HRF_Checklist_ALL.pdf

170601 HRF Budget Checklist

HRF Standardization Evaluation and Assistance Team Organization:

Date:

Functional Area:

Budget

Compliance Rate:

SEAT Evaluator’s Information:

TASK: Manage National Guard Homeland Response Force (HRF) appropriated/ allocated funds CONDITION: Designated as the Program Manger or Account Activity Manger or Budget Officer for a National Guard Homeland Response Force (HRF) ensure effective, proper fund control and management of appropriated/ allocated funds IAW applicable Department of Defense (DoD), Defense Finance and Accounting System DFAS, Service Regulations, and references STANDARD: Contribute to Budget Planning, Programming and Execution activities and Government Purchase Card (GPC) management, using guidance provided in: CNGBM 3510.01(AUG 16), CNGBI

3510.01 (Jun 16), Defense Finance and Accounting Service- Indianapolis (DFAS-IN)37-100-XX (XX= Fiscal Year), DFAS-IN 37-1 (MAY 12), NGB Pam (AR) 37-1 (SEP 99), DODFMR 7000.14.R Volume 14 (MAY 15), DODFMR7000.14-R Volume 3 (MAY 15), ARNG JRP SOP (MAY 12), AFARS 5113.270-90, App EE- Army GPC Operating Procedures (JUL15), NGR 130-6/ANGI 36-2 (JUL 07), FAR Part 8 (MAY 12), FAR Part 2 (MAY 12), DFARS Part 208 (APR 11), NGB FY XX Yearly Planning Guidance (XX=Current FY), AR 25-400- 2 (OCT 07), DA PAM 25-403 (AUG 08), AR 710-2 (MAR 08), NGB FY-XX Budget Execution Guidance, Data Mining Application V 2.0 User Manual (MAR 14), FY XX (XX=Fiscal Year) NG CRE Resource Management Guidance, ensuring standardization and compliance.

Initial Item Final Planning, Programming, and Execution

1. Has HRF funding been designated to a Program Manager or sub-delegated to an Account/Activity Manager and was this accomplished through a written, signed, document from the USPFO?

Ref: NG Pam (AR) 37-1 Evaluated Item: Questions 1a-1b below

1a. Was the appointment accomplished through a written, signed, document from the USPFO and does it contain the required information?

Ref: NG Pam (AR) 37-1, para 3-13d Evaluated item: Appointment letter or DD Form 577 from the USPFO or Program Manager Note: If no one at the HRF C2 Element is the Program Manager or has not been delegated authorities to distribute/ allocate funds, an N/A should be marked for this item and a note made indicating the same.

1b. Did the Program Manager/ Account/Activity Manager accept this appointment by signature?

Ref: NG Pam (AR) 37-1, para 3-13d(6) Evaluated Item: HRF Program Manager’s signed acceptance letter Note: If no one in the organization is the Program Manager or has not been delegated authorities to distribute/ allocate funds, an N/A should be marked for this item and a note made indicating same

2. Did the HRF C2 Element produce an annual training budget for the current year and address long term requirements for the next fiscal year?

Ref: CNGBM 3510.01; NGB FYXX Yearly Planning Guidance; NG Pam (AR) 37-1 Evaluated Item: Questions 2a-2f below

2a. Was the current year annual training budget prepared using the specified NGB-J39 annual budget workbook?

Ref: NGB FYXX Yearly Planning Guidance Evaluated item: NGB Annual Budget Workbook

2b. Was the annual training budget approved by JFHQ-S or next Higher Headquarters, prior to submitting to NGB?

Ref: CNGBM 3510.01, Encl C, para 2f(1); NGB FYXX Yearly Planning Guidance Evaluated Item: Transmittal document from JFHQ-S or next Higher Headquarters indicating approval

2c. Was the annual training budget submitted to NGB J39 by 31 March, or as directed by NGB J39 or NGB Yearly Planning Guidance?

Ref: CNGBM 3510.01, Encl C, para 2(f)(2); NGB FYXX Yearly Planning Guidance Evaluated item: Submission verification document

2d. Does the annual training budget only reflect FTE’s P&A and Travel, training exercises/events and not anticipated operational deployments?

Ref: CNGBM 3510.01; NG Pam (AR) 37-1, para 4-2b(4)(a); NGB FYXX Yearly Planning Guidance Evaluated Item: NGB Annual Budget Workbook

2e. Does the annual training budget only reflect training costs that are training-related (mission essential)?

Evaluated Item: NGB Annual Budget Workbook

2f. Does the annual training budget accurately reflect the organization’s Yearly Training Plan?

Ref: NGB FYXX Yearly Planning Guidance Evaluated Item: NGB Annual Budget Workbook, Command Training Guidance and Unit Training Plan

3. Does the organization have a current status of its Annual Funding Program (AFP) and Allotment?

Ref: NG Pam (AR) 37-1; ARNG JRP SOP Evaluated item: Organization commitment ledger, current GFEBS ZFSNC2 (Non-Cumulative) report or similar GFEBS report and AFCOS STANFINS if applicable and ensure fund balances agree Note: Each fund balance should at a minimum meet the Army Auditing Agency (AAA) standard to the "98% Confidence Level," meaning the balances should agree within 2%. Status includes: Tracking monthly expenditures (Committed/Obligated) for all fund codes, 2060, 2065; to include GPC monthly expenditures.

