PURCHASE CARD
   TRAINING
    AT EPA
               December 1,1998

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                 PURCHASE CARD TRAINING AT EPA
     Introduction
I.    Purchase Card Program at EPA
II.    General Policies, Procedures, and Provisions
III.   Other Acquisition Provisions

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 Updated thru December 1998

                       INTRODUCTION
      This course is designed for all EPA personnel who will be designated as
 Purchase Card Holders and/or Approving Officials with ordering authority in
 accordance with EPA Contracts Management Manual. Chapter 8. The course
 covers the source of authority for Federal purchases, appointment of Purchase
 Card Holders and Approving Officials, the authorities and standards for all EPA
 employees, Standards of Conduct, various small purchase techniques and the
 administration of these purchases. These purchasing techniques are part of the
 Small Purchases and Other Simplified Purchase Procedures as prescribed by (1)
 Part 13 of the Federal Acquisition Regulation (FAR) and (2) Part 1513 of the
 Environmental Protection Agency Acquisition Regulation (EPAAR), which
 implements and supplements the FAR at EPA, and (3) various chapters of the
 Contracts Management Manual (CMM). The primary purpose of this course is to
train EPA employees to qualify to exercise limited small purchase authority using
the Purchase Card Program at EPA.

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        Parti
Purchase Card Program
        At EPA
                    December 1,1998

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            United Stales
            EnvtRMiiuciitaJ
            Agency
           Administration And
           Resources Manager*
           (3S02R)
December 1,1998
EPA
  PA Guidelines for Use
of the U.S. Government,
Purchase Cards

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10

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                                    11
MAJOR HIGHLIGHTS OF THE PURCHASE CARD GUIDANCE"

1.     On November 30,1998, the EPA began Purchase Card operations with a new contractor
      bank, namely NationsBank. This contract is for an initial period of two years with three
      one-year renewals possible.

2.     NationsBank offers EPA a vastly improved transaction processing for faster payments to
      the contractor bank. There will also be a wide variety of reports available at all levels for
      EPA to use in tracking its own purchases.

3.     Cardholders can verify purchases by utilizing the contractor bank provided
      ELECTRONIC ACCOUNTING GOVERNMENT LEDGER SYSTEM (EAGLS.)
      Therefore, it will no longer be necessary for Statements of Account to be mailed to
      cardholders.

4.    Basic instructions  for the contractor provided Electronic
      Accounting Government Ledger System (EAGLS) are now
      included in this EPA document, see Exhibit I.

5.     The EPA procedures for funding a reserve account equal to the cardholder's 30-day
      limit and the procedures for making payments have changed and are detailed in
      Section III. THIS PART OF THE PROCEDURES IS OF PARTICULAR
      IMPORTANCE TO FUNDS CONTROL OFFICERS.

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                                         12
                                     Prepared by:

                          The Office of Acquisition Management
                         Policy, Training, and Oversight Division
                                (HQ Mail Code 3802-R)
L      Purpose of Purchase Card Program
n.     General Information
       A. Background
       B. Application Process For Cardholder and Approving Official Accounts
             1. Training Requirements
             2. Designation of Cardholders & Approving Officials
             3. Delegation of Authority to Cardholders
      Funding Procedures
      A. General Information
      B. Electronic Accounting Government Ledger System (EAGLS)
      C. Cardholders Use of EAGLS
      D. Obligation Processing
      E.  Payment Processing
      F. Funds Control Officer (FCO) Requirements
      G.  Funding Procedures for Purchasing Agents
IV.   Purchase Procedures
      A.  General Information
             1. Tax Exempt Status
             2. Free on Board Point
      B.  Desk Guide for Placing Orders
      C.  Identification of Sources
             1. Supplies and Equipment
             2. Services
      D.  Government Sources of Supply
             1. Federal Prison Industries/UNICOR
             2. National Industries for the Blind £ National Institutes
                   for the Severely Handicapped (NIB/NISH)
             3. General Service Administration Federal Supply
                   Service (FSS) Schedule Contracts
      E. Purchase Card Log For Program Office Cardholders &
             Approving Officials
1
1
1
1
1
2
2

3
3
3
5
5
5
6
9

10
10
10
11
11
12
12
13
14
14

15

16

16

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                                         13
IV.    Purchase Procedures (continued)
       F.  Statement of Account Reconciliation by Cardholders                       17
       G.  Responsibilities of Approving Official                                    18
       H.  Responsibilities of the Funds Control Officer                              18
       I. Purchasing Agent                                                      19
       J. On-Scene Coordinators and/or Field Agents/Investigators                   20

V.     Restrictions on Purchase Card                                           22
       A.  Prohibited Purchases                                                  22
       B.  Purchase Agent Review/Action                                          23
       C.  Required Approvals Prior to Purchase                                    24
       D.  Environmentally Preferable Purchasing                                   26

VL    Card Maintenance & Other Administrative Procedures                    35
       A.  Disputes/Questioned Items                                             35
       B.  Record Keeping                                                      35
       C.  Cancellation/Suspension of Purchase Card                                36
       D.  Destruction of the Purchase Card                                        37
       £.  Reporting a Lost or Stolen Card                                         37
       F.  Getting a Replacement Card                                            37
       G.  Cardholder Leaving the Agency                                         38
       H.  Cardholder Transferring Within the Agency                               38
       I.  Cardholder Name  Changes                                              38
       J.  Approving Official Changes                                            38
       K.  Safeguarding the Purchase Card and Standards of Conduct                  38
       L.  Spending Limits & Increase Requests                                    39
       M. Management Reports                                                  39
       N.  Oversight in Purchase Card Program                                     39

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List of Acronyms                                                               41

Definitions                                                                    41

       1.  SmartPay Purchase Card                                               41
       2.  Cardholder                                                           42
       3.  Purchasing Agents                                                    42
       4.  Approving Official                                                    42
       5.  Funds Control Officer                                                 42
       6.  General Services Administration                                         43
       7.  Contractor Bank                                                      43
       8.  Purchase Card Program Team/Agency Point of Contact                     43
       9.  Purchase Card Servicing Finance Office                                   44
       10. Billing Cycle                                                         44
       11. Purchase Card Forms                                                 44

             (a)   Purchase Card Applications                                   44
             (b)   Deskside Purchase Card Log                                 45
             (c)   Statement of Account                                        45
             (d)   Questioned Items/Disputes Form                              45
             (e)   Purchase Card Destruct Notice                                45

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                        15
ATTACHMENTS:
Exhibit A


Exhibit B


Exhibit C

Exhibit D


Exhibit E


Exhibit F

Exhibit G

Exhibit H
PURCHASE CARD CARDHOLDER ACCOUNT
SET-UP INFORMATION             Page 46

PURCHASE CARD APPROVING OFFICIAL'S
ACCOUNT SET-UP INFORMATION     Page 50
EPA PURCHASE CARD LOG
Page 53
CARDHOLDER STATEMENT OF ACCOUNT
                              Page 54

PURCHASE CARD PROGRAM CARDHOLDER
STATEMENT OF QUESTIONED ITEM   Page 55

PURCHASE CARD OBSTRUCT NOTICE Page 57

GSA FEDERAL SUPPLY SCHEDULE    Page 58

PURCHASING AGENT PURCHASE ORDER
REGISTER                      Page 64
Exhibit I
EAGLS INSTRUCTIONS
Page 65

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                                         16
       PURPOSE:
       The primary purpose of the "EPA GUIDELINES FOR USE OF U.S. GOVERNMENT
PURCHASE CARD" is to provide guidance for the Environmental Protection Agency (EPA) on
the proper use of the U.S. Government Purchase Card. This guidance document outlines the
management of the Purchase Card program, identifies the required sources of supply, limitations
on the use of the card, billing and payment procedures, and sets forth the various responsibilities
                                           Control Officer as of December 1. 1998.
n.     GENERAL INFORMATION:
A.     Background

The EPA implemented the U.S. Government Purchase Card program in 1987. The Purchase
Card is the preferred method to purchase and pay for micro-purchases (under $2,500)!  The use
of the Purchase Card expedites the acquisition of essential supplies and services, streamlines
payment procedures, and reduces the administrative costs associated with traditional paper based
payment methods.

At the request of EPA, the contractor bank issues the cards to authorized employees. The plastic
Purchase Card is embossed with the employee's name and is restricted for use to the employee
named on the purchase card. The EPA Purchase Card program operates in a manner similar to
any standard commercial credit card system except that there are additional controls and
limitations for Government purchases. Cardholders and Approving Officials are advised that
U.S. Government Purchase Cards are for OFFICIAL USE ONLY AND ARE NOT
AUTHORIZED FOR PERSONAL USE. IDENTIFICATION PURPOSES. OR  OTHER NON-
OFFICIAL BUSINESS PURPOSES. Cardholders will be held personally responsible for any
unauthorized use of the Card (see section on Cancellation/Suspension of Purchase Card).

B.    Application Process for Cardholders & Approving Official Accounts
       1.     Training Requirements

All cardholders and Approving Officials must successfully complete the EPA Purchase Card
training course, which is offered by the Office of Acquisition Management (OAM), Acquisition
Training Service Center. This training class satisfies the Purchase Card training requirements for
program office cardholders (non-procurement personnel) for acquiring items up  to the single
purchase limit of $2,500 (micro-purchases). Training for Approving Officials has also been
developed. Approving Officials attend the first three hours of the regular purchase card training
class while cardholders are required to attend for the entire session and must successfully pass a
test at the end of training.  The material covered during the first three hours of training is
applicable to both the cardholder and the Approving Official, but differentiates between the roles
and responsibilities of the cardholder and those of the Approving Official. Purchase card training
must be completed before submitting the required U.S. Government Purchase Card application(s)
for cardholders and Approving Officials.

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       2.     Designation of Cardholder & Approving Officials

The application process for both cardholders and Approving Officials are very similar. The
difference between the two processes is the application form. The cardholder must complete the
Purchase Card Cardholder Set-up Information Form (Exhibit A) while Approving Officials use
the Purchase Card Approving Official Set-up Information Form (Exhibit B). All purchase card
and Approving Official applications require approval of the Division Director (or equivalent) or
higher and must be forwarded to OAM, Internal Oversight Service Center (IOSC), HQ Mail
Code (3802R). Applications must be accompanied by:

       (a)    A copy of the Certificate of Training for the Purchase Card (and/or the Call
             Ordering Officers Course) or training for Approving Officials (not more than 2
             years prior); and
       (b)    Purchase Card Cardholder Set-up Information form (Exhibit A), or
       (c)    Purchase Card Approving Official Set-up Information form (Exhibit B).

The applications are processed in OAM and forwarded electronically to the contractor bank by
the EPA Agency Point of Contact (APOC). The contractor bank will then establish the
cardholder and Approving Official accounts.

      3.     Delegation of Procurement Authority to Purchase Card Cardholders

      (a)     All cardholders must have a Delegation of Procurement Authority that specifically
             authorizes the use of their purchase card. After completion of the required
             procurement training and submittal of a purchase card application, procurement
             delegations will be issued by the appropriate OAM Division Director for all EPA
             employees (in accordance with Chapter 8 of the Contracts Management Manual).
             The delegation will indicate a maximum of $2,500 as the single purchase limit for
             program office cardholders. Approving Officials may limit cardholders to lower
             single purchase limits. Purchasing agents (GS-1100 series) may have  authority up
             to the dollar limit of their Delegated Procurement Authority. EPA employees who
             already have delegated procurement authority must also request a separate
             procurement delegation for Purchase Card purchases.

      (b)     All purchases must be made in conformance with FAR 1.602, Chapters 2 and 8 of
             the Contracts Management Manual, the Resources Management Directives -
             Administrative Control of Appropriated Funds, the GSA Federal Supply Service
             Schedule Contracts for GOVERNMENT-WIDE COMMERCIAL CREDIT
             CARD SERVICES and any and all EPA implementing regulations, guidance,
             directions and/or instructions.

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III.    FUNDING PROCEDURES:

A.     General Information

Purchases made using the card are subject to the "Prompt Payment Act." Therefore, EPA must
pay the contractor bank within the specified time or pay interest penalties. Cardholders are
responsible for adhering to their respective offices' established internal procedures to ensure
adequate funds control. These procedures must comply with EPA's internal guidance entitled
"Administrative Control of Appropriated Funds" that set forth the funds control policies and
procedures for purchasing all services or supplies.  Cardholders must contact their respective
Approving Official and Funds Control Officers for a copy of their internal procedures.

The use of the Purchase Card is intended to be a streamlined procurement process that empowers
the cardholder to purchase supplies and services quickly with minimal paperwork. To realize the
benefits of the streamlined Purchase Card program, while ensuring proper funds management, a
process must be established that ensures that funds are available before the cardholder makes a
purchase. Because the various EPA program offices and regions  are organized differently, the
guidelines allow for flexibility for each office to determine the best method for purchase card
funding.
B.     Electronic Accounting Government Ledger System (EAGLS)

       The Agency has entered into a contract with NationsBank to provide purchase card
services. One of the services that the Bank has to offer is their Electronic Account Government
Ledger System (EAGLS) which gives the Agency the opportunity to streamline the payment
process while providing additional services to cardholders and approving officials. EAGLS is an
Internet desktop application that allows the user to enter accounting data associated with each
purchase card transaction. See Exhibit I for Basic Instruction for EAGLS.

The following selections are intended to give the Funds Control Officials information on the two
options available to set up commitments for the cardholders to use in processing payment
transactions through EAGLS.

       The following are the descriptions of the two options available to the Funds Control
Officers (FCOs) to set up the commitments for cardholder's transactions.

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Option One - Generic Purchase Card Commitment

       The first option is to provide cardholders with a default DCN to assign to all of their
purchases.  The commitment is recorded by the FCOs in IFMS under Budget Object Class (BOC)
2620 and may have as many as ten lines of accounting to support the cardholders funding splits
for appropriations and/or Program Results Codes (PRCs). THE AMOUNT OF THIS
COMMITMENTS NORMALLY SI00.00. The commitment must be recorded in IFMS across
the various lines of accounting at the ratio that will be used for the cardholder's purchase. When
a purchase is processed against this DCN, the commitment lines only used to determine the ratio
to charge for each line of accounting. When the cardholder approves the purchase in EAGLS,
they will select the default DCN and select the correct BOC for that purchase. New commitment
line(s) will be created with the selected BOC. The original commitment against BOC 2620 will
remain the same in IFMS. This allows the funds control officer to establish a base commitment
at the beginning of the fiscal year for cardholders and use it for the entire year. (See examples
one and two on the attachment).

Option Two - Specific Purchase Commitments

       In this option, the Funds Control Officer establishes a specific commitment to pay for one
or more purchase  card transactions similar to any other expenditure. As part of establishing the
commitment, the appropriate BOC is selected for the purchase. As normal, any splitting between
funds is done with multiple lines in the commitment. When a certified purchase is processed
against this commitment, the original commitment lines will be used as the funding source for
the subsequent obligation and payment documents.  Each line committed will be reduced
accordingly. If the cardholder were to assign a BOC when they approve the purchase, that BOC
will be ignored as the funds control officer has already determined the correct BOC. If the
transaction amount uses 90% or more of the commitment, the commitment will be closed.

       The final transaction amount may exceed the actual commitment amount by up to $100 or
10%, whichever is less. If the transaction amount exceeds the commitment by more than the
$100 or 10%, the transaction will not be processed.  The cardholder will receive an email from
the CFMC notifying them that the transaction can not be paid.  The cardholder must contact the
Funds Control Officer to have the commitment increased. (See example 3 on the attachment).

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C.     Cardholders Use of EAGLS
       Cardholders will use EAGLS to review and approve purchase transactions for payment,
as well as to input the accounting data (received from their FCO.)  Shortly after a purchase is
made, the transaction should be posted by the contractor bank to the cardholder's account in
EAGLS. EPA will inform the cardholder via email that a transaction is awaiting their approval
in EAGLS and the cardholder will be expected to access EAGLS and either approve for payment
or dispute each transaction. If the cardholder approves the transaction, they will need to input the
accounting data to be used to make the payment.  In order to assist the cardholder with the
assignment of the accounting data, the cardholder will only have to know the correct
commitment number (a.k.a. Document Control Number (DCN) or RQ) for the purchase, but in
some cases, they will have to assign the Budget Object Class for the purchase. The cardholder
will be able to enter into EAGLS one or more DCN numbers for each transaction.  The
cardholder will select either a default commitment number as explained in option one or a
specific DCN for the purchase as explained in option two. EPA will maintain a list of Budget
Object Codes (BOC's) and descriptions in EAGLS that will be used by the cardholder to describe
the  type of purchase.

D.     Obligation Processing
       Each day EPA will receive from NationsBank a file containing all of the approved
transactions with the assigned accounting. From this data, EPA will create the obligation lines
for  input into IFMS. As described above, where there are multiple lines on the selected
commitment, the original ratio will be used to spread the transaction amount across each line on
the  obligation. The obligation amount will equal the amount of the purchase as provided to the
cardholder in EAGLS.  The obligation document number will consist of the last two digits of the
fiscal year, the two character literal 'BK', and a  6 digit sequential number.

E.    Payment Processing

      During the creation of obligation documents, payment documents will also be created.
The amount paid will be the same as the amount obligated and the obligation document will be
closed for each obligation. This procedure will eliminate the need to perform the unliquidated
obligation review for Purchase Card purchases as the obligation and payment amounts will be the
same.

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F.     Funds Control Officer (FCO) Requirements

       In order to make use of the NationsBank VISA card and EAGLS, the FCO's need to
decide which method their office will use to account for the purchases and payments.  If option
one is selected the FCO must create a commitment in IFMS and let the cardholder know which
commitment to use for their purchase card transactions. If option two is selected, the FCO's
must work with the cardholders to establish a procedure to inform the cardholder which DCN to
use for each purchase before the cardholder begins to input the accounting data for the purchase
payment in EAGLS.

