USMC PURCHASE CARD SEMI-ANNUAL PROGRAM REVIEW


Date signed:	09/27/2004	MARADMIN Number:	420/04
Subject:	USMC PURCHASE CARD SEMI-ANNUAL PROGRAM REVIEW
`R 271332Z SEP 04` `FM CMC WASHINGTON DC(uc)` `TO AL MARADMIN(uc)` `MARADMIN` `BT` `UNCLASSIFIED` `MARADMIN 420/04` `MSGID/GENADMIN/CMC WASHINGTON DC/LB//` `SUBJ/USMC PURCHASE CARD SEMI-ANNUAL PROGRAM REVIEW//` `REF/A/EBUSOPSOFFINST 4200.1A//` `REF/B/EBUSOPSOFF PCPN FY04-42//` `POC/OVERSTREET/M/E/TEL:(703) 695-6590/TEL: DSN 225-6590//` `RMKS/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 MAY AND NOVEMBER OR AS MAY BE OTHERWISE DIRECTED BY THE` `DEPARTMENT OF NAVY (DON). REFERENCE B PROVIDES INSTRUCTIONS FOR THE` `SEMI-ANNUAL REVIEW FOR THE PERIOD OF 22 MARCH 2004 THROUGH 21` `SEPTEMBER 2004.` `2. ALL LEVEL IV APCS SHALL REVIEW ALL PURCHASE CARD TRANSACTIONS FROM` `22 MARCH 2004 THROUGH 21 SEPTEMBER 2004 USING EXCEL SPREADSHEETS` `EXPORTED FROM CITIDIRECT’S ADHOC REPORTING SYSTEM. THE REVIEW SHOULD` `SEEK TO IDENTIFY ALL POTENTIALLY WASTEFUL AND/OR ABUSIVE` `TRANSACTIONS. THE REPORT FORMAT WITH ALL REQUIRED ATTACHMENTS HAS` `BEEN PROVIDED TO ALL LEVEL IV APCS UNDER SEPERATE CORRESPONDENCE. AT` `THE CONCLUSION OF THE PROGRAM REVIEW, ALL LEVEL IV APCS SHALL REPORT` `COMPLETION OF THE REVIEW IN THE REQUIRED FORMAT TO HQMC (LB) SCANNED` `VIA EMAIL OR FAX NLT 16:30 EST ON 21 OCT 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 REQUIRED TO BRIEF THE APPROPRAITE 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.` `3. APCS WILL ALSO CONDUCT A COMPLETE AUDIT OF A RANDOM SAMPLING OF` `THE REVIEWED TRANASCTIONS. THE SIZE OF THE SAMPLING IS BASED ON THE` `TOTAL NUMBER OF TRANSACTIONS OVER THE 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.` `4. 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` `DISCREPENCIES OR FRAUDULENT TRANSACTIONS ARE FOUND. ALL PROGRAM` `REVIEW AND TRAINING DOCUMENTATION MUST BE RETAINED IN ACCORDANCE` `WITH REFERENCE A AND LOCALLY TO ENSURE FUTURE AUDIT TRAILS.` `5. POCS AT HQMC (LBM) ARE MS. MARY OVERSTREET AND MR. ATO ANDOH AT` `(703) 695-6590/DSN 225-6590.//`