4. Have all requests for major purchases been approved by the Commander and/or JFHQ-S/ USPFO?

Ref: DoD 7000.14-R, Volume 14, Chapter 1, para 010205.I(4) Evaluated Item: Unit budget files, obligation/ commitment documents, DA Forms 3953, GFEBS Purchase Requisition, DD Form 448, and SF 182, to include local purchase forms

5. Does the organization properly/ accurately track obligations and expenditures as they occur?

Ref: NG Pam (AR) 37-1; DOD 7000.14-R Volume 14, Chapter 1 Evaluated item: Questions 5a-5b below

5a. Does the organization annotate obligations on the informal commitment ledger as they occur?

Ref: NG Pam (AR) 37-1, para 3-4(a)(c)(d); DoD 7000.14-R, Volume 14, Chapter 1, para 010208 Evaluated item: Unit informal commitment ledger, obligation/ commitment and disbursement documents, GFEBS ZFSNC2 (Non-Cumulative) report or similar GFEBS report and AFCOS STANFINS if applicable Note: Ensure the obligation amount on the informal ledger and in the accounting system both match

5b. Does the organization annotate liquidations/ disbursements on the informal commitment ledger as they occur?

Ref: NG Pam (AR) 37-1, para 3-4(a)(c)(d); DoD 7000.14-R, Volume 14, Chapter 1, para 010208 Evaluated item: Unit informal commitment ledger, obligation/ commitment and disbursement documents, GFEBS ZFSNC2 (Non-Cumulative) report or similar GFEBS report and AFCOS STANFINS if applicable Note: Ensure the obligation amount on the informal ledger and in the accounting system both match

6. Have HRF funds been executed only as delineated by regulation and Guidance?

Ref: DFAS-IN Manual 37-100-XX; NGB FYXX Budget Guidance; CNGBI 3510.01; CNGBM 3510.01; FY XX NG CRE Resource Management Guidance Evaluated item: Questions 6a-6b below

6a. Have HRF funds been executed only for HRF related training, services, or goods?

Ref: DFAS-IN Manual 37-100-XX; NGB FYXX Budget Guidance; CNGBI 3510.01; and CNGBM 3510.01 Evaluated item: Review MIPRs, contracts, 3953s, GFEBS Purchase Requisition, SF 182s, Unit informal commitment ledger, obligation/ commitment and disbursement documents

6b. Are HRF funds executed for ADOS with the HRF ARNG FTE manning model for a total of 77 plus or minus 10% and one up and two down on grade requirements?

Ref: FY XX NG CRE Resource Management Guidance, Enclosure F, Full Time Equivalent (FTE) Manning Model Evaluated item: Review HRF FTE model

7. Are all financial transactions properly committed/ obligated?

Ref: NG Pam (AR) 37-1; DFAS-IN 37-1, Chapter 27 Evaluated Item: Questions 7a-7b below

7a. Have all financial transactions identified the source of funding?

Ref: NG Pam (AR) 37-1, para 2-1b; DFAS-IN 37-1, Chapter 27, para 270701 (A.1) MIPRs, contracts, 3953s, GFEBS Purchase Requisition Evaluated Item: MIPRs, contracts, 3953s, GFEBS Purchase Requisition

7b. Have all financial transactions identified the purpose for which it was used?

Ref: NG Pam (AR) 37-1, para 2-1b; DFAS-IN 37-1, Chapter 27, para 270701 (A.1) Evaluated Item: MIPRs, contracts, 3953s, GFEBS Purchase Requisition

8. Are obligations using NGPA or OMNG funds only incurred for training, services, or goods needed during the current fiscal year?

Ref: NG Pam (AR) 37-1, para 2-3b, 3-4b(2), and 4-2a(4)(a); NGB FYXX Yearly Planning Guidance Evaluated Item: Purchase order requests, invoices, GFEBS ZFSNC2 (Non- Cumulative) report or like detailed GFEBS report, and the unit informal commitment ledger

9. Has all individual and collective training contracted for by private, commercial, or government sources been METL related?

Ref: NGB FYXX Yearly Planning Guidance Evaluated item: DD Form 1556s, (Training and Reimbursement); SF 182 (Authorization, Agreement, and Certification of Training); and DD Form 448s (MIPR), GFEBS Purchase Requisition

10. Is personnel travel using the proper funds?

Ref: DFAS 37-100-XX; FYXX Budget Execution Guidance Evaluated item: Questions 10a-10b below

10a. Is travel using NGPA (2060) funds and OMNG (2065) within the appropriate appropriation?

Ref: DFAS 37-100-XX; FYXX Budget Execution Guidance Evaluated item: Travel orders

10b. Has the HRF C2 Element submitted all requests to fund non-HRF member travel to the next higher HQ for validation and approval?

Ref: FYXX Budget Execution Guidance.

Evaluated item: Invitational Travel Orders and approval document from Higher

HQ

11. For any funding shortfalls identified by the HRF C2 Element, has an attempt been made to resolve the shortfalls with Higher Headquarters, prior to forwarding unfunded requirements requests (UFRs) to NGB-J39?

Ref: FYXX Budget Execution Guidance; NGB FYXX Yearly Planning Guidance Evaluated item: Unfunded requirement documents

12. Are monthly reconciliations of the GFEBS ZFSNC2 (Non-Cumulative) report or like detailed GFEBS report, AFCOS/ STANFINS Reports if applicable and the unit’s informal commitment ledger being conducted?

Ref: NG Pam (AR) 37-1; DFAS-IN 37-1, Chapter 27; ARIMS RN 1100B: Audits Evaluated item: Questions 12a-12b below

12a. Are monthly reconciliations of the GFEBS ZFSNC2 (Non-Cumulative) report or like detailed GFEBS report, AFCOS/STANFINS Reports if applicable and the HRF’s informal commitment ledger occurring to ensure agreement between the two?