Example 1;
In this example, John Smith is a cardholder that has been assigned one DCN to use for all
purchases. TheDCNis9942TAB001. There is a RQ in IFMS for $100.00 against BOC 2620.
John makes a purchase from Acme Computer for $1,200.  \vTien the transaction shows up in
EAGLS, John enters the system and approves the purchase and assigns his default DCN and the
correct BOC of 2552. The following is how the data will show in IFMS through the stages of the
transaction.

Initial IFMS Commitment:

   DCN      Line  BOC  Fund  Amount     Obligated    Available
9942TAB001  001   2620  B     $100.00           0       $100.00

After card transaction processing: Adjusted IFMS Commitment (Changes in Bold)
9942TAB001  001   2620  B      100.00           0      $100.00
             002   2552  B     1.200.00      1.200.00     	0_

New IFMS Obligation

Obligation Document Line   Amount     Paid   Available     Ref Trans    RefLine
99BK000101       001   1.200       1.200 	Q      9942TAB001 001

New IFMS Payment
Payment Document  Line   Amount     Paid         Ref Trans    RefLine
99BK000101       001   1.200.00     1.200.00     99BK000101  001

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Example 2:

In this example, Mary Jones is a cardholder with a default DCN 9954ABC005 for her purchases.
Mary's office splits all purchases between the EPM and Superfund (SF) appropriations. The split
for the purchases is 82% EPM and 18% SF. A $100.00 commitment is in IFMS against BOC
2620. Mary buys some office supplies from Staples for $300.00. When the transaction shows up
in EAGLS, Mary approves the purchase, assigns her default DCN and selects BOC 2615 as the
BOC to charge the purchase.  The following is how the data will show in IFMS through the
stages of the transaction:
 Initial IFMS Commitment:

   DCN     Line   BOC  Fund  Amount
9954ABC005 001    2620  B     $ 82.00
            002    2620  T      18.00

After card transaction processing:

Adjusted IFMS Commitment (Changes in Bold)
                         Obligated
                              0
                              0
                               Available
                               $ 82.00
                                18.00
9954ABC005 001
            002
            003
            004
2620  B
2620  T
2615  B
2515  I
         82.00
         18.00
        246.00
         54.00
            0
            0
         246.00
          54.00
$ 82.00
  18.00
	0
	Q
New IFMS Obligation (The assumption is that these purchase transactions are transferred to EPA
all on the same day. Therefore the Obligation Document and Payment Document will be the
same and the additional transactions will be additional lines on the document.)
Obligation Document Line  Amount
99BK000101       002     246
                  003   	54
                  Paid  Available
                  246   	Q
                   54   	Q
                               Ref Trans    RefLine
                               9954ABCOOS 003
                                  "       004
New IFMS Payment

Payment Document
99BK000101
Line
002
003
Amount
 246.00
  54.00
Paid        Ref Trans
246.00 99BK000101 002
 54.00            003
      RefLine

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Example 3;

In this case, the office has selected to use option 2 and fund each purchase with a separate
commitment. The office is splitting the purchase between three PRC codes so there are three
lines of accounting assigned to this commitment. The commitment is entered into IFMS by the
FCO under DCN number 9942XYZ002 for $1,000 and charged to BOC 2616. The Lab Supply
company could only ship part of the order and they billed $600 for the partial shipment.  When
the transaction appears hi EAGLS, the cardholder approved the partial payment and assigned the
DCN to the transaction. There is no need to assign a BOC because the commitment was set up
for a specific purchase. Note that when the accounting lines are created for IFMS, the obligation
and payment are for the amount paid to NationsBank. The remaining amount on the
commitment will be closed when the final payment is made on this purchase. The following is
how the data will show up in IFMS during the different stages of the transaction:

 Initial IFMS Commitment:
   DCN      Line   BOC  Fund  Amount
9942XYZ002 001    2616  B     $500.00
             002    2616  B      300.00
             003    2616  B      200.00

After card transaction processing:.
Adjusted IFMS Commitment (Changes in Bold)
                               Obligated
                                     0
                                     0
                                     0
                                      Available
                                      $500.00
                                       300.00
                                       200.00
9942YZ002
001
002
003
2616  B
2616  B
2616  B
500.00
300.00
200.00
300.00
180.00
120.00
S200.00
 120.00
  80.00
New IFMS Obligation (The assumption is that these purchase transactions are transferred to EPA
all on the same day. Therefore the Obligation Document and Payment Document will be the
same and the additional transactions will be additional lines on the document.)
Obligation Document Line  Amount
99BK000101        004     300
                   005     180
                   006     120
                         Paid  Available
                         300          0
                         180          0
                         120          0
                                      Ref Trans    RefLine
                                      9942XYZ002 001
                                         "       002
                                         "       003
New IFMS Payment

Payment Document
99BK000101
      Line
      004
      005
      006
      Amount
       300.00
       180.00
       120.00
    Paid         Ref Trans
    300.00 99BK000101 004
    180.00             005
    120.00             006
                RefLine

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                                          24
G.     Funding Procedures for Purchasing Agents

Reserve funding is not required for purchasing agents.  The purchasing agent cardholder will use
the funded PR received from the requesting program office to make purchases. Otherwise, the
purchasing agents will interact with EAGLS in the same way as non-purchasing agent
cardholders.

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                                           25
IV.    PURCHASE PROCEDURES

A.     General Information

Once the cardholder is trained, designated as a cardholder (Exhibit A), receives a Delegation of
Procurement Authority, and has established a funds procedure with their FCO, the cardholder is
ready to make a purchase. The most common ways of making purchases using the card are: (1)
over the counter, (2) by telephone, or (3) through the use of electronic commerce such as the
GSA Advantage program (see IV. D.3).  All ordering methods require the cardholder to follow •
the same procurement requirements.

The purchasing process starts with the identification of a requirement (i.e., a request to purchase
supplies or services). The cardholder and the Approving Official must determine that the needed
supplies and services to be purchased are indeed readily available. Partial orders or delayed
delivery of orders are not authorized. The total value of a single purchase may be comprised of
multiple items, but the total purchase value shall not exceed the authorized single purchase limit
of $2,500 (Purchasing agents (GS-1100 series) may have authority up to the dollar limit of their
Delegated Procurement Authority, but not exceeding $100,000). Further, cardholders shall not
split requirements in order to stay within their single purchase limits. Any single requirement or
group of like requirements that exceed the cardholder's single purchase threshold, must be
forwarded to your simplified purchase activity for processing. Failure to comply with this
restriction will result hi revocation of the card.

If the vendor indicates that they cannot fill the complete order, or cannot fulfill the order within
30 days, then the cardholder must (1) make the transaction for the quantities that are required
immediately and are available for immediate delivery, or (2) find another source for the entire
order, or (3) send the PR to the simplified purchase activity for processing of the entire order or
balance of the order. Vendors cannot bill for items not shipped, however, if a vendor does not
deliver when stated, but the purchase appears in EAGLS, the purchase must be recorded on the
Questioned Items Form (QIF, Exhibit E) as a disputed/questioned item.

       1.     Tax Exempt Status

When making a purchase with the card, the cardholder must inform the merchant that it is for
official U.S. Government purpose and, therefore, is not subject to sales taxes. All US
government purchases are TAX EXEMPT. It will not be necessary for cardholders to provide
vendors with a State tax exemption certificate or tax exempt number. All States and the District
of Columbia have agreed to the tax exemption for U.S. Government Purchase Card purchases.
(The reverse side of the purchase card has a toll-free 800-telephone number for merchant
inquiries regarding the tax exempt status). If, however, sales tax is erroneously charged by the
vendor, the amount of the tax cannot be disputed/questioned through the Visa Chargeback
Regulations (Questioned Items process). Cardholders must make every effort to obtain a credit
from the vendor for the amount of the tax. If a credit is not obtained, the Agency must pay tax.

                                          10

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                                           26
       2.     Free On Board (FOB) Point

It is important that cardholders determine prices with delivery terms that are FOB Destination.
i.e., including all required costs of shipment.  Where this is not possible, the cardholder must
attempt to determine an estimated cost for shipping. Any required shipping cost must be
included in the commitment of funds and recorded on the Purchase Card log (total cost = item
cost + shipping.).

B.     Desk Guide for Placing Orders

       1.  When making a purchase, the operating procedures outlined below are provided for
the cardholder's convenience. When these questions are answered by the cardholder, the
cardholder may find the Purchase Card is not always the appropriate or preferred method of
procurement.  Please contact your local procurement office for other options if the purchase card
is not the appropriate method of purchase.

       a.     Is the purchase for government use or purpose? IfNO. stop.
       b.     Does the purchase documentation include all required approvals? If NO, stop.
       c.     Are funds available to pay for the purchase? IfNO. stop.
       d.     Is the purchase amount within the cardholders single purchase limit?  IfNO. stop.
       e.     Is the purchase a split purchase or divided purchase? If YES, stop.
       f.     Will this purchase exceed the monthly spending limit? If YES, stop.
       g.     Is the item to be purchased prohibited or restricted? (see V. Restrictions on
             Purchase Card) If YES, stop.
       h.     Did you follow the priority list of mandatory sources? Local property, UNICOR,
             NIB/NISH, etc. (see IV, C. Identification of Sources) IfNQ, stop.

       2.  When placing an order, the cardholder must:

       a.     Record all transactions on a Purchase Card log sheet. (Exhibit C)
       b.     Inform the vendor that the purchase is tax exempt.
       c.     Request that the merchant not keep your Purchase Card account number for future
             purchases.
       d.     Ask the vendor for the total amount including all required shipping and handling
             charges.
       e.     Confirm that the vendor will not charge the account until the supplies have been
             shipped.
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       f.     Request that the vendor include the following information on the invoice:
             i.      Cardholder name
             ii.     Cardholder's billing address
             iii.    Cardholder's telephone number
             iv.    "Purchase Log number	" (from the cardholder's log.) Do not
                    include the card account number
             v.     Packing Slip, list of supplies purchased.
       g.     Keep the sales record with Purchase Card log sheet to match against the billed
             charges from the contractor bank.

C.     Identification of Sources

Cardholders must follow the priorities listed below for use of the Government supply sources
when meeting their requirements for supplies, equipment, and services.  The list below provides
the sources in their descending order of priority as identified in FAR 8.001:

       1.     Supplies and Equipment

             (a)    Local property office**
                    1.    Agency inventories.
                    2.    Excess from other agencies.
             (b)    Federal Prison Industries, Inc. (UNICOR)
             (c)    Procurement lists of products available from the Committee for Purchase
                    From People Who Are Blind or Severely Disabled [National Industries for
                    the Blind (NIB), National Institutes for the Severely Handicapped
                    (NISH)];
             (d)    Wholesale supply sources, such as the stock programs of the GSA, the
                    Defense Logistics Agency, and the Veterans Administration;
             (e)    Mandatory Federal Supply Schedules;
             (f)    Optional use Federal Supply Schedules; and
             (g)    Commercial sources (including educational and nonprofit institutions).

* *     If purchaser is unsure of availability of item, he/she must check availability of item(s)
       with local property office.
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      2.     Services

            (a)    Services available from the Committee for Purchase From People Who
                  Are Blind or Severely Disabled (NIB, NISH).
            (b)    Mandatory Federal Supply Schedules;
            (c)    Optional use Federal Supply Schedules; and
            (d)    Federal Prison Industries, Inc., or commercial sources (including
                  educational and nonprofit institutions).
In accordance with the FAR, open market purchases under $2,500 may be made from any size
business. Even so, cardholders are requested to use small business establishments as often as
possible. Purchases must be acquired from small business establishments when purchases are
over $2,500 and under $100,000, unless they are not available from a small business.

The following flow chart provides the decision process for cardholders when determining which
source to use to purchase their requirements.
            Identification  of Source
Pickup
from
Inventory



Scad
order to
FPI



Send older
10
Nffi/NISH
                                                           Ye»
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D.     Government Sources of Supply

       1.     Federal Prison Industries (FPD. Inc./UNICOR Quick Ship

FPI, also referred to as UNICOR, is a self-supporting, wholly-owned Government corporation of
the District of Columbia.  FPI provides training and employment for prisoners confined in federal
penal and correctional institutions through the sale of its supplies and services to Government
agencies.

Cardholders can now purchase items available from the FPI Quick Ship (catalog onlyV UNICOR
Quick Ship catalog is the only vendor from which cardholders are authorized to purchase
furniture. UNICOR has selected their most popular items for this program. These products
include double pedestal desks, extension desks & extensions, credenzas, files, bookcases,
workstations, computer furniture, and a variety of seating from which to choose.

Items in the Quick Ship catalog will be shipped to you within 30 days after UNICOR receives
your order.

Please contact UNICOR on phone number 800-827-3168 to request a Quick Ship catalog, place
your order, or ask for additional information.
                                         14

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       2.     National Industries for the Blind & National Institutes for the Severely
             Handicapped (NIB/NISH)

The Javits-Wagner-O'Day (JWOD) Program creates employment and training opportunities for
people who are blind or have other severe disabilities and, whenever possible, prepares them for
competitive jobs. Under the JWOD Program, Government employees are required to buy
selected supplies and services from nonprofit agencies employing such persons. The Committee
for Purchase From People Who Are Blind or Severely Disabled is the Federal agency that
administers the JWOD Program and maintains a Procurement List of mandatory source items.
Two national organizations, NIB and NISH, have been designated to provide technical and
financial support to more than 550 nonprofit agencies participating in the JWOD Program.

Federal employees are not exempt from the statutory requirements to buy JWOD supplies,
regardless of how small the dollar amount of the purchase and are not permitted to substitute
commercial items for JWOD products.  JWOD products are generally available through GSA or
vendors on General Service Administration (GSA) FSS Schedule 75 III A (office supplies).
JWOD products include ball point pens, roller ball pens, pen refills, mechanical pencils,
woodcase pencils, markers, correction fluid, pocket protectors, cleaners, industrial products
textiles, writing pads, loose-leaf paper, telephone message bo'oks, repositionable note pads,
copier paper, mimeograph & duplicating paper, adding machine tape, postage meter tape,
notebooks, labels, carbon paper, classification file folders, drawer file folders, guide card sets,
file guides, hanging file folders, accordion style folders,  3 ring binders, 3 ring binder divider
sheets, index cards, clip boards, arch boards, pad holders, pocket folders, award certificate
binders, xerographic transparencies, clam clips, mouse pads, desk trays, easels, easel pads, paper
trimmers, first aid kits, napkins, facial tissues, toilet paper, wall clocks, adhesive tape, mail bags,
trash bags, resealable bags, shipping boxes, stencil marking paint, etc..

To identify or learn more about JWOD supplies or services, please call the Committee at phone
number (703) 603-7740. You may also contact National Industries for the Blind at (800)
433-2304, or NISH at (703)560-6800. Catalogs, brochures, videotapes and other informative
publications are available free of charge.
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       3.     General Service Administration Federal Supply Service Schedule Contracts

The FSS program provides federal agencies with a simplified process for obtaining supplies and
services. The schedule ordering procedures emphasize discretion and less paperwork, saving
time and money. Orders are placed directly with the schedule contractor, and deliveries are made
directly to the customer. The FSS (Exhibit G) contains the information necessary for placing
orders with contractors.

When using the FSS for purchases under $2,500, cardholders need only to contact the contractor
and order the item required. There is no need to seek further competition, synopsize the
requirement in the Commerce Business Daily, make a separate determination of fair and
reasonable pricing, or consider a small business set-aside. However, cardholders must follow the
priority list of supplies and services identified under section IV.C, before making a purchase.

GSA has also developed a program called "GSA Advantage" to maximize product visibility and
ease of ordering. GSA Advantage is a simplified electronic ordering system to access the full
range of GSA supplies and services. GSA will eventually have all FSS products and services on
GSA Advantage. Cardholders can access GSA Advantage through the Internet at
"http://www.gsa.gov."

Please refer to the GSA Federal Supply Schedule under Exhibit G for the list of supplies and
services that may be purchased using the card.

E.     Purchase Card Log for Program Office Cardholders and Approving Officials

The cardholder must maintain an Purchase Card log (Exhibit C) documenting all transactions
made using the card from the first of the month to the end of the month. In the log, cardholders
must identify the items purchased, vendor/merchant used, any necessary approvals an item might
require, date of the order, total cost, object class (optional), date the item was received, and lastly,
date of payment to the contractor bank.
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F.     Statement of Account Reconciliation by Cardholders

At the end of the month, the contractor bank may send each cardholder (including purchasing
agents) a monthly Statement of Account detailing their respective charges and credits for the
billing period ending the last day of the month.  THIS STATEMENT IS BASICALLY FOR
YOUR INFORMATION ONLY.

       The cardholder may perform these steps for quality assurance:

       (a)    Ensure that all charges on the Statement of Account are accurate. If a charge is
             not valid, then you must dispute the purchase in the EAGLS payment system.

       (b)    Ensure that a brief (but complete) description for each charge is annotated on the
             Statement of Account. Ensure that all valid purchases are recorded on your log
             sheet.

       (c)    Whenever there is a variance of 10% or less between the amount on the statement
             versus the log sheet, an amendment is not necessary.  On the other hand, if the
             difference exceeds 10%, the CFMC will contact the FCO for an increase in funds.

       (d)    All items purchase and billed must be processed using EAGLS and the Statement
             of Account then is only used for confirmation of items already billed through
             EAGLS and already paid by the cardholder.

       (e)    The cardholder is responsible for making payment to the bank by using EAGLS.
       Cardholders placing orders by telephone must ensure that items ordered will be received
prior to being billed by the bank.  Cardholders must certify in EAGLS that the items billed have
been received and accepted by EPA. The vendor may not bill EPA until the item(s) is (are)
actually delivered. Items billed but not yet received must be disputed in EAGLS  and not paid.
The above provisions do not apply to orders for subscriptions and other periodicals; these
purchases may be authorized for payment prior to receipt.
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G.     Responsibilities of the Approving Official

At the end of the billing period, the contractor bank sends the Approving Official a report
summarizing their cardholders' Statements of Account. Approving Officials can use the account
summary report to determine if cardholders have processed all purchase through EAGLS or if the
purchases have not been processed. Approving Officials are responsible for the review and
verification of then* cardholders' purchase.

