pcmsmicro-purchaseguide.docVIP

PCMS/MICRO-PURCHASE GUIDE Originated: October 1999 Revised: September 2000 Prepared by: Office of Procurement, Property, and Emergency Preparedness Procurement Modernization Team  tABLE OF CONTENTS Page Preface iii SECTION I. usda Purchase Card Program I-1 USDA Government-Wide Commercial Purchase Card I-1 Convenience Checks I-1 Purchase Card Management System (PCMS) I-1 Authority and Responsibility of Officials I-2 Departmental Program Coordinator (DPC) I-2 Agency Program Coordinator (APC) I-2 Local Agency Program Coordinator (LAPC) I-3 Cardholder I-3 How to Use the Purchase Card (Merchant) I-3 How to Use the Purchase Card (Cardholder) I-3 Over-the-Counter Purchases I-3 Telephone Orders I-4 Internet Orders I-4 Tax Exemption I-5 SECTION II. Cardholder Responsibilities II-1 Delegation of Individual Authority II-2 Purchase Limits II-2 Single Purchase Limit II-2 Monthly Purchase Limit II-3 Accountable/Sensitive Property II-3 Determining When to Use Form AD-700, Procurement Request II-3 Conditions for Use of the Card and Convenience Checks II-3 Authorized Use of the Card II-3 Authorized Use of the Convenience Check II-4 Unauthorized Use of the Card and Checks II-5 Documentation, Retention Procedures, and Reconciliation and Payment II-6 Documentation II-6 Retention II-7 Reconciliation and Payment II-7 Disputes II-7 Card and Check Security II-8 Lost/Stolen Cards/Checks II-8 Card Receipt Verification/Activation II-9 Stop Payment Requests II-9 Separation of Cardholder II-9 Purchase Card Changes II-9 Check Reorders II-9 Card Reissuance II-9 Card Misuse/Fraud II-10 Troubleshooting II-10 SECTION III. Micro-Purchase Acquisition Procedures III-1 Micro-Purchases III-1 Competition III-1 Procedures Authorized for Use by Nonprocurement Personnel III-1 SECTION IV. REQUIRED SOURCES IV-1 Supplies IV-1 Services IV-5 Recycled and Environmentally-Preferable Products and Services IV-5 Commercial Printing IV-6 Meetings and Conferences IV-7 aPPENDIX a: lIST OF aCR