Ref: NG Pam (AR) 37-1, para 3-4d(4); DFAS-IN 37-1, Chapter 27, para 270201E, 270902 B, C, & F; ARIMS RN 1100B: Audits Evaluated item: Monthly reconciliation documentation. Unit Informal Commitment Ledger, GFEBS ZFSNC2 (Non-Cumulative) report or like detailed GFEBS report, and DTS Reports

12b. Are files being maintained to document monthly reconciliations of the GFEBS ZFSNC2 (Non-Cumulative) report or like detailed GFEBS report, AFCOS/ STANFINS Reports if applicable and the HRF’s commitment ledger for the current fiscal year?

Ref: NG Pam (AR) 37-1, para 3-4d(4); DFAS-IN 37-1, Chapter 27, para 270201E, 270902 B, C, & F; ARIMS RN 1100B: Audits Evaluated item: Monthly reconciliation documentation. Unit Informal Commitment Ledger, GFEBS ZFSNC2 (Non-Cumulative) report or like detailed

Note: Document(s) must be retained 6.25 years IAW ARIMS RN 1100B

13. Are files being maintained to document monthly reconciliations of the

AFCOS/ STANFINS Reports if applicable and the HRF’s commitment ledger for the FIRST PRIOR fiscal year?

Ref: NG Pam (AR) 37-1, para 3-4d(4); DFAS-IN 37-1, Chapter 27, para 270201E, 270902 B, C, & F; ARIMS RN 1100B: Audits Evaluated item: Monthly reconciliation documentation. Unit Informal Commitment Ledger, GFEBS ZFSNC2 (Non-Cumulative) report or like detailed

14. Are files being maintained to document monthly reconciliations of the

AFCOS/ STANFINS Reports if applicable and the HRF’s commitment ledger for the SECOND PRIOR fiscal year?

Ref: NG Pam (AR) 37-1, para 3-4d(4); DFAS-IN 37-1, Chapter 27, para 270201E, 270902 B, C, & F; ARIMS RN 1100B: Audits Evaluated item: Monthly reconciliation documentation. Unit Informal Commitment Ledger, GFEBS ZFSNC2 (Non-Cumulative) report or like detailed

15. Does the HRF complete, at least tri-annually, a Joint Review with the

USPFO?

Ref: NG Pam (AR) 37-1; DFAS-IN 37-1, Chapter 27; DODFMR, Volume 3, Chapter 8; ARNG JRP SOP; ARIMS RN 1100B: Audits Evaluated Item: Questions 15a-15b below

15a. Does the HRF identify/ determine corrective action for unliquidated obligations (ULOs) during the Joint Review?

Ref: NG Pam (AR) 37-1, para 3-5b and 5-3c; DFAS-IN 37-1, Chapter 27, para 2708; DODFMR, Volume 3, Chapter 8, para 0804; ARNG JRP SOP Evaluated Item: USPFO Program Manager Joint Review Reconciliation Checklist or similar document

15b. Does the HRF maintain a file documenting completed Joint Reviews with the USPFO for the current FY?

Ref: NG Pam (AR) 37-1, para 3-5b and 5-3c; DFAS-IN 37-1, Chapter 27, para 2708; DODFMR, Volume 3, Chapter 8, para 0804; ARNG JRP SOP; ARIMS RN 1100B: Audits

16. Does the HRF maintain a file documenting completed Joint Reviews with the USPFO for the FIRST PRIOR FY?

Ref: NG Pam (AR) 37-1, para 3-5b and 5-3c; DFAS-IN 37-1, Chapter 27, para 2708; DODFMR, Volume 3, Chapter 8, para 0804; ARNG JRP SOP; ARIMS RN 1100B: Audits

17. Does the HRF maintain a file documenting completed Joint Reviews with the USPFO for the SECOND PRIOR FY?

Ref: NG Pam (AR) 37-1, para 3-5b and 5-3c; DFAS-IN 37-1, Chapter 27, para 2708; DODFMR, Volume 3, Chapter 8, para 0804; ARNG JRP SOP; ARIMS RN 1100B: Audits

18. Is the HRF maintaining all funding related documents, to include expenditure documents for the current FY?

Ref: ARIMS RN 1100B: Audits;

Evaluated item: Commitment, obligation and expenditure documents such as DA Forms 3953, DD Form 448, and SF 182, and any local purchase forms.

19. Is the HRF maintaining all funding related documents, to include expenditure documents for the first prior fiscal year?

Ref: ARIMS RN 1100B: Audits

DA Forms 3953, DD Form 448, and SF 182, and any local purchase forms

20. Is the HRF maintaining all funding related documents, to include expenditure documents for the second prior fiscal year?

Ref: ARIMS RN 1100B: Audits

DA Forms 3953, DD Form 448, and SF 182, and any local purchase forms

ARNG Government Purchase Card Program/ Billing Official

21. Is there a completed DD Form 577 appointing the Billing Official/ Certifying

Officer?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2- 1c and 1-7d(1) Evaluated Item: DD Form 577 or Contracting Office Appointment Memorandum Note: If the Billing Official is not appointed at the organization level, as recommended mark as N/A and comment on what organization has the responsibility and if the organization satisfies all the Billing Official regulatory requirements. Billing Official should be in the Cardholder's direct Chain of Command.

22. Has an Alternate Billing Official been appointed?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(16) and 2-1c Evaluated Item: DD Form 577 or Contracting Office Appointment Memorandum Note: If the USPFO does not require an Alternate Billing Official, mark N/A and comment on who is approving GPC purchases when the Billing Official is not available. Lack of compliance will be noted in the report of evaluation cover page

23. Has the Billing Official completed all required training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures Evaluated Item: Questions 23a-23f below

23a. Has the Billing Official completed the Government Purchase Card training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2- 1c and 2-2i Evaluated Item: Certificate of training

23b. Has the Billing Official completed required biennial refresher training on Army procedures for using the GPC?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2- 1b, 2-2a, and 2-2e

23c. Has the Billing Official received required annual ethics training for using the

GPC?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

23d. Has the Billing Official completed required US Bank Access Online training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

23e. Has the Billing Official completed Purchase Card Online System (PCOLS) training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

23f. Has the Billing Official completed fiscal law training?

