Purchase Card Semi-Annual Review

1. REFERENCE A REQUIRES ALL LEVEL IV ACTIVITY
PROGRAM COORDINATORS (APCS) TO CONDUCT SEMI-ANNUAL REVIEWS OF THEIR
ACTIVITY'S GOVERNMENTWIDE COMMERCIAL PURCHASE CARD (GCPC) PROGRAM
EVERY MARCH AND OCTOBER. REFERENCE B PROVIDES INSTRUCTIONS FOR THE
SEMI-ANNUAL REVIEW FOR THE PERIOD OF 22 SEPTEMBER 03 THROUGH 21
MARCH 04.
2. ALL LEVEL IV APCS SHALL REVIEW ALL PURCHASE CARD TRANSACTIONS
FROM 22 SEPTEMBER 03 THROUGH 21 MARCH 04 USING EXCEL SPREADSHEETS
EXPORTED FROM CITIDIRECT'S CUSTOM REPORTING SYSTEM. THE REVIEW
SHOULD SEEK TO IDENTIFY ALL POTENTIALLY WASTEFUL AND-OR ABUSIVE
TRANSACTIONS. THE REPORT FORMAT WITH ALL REQUIRED ATTACHMENTS WAS
PROVIDED TO ALL LEVEL IV APCS UNDER SEPARATE CORRESPONDENCE ON 16
MARCH 2004. AT THE CONCLUSION OF THE PROGRAM REVIEW, ALL LEVEL IV
APCS SHALL REPORT COMPLETION OF THE REVIEW IN THE REQUIRED FORMAT TO
HQMC (LBP) SCANNED VIA EMAIL OR FAXED NLT 16 APRIL 04. ANY
HEIRARCHY THAT DOES NOT HAVE THE REQUIRED REPORTS INTO THIS OFFICE
BY THE DEADLINE WILL HAVE THEIR ENTIRE HEIRARCHY SUSPENDED UNTIL
RECEIPT OF THE REPORT. ALL LEVEL IV APCS ARE STRONGLY ENCOURAGED TO
BRIEF THE APPROPRIATE COMMANDING GENERALS-OFFICERS ON REVIEW RESULTS
AND HAVE THEM ENDORSE THE REPORT. ALL REPORTS MUST BE SIGNED BY THE
COMMANDING GENERAL-OFFICER AS DIRECTED BY REFERENCE A.
2. APCS WILL ALSO CONDUCT A COMPLETE AUDIT OF A RANDOM SAMPLE OF
THE REVIEWED TRANSACTIONS. THE SIZE OF THE SAMPLING IS BASED ON THE
TOTAL NUMBER OF TRANSACTIONS OVER THE REVIEW PERIOD. THE PURPOSE OF
THE AUDIT IS TO CONDUCT AN ACCURATE REVIEW OF THE INTERNAL CONTROLS
IN PLACE FOR THE ACTIVITY'S PROGRAM. A GUIDELINE FOR THE AUDIT
SAMPLING IS AVAILABLE AT THE PURCHASE CARD PAGE OF THE DON EBUSINESS
OFFICE WEBSITE.
3. COMMANDERS, COMMANDING OFFICERS, AND OICS AT ALL ECHELONS SHOULD
TAKE A PERSONAL INTEREST IN ENSURING THAT THEIR GCPC PROGRAM IS
COMPLIANT AND THAT APPROPRIATE CORRECTIVE ACTIONS ARE TAKEN IF
DISCREPANCIES OR FRAUDULENT TRANSACTIONS ARE FOUND. ALL PROGRAM
REVIEW AND TRAINING DOCUMENTATION MUST BE RETAINED IN ACCORDANCE
WITH REFERENCE A AND TO LOCALLY ENSURE FUTURE AUDIT TRAILS.
4. POCS AT HQMC (LBP) ARE JAN HANSEN, CAPT BRIAN WOBENSMITH, AND
SGT ATO ANDOH AT 703-695-6590 DSN 225-6590.