GPC, Frequently Asked Questions

A. Follow the steps in the
GPC Cardholder Set-up Checklist
(updated January 2008)

A. Follow the steps in the
Approving Official Set-up Checklist
(updated January 2008)

A. Please review our CardholderAccount Reconciliation document.

A. Cardholder statements are available online at
the U.S. Bank website, Access Online .

A. ...

1. You can scan and email the PR to the A/OPC at DoDDS-E.GPCCoordinator@eu.dodea.edu
2. You can fax the PR to the A/OPC at DSN 334-2431 or commercial 49-6134-604-431. Remember to:
   1. Show three quotes on the form or
   2. Include a copy of the Contracting Officer approved Sole Source or
   3. Include the DoDEA Contract Number when ordering from an existing contract or
   4. Include the competition abstract when ordering from a DEPO vehicle such as the ITRA.

A. Call USBank Customer Service at 888-994-6722,
or contact the A/OPC at DSN 334-2504 or commercial 49-6134-604-504.

A.View your account transactions at Access Online Follow the registration instructions in the Online Registration Quick Reference Guide. Contact the A/OPC at DSN 334-2504 or commercial 49-6134-604-504 for the "Company Short Name," required to register.

A. Cardholder statement reconciliation is a big task, both for the cardholder and the Approving Official. The cardholder reconciles their monthly statement and now your job begins – sorting through a mass of paper. Depending on the size of your school and budget, and the time of year – you may have an enormous task. First – do you have everything you need to review? Your cardholder is expected to provide, in one nice neat tidy stack – the statement, their log, a purchase request for each transaction on the statement, supporting receipts and packing lists, in fact every document pertaining to every transaction on their statement. Where to start?

1. Fraud Review – Skim the statement – are there suspect charges to unusual merchants, repeat charges to one merchant, too many credits to the same merchant?
2. The Log – Is there a properly completed purchase log, cross-referenced to each transaction on the statement? Are rebates listed on the log? Are credits tied back to the purchase? Have estimated amounts been adjusted to reflect the actual charge? Is the name of the person who received the order shown on the log?
3. The Statement – Have foreign currency transactions been annotated with the appropriate budget rate? Is each transaction identified and cross-referenced back to the purchase log? Has the cardholder signed the back of each page of the statement?
4. The Documentation – A. Is a purchase request provided for each transaction? If over $3,000, the purchase request should include either 3 quotes, a Contracting Officer approved sole source justification, or a contract number for orders against existing contracts (curriculum buys). Has the cardholder estimated the daily exchange rate when making foreign currency buys, in order to determine the need for competition and/or if the buy is within their limits? Have all approvals been received – BEFORE the buy? How about that PR that says “See Attached” -attached is the receipt – nothing else. That PR should identify what is to be bought, or include a list made up and initialed PRIOR to the buy. b. Is all supporting documentation provided? The original email from the teacher requesting the item, the PR, the print out of the online order, the faxed order, the order confirmation, the packing list, the cash register receipt? All documentation pertaining to each order should be part of the file.
5. The Approval - A. AO reviews the statement and supporting material. Discusses and clarifies any questions with the cardholder. Signs as “Reviewed By” on last page of the statement, and returns the package to the cardholder to retain. Records must be retained for three years. Put a procedure in place to accomplish this! b. A copy of the signed and reviewed statement is faxed or scanned to the DSO.

A. Splitting is the "intentional" breaking down of a known rquirement to stay within a threshold (i.e. the $3,000 micro-purchase threshold) or to avoid having to send the requirement to the contracting officer.

A. When there is "Only one responsible source and no other supplies or services will satisfy agency requirements", the Federal Acquisition Regulation allows an exemption from full and open competition. The request must be sent to the Contracting Officer for review and approval PRIOR to purchase.
See a sample Sole Source Justification Request.

A. A change to the Federal Acquisition Regulation (FAR) recently changed the Micro-Purchase Threshold from $2,500 to $3,000. This means you must compete purchases over $3,000.

A. Foreign Drafts are checks written in Euros or British Pounds payable on a bank in the country where the vendor is located. · Foreign Drafts can only be issued when the vendor does not accept VISA.

• The amount of a Foreign Draft cannot exceed the equivalent of $3,000 US Dollars at the Daily Rate.
• There is a 2% Bank Fee for each Draft issued. Include this amount on the AF-9.
• Isles District Cardholders should contact their DSO for Foreign Drafts. All others furnish an AF-9 to DEPO.

A.Convenience Checks are checks written in US Dollars.

• Convenience Checks can only be issued when the vendor does not accept VISA.
• The amount of a Convenience Check cannot exceed $3,000 US Dollars.
• There is a 2% Bank Fee for each check issued. Include this amount on the AF-9.
• Isles District & Mediterranean District Cardholders should contact their DSO for Convenience Checks. All others furnish an AF-9 to DEPO.