H.     Responsibilities of Funds Control Officer

The Funds Control Officer must ensure that each cardholder has a commitment of current funds
before any/every purchase, either committed at the beginning of each fiscal year and/or before the
use of a new card.

The Funds Control Officer will complete the financial data for every purchase and provide to the
cardholder, who will input information into the EAGLS payment process. The Funds Control
Officer assigns DCN(s), account numbers) and object class for all purchases made during the
30-day purchasing cycle.
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                                           34
I.      Purchasing Agents

Purchasing agents are EPA employees in the GS-1100 job series that are authorized to purchase
services and supplies that fall under the simplified acquisition threshold (currently $100,000).
Limitations for use of the Purchase Card by Purchasing Agents are not the same as program
cardholders. However, all purchases shall be made in accordance with Section 1.602 of the
Federal Acquisition Regulation, the EPA Acquisition Regulation, Chapter 8 of the Contracts
Management Manual, the General Services Administration Federal Supply Service Schedule
Contracts for "Governmentwide Commercial Credit Card Services", and EPA Implementing
Regulations.

       1.     Purchasing agents  may use the purchase card for any purchases within the limits
              of their Delegation of Procurement Authority, which can be as high as $100,000.

       2.     A fully funded PR, EPA Form 1900-8, with all prescribed approvals is required
              for purchases by a  purchasing agent. Purchasing agents are not required to
              establish a "reserve of funds" for Purchase Card purchases since a funded PR is
              provided by the program office.

       3.     Purchase Card purchases are considered "Oral Orders." The purchasing agent
              must inform the vendor of the required clauses applicable to Oral Orders
              exceeding $2,500.  Clauses for Oral Orders do not apply to transactions of $2,500
              or less.

       4.     A purchasing agent must maintain a record of all Purchase Card purchases.  It is
              suggested that a purchase order register format (see exhibit H) be used instead of
              the program office log. However, one purchase order register may be used for all
              purchases, inclusive of Purchase Card purchases, but purchases made with the
              Purchase Card must be referenced and highlighted.
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                                         35
I.      Purchasing Agents (continued)

       5.     The PR provided by the program office for the items to be purchased becomes the
             purchase order document.  The PR/PO must be marked or stamped "Purchase
             Card" to prevent duplication in processing. DO NOT SEND PO/PR TO CINC.
             FIN. MGT. CTR.  Payment for purchases is made by using EAGLS just as
             program office cardholders do. These Purchase Card orders need to be paid
             within the billing cycle. The purchasing agent must not wait until the end of the
             billing cycle to enter finance information for Purchase Card purchase orders into
             EAGLS.

       6.     The reconciliation process using EAGLS for purchasing agents is identical to that
             of program officer cardholders. Each purchase shall be identified with the
             purchase order number and any other identifying number (e.g. Document Control
             Numbers (DCN's) along with the purchase order number) that would assist the
             purchasing agent in the payment process.

       7.     The purchasing agent shall be responsible for ensuring mat the items and/or
             services have been received/accepted/completed. This may be confirmed with the
             requesting office/program  either by generation of a receiving report, electronic
             mail message, signature on the invoice/purchase order, or verbally.

       8.     The  Monthly Statement of Account is used by the purchasing agent to ensure all
             items purchase have been processed in the EAGLS payment process.

J.      On-Scene Coordinators (OSC) and/or Field Agents/Investigators

       1.     The U.S. Government Purchase Card provides OSCs and/or Field Agents with the
             capability to purchase many supplies and services at sites other than EPA offices.
             Items purchased will only-be for EPA use/custody and not for the use of
             contractors.

       2.     Personnel who use the purchase card for expenditures at Superfund or
             Underground Storage Tanks (UST) sites must ensure that the correct site-specific
             accounting data is recorded for each purchase.  Each receipt must be clearly
             marked with the name and number of the site at the time of purchase. The
             Purchase Card log must be completed with the site-specific account number and
             the site name.

       3.     Because purchases are often required while EPA personnel are at Superfund or
             UST site(s) without the opportunity to obtain routine approval signatures to the
             usual extent possible, the cardholder must ensure that general approvals to
             purchase items are received from supervisors prior to departure for the site and
             before making the purchase.
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                                           36
J.     On-Scene Coordinators (OSC) and/or Field Agents/Investigators (continued)

       4.     When the Statement of Account is received for reconciliation, the cardholder shall
             clearly mark the proper site-specific account number on the form and retain all
             receipts. In the event the cardholder is still at the site or otherwise out of the
             office at the time that the statement is received, it will be the responsibility of the
             Approving Official to perform this function and to input the information into the
             EAGLS payment process.  Therefore, it is critical that the cardholder forward the
             information to the Approving Official immediately after a purchase is made.
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V.     Restrictions on Purchase Card

A.     Prohibited Purchases

       The U.S. Government Purchase Card program was developed to be as nonrestrictive as
possible; however, procurement policy and regulations require that certain restrictions be
imposed.  The following is the list of items/services that are restricted for purchase by all
cardholders (including purchasing agentsX and therefore, mav not be acquired using the Purchase
Card:

       (1)    Personal use supplies/services (items not necessary for EPA work).
       (2)    Personal services (employer/employee relationship)
       (3)    Purchase of meals, drinks, and rooms at hotels or motels for lodging, or any other
              travel related expenses (use EPA approved travel credit card for this purpose.)
       (4)    Purchase of any form of entertainment.
       (5)    Purchase of gasoline or oil for GS A Interagency Fleet Management System
              vehicles (use EPA approved fleet management cards for these purchases.)
       (6)    Cash advances (use EPA travel card)
       (7)    Purchase of airline, bus, boat, or train tickets (use EPA travel card).
       (8)    Rental or lease of motor vehicles, land, or buildings of any type.
       (9)    Rental and maintenance agreements.
       (10)   Construction, alteration or repair of public buildings. Prohibited for two the
              following reasons:  (1) Requires written Statement of Work (SOW) and (2) Davis Bacon Act
              applies for construction in excess of $2,000. However, cardholders in the facilities management
              staff are the only ones in the Agency authorized to make construction purchases for projects up to
              $2,000. As with any small construction project, a statement of work would be required and the
              facilities manager would also be responsible for the project oversight. The threshold would be
              $2,000 for these small construction projects so the Davis-Bacon requirements would not apply.
       (11)   Employee business cards and materials to produce employee business cards.
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B.     Purchase Agent Review/Action

The items identified in (1) through (6) below require purchase agent action. Please send a PR to
your local purchasing activity if ordering any of these items. Program office purchase card
holders may not use their purchase card for these acquisitions.

       (1)    Newspaper advertisements
       (2)    Expert services/consultants
       (3)    Air time for cellular telephones
       (4)    Telephone connection fees
       (5)    Memberships in associations
       (6)    Any equipment repairs estimated at over $2,000 or final cost over $2,500.*

*      If the initial estimate is over $2,000, a PR must be prepared and submitted to the local
       small purchase activity for processing. If the initial repair estimate for an equipment
       repair is under $2,000, but the final cost is over $2,000 (and does not exceed $2,500), the
       card may still be used up to the $2,500 single purchase limit. Repair costs  must never
       exceed replacement costs for anv purchase cardholder.
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C.     Required Approvals Prior to Purchase

       Prior to the purchase of any item using the Purchase Card, the cardholder must obtain the
appropriate approvals (as required, this varies from location to location) for each purchase.
These approvals are usually accomplished by either (1) recording all approvals in the space
provided on the Purchase Card log, or (2) obtaining written or other documented approvals (such
as an exchange of email messages), or (3) by preparing a PR identifying the items to be
purchased and obtaining the Approving Official's signature in addition to any other required
signatures.  Chapter 2, Figure 2, of the Contracts Management Manual provides a listing of
required approvals.

1.      The following is a list of commonly required items and services and the appropriate
       approving offices. Again, this requirement does vary from location to location.
SUPPLIES/SERVICES/EOUIPMENT
Photocopying/Printing Services

Security Equipment/Services

Conference Facilities/Meeting
Space (and related audio-visual
equipment)

Janitorial or Facilities Maintenance
Services.

Graphic Services

Items relating to Health & Safety
(e.g., Air Purifiers)

Training

Informal Recognition Non-
Monetary Awards
(Ref. 3130 Recognition Policy and
Procedures Manual, Ch. 3, see
http://intranet.epa.gov/agcyintr/ohros)

Room decorations, plants, etc.
APPROVING OFFICE
Local Photocopying/Printing Manager

Local Security Office

Local Facilities Operations Office



Local Facilities Operations Office


Local Audio/Visual Office

Local Health & Safety Office


Local Training or Human Resources Office

One level above Approving Official,
but not higher than Senior Resource Official
Local Facilities Operations cardholder only.
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2.     Acquisition Of Property Under Purchase Card Procedures:  The general definition of
"property items" are those items which are non-consumable, require an EPA property decal (e.g.,
calculators, typewriters, PC equipment), and/or those items that are acquired specifically for the
use of a government employee at the job site. If the cardholder is unsure of the availability of an
item in inventory (one of the mandatory sources), the cardholder must check availability of the
item(s) with the local property office before purchasing the item from another source.

When purchased property is delivered, it is the responsibility of the cardholder to coordinate with
the property custodian in order that the property can be properly recorded in the inventory control
system and an EPA decal placed appropriately on the property. Also, all property purchased with
Superfund funds will be identified by affixing a "Superfund Unique"  decal to the property.

3.     Personal Computer (PC) Hardware and Software: Cardholders may purchase PC
hardware, software, and PC supplies up to the single purchase limit of their purchase cards, but
not to exceed  $2,500.00 per requirement.  Remember that any requirement for PC hardware and
software must have the prior documented approval of the PC Site Coordinator (PCSC) or Senior
Information Resource Management Official (SIRMO) prior to the purchase. The computer
limitations are set forth in Office of Information Resources Management's (OIRM) Delegation of
Authority, "Microcomputer Requisitions."

4.    Telecommunications Equipment:  The Purchase Card may be  used to acquire voice
telecommunications and/or telephone equipment with the approval of the SIRMO or the PCSC,
if the SIRMO has delegated the authority to the PCSC level. Purchase Agents (i.e., those with
cardholder authority greater than $2,500) must obtain the approval of the National Data
Processing Center, if the purchase is over $5,000.
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                                         41
 D.    Environmentally Preferable Purchasing: Assuring that your purchases comply
       with environmental laws and EPA's policies

       You have the opportunity to help the environment while buying products that meet your
 program's needs. President Clinton has committed Federal agencies to reduce solid waste.  He
 has also directed us to buy products that a) are made with recycled content, b) have less
 packaging, c) are energy efficient, d) don't create hazardous waste, and e) incorporate other
 environmentally preferable attributes. As you use the government credit card, you can help EPA
 meet this commitment.

       Here's how:

       A. EPA designates recycled content products that government agencies must buy.
 Whatever your job, it is likely that you will be asked to order a product which has been
 designated by EPA.  Supply Clerks, Secretaries and Administrative Officers order copy paper,
 file folders, remanufactured toner cartridges, writing tablets, envelopes, plastic office supplies,
 shipping and mailing products, awards and plaques, and other products we typically use every
 day. Fleet managers and users of fleet vehicles purchase automotive products like motor oil,
 tires, and engine coolant. On-Scene Coordinators may buy spill containment products.
 Employees in Facilities or Safety and Environmental Compliance may buy signs, pallets,
 parking stops, traffic cones and barrels to control traffic flow hi our parking lots, park benches
 and picnic tables, and certain other building and  landscaping products.

       When buying products, first check to see whether they are EPA-designated recycled
 content products. For products which have been designated, you must buy those which contain
 recycled content as long as they are available, meet your performance needs, and are cost-
 competitive. Most of the products listed above can be purchased from the General Services
 Administration (GSA). Your local purchasing agent probably has a copy  of GSA's
 "Environmental Products Guide" or you can order a free copy from GSA's Centralized Mailing
 List Service (7CAFL), P.O. Box 6477, Ft. Worth, TX 76115. It is also can be ordered through
 the Internet at http://pub.fgg.gga.gov/environmental.htnil. Recycled content office products are
 available from some office supply catalogs. Manufacturers, suppliers and helpful national
 specifications can also be identified at EPA's Office of Solid Waste web site:
www.eDa.gov/CDg/Droductg.
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       EPA recommends the required minimum percentage of recycled content that the products
you buy should contain. This information can be found www.epa.gov/cpg/products.  A table of
recycled content percentages as of 1/1/99 is included in this manual as an appendix.

       - Recycled content products will contain "recovered materials" or "postconsumer
       materials" or both. "Recovered materials" means materials that have been removed or
       diverted from solid waste - in other words, trash - including solid waste created by
       manufacturers. "Postconsumer materials" are materials that we discard at home and at
       work that are separated or diverted for recycling instead of going to a landfill.

       - In the case of paper products, President Clinton requires Federal agencies to purchase
       products containing 30% postconsumer material beginning January 1,1999. Paper
       products containing 30% postconsumer materials will be available from GSA's schedule
       and stock programs.

       - We can also purchase products such as toner cartridges that have been remanufactured.
       In this case, the manufacturer takes a used product and returns it to a useful product by
       cleaning it, replacing parts, and refilling parts (such as toner containers).
       Remanufacturing also keeps products out of landfills and extends their useful life. Other
       examples of remanufactured products are re-inked typewriter ribbons and rebuilt or
       remanufactured automotive parts.

       B. Packaging is a significant solid waste problem.  EPA estimates that packaging alone
accounted for 23.7 % of the volume and 19.4% of the weight of the material that went to
municipal landfills in 1996.  We can reduce the amount of trash we generate by buying products
with reduced packaging. For example, if you can purchase pads of paper that are not wrapped
in plastic shrink wrap, you will not have to throw away the plastic. Also consider buying a larger
quantity packaged in a single box rather than smaller quantities in multiple boxes.
       C. When buying products that use energy (computers, monitors, printers, copiers,
fax machines, multifunction devices, scanners, TV/VCRs, .appliances, heating and cooling
equipment, exit signs, lighting fixtures ), look for or specify products that qualify for the
Energy Star label, which  means that the product is energy efficient.  Check EPA's Energy
Star Products web site at www. energystar.gov/products for the latest information about
product categories covered by the program, "drop-in" specification language, and cost-savings
calculators. For energy-using products not covered by the ENERGY STAR*  program, check
the Department of Energy's Federal Energy Management Program (FEMP) web site at www.
eren.doe.gov/femp/procurement for recommended levels of energy efficiency, cost
effectiveness examples, and federal supply source contacts. You can also call the ENERGY
STAR* hotline at 1-888-STAR-YES (1-888-782-7937) or FEMP's hotline at 1-800-DOE-EREC
(1-800-363-3632), with any questions.
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                                43
     D. Ask  if tbe product  contains hazardous materials or toxic
chemicals. Examples  include cleaning products containing
petroleum-based solvents or acids, and paints (some contain
chromate or  volatile organic  compounds).  GSA's "Environmental
Products Guide" includes information provided by vendors to help
you choose a more environmentally preferable alternative to many
of these products.

      Battery-operated portable electronic devices such as cell
phones, laptop computers, walkie-talkies, and tools often use
        rechargeable Ni-Cd  batteries which contain cadmium, a
        hazardous material.  If you buy  products with  Ni-Cd
        batteries, ask  for  batteries with the Battery  Recycling
        Seal - a battery surrounded by three chasing arrows with
        the  word RECYCLE above it.

        Advise the person who will be using the product that Ni-
Cd batteries must be recycled at the end of their useful life so
they don't end up in a landfill.  They should contact  their
safety/environmental compliance manager for assistance.
Information  for consumers on  how and where to recycle  their used
Ni-Cd batteries is also available through a toll-free  number: 1-
800-822-8837.

     There are other situations where you may have to  buy
products with hazardous materials, such as laboratory  chemicals.

     - Notify your facility safety or environmental compliance
     manager before  you purchase the item.  If this is a new
     chemical at the facility, they may require you to get a
     Material Safety Data Sheet.  Or there may be special worker
     safety, recycling or disposal procedures that you will need
     to follow.

     E. Keep your eye out for other information on the
environmental features of products.  A good source for this
information  is the web site for EPA's Environmentally  Preferable
Purchasing Program ( www.epa.gov/opptintr/epp )  In addition,
vendors are  often happy to  provide this information on their
products.

     Listed  below are some  companies that offer products with
good environmental features.   Included are website addresses and
telephone numbers of selected vendors, as well as resources
containing general green purchasing and product information.  (Of
course, this is not  an exhaustive list of companies and EPA in no
way endorses their products.)
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                                44
Environmental Office  Products

Recycling containers  and promotional office  supplies:
Rainbow Eco  Specialties —  Carriers of the National Recycling
Coalition Recycled  Content  Product Line
http://www.ecospec.com
1-800-842-0527
Email:  bmarks@ecospec.com

Office  and school supplies  including recycled-content products,
agricultural based  products, solar products, and less toxic
products:
Green Earth  Office  Supply
http://www. Webcom.com/geos/geos2.html
1-800-327-8449
Email:  geo7@ix.netcom.com

Ecomall contains links to sites that sell traditional office
products with recycled content, high quality recycled diskettes,
energy-efficient lighting products, etc.:
Ecomall Office Products
http://ecomall.com/biz/office.htm
Email:  ecomall@ecomall.com

Resource page with  links to companies that offer carpets, paints,
paper,  etc. with good environmental features.  Also contains many
informative "green purchasing" resource links:
Buy Green Homepage
http://www.buygreen.com


Recycled writing pads, paper, pencils, wooden pens, etc.:
Si nan Company
http://www.dcn.davis.ca.us/~sinan/alt/office-supplies.html
(530)  753-3104
Email: sinan@dcn.davis.ca.us

Recycled papers—printing, bond, computer, pads; pencils, pens,
misc.  office supplies:
Full Circle Paper Outlet
http://www.ecomall.com/biz/fcircle.htm
(919)  309-0811
Email:  ecomall@ecomall.com
                                29

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                                45
Green Office Information/ Buying Guides

Overall green office information:
Environment Canada Green Office
http : //www . ec . gc . ca/of f ice/htnl/Def ault . htm

General product information, product list, as well as green
buying information:
Office Green Buying Guide
Green Seal
April 1995.
(202) 331-7337

Office Furniture information:
Green Office Magazine
1-800-709-0012
E-mail greenoffice@msn.com


     Product attribute claims should be carefully examined to
make sure they are consistent with the Federal Trade Commission's
(FTC) Guides for the Use of Environmental Marketing Claims.  In
general, be skeptical of broad claims that the product is
"environmentally safe,"  "environmentally friendly" or  "non-toxic"
unless the manufacturer can back up the claim with actual
documentation.  You will find a helpful brochure describing the
FTC guidelines at wm.J8ipa.,..go^/^^                         The
Guides themselves are available at
                                         and include many
examples of advertising language to help you understand how to
evaluate advertising claims.