1b, 2-2a, 2-1c, and 2-2e

24. Has the Alternate Billing Official completed all required training?

Evaluated Item: Questions 24a-24f below

24a. Has the Alternate Billing Official completed the Government Purchase Card

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2- 1c and 2-2a

24b. Has the Alternate Billing Official completed required biennial refresher training on Army procedures for using the GPC?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

24c. Has the Alternate Billing Official received required annual ethics training for using the GPC?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

24d. Has the Alternate Billing Official completed required US Bank Access Online training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

24e. Has the Alternate Billing Official completed Purchase Card Online System PCOLS training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

24f. Has the Alternate Billing Official received fiscal law training?

25. Are the separation of duties for the Billing Official and Cardholders appropriate?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3- 6c Evaluated Item: Appointment memorandums, delegation of authority letters, and Access Online account information

26. Does the Billing Official review each of their cardholder’s statements each month?

Evaluated Item: Questions 26a-26c below

26a. Does the Billing Official ensure each purchase has written purchase authorization and purchase receipt during the monthly review?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(2)(7)(9)(10) Evaluated Item: Billing Official and cardholder GPC files

26b. Does the Billing Official maintain a copy of each billing statement and all supporting documentation for each Cardholder account for the current FY?

Ref: ARIMS RN 1100B: Audits; AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3-11 and 3-13 Evaluated item: Billing Official and cardholder GPC files; electronic or manual copy of each billing statement, all original supporting documentation, receipts, logs, invoices, delivery tickets, approvals

26c. Has the Billing Official certified for payment cardholder’s purchases that included state or local sales tax?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(3)10) Evaluated Item: Billing Official Access Online System account

27. Does the Billing Official maintain a copy of each billing statement and all supporting documentation for each Cardholder account for the first prior fiscal year?

Ref: ARIMS RN 1100B: Audits; AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3-13 Evaluated item: Billing Official and cardholder GPC files; electronic or manual

28. Does the Billing Official maintain a copy of each billing statement and all supporting documentation for each Cardholder account for the second prior fiscal year?

Ref: ARIMS RN 1100B: Audits; AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3-13 Evaluated item: Billing Official and cardholder GPC files; electronic or manual

29. Does the Billing Official certify and process the monthly billing statement, in the Access Online System, within five business days of receipt?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(14) and 3-7d

30. Has the Billing Official established a system for tracking purchases that have been certified for payment but not yet received?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3- 11b and 3-12b Evaluated Item: Tracking receipt of purchase document

31. Does the Billing Official promptly notify the Level IV A/OPC when a Cardholder departs, retires, or otherwise no longer needs a card?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7(11) Evaluated Item: Billing Official cardholder(s) file and Access Online account

32. Has the Billing Official notified the Level IV A/OPC of any lost or stolen cards, within five business days of the loss/theft?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7(12)

33. Has the Billing Official certified for payment any unauthorized or questionable transaction(s)?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures; Data Mining Application V 2.0 User Manual Evaluated Item: Question 33a-33c below

33a. Has the Billing Official approved and certified for payment any unauthorized or questionable transactions?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, 1- 7d(4)(5)(13), 2-5c, 3-11b, 3-8, and 4-4d Evaluated Item: Billing Official and cardholder GPC files; electronic or manual

33b. Has the Billing Official responded to Purchase Card Online System (PCOLS) email notifications within the required timeframe?

Ref: Data Mining Application Chapter 7, App B; AFARS 5113.270-90, App EE, Army GPC Operating Procedures, 4-4d Evaluated Item: PCOLS Data Mining Application Site

33c. Is the Billing Official maintaining a file documenting PCOLS notifications?

Ref: Data Mining Application Chapter 5.3; ARIMS RN 1100B: Audits; AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3-13 Evaluated Item: Billing Official GPC Files and PCOLS Data Mining Application Site

34. Did the Billing Official coordinate card dollar limits in writing with the Resource Manager and Level IV A/OPC when cardholder accounts were established?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(6) Evaluated Item: PCOLS Data Mining Application Site and/ or Correspondence between Resource Manager, Level IV A/OPC and Billing Official

35. Is there an acceptable cardholder-to-Billing Official ratio?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3- 7a Evaluated Item: Access Online account

36. Does the Billing Official ensure cardholders maintain their purchase logs in the Servicing Bank's automated system?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(4) and 1-7e(17)

37. Has the Billing Official conducted an annual review of Cardholder files?

Evaluated Item: Questions 37a-37b below

37a. Does the Billing Official annotate the results of the annual Cardholder review using checklist in Appendix D, Section 2 (separate review from the mandatory annual A/OPC review of BOs)?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(20) and Appendix D Evaluated Item: Checklist Appendix D, Section 2 or SEAT Cardholder Checklist

37b. Following completion of the annual Cardholder review are the results retained in the local files area?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3- 13, Appendix D Evaluated Item: Billing Official files

ARNG Government Purchase Card Program/ Cardholder

38. Does each Cardholder have a letter of delegation of procurement authority from the Chief of Contracting?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para1-5f, 1-7c(7), and 2-1b, Appendix F Evaluated Item: Letter(s) of Delegation of Procurement Authority

39. Has the cardholder received required training on Army procedures for using the GPC?

Evaluated Item: Questions 39a-39e below

39a. Has the cardholder received initial training on Army procedures for using

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

Evaluated Item: Certificate of Training

39b. Has the cardholder received required biennial refresher training on Army procedures for using the GPC?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

39c. Has the cardholder received required US Bank Access Online training?

