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Document Version: 2.8USDA Purchase Card Program GuideUSDA Purchase Card Program GuideCoordinator Program GuideApproving Official Program GuideCardholder Program GuideUSDA OCP Charge Card Service CenterFinal Version: 2.8, April 30, 2019Document Date:4/30/2019i
Department Purchase Card Program GuideDocument Version: 2.8Revision HistoryTable 1 provides the revision history of this document.Table 1. Revision HistoryVersionDateDefinition2.84/25/19Cover page and headers and footers – date udated to April 30, 2019, updated versionnumber from v. 2.7 to v. 2.8; Cover Page – replaced OPPM with OCP; Page 11, under“Term” replaced “OPPM” with “OCP”; Page 11, under “Definition” replaced“Procurement and Property Management” with “Contracting and Procurement”; Page13, Section 3.1 replaced “Procurement and Property Management (OPPM)” with“Contracting and Procurement (OCP)”; Page 24 under 6.1.5 updated “Personal propertyunder 3,500” to “Personal property under 5,000”; Page 30, Section 6.1.14 replaced“OPPM” with “OCP”; Page 76, under “USDA Advantage!” replaced “OPPMP” with“OCP”; Page 79, introduce Appendix G”; Page 80, added Appendix G2.73/19/19Cover Page: Updated SmartPay 3 purchase card image, updated version to 2.7 andupdated date; 6.4.1: Updated US Bank rate from 1.7% to 1.9%2.62/21/19Updated 2.2.1: updated section; Updated 6.1.1: Added last paragraph; Added section7.1.26 Purchase and Travel Cards to the Same Account; Updated 6.1.2: Updatedsection, added definition for micro-purchase threshold; Updated 6.1.5: Updateddefinition of “services”; Added Appendix G2.55/30/2018 Updated 1.4: References table; Updated 4.2: Agency Program Coordinator language;Updated 4.3: Local Area Program Coordinator language; Added secure websitesguidance to Cardholder duties in 4.5; Updated Table at 5.1.1: Compliance TrainingRequirements; Updated lanuguage to Micro-Purchases in part 6.1.2; Added newguidance on Tax Exemption Status in 6.1.4; Added Ratification reference in 6.1.5 and6.1.7.1; Added new Split Transactions guidance as part 6.1.6.2; Updated theTelecommunications guidance in 6.1.7.1; Updated 6.1.10: Simplified Acquisition andFormal Contracts language; Added new guidance as 6.2.6: Rewards/IncentivePrograms; Added new guidance and form: Non-Required Source Vendor Form (AD3110) in 6.3.1 and in Section V1; Added new text on Using Convenience Checks in6.4.1; Added new guidance for Third Party Payments as 6.4.3; Added new title and textfor Identifying Green Purchases in 6.4.4; Added new guidance on RecordingConvenience Checks in 6.4.5.1.1; Updated Form hyperlinks in Section VI; UpdatedProhibited Items list in Appendix C; Added new text in Appendix E; Updated text onTax Exemption in 7.1.22; Added new guidance on Surcharges to Section 7.1.23;Replaced outdated Blueprint manual and link in Section 10.4; Updated the micropurchase threshold from 3,500 to 10,000 in 2.2.1, 6.1, and 6.3.2iiDocument Date: 4/30/2019
Document Version: 2.8VersionDateUSDA Purchase Card Program GuideDefinition2.47/26/2017 Updated policy training in the list of required training in Section 5.1.2.21/31/2017 Updated list of required training in Section 5.1.2.11/10/2017 Changed three years to six years for retention period in Sections 4.4, 4.5, 6.2.3 and6.4.10.2, as well as Table 7.2.010/31/2016 Updated text in Sections 1.1, 2.1, 4.3, 4.4 and 4.5. Updated Sections 5.1.3 and 5.1.4 byremoving Account Validation Controls from required training list.1.09/30/2016 Final document versionDocument Date:4/30/2019iii