     In summary, with your help, we can protect the environment,
reduce our natural resource use, and make EPA a leader among
Federal agencies in environmentally preferable purchasing.
                                30

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                                     46
RECYCLED CONTENT MINIMUMS AS OF 1/1/99:
Note: The content levels for all EPA recommendations should be read as B%
recovered fiber, including A% postconsumer fiber, and not as B% recovered
fiber plus A% postconsumer fiber.  Items marked with an * are available
from the Defense Logistics Agency's Defense Supply Center Richmond.  Please
see www.epa.gov/cpg for additional product specifications and other
important information.
PRODUCT CATEGORY:

Paper and Paper Products:
% POSTCONSUMER
FIBER CONTENT
% RECOVERED
   FIBER
     Copier paper and bond paper
     Offset paper
     Tablet paper
     Forms (computer printout, forms
          ledger)
     Envelope paper, kraft
     Envelope paper, white and colored
          including manila
     Envelope paper, unbleached
     Cotton fiber paper
     Text and cover paper
     Supercalendared
     Machine finish groundwood
     Papeteries
     Check safety paper
     Coated printing paper
     Carbonless paper
         30% minimum
         30% minimum
         30% minimum
         30% minimum

         30% minimum
         10-20%

          10% minimum
          30% minimum
          30% minimum
          10% minimum
          10% minimum
          30% minimum
          10% minimum
          10% minimum
          30% minimum
     File folders  (manila and colored)  30% minimum
     Dyed filing products               20% minimum
     Cards  (index, postal, other)       20% minimum
     Press board report covers, binders 20% minimum
     Tags and tickets                   20% minimum
     Newsprint

     Corrugated containers  (<300 psi)
     Corrugated containers  (300 psi)
     Solid fiber boxes
     Folding cartons
     Industrial paperboard  (tubes,
          cores, drums, cans)
     Miscellaneous  (pad backs, covered
          20-85%

          25-50%
          25-30%
          40% minimum
          40-80%
          45-100%

          75-100%
     30% minimum
     30% minimum
     30% minimum
     30% minimum

     30% minimum
     10-20%
          10% minimum
          30% minimum
          30% minimum
          10% minimum
          10% minimum
          30% minimum
          10% minimum
          10% minimum
          30% minimum

          30% minimum
          20-50%
          50% minimum
          20% minimum
          20-50%

               20-100%

               25-50%
               25-30%
          40% minimum
               100%
               100%

               90-100%
          binders, book covers, mailing tubes, protective packaging)
                                     31

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                                     47
RECYCLED CONTENT MINIMUMS AS OF 1/1/99:

PRODUCT CATEGORY:                       % POSTCONSUMER          % RECOVERED
                                        CONTENT                    MATERIAL
                                                                 CONTENT

Paper and Paper Products, continued from previous page:
%Recovered Fiber

     Padded mailers                     5-15%                    5-15%
     Carrier board                      10-15%                   10-100%
     Brown papers (wrapping paper, bags)5-20%                    5-40%
     Tray liners                        50-75%                   100%

Non-Paper Office Products:

     Plastic Trash Bags                 10-100%
     Plastic covered binders                                     25-50%
     Paper covered binders              75-100%                  90-100%
     Press board binders                20% minimum         50% minimum
     Plastic desktop accessories                            25-80%
                                                            polystyrene
     Plastic envelopes                  25% minimum         25-35%
     Plastic office recycling containers 20-100%
          and waste receptacles
     Steel office recycling containers and                       25-100%
          waste receptacles
     Paper-corrugated office recycling  25-50%                   25-50%
          containers & waste receptacles
     Paper-solid fiber box recycling containers    40% minimum
          and waste receptacles
     Paper-industrial paperboard recycling 40-80%                100%
          containers and waste receptacles
     Printer ribbons                    Procure printer ribbon re-inking or
                                        reloading services or procure re-
                                        inked or reloaded printer ribbons
     Toner cartridges *                 Procure remanufacturing services
                                        for expended cartridges or procure
                                        remanufactured toner cartridges or
                                        new toner cartridges made with
                                        recovered materials

Miscellaneous Products:
     Pallets - wooden                   95-100%
     Pallets - plastic lumber           100%
     Pallets - thermoformed             25-50%
     Pallets - paperboard               50% minimum
                                     32

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                                     48
RECYCLED CONTENT MINZMUMS AS OF 1/1/99:
PRODUCT CATEGORY:


Construction Products:
                            % POSTCONSDMER
                                   CONTENT
     Building insulation - rock wool
     Building insulation - fiberglass

     Building insulation - cellulose 75% postconsumer
          loose-fill or spray-on         paper
     Building insulation - perlite   23% postconsumer
          composite board                paper
     Building insulation - plastic rigid foam
     Building insulation - foam in place
          polyisocyanurate/polyurethane
     Building insulation - glass fiber reinforced
     Building insulation - phenolic rigid foam
     Building insulation - plastic, non-woven batt
     Carpet-polyester face fiber
     Cement with fly ash or ground

          granulated blast furnace slag
     Concrete with fly ash or ground
    % RECOVERED
       MATERIAL
         CONTENT
     75% slag
     20-25% glass
     cullet
75% postconsumer
     paper
23% postconsumer
          paper
     9% minimum
     5% minimum

     6% minimum
     5% minimum
     100% recovered
     and/or
     postconsumer
     plastic
     25-100% PET
                                      25-100% PET
                                      See product listing at
                                      www.epa.gov/cpg

                                      See product listing at
                                             90-100% rubber
     granulated blast furnace slag
Floor tiles, heavy duty commercial
Floor tiles - heavy duty commercial
Structural fiberboard
Laminated paperboard               100%
Reprocessed latex paint - white,   20% minimum
     off-white, pastel colors
Reprocessed latex paint - grey, brown,  50-99%
     earthtones, other dark colors
Consolidated latex paint                100%
Patio blocks - rubber or rubber blends  90-100%
Patio blocks - plastic or plastic blends
Shower and restroom dividers - steel    16 % minimum
Shower and restroom dividers - plastic  20-100%
                                                            90-100% plastic
                                                            80-100%
                                                            100%
                                                            20% minimum

                                                            50-99%

                                                            100%

                                                            90-100%
                                                            20-30%
                                                            20-100%
Landscaping Products:

     Garden hoses

     Soaker hoses
                                   60-65% rubber and/or
                                   plastic
                                   60-70% rubber and/or
                                   plastic
                                    33

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                                     49
RECYCLED CONTENT MINIMUMS AS OF  1/1/99:
PRODUCT CATEGORY:
% POSTCONSUMER
  CONTENT
                  % RECOVERED
                  MATERIAL
                  CONTENT
Landscaping Products, continued  from previous page:

     Hydraulic mulch - paper based 100%                 100%
     Hydraulic mulch - wood based                       100%  wood &  paper
     Lawn and garden edging      30-100%   plastic      30-100%  plastic
                                 and/or rubber          and/or rubber
     Yard trimmings compost      See product listing at wjHW-,_ep_a.,..gpv/epjg
Park and Recreation Products:

     Plastic fencing
     Playground surfaces
     Running tracks
60-100%               90-100%
90-100% rubber or plastic
90-100% rubber or plastic
Transportation Products:

     Channelizers - plastic             25-95%
     Channelizers - rubber (base only)  100%
     Delinerators - plastic             25-90%
     Delinerators - rubber (base only)  100%
     Delinerators - steel (base only)   25-50%
     Flexible delinerators - plastic    25-85%
     Parking stops - plastic or rubber  100%
     Parking stops - concrete containing fly ash
     Parking stops - concrete containing ground
          granulated blast furnace slag
     Traffic barricades - plastic       80-100% HDPE,
                                        LDPE, PET
     Traffic barricades - steel
     Traffic barricades - fiberglass
     Traffic cones - plastic

     Traffic cones - crumb rubber
                           20-40%
                           25-70%

                           100% HDPE, LDPE
                                PET
                           25-100%
                           100%
                           50-100% PVC or
                           LDPE
                           50-100%
Vehicular Products:

     Engine coolants (antifreeze)

     Re-refined motor oil *
     Retread tires
       See product listing at
       25-100%
       See product listing at
       www . epa . gov/cpg
                                     34

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 VL    CARD MAINTENANCE & OTHER ADMINISTRATIVE PROCEDURES

 It is of paramount importance that all Purchase Card users comply with the timely reconciliation of all
 Purchase Card transactions via the contractor bank's EAGLS payment process, according to guideline
 time frames specified. This will expedite the payment process to the bank and aid in resolving disputes
 and obtaining credits.

 A.     Disputes/Questioned Items

       1.      Occasionally, mistakes such as duplicate billing by vendors occur. If a charge for
       items/services appears on EAGLS that was not authorized by the cardholder, then the amount in
       question must be disputed/questioned and recorded on the QIF.  If the items purchased with the
       card are found defective, damaged or not as ordered, the cardholder has the responsibility to
       notify the Approving Official and to notify the vendor to request (1) replacement, or (2) credit to
      the Purchase Card account. If the vendor refuses to replace or issue a credit, then the purchase
      must be disputed in EAGLS. Also, if the vendor issues a credit voucher, but the credit does not
      appear on EAGLS in the same billing cycle, then the charge must be disputed/questioned. Do not
      hold up the processing of other purchases while disputing/questioning one purchase.

      2.     The U.S. Government has the right to refuse payment. However, the cardholder must
      contact the vendor to  attempt to resolve any billing problems before placing the item in dispute.
      After the cardholder has contacted the vendor, he/she must dispute the purchase in accordance
      with the instructions provided in EAGLS.  The cardholder must  retain a copy of the dispute form
      for record keeping purposes. Charges for any disputed/questioned item should be credited
      immediately by the vendor and EAGLS should reflect the credit  soon thereafter. It is the
      responsibility of the cardholder to initiate contact with the vendor regarding the
      disputed/questioned item.  Failure to initiate resolution of disputed/questioned items may result in
      the potential loss of Agency funds.  It is the responsibility of the contractor bank to investigate
      any unresolved disputed/questioned amount and make a determination if payment must be
      deferred or made. When an item has been received that had been formerly disputed through the
      submission of a QIF, the vendor must rebill the cardholder's account.
B.    Record Keeping

      1.     Cardholders must maintain the following records:

      (a)    Delegation of Procurement Authority or certificate of appointment (SF1402) retained in
             permanent file  or prominently displayed at work location.
      (b)    A copy of the Purchase Card log for each 30-day billing cycle. The cardholder records
             each purchase  made during the 30-day billing cycle on this log.
      (c)    The cardholder must maintain their Statements of Account (along with all original
             documentation) for at least 3 years (FAR 4.805(b)).
                                             35

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                                           51

C.    Cancellation/Suspension of Purchase Card

OAM has the responsibility and the authority to cancel or suspend any Purchase Card account when it is
determined that cancellation or suspension is necessary due to cases of:

1.     Fraud, waste and/or abuse,

       (a)    The Purchase Card program team regularly reviews summary reports of purchases. Any
              individual who continuously disregards the Purchase Card procedures by repeatedly
              exceeding his/her individual funding limits, splitting procurements for the purpose of
              staying within purchase limitations, or purchasing restricted items, may have his/her card
              canceled or suspended.
       (b)    If any employee knowingly uses the card for unapproved or unofficial purposes, such
              action will be considered as an attempt to commit fraud against the U.S. Government and
              may result in immediate suspension or cancellation of the card and further disciplinary
              action against the cardholder under applicable agency administrative procedures. The
              cardholder may be personally liable to the Government for the amount of any unapproved
              purchases and may be subject to a fine of not more than $10,000 or imprisonment for not
              more than five (5) years or both under U.S.C. 287;

2.     Unauthorized use of the card by the cardholder or by any other individual;

3.     A cardholder's continuous failure to follow the established agency guidelines and procedures
       under the EPA Purchase Card program, including proper and timely processing of purchases
       using the EAGLS payment process.  In addition, failure of the cardholder and/or the Approving
       Official to respond to inquiries from the EPA Agency Point of Contact (APOC) and/or the
       CFMC, or;

4.     A direct request from the cardholder, or Approving Official, or higher management authority for
       cancellation or suspension of the Purchase Card account.
                                              36

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                                           52
 D.    Destruction of the Purchase Card

       There are situations when the destruction of the Purchase Card is required.  Situations that
 necessitate the destruction of the card include:

       1.      Separation of the employee from the assigned Approving Official's area of responsibility
              (through termination from EPA, transfers within EPA, disciplinary action, or reassignment
              or detail within EPA.)

       2.      The determination by the cardholder and/or the Approving Official that the card is no
              longer to be used by the cardholder.

 To destroy the Purchase Card, one must be cut the card in half and send notification to the EPA APOC
 (see definitions) using the standard PURCHASE CARD OBSTRUCT NOTICE.  It is not necessary to
 return the destroyed card to the APOC.

 £.     Reporting Lost or Stolen Purchase Card

       1.      If a card is lost or stolen, it is the responsibility of the cardholder and the Approving
       Official to notify the APOC and the contractor bank within 24 hours. This notification will relieve
       the cardholder and/or EPA of any financial liability resulting from its unauthorized use of the card.
       The telephone number to notify the bank of lost or stolen cards is 1 -800-4 72-1414.

       2.     The cardholder must notify his/her Approving Official of the lost or stolen card WITHIN
       ONE WORKDAY. The Approving Official may have to submit a written report within 5
       workdays to the APOC. The report would include:

             (a)    Complete identifying information of the lost or stolen card.
             (b)    Date loss was discovered.
             (c)    The general location where the loss occurred, if known.
             (d)    All purchases the cardholder made within the billing cycle in which the loss
                    occurred.

F.     Getting A Replacement Card

       After following the instructions in section E, 1, (a), above, replacement cards will be generally
       provided by the contractor bank within 2 to 3 working days.
                                             37

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                                         53

 G.    Cardholder Leaving the Agency

 If a cardholder leaves the agency, the Approving Official must ensure that the card is destroyed and an
 "PURCHASE CARD OBSTRUCT NOTICE" (Exhibit F) form is completed. This completed notice
 must be forwarded by the Approving Official to:

       U.S. EPA
       Purchase Card Program Team (Mail Code 3802R)
       Office of Acquisition Management (OAM)
       Internal Oversight Service Center (IOSC)
       Washington, D.C. 20460

       The APOC will process the form and will notify the contractor bank.

 H.    Cardholder Transferring Within the Agency

       Should  a cardholder transfer within the Agency, but outside the current Approving Official's area
 (Allowance Holder), an "PURCHASE CARD DESTRUCT NOTICE" mav be required (some cards are
 transferable; some are not.) If the cardholder's new office determines that a Purchase Card should be
 retained or issued to the EPA employee, the new Approving Official must send a cardholder request or
 application to the Purchase Card program team. This request will be processed and forwarded to the
 contractor bank to set up a new Purchase Card account and issue a new card or to transfer the current
 card to the new Approving Official.

 I.      Cardholder Name Changes

       If an individual's name has been  changed for any legal reason, the cardholder must submit a
 memorandum requesting that the name be changed and a copy of the standard Form 50 (reflecting the
 name change) to the Agency Point of Contact.  The request for the name change will be processed, and a
 new purchase card reflecting the name change will be ordered and mailed to the cardholder.

J.      Approving Official Changes

       It is  the responsibility of the Approving Official to notify the EPA Purchase Card program team of
 any change in the status of his/her cardholders, including changes in the Approving Official's status.

K.     Safeguarding the Purchase Card and Standards of Conduct:

       1.     Purchase cards must be secured at the cardholder's EPA office location until needed for
             purchases)  and must not be routinely carried along with one's personal credit cards (to
             avoid using  the card when making personal purchases.)

       2.     The Government Purchase Card is issued to individual cardholders. The employee, whose
             name is embossed on the card, is  the custodian and sole authorized user of the card.
                                            38

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                                           54
L.     Spending Limits & Increase Requests

       1 •      Single Purchase Limit: The maximum amount authorized for a single purchase by a
              cardholder.  This amount is specified on the application for Purchase Card and limited by
              the EPA Delegation of Procurement Authority issued to each cardholder.  Usually set at
              $2,500 maximum for Program Office cardholders.

       2.      Thirty-Day Limit:  The maximum amount (usually determined by each Approving Official)
              estimated to be expended by a cardholder during any 30-day monthly cycle. The 30-day
              purchasing limit is determined on a calendar month basis. Usually set at $5,000 per month
              for Program Office cardholders, but may be set higher in cases of bona fide need.

       3.      Office Limit: An established 30-day amount that generally equals the total of the thirty-
              day limits referenced in (b) above of all cardholders under an individual Approving
              Official.  No fixed amount is associated with the Office Limit.

       4.      Thirty-Day Limit Increase Requests: Approving Officials and/or division directors may
              request a change in their 30-day spending limit(s) for their Cardholders. This request must
              go to the EPA APOC who will make the change when/if it is approved.