39d. Has the cardholder received required annual ethics training for using the

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-2i and 2-1c

39e. Has the cardholder completed Purchase Card Online System (PCOLS)

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

40. Does the Cardholder's delegation letter establish required spend limits?

Evaluated Item: Questions 40a-40c below

40a. Does the Cardholder's delegation letter establish a single purchase transaction limit?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures Appendix I, Glossary Section II Terms, Delegation of procurement authority letter, para 1- 5f, 1-7d(6), and 2-3c Evaluated Item: Letter of Delegation of Procurement Authority

40b. Do(es) the Cardholder(s) have documentation showing the coordinated monthly cycle purchase limit?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, Appendix I, Glossary Section II Terms, Delegation of procurement authority letter, para 1-5f, 1-7f(6), and 2-3c Evaluated Item: Letter of Delegation of Procurement Authority or Billing Official written coordination documentation or PCOLS Data Mining Application Site

40c. Does the monthly cycle purchase limit coordinated by the Billing Official with the Resource Manger agree with the US Bank Access Online System?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, Appendix I, Glossary Section II Terms, Delegation of procurement authority letter; para 1-5f, 1-7f and 2-3c Evaluated Item: Access Online System, Letter of Delegation of Procurement Authority or Billing Official written coordination documentation or PCOLS Data Mining Application Site

41. Has each Cardholder complied with the monthly spending limits?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, Appendix I: Glossary Section II Terms, Delegation of procurement authority letter; para 1-5f and 2-3c Evaluated Item: Letter of Delegation of Procurement Authority and GPC purchase files

42. Has each Cardholder complied with their single purchase spending limit?

Appendix I: Glossary Section II Terms, Delegation of procurement authority letter; para 1-5f and 2-3c

43. Does the cardholder ensure that purchases do not include state or local sales tax?

Evaluated Item: Questions 43a-43b below

43a. Does the cardholder have and retain a State tax exempt letter?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3-8 Evaluated Item: GPC purchase files

43b. Has the cardholder ensured that purchases did not include state or local

44. If any Cardholder is authorized to make single purchases in excess of $3,500, has that Cardholder received the appropriate additional required training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2- 2c and 3-1d; FAR Part 2-Micropurchase Threshold Evaluated Item: GPC purchase files and Access Online

45. Are the Cardholder's monthly spending limits justified by their buying activity?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, Appendix A, Best Practices, para 1b and 2-3c

46. Are all purchases entered in the Servicing Bank's (Access Online) electronic purchase log?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7e(17)

47. Has each Cardholder obtained all required pre-purchase approvals?

5a, 2-5b, 1-7e(1), and Appendix I, Glossary Section II Terms, Pre-Purchase Approval; AR 710-2, para 2-6 m(2)

48. Are all purchases made by the Cardholder(s) authorized?

5a, 2-5b, 1-7e(1), Appendix A; Best Practices, para 8; and Appendix C;

Prohibited Purchases; AR 710-2, para 2-6m(2)

49. Do any purchases made by the Cardholder appear to be "split-purchases"?

1c, 4-3b(7), and Appendix J: Glossary Section II Terms, Split Purchase

50. Has any Cardholder allowed another person to use their card?

7e(15)

51. Does the Cardholder comply with the requirements to purchase items from mandatory sources?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7e(7); FAR 8, para 8.102, 8.103, 8.405-1(b); DFARS 208

52. Does the Cardholder rotate sources when placing repeat orders?

7e(4)(7(a)(b)(c)(d)(e);

53. Does the Cardholder conform to the Billing Official’s established documenting of all transactions that were posted to the billing statement but were not received, and utilize a tracking system to verify their subsequent delivery?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3- 12b, 1-7e(10)(17)

54. Does the Cardholder follow the appropriate procedures for disputing transactions?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7e(13) Evaluated Item: Cardholder Access Online System account and GPC purchase files

55. Does the Cardholder reconcile and approve the monthly billing statement, in the Access Online system, within three business days of receipt?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7e(17) and 3-11a Evaluated Item: Cardholder Access Online System account

Army Records Information Management System (ARIMS)

56. Are Budget records established and maintained in accordance with the

Army Records and Information Management System (ARIMS)?

Ref: AR 25-400-2; DA PAM 25-403; CNGBM 3510.01 Evaluated item: Questions 56a-56c below

56a. Are Budget records for the current year, established and maintained, in accordance with records procedures using ARIMS?

Ref: AR 25-400-2, para 1-7; DA PAM 25-403; CNGBM 3510.01 Evaluated Item: Labeled files and approved ORL for current year

56b. Were Budget records for the previous year, established and maintained, in accordance with records procedures using ARIMS?

Evaluated Item: Labeled files and approved ORL for the previous year

56c. Were Budget records for the second previous year, established and maintained, in accordance with records procedures using ARIMS?

Evaluated Item: Labeled files and approved ORL for the second previous year

ANG Planning, Programming, and Execution

57. Have HRF personnel been appointed Resource Advisor (RA) or Alternate

Resource Advisor (ARA) for ANG Funds?

Ref: ANGI 65-601 Evaluated Item: Questions 57a-57b below

57a. Was this accomplished in writing? If not at the HRF, where are the RA/ARA duties performed?

Ref: ANGI 65-601, para 4.2.3 and 4.3.

