39

SPS2

Answer 39

Musical supplies

Question 40

ITS 1

Answer 40

IT Supplies

Question 41

RPQ2

Answer 41

Repair Musical Instrument (requires FBA approval)

Question 42

SVV3

Answer 42

Services Other (toll transponder, licenses, guest artist, hall rental)

Question 43

PTP2

Answer 43

Postage for administrative shipping

Question 44

SPCV COVID

Answer 44

COVID supplies

Question 45

ITCV

Answer 45

COVID IT

Question 46

IGCV

Answer 46

COVID IG cleaning services

Question 47

Which elements are only authorized for FBA Materiel Manager and Inventory Management Specialist?

Answer 47

EQQ1 Misc Equip EQQ2 Musical Equip (inventoried equip) ITQ1 IT Equip (inventoried equip) IGP1 Printing (DLA) TRF1 Training (professional)

Question 48

What are the codes for each source?

Answer 48

DLA: printing FedMall: Office supplies through Navy GSA: supplies ands equipment FLC: ServMart UNICOR: furniture

Question 49

What is the order of certification packets?

Answer 49

Key supporting document (KSD) list Purchase request 889 compliance form Receipt and acceptance Itemized merchant sales receipt Fraudulent charge (if applicable) 3rd party review Pay and confirm or missing KSD memo Signed CH activity statement

Question 50

How many days for CH to reconcile monthly statements?

Answer 50

5 business days after close of billing cycle

Question 51

How many days for AO/CO to certify monthly invoices?

Answer 51

5 business days of receipt of CH’s signed statements

Question 52

When must all CH certification packets and statements be uploaded to USNB share drive?

Answer 52

Close of next billing cycle (30 days)

Question 53

What are examples of disputable transactions?

Answer 53

Duplicate charge where vendor won’t issue credit Merchandise not received Merchandise returned or order cancelled without credit Wrong dollar amount charged without credit for difference

Question 54

How long to dispute a fraudulent charge?

Answer 54

Contact bank immediately and email Level V A/OPC and AO within 24 hours. NEVER DISPUTE A FRAUDULENT CHARGE

Question 55

When do CHs lose dispute rights?

Answer 55

After 60 days

Question 56

What is the proper format for labeling the CH certification packet?

Answer 56

SDN, CH name, $$ e.g. N6437221FBA002, Chauvot, $126.00

Question 57

Where do AO/COs complete monthly reviews of purchase card transactions?

Answer 57

Insights on Demand (IOD) system

Question 58

Unauthorized purchases

Answer 58

Personal nature Monetary items or services Long term rentals Commercial vehicles Repair or fuel of GSA vehicles HHG, freight, and logistics shipments Purchases from contractors or federal employees Command ballcaps, coins, gifts, plaques, food and drink

Question 59

Who is pecuniary liable for fraudulent purchases?

Answer 59

AO/COs

Question 60

Minimum time to maintain all financial transaction records?

Answer 60

10 years

Question 61

Electronic purchase card records maintained for?

Answer 61

Indefinitely

Question 62

Account closure procedures

Answer 62

Cards and documents returned to AO/CO Memo including mailing address of band, date of destruction, account number, expiry date, CH name, and name title rank signature of witness and AO/CO CH date and initial blocks 17 and 18 of DD577 and forward to Level V A/OPC