M.    Management Reports

The contractor bank generates a wide variety of management reports that are available to  OAM,
including the cardholder activity reports. These reports are reviewed regularly by the OAM Purchase
Card program team (see definitions) as part of their oversight responsibilities.

N.     Responsibility for Oversight in the Purchase Card Program

Management and oversight of the Purchase Card program at EPA is primarily the responsibility of the
Purchase Card Program Team located within the Office of Acquisition Management. The team regularly
reviews purchase card reports to ensure compliance with the Purchase Card Program Guidelines.

The actual oversight of the program starts with the Approving Official and the Purchase Card Holder
checking each other to ensure that the proposed purchase is proper prior to purchase.

The next level of oversight occurs when the Purchase Card Team in HQ receives and reviews the various
daily transaction reports from the contractor bank.
                                             39

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                                           55
The staff of the Cincinnati Financial Management Center reviews the Purchase Card transactions and any
supporting documentation supplied by cardholder upon request of the CFMC. The CFMC staff will
routinely notify the Purchase Card team of any indication of improper use of the purchase card.

Also, as part of the oversight of the Purchase Card program at EPA, the Purchase Card team provides the
nucleus of the Purchase Card Review Team which conducts periodic (usually annually in the spring)
reviews in the Cincinnati Financial Management Center for any previously suspect purchases.

At anv level of oversight, if any irregularities are detected, the Purchase Card Team will request
additional information from the cardholder and/or the approving official and take whatever action is
necessary to correct or cure the situation, including suspension of the purchases card if so deemed
necessary.

Program offices are also encouraged to establish their own internal control review procedures, as
necessary.
                                              40

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                                       56
LIST OF ACRONYMS
APOC
CFMC
DCN

EAGLS

EPA
EPAAR
FAR
FOB
FPI
FCO
GSA
IOSC
NIB
NISH
OAM
OHROS
OIRM
OSC
PC
PCSC
PR
SIRMO
QIF
Agency Point of Contact
Cincinnati Financial Management Center
Document Control Number

Electronic Accounting General Ledger System

Environmental Protection Agency
EPA Acquisition Regulations
Federal Acquisition Regulations
Free On Board
Federal Prison Industries, Inc.
Funds Control Officer
General Services Administration
Internal Oversight Service Center

NationsBank

National Industries for the Blind
National Institutes for the Severely Handicapped
Office of Acquisition Management
Office of Human Resources and Organizational Services
Office of Information Resources Management
On-Scene Coordinators
Personal Computer
Personal Computer Site Coordinator
Purchase Request, EPA Form 1900-8
Senior Information Resource Management Official
Statement of Questioned Item Form
      DEFINITIONS

1.    SmartPav Card

      The registered trademark provided by the contractor bank and the General Services
      Administration, printed on each U.S. Government Purchase Card. The Purchase Card is a plastic
      card, similar to any personal credit cards in appearance, embossed with the individual cardholder's
      name and is marked "FOR OFFICIAL US GOVERNMENT PURCHASES ONLY, US
      GOVERNMENT TAX EXEMPT."
                                          41

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                                          57
2.     Cardholder

       A permanent EPA employee who:

              (a)    Has successfully completed the required training;
              (b)    Received a Delegation of Procurement Authority for the Purchase Card;
              (c)    Is issued the Purchase Card;
              (d)    Has his/her name embossed on the Purchase Card;
              (e)    Is the sole user of the card; and
              (f)    Is the custodian of the card.

3.     Purchasing Agent

       A permanent EPA employee in the GS-1100 job series who:

              (a)    Has successfully completed the required training;
              (b)    Received a Delegation of Procurement Authority for the Purchase Card;
              (c)    Is issued the card;
              (d)    Has his/her name embossed on the Purchase Card;
              (e)    Is the sole user of the card; and
              (f)    Is the custodian of the card.

4.     Approving Official

       A permanent EPA employee; generally, the immediate supervisor of the employee who is issued -
       the card.  The Approving Official must be in a position to approve or disapprove the purchase
       made by the EPA cardholder. This individual must also successfully complete all required training
       for Approving Officials.

5.     Funds Control Officer

       A Funds Control Officer's realm of responsibility may vary between that of a Funds Control
       Officer located in Headquarters, and that of a Funds Control Officer in the Regions or at a
       laboratory site. At any EPA  location, the Funds Control Officer is either directly responsible for,
       or subject to coordinating with other personnel on serving as the central point of contact for all
       budgetary/financial information on funds control; certifying the availability of funds as to the
       correct purpose, time, and amount; ensuring that all financial transactions are in compliance with
       funds availability, funds ceilings and floors; ensuring the accuracy of accounting data of spending
       documents to include all financial data elements cited are correct, as well as  appropriation codes,
       account numbers, object class codes, and signatures; entering the spending actions/commitments
       into BFMS and forwarding the spending document to the appropriate office for subsequent
       obligation.
                                              42

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                                         58
6.     General Services Administration

       The Government agency responsible for the award and administration of the Federal Supply
       Schedule Contracts, (Industrial Group 651, IG Class 6153) for Government-wide Credit Card
       Services.

7.     Contractor Bank

       The contractor bank is the commercial banking institution that the EPA has selected as the
       contractor to administer the Purchase Card services for all of the EPA.  The contractor bank will
       administer all of the Purchase Card accounts.  As of December 1, 1998, the contractor bank is
       NationsBank.
8.    Purchase Card Program Team/Agency Point of Contact

      The EPA office responsible for the overall management and administration, including oversight, of
      the EPA Agency-wide Purchase Card program, is the Policy, Training, and Oversight Division
      (PTOD), Internal Oversight Service Center, located within the HQ-OAM. This unit is responsible
      for the issuance of Delegations of Procurement Authority and Certificates of Appointment,
      processing of applications for the Purchase Card, and routine maintenance of Purchase Card
      accounts.

             Agency Point of Contact f APOQ

             The individual who serves as the EPA APOC is the primary liaison between EPA and the
             contractor bank.  The APOC is designated as the first point of contact for all inquiries
             from cardholders and/or Approving Officials. The address of the APOC is as follows:

             U.S. EPA Purchase Card Program Team
             Office of Acquisition Management
             Policy, Training, and Oversight Division
             Internal Oversight Service Center
             401 M Street, SW (3802R)
             Washington, DC 20460
                                             43

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                                         59


9.     Purchase Card Servicing Finance Office

       (a)    Responsible Paying Office

             The office responsible for the management of all financial matters, including payment and
             disputes, associated with the EPA Purchase Card Program is Cincinnati Financial
             Management Center (CFMC). The CFMC will receive all Purchase Card transaction data
             through EAGLS and will make payments to the bank for the cardholders' approved
             transactions.

             The mailing address of the CFMC is:

                    U.S. EPA
                    Cincinnati Financial Management Center
                    26 West Martin Luther King Drive (MS-7002)
                    Cincinnati, Ohio 45268

       (b)    Disputes Office Contact

             The CFMC will coordinate, process and monitor all disputed purchases, credits, or billing
             errors.


10.    Billing Cvcle

       The established billing cycle for EPA begins on the 28th of each month and ends on the 27th of
       the following month. If there is an automatic Statement of Account generated at the end of every
       cycle,  this statement is usually only used only for information only and confirmation of purchases
       billed and paid since cardholder's can pay for their purchases on any day of the month by using
       EAGLS.

11.    Purchase Card Forms

       (a)    Purchase Card Applications:
             An Purchase Card CARDHOLDER ACCOUNT SET-UP INFORMATION form
             (Exhibit A) is the official name for the Purchase Card application.  An application is
             required to establish an Purchase Card account and must be submitted to the Purchase
             Card program team HQ mail code (3802R).

             Similarly, an Purchase Card Approving Official's ACCOUNT SET-UP INFORMATION
             (Exhibit B) is the official  name for the form used to set up Approving Official accounts.
             No matter how many cardholders are assigned to a single Approving Official, only one
             application is required.
                                            44

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                                  60
(b)     Deskside Purchase Card Log:
       The EPA Purchase Card Log (Exhibit C) is used to record all purchases made using the
       Purchase Card.  The cardholder is responsible for the completion of the log in accordance
       with the instructions provided in training. It is no longer a requirement to submit  the log
       through the Approving Official and FCO to the CFMC after the end of the billing cycle.

(c)     Statement of Account:
       Monthly, an active cardholder may be sent a Statement of Account (Exhibit D) by the
       contractor bank that details all charges and credits for a 30-day billing cycle.  The
       Statement of Account is generally used for information only.

(d)     Questioned Items/Disputes Form:
       An Purchase Card PROGRAM CARDHOLDER STATEMENT OF QUESTIONED
       ITEM (Exhibit E) is used by cardholders when it is necessary to dispute/question a
       charge or a portion of a charge that has been included in EAGLS Statement of Account.
       For items purchased and found defective, faulty or unusable, the cardholder must return
       the item(s) to the merchant and request an immediate credit to the Purchase Card account.
       Until the charge is credited, the charge must be placed in dispute.  The cardholder
       Statement of Questioned Items form must be submitted to CFMC within 5 days of the
       discovery of the dispute.
(e)    Purchase Card Destruct Notice:
      Cardholders and Approving Officials are required to complete an Purchase Card
      DESTRUCT NOTICE (Exhibit F) when there is no longer a need for their card or when
      one of several changes in employee re-assignment has occurred. Forward the Destruct
      Notice to the Purchase Card program team in headquarters.
                                      45

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               61
EXHIBIT A
           CARD HOLDER
           APPLICATION
             FOR THE
         U.S. GOVERNMENT
         PURCHASE CARD
             AT EPA
                46

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                                           62


                                                                                   EXHIBIT A

Please follow instructions carefully.  Errors may result in delayed processing of application.

The following documentation must be submitted for new purchase cards:

1.     Purchase card application - "Purchase Card Program Cardholder Account Set-up Information"

              Please ensure the Division Director (or higher level official) signs the application form.
              This is a mandatory requirement

2.     Copy of current Delegation of Procurement Authority and a certificate of successful completion
       of the purchase card training (and/or BPA call ordering officers course), dated not more than 3
       years from the current date.

3.     Purchase card applications must identify the responsible Approving Official.

              If the Approving Official is new, an application form for the Approving Official is also
              required.

              The Division Director (or higher level official) must sign the Approving Official
              application.

              If the Approving Official has submitted an application that has been approved, there is no
              need to submit a new one. Just enter the Approving Official's name in Item 7 on the
              purchase cardholder's application form.

4.      A cover memorandum designating the purchase cardholder nominee is not required.
       Applications that do not include all required documentation and signatures may be returned for
       correction.

       Send the complete application package to:

              U.S. EPA Purchase Card Program Team
              Office of Acquisition Management
              Policy, Training, and Oversight Division
              Internal Oversight Service Center
              401 M Street, SW (3802R)
              Washington, DC 20460

If you have any questions or problems, please call the purchase card team at 202-564-4374.
                                              47

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                                            63
                                                                                    EXHIBIT A

   INSTRUCTIONS FOR "PURCHASE CARD PROGRAM CARDHOLDER ACCOUNT SET-UP
                                    INFORMATION" FORM

Please Print.

1.     Level 2 Number: Pre-printed on application (68).
2.     Level 3 Number: Enter your Service Finance Office code, such as:
       HQ = 99
       RTF = 22
       Cincinnati = 27
       Region 1 = 01
       Las Vegas = 33
3.     Level 4 Number: After the pre-printedJL Aon the application, enter your two digit EPA Allowance
       Holder code number (do not include 3rd position alpha code of allowance holder designation.)
4.     Division Director (or appropriate official) recommendation. Please type or print, the Division Director's
       name, title and office.
5.     Signature of the official identified in question 4 above who is providing the recommendation for the new
       purchase cardholder.
6.     Approving Official's account number. NO LONGER USED.
7.     Enter the Approving Official's name. Please enter first name, middle initial, and last name.
8.     Enter the office designation beginning with EPA-AA or -Region.  It is important to separate each level
       with "-", e.g.,EPA-ORD-NERL or EPA-REGIONIII-HWMD.
9.     Please print the cardholder's name as it should appear on the purchase card.
10     Enter the official postal address for the office. For example, 401 M Street, S.W. for Headquarters.
11.     Enter your local EPA mail code for your office.
12.     Enter the appropriate City, State, and Zip Code of the office identified in question  10 above..
13.     Enter your work number.
14.     30-Day Limit. Enter the total amount of anticipated for a 30-day period. Please round up to the nearest
       hundred dollars.
IS.     Single Purchase Limit.  Enter the following code for your single purchase spending level:
       Enter 00 for $100 limit
       Enter 01 for $500 limit
       Enter 02 for $1,000 limit
       Enter 04 for $2,500 limit
       Enter OS for $25,000 limit Reserved for purchasing agents/contracting officer (limit is based
                          upon the warrant limit)
16     Merchant activity type:
       Enter 20 for program office cardholder
       Enter 22 for purchasing agents
       Enter 23 for on-scene-coordinators, field agents and/or investigators
17.     Enter Y if you are currently supporting a Superfund activity. Enter N if you are not directly supporting
       Superfund.
18.     Enter the cardholder E-mail address.
Do not enter any further information.
                                               48

-------
                                       64
                          PURCHASE CARD PROGRAM
               CARDHOLDER ACCOUNT SET-UP INFORMATION
NOTE: FILL IN ONLY ONE CHARACTER PER SPACE. USE NO PUNCTUATION.
                                                                           EXHIBIT A
  INPUT FOR:
1. LEVEL 2 NUMBER _fi _8
2. LEVEL 3 NUMBER	
3. LEVEL 4 NUMBER _0_ JL _
                  _  5.
                                Approved:_
                                           Name, Title, Division/Office
Signature:,
  SET-UP INFORMATION
  Approving Official
6.     ACCOUNT NUMBER (no longer used)
7.     APPROVING OFFICIAL'S NAME
  CARDHOLDER NAME, ADDRESS/PHONE
                                       (first name, middle initial, last name)
8.
9.

10.
11.
12.
OFFICE
CARDHOLDER NAME
                          (first name, middle initial, last name)
STREET ADDRESS
INTERNAL MAILCODE_
CITY
                                               . STATE,
                                                  ZIP
                                    (Line 2)
                                    (Line 1)

                                    (Line 3)

                                    (Line 4)
                                     (Line 5)
13.    TELEPHONE NUMBER   -   -
  SPENDING LIMITS/ACTIVITY CODE
14.    30-DAY LIMIT	OQ
15.    SINGLE PURCHASE LIMIT	(Refer to Instructions)
16.    MERCHANT ACTIVITY TYPE _ JRefer to Instructions)
17.    Superfund Activity?	  18  EMAIL	
         CONTRACTOR USE ONLY:
         REC'D DATE	
         INPUT DATE	
         VERIFIED
         REJECT REASON
         CALLED/RETURNED/COMMENTS
                                        INPUT SUBMITTED BY:
                                        Signature:	
                                        Name:
                                        Address:   U.S. EPA
                                              Phone:
                                                 Office of Acquisition Management
                                                 Washington. DC 20460	
                                                	      Date
                                         49

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       65
       EXHIBIT B
APPROVING OFFICIAL
   APPLICATION
     FOR THE
 U.S. GOVERNMENT
  PURCHASE CARD
      AT EPA
        50

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                                             66
                                                                                     EXHIBIT B


   INSTRUCTIONS FOR "PURCHASE CARD PROGRAM Approving Official ACCOUNT SET-UP
                                     INFORMATION" FORM

Please follow instructions carefully. Errors may result in delayed processing of application. Application that do not include all required
documentation and signatures may be returned for correction. Please print.

1.     Level 2 Number: Pre-printed on application (68).
2.     Level 3 Number: Enter your Service Finance Office code, such as:

       HQ = 99
       RTF = 22
       Cincinnati = 27
       Region 1 = 01
       Las Vegas = 33

3 •     Level 4 Number: After the pre-printed_0_ J)_on the application, enter your two digit EPA Allowance
       Holder code number. (Your Funds Control Officer (FCO) can provide this information.)
4.     Division Director (or appropriate official) recommendation. This must be the same official who signed the
       cardholder's application. Please type or print the Division Director's name, title and office. Division
       Directors or higher level officials may approve themselves as the Approving Official.
5.     Signature of the official identified in question 4 above.
6.     Enter the office designation beginning with EPA-AA or -Region. It is important to separate each level
       with "-", e.g., EPA-ORD-NERL or EPA-REGIONIH-HWMD.
7.     Enter the Approving Official's name. Please enter first name, middle initial, and last name.
8.     Enter the official  postal address for the office. For example, 401 M Street, S.W. for Headquarters
9.     Enter your local EPA mail code for your office.
10.    Enter the appropriate City, State, and Zip Code of the office identified in question 9 above..
11.    Enter your work number.
12.    Enter the office limit. This is the total of the 30-Day purchasing limits for all purchase cardholders
       reporting to the Approving Official identified in this application. Please round up to the nearest hundred
       dollars.
13.    Enter the Approving Official's e-mail address.
Do not enter any further information.

Send the complete application package to:

              U.S. EPA Purchase Card Program Team
              Office of Acquisition Management
              Policy, Training, and Oversight Division
              Internal Oversight Service Center
              401 M  Street, SW (3802R)
              Washington, DC 20460

If you have any questions or problems, please call the purchase card team at 202-564-4374.
                                               51

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                                     67
                                                                        EXHIBIT B
                         PURCHASE CARD PROGRAM
         APPROVING OFFICIAL ACCOUNT SET-UP INFORMATION

NOTE: FILL IN ONLY ONE CHARACTER PER SPACE. USE NO PUNCTUATION.
  INPUT FOR:
1. LEVEL 2 NUMBER fifi
2. LEVEL 3 NUMBER	
3. LEVEL 4 NUMBER _Q_Q
                     5.
                               Approved:_
                                         Name, Title, Division/Office
                               Signature:_
  SET-UP INFORMATION
  APPROVING OFFICIAL'S NAME, ADDRESS/PHONE
6.     OFFICE NAME
7.