Evaluated item: Appointment letter or DD Form 577 from the FMO

Note: If RA/ARA is not at the HRF, check to see if JFHQ personnel have been appointed or if all Resource Management Duties are being performed by a State ANG Wing Finance Office

57b. Did the Resource Advisor (RA) or Alternate Resource Advisor (ARA) for ANG Funds accept this appointment by signature?

Ref: ANGI 65-601, para 4.2.3 and 4.3.

Evaluated Item: Signed appointment letter or DD Form 577 from the FMO Note: If RA/ARA is not at the HRF, check to see if JFHQ personnel have been appointed or if all Resource Management Duties are being performed by a State ANG Wing Finance Office

58. Has the RA or ARA established a method to monitor the expenditure of funds to include the development of written instruction detailing HRF operating procedures for processing orders, ordering supplies and equipment, local purchase procedures, etc.?

Ref: ANGI 65-601, para 4.4.2.3 and 4.4.3.

Evaluated Item: Access to the Commander’s Resource Integrated System (CRIS), the Air National Guard Orders Writing System (AROWS) and the Defense Enterprise Accounting and Management System (DEAMS) and written operating procedures for expenditure of funds

59. Was the current year annual training budget prepared using the specified NGB-J39 guidance?

Evaluated item: Questions 59a-59c below

59a. Was the annual training budget approved by JFHQ-S or next Higher Headquarters, prior to submitting to NGB?

Ref: NGB FYXX Yearly Planning Guidance Evaluated Item: Approval transmittal document from JFHQ-S or next Higher Headquarters

59b. Was the annual training budget submitted to NGB J39 by 31 March, or as directed by NGB J39 or NGB Yearly Planning Guidance?

Ref: NGB FYXX Yearly Planning Guidance Evaluated item: Submission verification document Note: Verification may be in the form of an email or formal memorandum or a signed document

59c. Was the annual training budget submitted to the HRF Commander for signature prior to submitting to NGB?

REF: NGB FYXX Yearly Planning Guidance Evaluated Item: Submission verification document Note: Verification may be in the form of an email or formal memorandum or a signed document

60. Does the RA/ ARA have a current status of the Annual Program and Quarterly Distribution?

Ref: ANGI 65-601, para 4.4.2 Evaluated item: HRF commitment ledger/ spreadsheet with the current CRIS report and ensure fund balances agree Note: Each fund balance should at a minimum meet the Air Force Auditing Agency (AFAA) standard to the "98% Confidence Level," meaning the balances should agree within 2%. Status includes: Tracking monthly obligations and expenditures for fund codes 58 and 56 to include GPC expenditures

61. Have all requests for purchases been approved by the HRF Fund Control appointee and/ or Higher Headquarters?

Ref: ANGI 65-601, para 4.4.2.2.1 Evaluated Item: Obligation/ commitment documents, AF Form 4009, DD Form 448, and SF 182, to include local purchase forms

62. Does the HRF properly/ accurately track obligations and expenditures as they occur?

Ref: DFAS-DE 7010.1-R; ANG 65-601 Evaluated Item: Questions 62a-62b below

62a. Does the HRF annotate obligations on the informal commitment ledger as they occur?

Ref: DFAS-DE 7010.1-R, para 14-3 b(2); ANG 65-601, para 4 Evaluated Item: Informal commitment ledger, all obligation/ commitment documents, and accounting system transaction history

62b. Does the HRF annotate liquidations/ disbursements on the informal commitment ledger as they occur?

Ref: DFAS-DE 7010.1-R, para 14-3 b(2); ANG 65-601, para 4 Evaluated Item: Informal commitment ledger, all obligation/ commitment documents, and accounting system transaction history

63. For all major purchases, have HRF funds been executed only for items described by regulation and guidance?

Ref: AFMAN 65-604; AFI 65-601, Vol 1, Chapter 16; CNGBM 3501.01; and FY XX NG CRE Resource Management Guidance Evaluated item: Questions 63a-63b below

63a. Have HRF funds been executed only for HRF related training, services, or goods?

Ref: AFMAN 65-604; AFI 65-601, Vol 1, Chapter 16; CNGBM 3501.01 Evaluated item: MIPRs, contracts, AF Form 9, AF Form 4009s

63b. Are HRF funds executed for ADOS within the HRF ANG FTE manning model for a total of 10 plus or minus 10% and one up and two down on grade requirements?

Ref: FY XX NG CRE Resource Management Guidance, Enclosure F, Full Time Equivalent (FTE) Manning Model Evaluated item: Review HRF FTE model

64. Are all financial transactions identified with the source of funding and the purpose for which it was used?

Ref: AFMAN 65-604; AFI 65-601, Vol 1, Chapter 16 Evaluated Item: Questions 64a-64b below

64a. Have all financial transactions identified the source of funding?

Evaluated Item: Purchase order requests, informal commitment ledger and verify funding source

64b. Have all financial transactions identified the purpose for which it was used?

Evaluated Item: Purchase order requests, informal commitment ledger and verify funding purpose statement

65. Are obligations using AIR MILPERS (3850) or O&M (3840) funds only incurred for training, services, or goods needed during the current fiscal year?

Ref: AFMAN 65-604; AFI65-601, Vol 1, Chapter 16 Evaluated Item: Purchase order requests, invoices, and the informal commitment ledger for purchases and obligations

66. Has all individual and collective training contracted for by private, commercial, or government sources been METL related?

Ref: CNGBM 3510.01; NGB FYXX Yearly Planning Guidance Evaluated item: SF 182 (Training and Reimbursement) and DD Form 448s (MIPR), Formal Contracts

67. Is personnel travel accomplished using the proper funds?

Evaluated item: Travel orders

68. For any funding shortfalls identified by the HRF Fund Control appointee/ HRF OIC, has an attempt been made to resolve the shortfalls with Higher Headquarters, prior to forwarding unfunded requirements requests (UFRs) to

NGB-J39?