Department Purchase Card Program GuideDocument Version: 2.8Table of ContentsTABLE OF CONTENTS . IVSECTION I: PURCHASE CARD PROGRAM OVERVIEW .812INTRODUCTION. 8Purpose of this Document . 8Scope of Document . 8Location of Document . 8References . 9Terms and Definitions . 9Providing Feedback to the CCSC. 11PURCHASE CARD USAGE . 11USDA Government-wide Commercial Purchase Card . 11Purchase Limits . 12Single Purchase Limit . 12Monthly Purchase Limit . 12345PROGRAM SUPPORT . 13USDA Charge Card Service Center. 13U.S. Bank Access Online . 13U.S. Bank Web-based Training. 13U.S. Bank Government Services Technical and Training Help Desk . 13PROGRAM-WIDE ROLES AND RESPONSIBILITIES. 14CCSC Program Lead . 14Agency Program Coordinator . 14Local Agency Program Coordinator . 15Approving Official . 16Cardholder. 17COMPLIANCE TRAINING REQUIREMENTS . 19Mandatory Training Requirements for Program Participants . 19Training Requirement Table . 19Account User Setup and Purchase Card Approval in Access Online . 20Refresher Training . 21SECTION II: POLICY GUIDANCE. 226CENTRALIZED POLICY GUIDANCE. 22Authorization to Use a Purchase Card . 22Delegation of Authority . 22Micro-Purchases . 23Authorization to Purchase Goods/Services . 23Tax Exemption Status. 24Authorized Use by Non-Procurement Personnel . 24Authorized Use of the Purchase Card and Alternative Payment Methods . 25Unauthorized Use of the Card and Alternative Payment Methods . 27Guidelines for Using Purchase Cards/Alternative Payment Methods . 28Separation of Duties . 28Simplified Acquisition and Formal Contracts . 28Accountable/Sensitive Property . 29Prohibited Items. 29Restrictions on Acquiring Food and Bottled Water . 30Gifts/Gift Cards . 30ivDocument Date: 4/30/2019
Document Version: 2.8USDA Purchase Card Program GuideAuthorized Items . 30Honoraria or Promotional Items . 30Contracts or Agreements for Human Resources Services . 31Rewards/Incentive Programs. 31Required Sources/Competition . 31Required Sources . 31Competition . 32Purchasing Recycled and Environmentally-Preferable Products and Services . 32Commercial Printing . 33Meetings and Conferences . 33How to Use the Purchase Card. 34Using Convenience Checks . 34Using Alternative Payment Methods . 34Third Party Payments . 35Identifying Green Purchases . 35Approving/Re-allocating Transactions Process . 35Changing Default Accounting Codes (DAC) . 40Disputing a Questionable Transaction . 41Reporting Fraudulent Transactions . 43Closing/Cancelling Accounts . 44Reimbursing the Government for Unauthorized or Erroneous Transactions . 44Maintaining Documentation and Retention Procedures . 45SECTION III: PURCHASE CARD ADMINISTRATION. 467INTEGRATED VIEW OF ADMINISTRATIVE TASKS . 46Purchase Card Administration . 46Nominating a Cardholder AO LAPC . 46Requesting a Purchase Card LAPC. 47Activating a New Card CH . 47Non-Receipt of Requested Purchase Cards CH LAPC . 47Non-Receipt of Checks CH LAPC. 47Replacing a Card CH . 48Renewing/Reissuing a Card US Bank. 48Reordering Checks CH LAPC . 48Reporting Lost or Stolen Cards CH . 48Reporting Lost or Stolen Checks CH . 48Requesting Stop Payment of a Check CH . 49Retaining Check Copies US Bank . 49Replacing an AO CH LAPC . 49Changing Cardholder Information CH LAPC AO . 49Processing Transfers, Reassignments, or Departures CH LAPC AO . 50Suspending/Cancelling Cards for Nonpayment of Transactions CH LAPC . 51Cycle Date US Bank . 52Account Status in Access Online CH LAPC AO APC US Bank . 52Year-End Rollover of Accounting Codes CCSC . 54Freedom of Information Act Requests FOIA . 54Merchant Category Code Blocking CCSC . 54Tax Exemption CH . 54Surcharges CH LAPC . 55Cardholder Purchase Card Billing Address CH . 55Foreign Currency CH AO . 55Purchase and Travel Cards on the Same Account CH AO . 55Summary Purchase Card Administration Matrix . 55Cardholder Purchase Card Administration Matrix . 57Approving Official Purchase Card Administration Matrix. 58Coordinator Purchase Card Administration Matrix . 59Document Date:4/30/2019v
Department Purchase Card Program GuideDocument Version: 2.8SECTION IV: COORDINATOR’S SET-UP TASKS . 5989PERFORMING HIERARCHY RELATED TASKS . 59Setting up Hierarchies . 59Setting Up and Maintaining an APC . 61Setting Up or Deleting an LAPC . 61Setting up an AO . 61Replacing or Removing an AO. 61Checking Hierarchy Status for Cardholder Setup .
Document Version: 2.8 USDA Purchase Card Program Guide Document Date:4/30/2019 iii Version Date Definition 2.4 7/26/2017 Updated policy