8.
9.
10.

11.
12.

13.
Approving Official NAME_
                              (first name, middle initial, last name)
STREET ADDRESS
INTERNAL MAILCODE_
CITY
. STATE,
   ZIP
TELEPHONE NUMBER
OFFICE LIMIT	fl 0_
ACCOUNT NUMBER  (no longer used)
APPROVING OFFICIAL'S E-MAIL BOX
        CONTRACTOR USE ONLY:
        REC'D DATE	
        INPUT DATE	
        VERIFIED
        REJECT REASON
        CALLED/RETURNED/COMMENTS
                                      INPUT SUBMITTED BY:
                                      Signature:	
                                      Name:
                                            Address:   U.S. EPA
                                            Phone:
                                               Office of Acquisition Management
                                               Washington. DC 20460	
                                               	Date
                                        52

-------
PURCHASE CARD LOG FOR BILLING PERIOD 1st. THROUGH end of month PAGE OF
PRINTED NAME
OF PURCHASE CARDHOLDER: ACCOUNT NUMBER: 4486-8600-00 [~| l~~l F
ITEMS PURCHASED
PURCHASED












VENDOR/
MERCHANT












APPROVALS
(IF APPROPRIATE)
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Tide
DATE
ORDERED












TOTAL
COST












OBJECT
CLASS












EXHIBIT C
[H_nn
DATE
REC'D







i




DATE
PAID IN
EAGLS












                                                                                                                    91
                                                                                                                    00
SIGNATURE OF
PURCHASE CARDHOLDER:
TELEPHONE NUMBER:
DATE:
 SIGNATURE OF
Approving Official:	
TELEPHONE NUMBER:
                                                                                 DATE:
                                                          53

-------
                                     69

                                                                      EXHIBIT D
        EXAMPLE OF PURCHASE CARDHOLDER STATEMENT OF ACCOUNT
OFFICE OF THE COMPTROLLER
FINANCIAL MANAGEMENT CENTER
JAMES V. WOOD CHIEF
EPA ACCOUNTING OPERATIONS OFC
26 WEST MARTIN LUTHER KING DR..
CINCINNATI OH 45268-0000
DA«C fe.
1
CARDHOLDER
ACCOUNT
APPROVING
OFF. ACCOUNT
ACCT CODE
STATEMENT
DATE
4486-0000-0000-0000
4486-0000-00004000

51799
CARDHOLDER
      Jane Doe
      EPAHQ
      401 M ST SW
      (3802R)
      WASHINGTON
DC 20460-9999
Approving Official
 Janey Smith
  EPAHQ
 401MSTSW
 (3802R)
     WASHINGTON DC 20460-9999
             STATEMENT OF ACCOUNT U.S. GOVERNMENT CREDIT CARD
PURCHASE DATE / PROCESSING DATE
REFERENCE NUMBER
04/21/93 XV 04/23
746104431 1306245
DESCRIPTION
ACCTG. CODE
04/21/93 XV 04/26
746104431 1306245
DESCRIPTION
ACCTG. CODE
04/21/93 XV 04/26
7461044311306245
DESCRIPTION
ACCTG. CODE
04/21/93 XV 04/26
7461044311306245
DESCRIPTION
ACCTG. CODE
DESCRIPTION
ACCTG. CODE
MERCHANT NAME
MERCHANT LOCATION / SIC CODE
BUREAU OF NATL AFFAIRS
WASHINGTON DC 8999
sub. to "Insifcc £?A"
FENTON5 UNIFORM FASHIONS
SILVER SPRING MD 5699
safety shoes
COMPUTER PRODUCTS INC
FAIRFAX VA 5734
Harvard Graphics
CADD MICRO SYSTEMS INC
ALEXANDRIA VA 7372
PageMaker Software

AMOUNT
1,200.00
1,720.00
413.00
1,500.00


USER FIELD 2 PURCH LIMIT 2,500
TAX EXEMPT 30 DAY LIMIT 50,000 TOTAL
4,833.00
                                       54

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                                                         70
                                                                                                             EXHIBIT £
                                            PURCHASE CARD PROGRAM
                              CARDHOLDER STATEMENT OF QUESTIONED ITEM
                                                 (Please print or type in black ink.)
         CARDHOLDER NAME (please print or type)                               ACCOUNT NUMBER
         CARDHOLDER SIGNATURE                        DATE            TELEPHONE NO.

The transaction in question is described below:
Transaction Date                Reference*              Merchant Name          Amount               Statement Date
Please read carefully each of the following situations and check the one most appropriate to your particular dispute. If you have any questions, please contact
the CFMC at SI3-487-2069. We will be more than happy to advise you in this matter.

If the statements below are not applicable please send a letter of explanation regarding your dispute.  Please, list all pertinent information and include your
account number and signature.

I.        CARDHOLDER DISPUTE (Cannot be used until resolution is attempted with the merchant)
         <> I did participate in the above transaction, however, I dispute the entire charge, or a portion, in the amount of S	'm
            because (please be specific)	
            NOTE: Provide completed description of problem, attempted resolution, and outstanding issues. Use a separate sheet of paper, it
         necessary, and sign your description statement.)
U.       UNAUTHORIZED MAIL OR PHONE ORDER
         < > I have not authorized this charge to my account. I have not ordered merchandise by phone or mail, or received any goods
             or services.
III.       DUPLICATE PROCESSING
         < > The transaction listed above represents multiple billing to my account. I only authorized one charge from this merchant for this
         amount. My card was in my possession at all times.
IV.      MERCHANDISE OR SERVICE NOT RECEIVED
         <> My account has been charged for this above listed transaction, but I have not received the merchandise or service. I have contacted the
         merchant but the matter was not resolved. (Please provide a separate statement detailing the merchant contact, and the expected dale to
         receive merchandise.) My account has been charged for this above listed transaction. I have contacted this merchant on (date) and
         canceled the order. 1 will refuse delivery should the merchandise still be received.
V.       MERCHANDISE RETURNED
         <> My account has been charged for the above listed transaction, but the merchandise has since been returned for the following
             reason::	

             Enclosed Is a copy of my postal or UPS receipt
VL      CREDIT NOT RECEIVED
         < > 1 have received a credit voucher for the above listed charge, but it has not yet appeared on my account A copy of the credit voucher    is
         enclosed, (Please provide a copy of this voucher with this correspondence.)
VII.      ALTERATION OF AMOUNT
         <> The amount of this charge has been altered since the time of purchase. Enclosed is a copy of my sates draft showing the amount for which
         I signed.
VIII.      INADEQUATE DESCRIPTION/UNRECOGNIZED CHARGE
         <> I do not recognize this charge. Please supply a copy of the sales draft for my review. I understand that when a valid copy is sent to me,    a
         statement of questioned item must be provided to include the copy of the sales draft if a further dispute exists. If a copy cannot be
         obtained, a credit will appear hi my account
IX.      COPY REQUEST
         <> I recognize this charge, but need a copy of die sales draft for my records.
X.       SERVICES NOT RECEIVED
         <> 1 have been billed for this transaction, however, the merchant was unable to provide the services for the following reason(s):



         < > paid for by another means. My card number was used to secure this purchase, however final payment was made by check cash, another
         credit card, or purchase order. (Enclosed is my receipt, canceled check (front & back), copy of credit card statement, or applicable
         documentation
XL      NOT AS DESCRIBED
         < > (Cardholder must specify  what goods, services, or other things of value were received.) The item(s) specified do not conform to what was
         agreed upon with the merchant. (The cardholder must have attempted to return the merchandise and state so in his/ her complaint
MAIL TO:  U.S. EPA FMC, Cincinnati. Ohio
                                                             55

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                                                 71
Cardholder Statement of Questioned Item Form Checklist         EXHIBIT £    Page 2
        I. Cardholder Dispute
        * State attempted resolution with merchant
        * State complete description of problem
        * Copy of sales Slip
        * Cardholder Statement of Account
        II. Unauthorized Mail/Phone Order
        * If sales slip is signed or imprinted, this does not apply
        III. Duplicate Processing
        * Both dollar amounts are exact amount
        * Dollar amount of the first charge
        * Both statements
        * Copy of original sales slip
        IV. Merchandise/Services Not Received
        * State attempted resolution with merchant
        * Date expecting delivery
        * Statement
        Canceled Merchandise/Services
        * Date canceled with merchant
        * Reason why canceled
        * Statement
        V. Merchandise Returned
        * Explanation why item returned
        * Postal receipt or UPS receipt
        * Date returned item
        VI. Credit Not Received
        * State Dollar amount of credit expected
        * Copy of credit voucher or credit memo
        * Statement
        VII. Alteration of Amount
        * State dollar amount of alteration
        * Copy of sales Slip
        * Statement
        VIII. Unrecognized Charge
        * Statement
        (if sales slip is supplied to cardholder, a new questioned item form must be filled out with copy of sales slip
        attached)
        IX. Copy Request
        * Statement
        X. Services Not Received
        * Complete description as to why merchant unable to provide services
        * Statement
        Paid by other means
        * State how other payment was made
        * Copy of other payment
               1. Cash receipt
               2. Canceled check (copy front and back)
               3. Purchase Order
               4. Statement date and dollar amount
        XI. Not As Described
        * State how and what goods or services were received
        * State what goods or services were expected
        * Return merchandise
        * Copy of postal receipt or UPS receipt
                                                    56

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                           72
                                                     EXHIBIT F
PURCHASE  CARD OBSTRUCT NOTICE
MAIL TO:  EPA PURCHASE CARD TEAM
         HQ-O.A.M. (3802-R)
         401 M STREET, S.W.
         WASHINGTON, D.C. 20460
REASON(S)  FOR DESTRUCTION:

	 Employee
    transferred

	 Other reason(s) 	
Found after
reported lost/
stolen
Employee
terminated/
resigned
CURRENT DATE
CARD EXP.  DATE
NAME OF CARDHOLDER
PURCHASE CARD ACCOUNT NUMBER 4486-  8600-00
Approving Official's NAME
Approving Official's SIGNATURE
COMMENTS:
Notice:  Cut card in half and destroy.
Purchase Card Program Manager.
      Do not return card to EPA
                              57

-------
          73
        Exhibit G
FEDERAL SUPPLY SCHEDULE
           58

-------
FEDERAL SUPPLY SCHEDULE TITLE

SCHEDULE
NUMBER

MAIL LIST
CODE

NON-
MANDATORY

PRICE
REDUCTION

AUTOMOTIVE CENTER - Customer Vendor Relations: Nancy Tyrrell (703)308-2277

'ires Pneumatic and Retread Services
Construction and Highway Maintenance Equipment
lie Fighting, Waste Disposal Vehicles and Towing/Wrecking Vehicles


261
38IA
42 IV


OOSC2601
IOSC 3801
OOSC4204


*
•
*


*
*
*

)FFICE OF SCIENTIFIC EQUIPMENT CENTER - Customer Vendor Relations; Jeanne Deck (703)305-6626

'rinting & Bookbinding Equip
Copying Equip., Supplies & Services
Mood Chem., Electrophoresis, Imaging
,ab. Accessories and Supplies
Clinical Sample Preparation & Analysis Instruments
.aboratory Balances & Special Purpose Scales
nstrumentation Components (Data Acquisition, Calibration, and Power
iupplies)
electronics Analyzers & Meters
Materials, Temperature Utilities & Test Equipment
Spectrometers & Spectrophometers
3hromalograph & Misc. Analyzers
-ab Ovens, Chambers & Thermometers
ndividuat & Modular Furniture.
icophysical, Surveying and GPS Equipment
environmental Analysis & Hazard Detection Equipment
/erticat Laminar Flow Biological Safety Cabinets
'hoto Equipment & Supplies
dicropholographic Equipment
)flice Machine (Typewriters, Dictation Systems, Lettering Machines,
Sound Reduction Enclosures and Anti-Theft Devices)
MTice Machines (Calculators. Mailina Eauipment. & Misc.)

36 n
36 IV
66 HA
66 OB
66DC
66DE
660H
66HJ
66HL
66 HM
66 HN
66 DO
66 IIP
66DQ
66 IIR
66DT
67D&IH
67IVB
74 1 A
74n&m

OOSC 3602
OOSC 3603
OOSC 6631
OOSC 6603
OOSC 6604
OOSC 6606
OOSC 6616
OOSC 6632
OOSC 6619
OOSC 6620
OOSC 6621
OOSC 6622
OOSC 6630
OOSC 6624
OOSC 6633
OOSC 6634
OOSC 6702
OOSC 6705
OOSC 7401
OOSC 7402

*
*
•
*
*
*
*
•
*
*
*
•
•
*
*
*
*
*
*
*

*
•
*
•
*
*
*
•
•
*
*
*
•
•
•
*
*
*
*
*
ON-LINE GSA
ADVANTAGE!"
























11/96*
11/96*



U.S. EPA Headquarters Library
       Mail code 3201
1200 Pennsylvania Avenue NW
   Washington DC 20460
59

-------
FEDERAL SUPPLY SCHEDULE TITLE
VDP ACQUISITION CENTER - Customer Vendor Relations: Mary Re
equipment
Mainframes
Computers
Jsed and Rebuilt Equipment
Electronic Commerce

SCHEDULE
NUMBER
MAIL LIST
CODE
NON-
MANDATORY
PRICE
REDUCTION
gers (703)305-5777
58 vi vn
70IA
70IB&C
70ID
70IE

OOSC 5813
OOSC7010
OOSC 7011
OOSC 7012
OOSC 7013

*
*
*
*
*

*
*
*
*
*

SERVICES ACQUISITION CENTER - Customer Vendor Relations: Barney Brasseux (703)305-6658
Vir Passenger Transportation Services
ixpress Transportation Services (FEDEX)
lovemmentwide Commercial Credit Card Service
Nationwide Government Relocation Service
;actual data reports- consumer and commercial credit
'rofessional debt collection services
'ravel and Transportation Payment and Expense Control System
nvestigation of Discrimination Complaints & Preparation of
nvestigation Reports
rilm and Videotape Processing
'repayment audit of Government transportation billing documents
'otal quality management implementation consulting services,
:onducted formal training and training aids and materials for agency
raining purposes
nternational Schedule

451 n
451 m
615
653
732 1 A
732 IB
738 VD
738 X
781 I&H
872
874
IFSS

N/A
OOSC 4520
N/A
OOSC 0653
OOSS7321
OOSS7322
N/A
OOSS0010
03SS 7801
OOSS8930
OOSC 8710
IFSS 0001

*
*
*
Apr-97
•

*
*
Dec-98
*
*
*

*
*
*
*
*
*
•
*
*
*
*
*

)FFICE SUPPLIES & PAPER PRODUCTS CENTER - Customer Vendor Relations: Sandy Sabbers (2 12)264-0479
'elecoinmunication & ADP Supplies - Commercial
'elecommunications
'raining Aids & Devices
Recording Paper & Supplies
)flice Supplies
)esk Top
58V A
69
75ID
75 n A
75mA
OOSC 5806
OOSC 6901
OOSC 7511
OOSC 7509

*
*
*
*
*
*
*
*
*
*
ON-LINE GSA
ADVANTAGE!-



1

•
















1


11/96*
11/96*
                                                           in
60

-------
FEDERAL SUPPLY SCHEDULE TITLE
)fllce supplies- envelopes: mailing, printed and plain
>flice Supplies, Cards, Tabulating
lopy Paper
'ublications.
'ublications
'acking & Packaging Supplies
Services- lending library

SCHEDULE
NUMBER
75V
75VDIA
75X1
761
76 0
81 IB
823

iENERAL PROCUREMENT BRANCH - Customer Vendor Relations: Monica Gormto
Communication Equipment
elecommunications Equipment
Jghtmg
Miscellaneous Furniture: Hospital Patient Room Furniture
)rapes ft Blinds
Vail Art

58 fflB
58 K
621
71IDF
72V
72Vffl

MAIL LIST
CODE
OOSC 7505
OOSC7507
02SC7513
01SC7601
01 SC 7602
OOSC 8106
02SS 8201

NON-
MANDATORY


*
•
*
*
*

PRICE
REDUCTION
*
•
*
*
*
*
•

y (215)656-3830
OOSC 5801
OOSC 5802
OOSC 6201
OOSC 7160
OOSC 7207
OOSC 7209

*
•
•
•
*
*

*
*
*
*
*
•

NATIONAL FURNITURE CENTER - Customer Vendor Relations: Rick Walton (703)305-6200
Household and Quarters, Upholstered. Performance
Vail Unit ft Loft Groups
executive Office and Conference Room Furniture
Systems Furniture
'ackaged Room Furnishings
Misc. Furniture, Classroom, Auditorium, Theater Seating
.ibrary Furniture
Storage Cabinets for Forms and Flammable Liquids, Card Size Filing
Cabinets
Mail Room Furniture, Mail Sorting and Distribution, Bins, Racks and
:arts, Light Duty Small Parts Cabinets and Plastic Bins
Miscellaneous Furniture (Security Filing Cabinets, Safes, Vault Doors,
Map and Plan Files, Accessories, COMSEC Containers, and Special
Vccess Control Containers) Systems & Modular Furniture
flultipuroose Seating
71IE
71 IH
71 DO
71DE
71 HH
71 IDA
71 me
7irac
71 mo
7imE
71 mH
OOSC 7163
OOSC 7178
OOSC 7184
OOSC 7167
N/A
0
OOSC 7 159
OOSC 7 152
OOSC 71 53
OOSC 7150
OOSC 7175
*
•
*
*
*
•
*
•
*
Jan-97 •
*
*
•
*
•
*
•
*
•
*
*
*
ON-LINE GSA
ADVANTAGE!"