Ref: NGB FY XX Yearly Planning Guidance Evaluated item: Unfunded requirement documents

69. Are all funding related documents, to include expenditure documents being filed and maintained?

Ref: AFRIMS T64-04, R26-03, Air Force Records Disposition Schedule

DD Form 448, and SF 182, and any local purchase forms

70. Are all funding related documents, to include expenditure documents being filed and maintained for the first prior fiscal year?

Ref: AFRIMS T64-04, R26-03, Air Force Records Disposition Schedule

71. Are all funding related documents, to include expenditure documents being filed and maintained for the second prior fiscal year?

Ref: AFRIMS T64-04, R26-03, Air Force Records Disposition Schedule

ANG Government Purchase Card Program/ Billing Official

72. Does the Billing Official have a Written appointment by Chief of Contracting or warranted Contracting Officer designating him/ her as the Billing Official/Certifying Official?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2- 1c and 1-7d(1) Evaluated Item: DD Form 577 or FMO Appointment Memorandum Note: If the Billing Official is not appointed at the Organization level, as recommended mark as N/A and comment on what Organization has the responsibility and if the Organization satisfies all the Billing Official regulatory requirements. Billing Official should be in the Cardholder's direct Chain of Command

73. Has an Alternate Billing Official been designated?

7d(16) and 2-1c Evaluated Item: DD Form 577 or FMO Appointment Memorandum Note: If the Alternate Billing Official is not appointed at the Organization level, as recommended mark as N/A and comment on what Organization has the responsibility and if the Organization satisfies all the Billing Official regulatory requirements

74. Has the Billing Official completed all required training?

Evaluated Item: Questions 74a-74f below

74a. Has the Billing Official completed the Government Purchase Card training?

74b. Has the Billing Official completed required biennial refresher training on Army procedures for using the GPC?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

74c. Has the Billing Official received required annual ethics training for using the

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

74d. Has the Billing Official completed required US Bank Access Online

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

74e. Has the Billing Official completed Purchase Card Online System (PCOLS) training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

74f. Has the Billing Official completed fiscal law training?

75. Has the Alternate Billing Official completed all required training?

Evaluated Item: Questions 75a-75f below

75a. Has the Alternate Billing Official completed the Government Purchase Card

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

75b. Has the Alternate Billing Official completed the Government Purchase Card procurement ethics training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

75c. Has the Alternate Billing Official received required annual ethics training for using the GPC?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

Evaluated Item: Certificate of training.

75d. Has the Alternate Billing Official completed required US Bank Access Online training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

75e. Has the Alternate Billing Official completed Purchase Card Online System PCOLS training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

75f. Has the Alternate Billing Official completed fiscal law training?

76. Are the separation of duties for the Billing Official and Cardholders appropriate?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, 3-6c Evaluated Item: Appointment memorandums, delegation of authority letters, and Access Online account information

77. Does the Billing Official review each of their cardholder’s statements each month?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures; AFRIMS T61-04, R26-03 Audits Evaluated Item: Question 77a-77c below

77a. Does the Billing Official ensure each purchase has written purchase authorization and purchase receipt during the monthly review?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d (7), (9), (10)

77b. Does the Billing Official maintain a copy of each billing statement and all supporting documentation for each Cardholder account for the current FY?

Ref: ARIMS RN 1100B: Audits; AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3-13a; AFRIMS T61-04, R26-03 Audits Evaluated item: Billing Official and cardholder GPC files; electronic or manual

77c. Has the Billing Official certified for payment cardholder’s purchases that included state or local sales tax?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(3,10)

78. Does the Billing Official maintain a copy of each billing statement and all supporting documentation for each Cardholder account for the first prior fiscal year?

Ref: ARIMS RN 1100B: Audits; AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3-13 Evaluated item: Billing Official and cardholder GPC files; electronic or manual

79. Does the Billing Official maintain a copy of each billing statement and all supporting documentation for each Cardholder account for the second prior fiscal year?

Ref: AFRIMS T61-04, R26-03 Audits; AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3-13 Evaluated item: Billing Official and cardholder GPC files; electronic or manual

80. Does the Billing Official certify and process the monthly billing statement, in the Access Online System, within five business days of receipt?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(14), para 3-7d

81. Has the Billing Official established a system for tracking purchases that have been certified for payment but not yet received?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3- 12b

82. Does the Billing Official promptly notify the Level IV A/OPC when a Cardholder departs, retires, or otherwise no longer needs a card?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(11)

83. Has the Billing Official notified the Level IV A/OPC of any lost or stolen cards, within five business days of the loss/theft?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(12) Evaluated Item: Billing Official and cardholder(s) file and Access Online account

84. Has the Billing Official certified for payment any unauthorized or questionable transaction(s)?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures; Data Mining Application V 2.0 User Manual Evaluated Item: Question 84a-84c below

84a. Has the Billing Official approved and certified for payment any unauthorized or questionable transactions?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, 1- 7d(4)(5)(13), 2-5c, 3-11b, 3-8, and 4-4 Evaluated Item: Billing Official and cardholder GPC files; electronic or manual

84b. Has the Billing Official responded to PCOLS email notifications within the required timeframe?

Ref: Data Mining Application Chapter 7, App B; AFARS 5113.270-90, App EE, Army GPC Operating Procedures, 1-7d(4)(5)(13), 2-5c, 3-11b, 3-8, and 4-4 Evaluated Item: PCOLS Data Mining Application Site

84c. Is the Billing Official maintaining a file documenting PCOLS notifications?

