AFARS PART 13

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AFARS -- Part 13

Simplified Acquisition Procedures

June 1, 1996

Subpart 13.2 -- Blanket Purchase Agreements

13.203 -- Establishment of Blanket Purchase Agreements.

13.203-1 -- General.

(j)

13.204-90 -- Use of Blanket Purchase Agreements.

(a) The contracting officer shall --

(b) Training for use of BPAs shall be the same as that required for the use of purchase cards. See 13.9003(e), (f) and (g). Orientation shall focus on the BPA process, except that if the same individual will also be a purchase cardholder, BPA orientation shall be in addition to the Purchase Card Program orientation. The chief of the contracting office is responsible for approving training course content and instructor qualifications when training is provided by someone outside the contracting office.

13.205 -- Review Procedures.

(b) In addition to the review procedures in FAR 13.205, contracting officers who authorize individuals to place calls under BPAs shall --

Subpart 13.4 -- Imprest Fund

13.402 -- Agency Responsibilities.

(c)

13.404 -- Procedures.

(e) Use Standard Form 1165 to document imprest fund transactions.

Subpart 13.5 -- Purchase Orders

13.503 -- Obtaining Contractor Acceptance and Modifying Purchase Orders.

It is not necessary to modify a purchase order to document a shortage in the final shipment, provided the shortage is negligible.

13.505 -- Purchase Order and Related Forms.

13.505-3 -- Standard Form 44, Purchase Order-Invoice-Voucher.

(e)

Subpart 13.90 -- Government Purchase Cards

13.9000 -- Scope of Subpart.

This subpart provides guidance on purchases made using the International Merchant Purchase Authorization Card (I.M.P.A.C.). The guidance and requirements herein are in addition to that provided by the Governmentwide Commercial Credit Card Service Contract Guide and the Sample Agency Internal Operating Procedures published by the General Services Administration (GSA).

13.9001 -- General.

(a) The purchase card provides procurement and nonprocurement personnel with a simplified method of purchasing commercially available supplies and services which do not exceed the micropurchase threshold.

(b) The purchase card may be used as a method of payment on transactions above the micropurchase threshold in accordance with requirements outlined in this subpart.

(c) Purchase cards shall be issued only to individuals who have received the orientation/training on the purchase card program as required in these procedures.

(d) Contracting offices shall not issue purchase cards to contractors. If contractors working on cost type contracts request cards, their request shall be forwarded to Rocky Mountain Bank Card System with a letter from the contracting office stating that the card is being requested pursuant to 48 CFR 51.102.

13.9002 -- Agency/Command Responsibilities.

(a) PARCs at the major commands are responsible for the overall implementation and administration of the purchase card program at their subordinate commands and installations.

(b) Chiefs of Contracting Offices shall --

(c) Agency Program Coordinators (APC) shall serve as the purchase card focal point at each activity. The APC shall be the liaison between the activity, GSA, Rocky Mountain Bank Card System and the various directorates on the installation.

(d) Cardholders shall reconcile the bank's monthly statement of account with purchases actually made within 5 working days of receipt. They shall maintain adequate records of purchases to validate required procedures were followed and appropriate approvals were obtained.

(e) Approving officials shall ensure cardholders adhere to appropriate internal procedures and forward certified cardholders' monthly statements of account to the official billing office within 22 days after the end of the billing period.

13.9003 -- Purchase Card Use.

Use of the purchase card must meet the following conditions in addition to conditions imposed by the FSS contract:

(a) A single purchase transaction may include multiple items, but the total amount, to include incidental charges, e.g., transportation costs, shall not exceed the single purchase limit. Each transaction shall involve a single delivery and payment. Purchases shall not be "split" in order to stay within the single purchase limit. Receipt of the item should be within the billing cycle or by the time the monthly report is received to simplify monthly reconciliations.

(b) Cardholders shall advise Merchant/Vendors at the time the transaction(s) is/are made that items purchased with the card are "For Official United States Government Use." Most states will exempt purchases made by the Government from state and local taxes.

(c) Dollar limits. Cardholders shall not exceed the micropurchase threshold for a single purchase. The card may be authorized for use as a method of payment when specifically authorized in the letter of authorization, and

13.9004 -- Training Requirements.

(a) Cardholders and approving officials shall receive training and orientation covering the use of the card prior to being delegated authority under the program. Training may be locally developed, but specifically designed to cover federal, defense, and departmental regulations, policies and procedures pertaining to micropurchases and simplified acquisition procedures, as applicable. Orientation shall address GSA, Rocky Mountain Bank Card System and installation-unique procedures for use of the IMPAC Card.

(b) Individuals who have completed Purchasing Fundamentals (PUR 101) or Contracting Fundamentals (CON 101) require only the purchase card orientation training.

(c) Cardholders shall receive procurement ethics training. Cardholders shall execute the procurement integrity certification required by FAR 3.104-12 if the sum of their annual purchases is expected to exceed $20,000.

(d) The Chief of the Contracting Office may require additional training depending on the thresholds and circumstances established for the card's use.

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