11/96*


















                                                            CTI
61

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FEDERAL SUPPLY SCHEDULE TITLE
iteel Vertical Blueprint Filing Cabinets, Roll Drawing, Files, High
tensity, Moveable, Shelf Filing Systems
Cafeteria & Food Service Equip
'artitions
VDP Furniture
display ft Communication Boards
Nothing Lockers and Drafting Stools
disc. Furniture, Conference Room Tables
ndustrial Furniture: Work Benches, Work Tables, Storage Cabinets
Carpet, Carpet Tile and Carpet Cushion
tesilient Flooring
rfats ft Matting

SCHEDULE
NUMBER
71 raj
71 mL
71 DIM
71 mN
7iraT
7imY
71 X
71 XIV B
721 A
72 IB
72 IE

MAIL LIST
CODE
OOSC7162
OOSC7177
OOSC 7163
OOSC7165
OOSC 7181
OOSC 7183
OOSC 71 12
OOSC 7182
OOSC 7201
OOSC 7202
OOSC 72 10

NON-
MANDATORY
*
*
Dec-96
*
*
*
*
*
Oct-97
*
*

PRICE
REDUCTION
*
*
*
»
•
*
*
*
*
*
*

'ools and Appliance Commodity Center, Customer Vendor Relations: Warren Moses (8 1 6)926-6760
tower Driven Portable Hand Tools

51 VI

OOSC 5106



jENERAL PRODUCTS COMMODITY CENTER - Customer Vendor Relations: Genni Brown (817)978-4545
Joats ft Marine Barriers
Vheel and Track Vehicles.
Voodworking & Metalworking Machinery Equipment
,awn and Garden Equipment
Material Handling Equipment
•orklifts
rirefighting and Rescue Equipment
lepair Shop Equipment
Maintenance and Repair Shop Cleaning Equipment
'refabricated Structures; Warehouse
Vbove Ground Storage Equipment
Construction ft Building Materials
lencratofs
'ower Distribution Equipment
191
23 I
32/34
37 HA
39 DA
39 OB
42IB
49 IB
49 D
54 IIB
54IH
56 IV A
61 VA
61 VB
10SC 1901
01 SC 2301
OOSC 3201
07SC 3701
10SC3901
OOSC 3903
08SC4206
01 SC 4902
OOSC 4902
OOSC 5410
07SC 5410
08SC 5605
04SC6102
04SC 6103
*
*
*
*
*
*
Apr-97
*
*
*
*
*
*
Mar-97
*


*
*
*
*
*
*
*
*
*
*
*
*
*
*
ON-LINE GSA
ADVANTAGE!"




11/96*

























                                                                       -J
                                                                       -sl
62

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FEDERAL SUPPLY SCHEDULE TITLE
inergy Efficient Products
Harm & Signal Equipment
Recycling & Waste Container
food Service Equipment
Austen] Instruments
lucKo & Video Equipment
ndoor/Ouldoor Athletic and Recreational Equipment
>ark & Outdoor Recreation Equipment
leaning Equipment and Supplies
Special Purpose Clothing
Nothing and Footwear, Athletic and Recreational
jew Enforcement and Security Equipment
iigns
lecniiting Aid and Promotional Materials
'rophies

SCHEDULE
NUMBER
62 n
631
72VHB
73 ra
77 D
77ffi
78 1 A
78 1C
79IB
84 HB
84V A
84 VIA
99 IV A
99VA
99 VI A

MAIL LIST
CODE
OOSC6206
OOSC6301
OOSC7240
OOSC7302
10SC 7702
10SC7703
10SC7801
10SC 7803
09SC 7901
01 SC 8403
DISC 8402
10SC8406
OOSC9901
02SC9901
07SC9902

NON-
MANDATORY
Dec-96
•
*
*
Feb-97
•
Jan-97
Sep-97
*
May-98
*
»
*
*
»

PRICE
REDUCTION
*
*
*
*
*

*
•
•
•
*
*
*
»
•

'AINTS AND CHEMICALS CENTER - Customer Vendor Relations: Todd Posey (206)931-7353
Vater Filtration Equipment
Chemical and chemical products - calcium chloride, deicing
impounds, sodium chloride and bulk sodium chloride
'ropane
Vater Treatment Chemicals
disinfectants
)eodoranls
Vare Washing Compounds and Laundry Detergents
solvents
?teatiing Chemical & Dispensing System
,atex Paints
TOTALS
— TWT*T 1 TTflin TM UnnUl? AT CT TOT3T V Cf"*TJirr\TTT "C
46IA
68 1 A
OOSC4602
07SC6811
68 HID
68VB&C
68 VI A
68 VIE
79 DA
79V
79 VE
80 VI A
121

OOSC6821
OOSC681I
07SC 6822
OOSC7901
10SC7905
OOSC0014
10SC8006


*

*
Feb-97
Mar-98
*
•
*
*
*
102

•
*
•
*
*
*
*
*
*
•
121

ON-LINE GSA
ADVANTAGE!"














11/96*







11/96*

11/96*




                                                            00
63

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                                           79
                                          PURCHASE ORDER REGISTER
                  EXHIBIT H
DCN
PO#
               AWARD
               DATE
CONTRACTOR
                                        AWARD
                                       AMOUNT
   ITEM
DESCRIPTION
                                                                                     LEGEND
                  Legend:  (B) Bank Orders.
                                      _. (O) Oral Orders.
                                         _, (P)Priority.
                                                    64

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          80
December 1,1998
       EXHIBIT  I
         EAGLS
            65

-------
                81
December 1,1998
     For "lost" EAGLS User IDs


     Call the EPA Agency Point of
     Contact (A.P.O.C.)


     Karen Lee 202-564-4378
              -or-
     Stacey Brown 202-564-4374

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                       82
December 1,1998
    Use of NationsBank EAGLS at EPA

    L.  Netscape Communicator

    2,  EAGLS Web site:
       www.gov-eagls.nationsbank.com
    3.  Key Function Buttons
       ENTER
       SUBMIT
       CLEAR
       RESET
       CANCEL

       REVISE

       OK
       BACK

       BROWSE
    4.  Screens:
(no function in EAGLS)
Accepts screen content/input.
Deletes the text file information.
Clears all entered data from screen.
Deletes request; returns to previous
screen.
Revises request; returns to previous
screen.
Accepts screen information
Returns to previous screen, information
cleared.
To view other choices for input or
functions.

 for login, inquiry, maintenace, cost
allocation screens: read on.  See arrows
for key entry locations and selections.

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WARNING!                                  83                         httpy/www.gov-eaglsjiationsbaiik.com/



                               WARNING!


         You an attempting to access a private Web Site protected by a Security System.
          Access to and use of this facility requires explicit, current authorization and is
                                      strictly limited.

         Unauthorized, or any attempt at unauthorized access, usage, copying, alteration,
           destruction, or damage to its data, programs or equipment may violate the
              Federal Computer Fraud and Abuse Act of 1986 as well as applicable
                               state law and/or cMI liability.

          With the before mentioned understood, should you proceed further, you may
           subject yourself to investigation that could lead to prosecution should you
                   not have authorization or violate any of these restrictions.
                                      |  CONTINUE

-------
EAGT-S System Logon
84
http://»
                                                                        ogon_systemAccess.
                                 EAGLS System Logon
                       Please Enter Your User ID and Password
                            User ID   I
                            Password
i Submit
| Clear
                          Copyright © 1998 NatknuBank AD righto reserved.

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85
                                  5"

-------
                                     86
                    PROCESS ROLE  CHANGING
        FOR TRAVEL AND PURCHASE CARDHOLDERS

If you are a Travel and Purchase Cardholder, and you only have one EAGLS ID, the following
guidelines will help you to navigate between both accounts in EAGLS

Access Netscape and load the EAGLS Web She according to the NationsBank Cardholder
Program Guide starting on page 18.

 From the EAGLS screen single click on the User Options menu option on the left hand portion
of the screen. Select Change Account. EAGLS will take you into the Change Accounts Window.
The current session account will be set at your Travel Account.  Below this number will be a New
Account drop down box Click on the down arrow, your Purchase Account will appear below
the travel account number.  Highlight the purchase account. Under Options there are three
choices, you can permanently change EAGLS to always load your purchase account click on Set
Both Session and Default Account Number. Below this area click on Submit.

EAGLS will now display a Change Accounts Confirmation Window, if the account number is
correct click on OK.

You can now proceed with the Cost Allocation Process.

-------
Change Account                               bt^^w«^.gov«agMtfioBsb>iik.ooiii/Gg..JCl-{FC9019AO-3CFF-l 1D2-B66E-204C4F4FS020)
                             Change Accounts
       Current Session Account       448686000000MI
       New Account                 r^Se'ssOOOOOOl^  |r|
       Options                       •  Set Session Account Number
                                       Set Default Account Number
                                       Set Both Session and Default Account Number
                                     Submit
{Clear
                         Copyright © 1998 NationsBank. AD rights raerved.

-------
Copfinnfltioo! Change Account
^aiilc.coHi/cg...GX-{20BC3DEO-3DOO-l 1D2-B66E-204C4F4F*
                          Change Accounts
                          Confirmation
                  Your session account number is set to 448686000000MK
                       Copyright © 1998 NationsBank. AD righto reserved.

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                                                 89
                CARDHOLDER  COST  ALLOCATION  PROCESS

Access Netscape and load the EAGLS Web Site according to the NationsBank Cardholder Program Guide starting
on page 18.  From the EAGLS screen single click Transaction Data menu option on die left hand portion of the
screen.

Turn on your CAPS LOCK before starting.

Single Click on the Individual Statement option.

During this start up period many of purchase card orders (prior to January 12* cycle) can be accessed in Current
•Sfafemenr area of the web site.  Please click on die radio button for Current Statement. (Normally you would click
on the radio button for Current Transaction to access transactions in the current transaction period.)

Click on the SUBMIT radio button.

Use the scroll down bar to the bottom of this page. Click on View Statement Transactions underlined option to
bring up a list of all current purchase card transactions.

The dollar amount of each purchase should be b blue. Single Click on the blue doDar field.

Scroll to the bottom of the screen and dick on the Cost Allocation underlined option listed.

Page down to the Accounting Code Distribution section.

Single Click in the second box under Accounting Code Distribution section. It should have a dot in die radio
button next to the block.  Enter your accounting data into the block and depress the TAB key on your keyboard
and enter the amount to be charged to this accounting data.

Accounting Code data should be in the format of 9959T099992614 which is broken out as follows:

  99     |           59  I        T09999         |      2614            .
Fiscal Yearl Allowance Holder | Document Control Number j[and Object Class.      \      +
 l-j-Wt*^       (H             W                 *t^          J fsi> t>^
Scroll to the bottom of the screen and click on the OK button.                    /  A/-
                                                                       C  A**
The Cost Allocation Verification screen will now appear. Verify the information and if correct men click on the
OK button.

The Cost Allocation Confirmation screen will now appear telling you mat the cost has been reallocated.
Click on the OK button.

You will now be returned to the Individual Statement screen. Scroll to the bottom of die page.

Click on the View Statement Transactions and  restart the process to allocation cost to the next transaction.

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                                                90
Object Class Code and Descriptions

2330 Administrative Equipment Rental
23SO Programmatic Equipment Rental

2410 Administrative Printing and Reproduction
241 1 Programmatic Printing and Reproduction

2415 Programmatic Advertising

2501 Administrative Training
2502 Programmatic Training
2504 Administrative Contracts
2541 Administrative ADP Equipment Repair & Mai
2560 Administrative Registration Fees • All Others
2561 Programmatic Registration Fees - All Others
2565 Administrative Facilities Maintenance & Operations Expenses
2573 Administrative General Equipment Repair & Maintenance
2583 Other Programmatic Contracts
2588 Programmatic Scientific & Technical Equipment Maintenance

2615 Administrative Supplies & Materials
2616 Programmatic Supplies & Materials
2617 Administrative ADP & Telecommunications Supplies
2619 Administrative Subscriptions
2622 Programmatic Protective Clothing & Supplies
2623 Programmatic Criminal Investigator Supplies
2624 Programmatic Subscriptions
2625 Programmatic ADP & Telecommunications Supplies
2629 Programmatic Scientific & Technical Lab Supplies
2630 Programmatic Building Maintenance Supplies & Materials

3 130 Administrative Capital Equipment $25,000 or more
3 132 Programmatic Scientific & Technical Equipment $25,000 or more

3133 Administrative Capital ADP Equipment $25,000 or less
3 134 Programmatic Capital ADP Equipment $25,000 or less
3 144 Programmatic Equipment less than $25,000
3 146 Administrative ADP Equipment less than $25,000
3 147 Programmatic ADP Equipment less than $25,000
3 148 Administrative Telecommunications Equipment - Voice less tfrgp $25,000.
3158 Administrative ADP Software Pkgs less than $25,000
3 159 Programmatic ADP Software Pkgs less than $25,000


                                                                       *"*

-------
Individual/Memo Statement
  https^Aw^.gowMgfcjiBtioo^^
                         Individual Statement
                         Search
      Search For
       •  Current Transactions

          Current Statement •

          Statement

          Sort Transactions By
      JCMM/YYYY)
Transaction Post Date
                                   Subml    Clear
                       Copyright © 1998 NatkmsBuk. AH rights reserved.

-------
No Results Found                           hUps//ww
-------
Individual/Memo Statement
  httpK//ww^^gov
-------
Individual/Memo Statement
https^/wwwl

                       Individual Statement
     General Accourmlnformation
                            S EPA-OARM-OAM-PTOD
                                  11 2000002 3000620 3000906
     Individual Billing Information
     	           --"
                               .
     Central Billing Informnon
                       View Statement Transactions   Statement Inserts

-------
Individual/Memo Ti

                            Individual Statement
                            Transactions
      Account
       11/30/1998 12/02/1998 J3J2J4.  Q   Central XEROX T708 SOUTHEASTERN 5044     240710583357800000197
                                            813-556-2029 FL  000033716
                Master Accounting Code:
12/08/1998 12/09/1998 $37.16


         Master Accounting Code:
                                      Central TRC*RELIABLE OFF SUPP     5969
                                           800-359-5000 IL  000060173
246921683420001788477
12/08/1998 12/09/1998 S23.92    £


         Master Accounting Code:
                                      Central TRC*RELIABLE OFF SUPP     5969
                                           800-359-5000 IL  000060173
246921683420001788477
       12/07/1998 12/09/1998 $6L2L   Q   Central STAR OFFICE PRODUCTS I     5999
             "^"                          202-4636373 DC   000020006
                Master Accounting Code:
                                                                        244729083424726675500
12/22/1998 12/30/1 998 !300p_
               Master Accounting Code:
                                      Central MBELDEF                  7399    241581383639000001005
                                           WASHINGTON DC  000020002
\ Invoice/Statement
| Submit
                          Copyright © 1998 NatiotuBank. AD rights reserved.

-------
Ti*
                                              .gov-«agls Jiationd»^com/cg...bType%3DO&traiisactionType-3&bType=C<
                        Individual Statement
                        Transaction Details
     General Transaction Information
                               | Submit | | Cancel
                Dispute Transaction   Request Sales Draft
                       1234567890123456
                      Copyright © 1998 NationsBank. AD rights reserved.

-------
Transaction Realtocatioa
                                                        g...j^^
                            Cost Allocation
     Transaction Information
      Mon Dec 07 00:00:00 GMT 1998 ! $61.25
                                                  jjlnypiced
l»»
                                                                 PRODUC5
      202-4636373
     Accounting Code
1 i
IL^^SL™™
I
                   Add Accounting Code   | }    Delete Accounting Code
                                 Display Comments
                                                                                   fir

-------
Transaction ReaUocatian
https^/ww^^ov-eagk.natiood>aiik.coni/cg...GX-{21CD79CO-391C-llD2-80FB-204C4F4F50.
                               Cost Allocation
                               Verification
                  The following cost allocation information has been entered
      Transaction Information
                                                              jilnvoiced
                               ]i&*™:^^
Allocation Code
9976PR00842615
Comment

Total Amount
Allocation Amount I
!!
$61.25 I
i!
$61.25 !j
                                      OK
    | Revise
                         Copyright © 1998 NationsBank. All rights reserved.

-------


     Cost Allocation
     Confirmation
   Your transaction has been reallocated
               OK
Copyright €> 1998 NatkwsBank. AD rights reserved.

-------
                                       100
S:\EAGLS\SCREENS\LOGON\LOGOFFI .HTM

-------
                                       101
WHATS A FCO SUPPOSED TO DO ABOUT EAGLS?

The FCOs role in EAGLS is greatly reduced when compared to the old paper log and paper
statement of account system. By using EAGLS, EPA is approaching a paperless payment
process. Also, in the future, we expect to give FCOs EAGLS access to view the cardholder
accounts that are associated with the office.

The cardholder's role is most important now and Approving Official's role is de-emphasized when
using EAGLS.

The FCO's have two options how to finance the cardholder's purchases:

1. Method 1: Setup a default DCN+accounriny numberfsHobject class 26.20 for S100. This
is the primary DCN+account number to be used by the cardholder all year, although at anytime,
the default can be changed.  (26.20 is purchase card reserves.) DO NOT WORRY ABOUT THE
LOW AMOUNT OF $100. These funds are just like a pointer to the real funds.

Using this method one, the cardholder will see their default accounting data on their cost
allocation screen when they access EAGLS.  The cardholder puts in the tine amounts and updated
object class and EAGLS will send this updated data with the default DCN and account data to the
EPA Cine. Fin. Mgt. Center which will create the commitment, obligation, and payment, all at
once. FCO's will see the transfer via your standard reports.

2L    Method 2; No default DCN+account data. FCO must fund each purchase separately
and this method requires more coordination between the FCO and the cardholder. The FCO
commits the funds into IFMS. The FCO then gives the DCN+acct. number+object class to the
cardholder and it is the cardholder who is responsible for the data entry into EAGLS.  This
transaction will signal the CFMC where the funds are for obligation and payment.

Again, the FCO will see the transfer of funds in your standard reports.

CLEAR AS MUD?  Attached here is a more detail description from Section m of the new
Purchase Card Procedures dated December 1,1998, but not yet distributed.

fun Wood (513-487-2080) is the director of the CFMC and his number 1,2, and 3 persons who
can help you are  (1) Cindy or (2) Sherri at 513-487-2069 or (3) Patti at 513-487-2067.