Ref: Data Mining Application Chapter 5.3; AFRIMS T61-04, R26-03 Audits;

AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3-10 and 3-13;

Evaluated Item: Billing Official GPC Files and PCOLS Data Mining Application Site

85. Did the Billing Official coordinate card dollar limits in writing with the Resource Manager and Level IV A/OPC when cardholder accounts were established?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(6) Evaluated Item: PCOLS Data Mining Application Site and/ or Correspondence between Resource Manager, Level IV A/OPC and Billing Officer

86. Is an acceptable cardholder-to-Billing Official ratio been maintained?

7a

87. Does the Billing Official ensure cardholders maintain their purchase logs in the Servicing Bank's automated system?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7d(4) and 1-7e(17)

88. Has the Billing Official conducted an annual review of Cardholder files?

Evaluated Item: Questions 88a-88b below

88a. Does the Billing Official annotate the results of the annual Cardholder review using checklist in Appendix D, Section 2 (separate review from the mandatory annual A/OPC review of BOs)?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 4- 3a, 1-7d(20) and Appendix D Evaluated Item: Checklist Appendix D, Section 2 or SEAT Cardholder Checklist

88b. Following completion of the annual Cardholder review are the results retained in the local files area?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3- 12a, Appendix D Evaluated Item: Billing Official files

ANG Government Purchase Card Program/ Cardholder

89. Does each Cardholder have a letter delegating specified procurement authority from the Chief of Contracting?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 5f, 1-7c(7), 2-1b, Appendix F Evaluated Item: Letter(s) of Delegation of Procurement Authority

90. Has the cardholder received required training on Army procedures for using

Evaluated Item: Questions 90a-90e below

90a. Has the cardholder received initial training on Army procedures for using

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

90b. Has the cardholder received required biennial refresher training on Army procedures for using the GPC?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

90c. Has the cardholder received required US Bank Access Online training?

90d. Has the cardholder received required annual ethics training for using the

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-2i and 2-1c

90e. Has the cardholder completed Purchase Card Online System (PCOLS)

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2-

91. Does the Cardholder's delegation letter establish required spend limits?

Evaluated Item: Questions 91a-91c below.

91a. Does the Cardholder's delegation letter establish a single purchase transaction limit?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, Appendix I: Glossary Section II Terms, Delegation of procurement authority, para 1-5f and 2-3c Evaluated Item: Letter(s) of Delegation of Procurement Authority.

91b. Do(es) the Cardholder(s) have documentation showing the coordinated monthly cycle purchase limit?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, Appendix I: Glossary Section II Terms, Delegation of procurement authority, para 1-5f and 2-3c Evaluated Item: Letter of Delegation of Procurement Authority or Billing Official written coordination documentation or PCOLS Data Mining Application Site

91c. Does the monthly cycle purchase limit coordinated by the Billing Official with the Resource Manger agree with the US Bank Access Online System?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, Appendix I: Glossary Section II Terms, Delegation of procurement authority, para 1-5f and 2-3c Evaluated Item: Access Online System, Letter of Delegation of Procurement Authority or Billing Official written coordination documentation or PCOLS Data Mining Application Site

92. Has each Cardholder complied with the monthly spending limits?

Appendix I: Glossary Section II Terms, Delegation of procurement authority, para 1-5f and 2-3c

93. Has each Cardholder complied with their single purchase spending limit?

Appendix I: Glossary Section II Terms, Delegation of procurement authority, para 1-5f and 2-3c

94. Does the cardholder ensure that purchases do not include state or local

Evaluated Item: Question 94a-94b.

94a. Does the cardholder have and retain a State tax exempt letter?

Note: N/A if there is not a state sales tax

94b. Has the cardholder ensured that purchases did not include state or local

95. If any Cardholder is authorized to make single purchases in excess of $3,500, has that Cardholder received the appropriate additional required training?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2- 2c, 3-1d; FAR, Part 2-Micropurchase Threshold

96. Are the Cardholder's monthly spending limits justified by their buying activity?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 2- 3c, and Appendix A: Best Practices, para 1b

97. Are all purchases entered in the Servicing Bank's (Access Online) electronic purchase log?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7e(17)

98. Has each Cardholder obtained all required pre-purchase approvals?

5a, 2-5b, 1-7e(8), Appendix I: Glossary Section II Terms, Pre-Purchase Approval; AR 710-2, para 2-6 m(2)

99. Are all purchases made by the Cardholder(s) authorized?

5a, 2-5b, 1-7e(1); AR 710-2, para 2-6m(2); NGR 130-6/ ANGI 36-2, Appendix A:

Best Practices, para 7, Appendix C: Prohibited Purchases

100. Do any purchases made by the Cardholder appear to be "split-purchases”?

1c, 4-3b(7), Appendix I: Glossary Section II Terms, Split Purchase

101. Has any Cardholder allowed another person to use their card?

7e(15)

102. Does the Cardholder comply with the requirements to purchase items from mandatory sources?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7e(7); FAR 8, para 8.102, 8.103, 8.405-1(b); DFARS, 208

103. Does the Cardholder rotate sources when placing repeat orders?

7e(4); FAR 8, para 8.405-1(b)

104. Does the Cardholder conform to the Billing Official’s established documenting of all transactions that were posted to the billing statement but were not received, and utilize a tracking system to verify their subsequent delivery?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 3- 12b, 1-7e(11), 1-7e(15)

105. Does the Cardholder follow the appropriate procedures for disputing transactions?

Ref: AFARS 5113.270-90, App EE, Army GPC Operating Procedures, para 1- 7e(13) Evaluated Item: Cardholder Access Online System account and GPC purchase files

106. Does the Cardholder reconcile and approve the monthly billing statement, in the Access Online system, within…