MARADMINS : 471/03
R 071424Z OCT 03
FM CMC WASHINGTON DC(uc)
TO AL MARADMIN(uc)
MARADMIN
BT
UNCLASSIFIED
MARADMIN 471/03
MSGID/GENADMIN/CMC WASHINGTON DC LB//
SUBJ/USMC PURCHASE CARD SEMI-ANNUAL PROGRAM REVIEW//
REF/A/EBUSOPSOFFINST 4200.1//
REF/B/EBUSOPSOFF PCPN FY03-58//
POC/GOLDSMITH/D//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. REFERENCES B AND C PROVIDE INSTRUCTIONS
FOR THE SEMI-ANNUAL REVIEW FOR THE PERIOD OF 1 APR 03 THROUGH 21 SEP 03.
2. ALL LEVEL IV APCS SHALL REVIEW ALL PURCHASE CARD TRANSACTIONS FROM
1 APR 02 THROUGH 21 SEPT 03 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 (LBM) SCANNED VIA EMAIL OR FAX
NLT 7 NOV 03. ANY HIERARCHY THAT DOES NOT HAVE THE REQUIRED REPORTS
INTO THIS OFFICE BY THE DEADLINE WILL HAVE THEIR ENTIRE HIERARCHY
SUSPENDED UNTIL RECEIPT OF THE REPORT. ALL LEVEL IV APC'S ARE
STRONGLY ENCOURAGED 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 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 TO LOCALLY ENSURE FUTURE AUDIT TRAILS.
5. POCS AT HQMC (LBM) ARE MAJ C. MCMILLON AND MS. D. GOLDSMITH
AT (703)695-6590/DSN 225-6590.//