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102

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       103
    Part 11
General Policies,




Procedures, and
   Provisions
                  December 1,1998

-------
104

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                               105

A.   STANDARDS OF CONDUCT
The principles and  regulations pertaining to standards of conduct
for Federal employees are  founded on the philosophy that Federal
employees engaged in dealing with the private sector occupy
positions of trust  and responsibility.  They are responsible not
only  for meeting the needs of agency programs and projects, but
also  for meeting the public's expectations for proper conduct.
This  responsibility extends to all persons who take part in the
determination of requirements, the award of orders, and/or
contract administration.   These persons must maintain the highest
standards in personal contacts with business firms and
individuals and must make  certain that those interactions are
above reproach in every respect.  They must avoid even the
appearance of a conflict of interest between Government
responsibility and  personal activity.
The Code of Federal Regulations (EPA 40 CFR Section 3.103) sets
forth the general Standards of Conduct.  Standards of Conduct and
Conflict of Interest laws  apply to all Government employees
including, Program  Managers, Project Officers, Contracting
Officers, Call Ordering Officers, Contract Specialists, Bankcard
Holders, Approving  Officials and others involved in the
acquisition process.

2.    Guidelines

The published regulations  (see 40 CFR Chapter 1 Part 3) on the
conduct of employees detail reporting procedures for income and
other special matters with which all personnel should be
familiar.  The regulations included here were selected because of
their potential impact on  relationships with organizations or
persons that may be involved in the acquisition process for small
purchases .

There are two general guidelines to follow in any matter
concerning proper conduct:  (1) if you have any doubt about the
propriety of an action or  decision, do not take that action or
make that decision  without benefit of the appropriate advice or
counsel; and (2)  seek advice or counsel when necessary.

3.   Selected Standards s

      (a)  No employee shall receive any salary or compensation
          for services as  a Federal employee from any source
          other than the Government of the United States,  except
          as may be contributed out of the treasury of a State,
          county, or municipality.

      (b)  Employees are not permitted to engage in any outside
          employment or other activity in conflict with the full
          and proper discharge of the duties and responsibilities
          of their government employment.

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                          106

(c)  Acceptance of gifts, entertainment, or favors, no
     matter how innocently tendered and received, from those
     who have or seek business with EPA, may be a source of
     embarrassment to the Agency and to the employee
     involved.  It may affect the objective judgement of the
     recipient and impair public confidence in the integrity
     of the business relations between EPA and industry.
     Therefore, employees shall not knowingly solicit or
     accept any gifts, entertainment, or favors (including
     complimentary meals and beverages), either directly or
     indirectly, from any interested party.  For the purpose
     of this standard, gifts, entertainment, and favors
     include any benefits, gratuities, loans, discounts,
     tickets, passes, transportation, accommodations, or
     hospitality given or extended to or on behalf of the
     Government official.  Maximum dollar limits are $20 per
     single occurance; $50 total, all occurances, from any
     and all sources over the most recent 12-month period.

(d)  All employees are subject to the basic political
     activity restrictions outlined in the Hatch Act.
     Employees are individually responsible for refraining
     from prohibited political activity.

(e)  An employee must not use, directly or indirectly, or
     allow the use of, Government property of any kind for
     other than officially approved activities.  An employee
     has a positive duty to protect and conserve public
     property, including equipment, supplies, and other
     property entrusted or issued to the employee.

(f)  Employees must not directly or indirectly use official
     information obtained through the employee's Government
     employment if the information has not been made
     available to the general public.

(g)  Employees should pay their own financial obligations in
     a proper and timely manner.

(h)  Employees are prohibited from endorsing in any official
     capacity the proprietary products or processes of
     manufacturers or the services of commercial firms for
     advertising,  publicity or sales purposes.  Use of
     material products or service by the Agency does not
     constitute any official endorsement.

(i)  Credentials and other EPA identification devices are
     for use only in establishing identity or authority in
     connection with official EPA business.  Such
     credentials and identification devices, or an
     employee's official position, status,  or designation,
     are not to be used by employees to exert influence or
     obtain, either directly or indirectly, privileges or
     rewards for themselves or others.

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                               107


     (j)  An employee shall not engage in criminal, infamous,
          dishonest, immoral, notorious, or disgraceful conduct,
          or other conduct prejudicial to the Government.

     The maintenance of public confidence in EPA employees
clearly demands that each employee take no action which would
constitute the use of official position to advance personal or
private interests.

-------
                               108
4.   Conflict of Interest

     It is essential that technical, contracting and purchasing
personnel observe standards of conduct and avoid conflicts of
interest with suppliers or potential suppliers of the Government.
It is equally important to prevent any possible inference that
the Agency may be compromised to any degree by an employee's
actions.

     As in the case of standards of conduct, the matter of
conflicts of interest is thoroughly covered in EPA regulations.
A few of the key points covered in these regulations relating to
acquisition matters are:

     (a)  Employees are not permitted to have a direct or
          indirect financial interest that conflicts
          substantially, or appears to conflict substantially,
          with the employee's Government duties and
          responsibilities.

     (b)  Employees are not permitted to engage, directly or
          indirectly, in a financial transaction as a result of,
          or primarily relying on, information obtained through
          Government employment which has not been made available
          to the general public.

     (c)  Unless authorized to do so, no employee shall
          participate as a Government employee in any matter in
          which the employee knowingly has a financial interest.

     (d)  After an individual has ceased working for the
          Government, he or she can only represent the United
          States in connection with any judicial proceeding or
          other matter in which he or she had substantial or
          personal involvement.  The statutes prohibit that
          employee from representing the other party in such
          matters.

     (e)   No employee may represent anyone before a court or
          Government agency in a matter in which the United
          States is a party or has an interest.

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                               109
B.   FRAUD, WASTE  OR ABUSE

1.   Definitions

     FRAUD:    A deception deliberately practiced  in  order to
               secure unfair or unlawful gain.

     WASTE:    To use, consume, or expend thoughtlessly  or
               carelessly; squander.

     ABUSE:    To use wrongly or improperly.

2 •
     Fraud, waste or abuse by any Federal employee  is a  serious
matter.  In most cases of fraud, waste or abuse, the Federal
employee committing the action knows that he/she is acting  in
violation of established Federal laws, policies, practices  and/or
procedures.  The penalties, especially in cases of  fraud, can be
serious .

     Listed below are some examples of actions that are  viewed as
indicators of possible procurement fraud, waste or  abuse.

     (a)  Purchasing items and products from a single
          nonmandatory  source repeatedly without any
          justification for noncompetitive acquisition.

     (b)  Selective release of pricing information  concerning
          requirements and pending purchases to anyone other than
          those who have a real need to know.

     (c)  Defining specifications to fit products from limited
          sources .

     (d)  Using product descriptions, specifications or  sole
          source justifications developed by or in  conjunction
          with a specific source.

     (e)  Splitting requirements to fall within small purchase
          limitations.

     (f)  Vague specifications/descriptions of products  or  items
          to be purchased.

     (g)  Repeatedly declaring exemptions from required
          practices, procedures, policies due to emergencies or
          urgent requirements.

     (h)  Failure to consider any other source after first
          responsive bidder found.


                                               U.S. EPA Headquarters Library
                                                    Mai! code 3201
                                               1200 Pennsylvania Avenue NW
                                                 Washington DC 20460

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                             110
C. ACQUISITION PLANNING

1.   DEFINITION

"Acquisition Planning" means the process by which the efforts of all
personnel responsible for an acquisition are coordinated and
integrated through a comprehensive plan for fulfilling the agency's
needs in a timely manner and at a reasonable cost.  It includes
developing the overall strategy for managing the acquisition.

2.   RESPONSIBILITIES

     (a)  The responsible Procurement Activity and the Program
          Office, having a need to acquire a particular item or
          service, must consistently work together throughout the
          acquisition process.  Early notification by the Program
          Office to the Procuring Activity of pending unusual or
          complex requirements will help to eliminate inefficiencies
          in the process and help to streamline the acquisition.
          Effective acquisition planning will also reduce the
          necessity to acquire items or services on an urgent basis,
          which frequently results in increased costs.

     (b)  Program Offices are encouraged to contact the responsible
          Procuring Activity to resolve any issues, seek
          clarification or obtain answers to any questions.  This
          should be done prior to submitting a Procurement Request
          or formalizing any procurement using the Bankcard, Imprest
          Fund or call orders under Blanket Purchase Agreements.

     (c)  While Purchasing Agents, Contracting Officers, and other
          contracting personnel hold primary responsibility for
          ordering or purchasing the required supplies or services,
          Project Officers and other technical personnel also
          participate in the acquisition process.  These employee?..
          are responsible for:

          (1)  Identifying Program Office/technical requirements;

          (2)  Coordinating plans early in the process with the
               appropriate contracting personnel;

          (3)  Developing requisitions for individual requirements
               which clearly and adequately state what is needed and
               when, and which contain an independent Government
               estimate, a source of available funds, and other
               relevant information;

          (4)  Providing technical guidance during the evaluation of
               suppliers; and

          (5)  Assisting in the administration of contracts and
               purchases.
                                    JZT-Co

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3.   ADVANCE PLANNING

     Following are some advance planning steps that can be taken:

     (a)  Maintaining an  inventory of office supplies and other
          items to prevent making last-minute purchases, which
          generally results in higher cost to the Government;

     (b)  Establishing a  list of three or more sources that are
          capable of fulfilling identifiable needs;

     (c)  Conducting early discussion with the Small Purchase
          Activity especially for unique or noncompetitive
          requirements;

     (d)  Providing early submission of Procurement Request (PR's)
          to allow sufficient time for competition;

     (e)  Ensuring that any specification or statement of work meets
          your total needs; and

     (f)  Obtaining all necessary approvals prior to submitting the
          PR to the Small Purchase Activity.


4.   SMALL PURCHASES LEADTIMES

     The Office of Acquisition Management (0AM) has established the
following standard leadtimes for processing Procurement Requests
after receipt in the Small Purchase Activity:


          Category                            Calendar Davs

     (a)  Sole Source and Competitive Orders
            Oral Solicitation $25,000 or less       15
            Written Solicitation $25,000 or less    25

     (b)  Blanket Purchase Agreements               30

5.   REQUIRED SOURCES OF  SUPPLIES AND SERVICES

     Agencies shall satisfy requirements for supplies and services
from or through the sources and publications listed below in
descending order of priority.

     (a)  Supplies

          (1)  Agency inventories;
          (2)  Excess from other agencies;
          (3)  Federal Prison Industries, (UNICOR);
          (4)  Procurement lists of supplies available from
                the Blind and Other Severely Handicapped;
                                    -zr-7

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                          112
     (5)  Government-owned wholesale supply sources, such as
          stock programs of the General Services
          Administration (GSA), the Defense Logistics
          Agency, the Department of Veterans Affairs, and
          military inventory control points;

     (6)  Mandatory Federal Supply Schedules;

     (7)  Optional use Federal Supply Schedules; and

     (8)  Commercial sources (open market)  (including
          educational and nonprofit institutions).
(b)   Services
     (1)   Procurement lists of services available from the
          Committee for Purchase from the Blind and other
          Severely Handicapped;

     (2)   Mandatory Federal Supply Schedules and mandatory
          GSA term contracts for personal property
         - rehabilitation;

     (3)   Optional use Federal Supply Schedules and optional
          use GSA term contracts for personal property
          rehabilitation; and

     (4)   Federal Prison .Industries, (UNICOR) or commercial
          sources (including educational and nonprofit
          institutions).

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                               113
6.   SMALL BUSINESS-SMALL PURCHASE SET-ASIDES

     (a)  Except as provided in paragraphs  (b),  (c), and  (d)
below, each acquisition of supplies or services that has an
anticipated dollar value of over $2,500 and up to $100,000 and is
subject to small purchase procedures, shall be reserved
exclusively for small business concerns.  This shall be
accomplished by using the category of set-asides established by
Pub.L 95-507, specifically for small purchase set asides
established by Section 15(j) of the Small Business Act (15 U.S.C.
644(j))   Note; Purchases under S2f500 are now defined as

per the Federal Acquisition Streamlinging Actr October 1994).

     (b)  The requirements in FAR section 13.105 apply only to
purchases over $2,500 in the United States, its territories and
possessions, Puerto Rico, and the Trust Territory of the Pacific
Islands (see FAR 19.000(b).  Foreign concerns shall not be
solicited or awarded acquisitions reserved for small business
concerns.

     (c)  The requirement for small business-small purchase set-
asides does not affect the responsibility of agencies to make
purchases from required sources of supply, such as Federal Prison
Industries, Industries for the Blind and Other Severely
Handicapped, and mandatory multiple-award Federal Supply Schedule
contracts.

    (d)   Each written solicitation under a small business-small
purchase set-aside shall contain the provision at FAR 52.219-4,
Notice of Small Business-Small Purchase Set-Aside.  If the
solicitation is oral, however, information substantially
identical to that which is in the provision shall be given to
potential quoters.

    If the Contracting Officer determines there is no reasonable
expectation of obtaining quotations from two or more responsible
small business concerns (or at least one if the purchase does not
exceed the dollar threshold, prescribed in FAR 13.106, for
obtaining competition and price reasonableness) that will be
competitive in terms of market price, quality, and delivery, the
Contracting Officer need not proceed with the small business-
small purchase set aside and may purchase on an unrestricted
basis.  If the Small Business Administration (SBA) procurement
center representative disagrees with a Contracting Officer's
decision not to proceed with a small business-small purchase set-
aside, the SBA procurement center representative may appeal the
decision in accordance with the procedures set forth in FAR
19.505.

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                              114
    If the Contracting Officer proceeds with the small business-
small purchase set-aside and receives a quotation from only one
responsible small business concern at a reasonable price  (see FAR
13.106(c)), the Contracting Officer shall make an award to that
concern.  However, if the Contracting Officer does not receive a
reasonable quotation from a responsible small business concern,
the Contracting Officer may cancel the small business-small
purchase set-aside and compete the purchase on an unrestricted
basis.

    When proceeding under FAR 13.105(d)(l) or (3), the
Contracting Officer shall ascertain the availability of small
business suppliers by telephone or other informal means (see FAR
13.106(b)(4).

    If the purchase is on an unrestricted basis under FAR
13.105(d)(2), the Contracting Officer shall document in the file
the reason for the unrestricted purchase.

    (e)    Policy concerning nonmanufacturers under small
business-small purchase set-asides is prescribed in FAR
19.501(f)(2).

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                               115
D.  CONTRACTING  OFFICER WARRANT  PROGRAM

Recent  statutory and regulatory requirements on Federal contracts
and  the growing visibility and volume of Federal contracting have
significantly  increased the complexity of the contracting
process.  The  responsibility and authority of all Contracting
Officers have  greatly expanded.  Presidential Executive Order
12352 requires the  establishment of programs which will result in
a  highly qualified, well managed, professional procurement force.
A  warrant system to formalize the designation of Contracting
Officers is therefore necessary to establish uniform procedures
and  standards  for the certification, designation, and termination
of Contracting Officers.  In addition, a warrant system will
ensure  quality performance and effective contracting and ordering
by:

1.   Ensuring  that  anyone exercising Contracting Officer
     authority is properly qualified to do so;

2.   Standardizing  Agency Contracting Officer certification
     requirements to ensure that such qualifications meet the
     Agency needs and/or mission;

3.   Delineating minimum training and experience requirements for
     Contracting Officers as well as core courses and subject
     curriculum; and

4.   Ensuring  a system of checks and balances within the Agency
     contracting process.

     In selecting Contracting Officers, the Appointing Official
considers the  complexity and dollar value of the acquisitions to
be assigned and the candidate's experience, training, education,
business acumen, judgment, character and reputation.  Examples of
selection criteria  include:

1.   Experience in Government contracting and administration,
     commercial purchasing or related fields;

2.   Education or special training in business administration,
     law,  accounting,  engineering,  or related fields;

3.   Knowledge of acquisition policies and procedures;

4.   Specialized knowledge in the particular assigned field of
     purchasing;

5.   Satisfactory completion of acquisition training courses;  and

6.   Bona  fide need for ordering authority.

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                               116
     Contracting Officers  are  appointed  in writing on a
"Certificate of Appointment,"  SF  1402, which sets forth any
limitations on the scope of  the authority to be exercised.  The
warrant gives the individual the  authority to obligate Government
funds based on approved and  funded  Procurement Requests.  Written
EPA Contracting Officer Warrants  are signed by either the Head of
the Contracting Activity or  the Chiefs of the Contracting
Offices.

     There are three basic levels of Contracting Authority within
EPA.  These are (1) Level  I  Purchasing Agents, Call Ordering
Officers and Bankcard Holders, (2)  Level II Intermediate
Contracting Officers who execute  contracts up to $500,000 and
(3) Senior Contracting Officers who have unlimited contracting
authority.  This specific  manual  is limited to Level I (a)
Purchasing Authority which is  designated for Call Ordering
Officers and Bankcard Holders.

1.  Laval I (a) Gall Ordering  Officer Qualifications

The general requirements that  are used in assessing an individual
candidate's procurement experience  for appointment to Level I (a)
Call Ordering Officer are:

     (a)  Knowledge of the product  and monetary limitation of
          procurement authority under the Imprest Fund, and/or
          "across the counter" purchase  mechanisms such as the
          U.S. Government  Bankcard.

     (b)  Knowledge of procedures applicable to issuing calls
          against established  Blanket Purchase Agreements.

     (c)  Ability to communicate  clearly with Government and/or
          contractor personnel.

     (d)  Ethical conduct  in business dealings as required by the
          Federal Personnel  Manual, Chapter 735.

     The authorities and standards  for Level I (a) Contracting
Officers within EPA, as prescribed  by the EPA Contracts
Management Manual, are as  follows:

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                              117
2.  Purchasing Authority

     (a)  Contracting Officer warrants issued to Purchasing
          Agents. (MOTE:  The authority to purchase paid
          advertising in newspapers must be specifically cited in
          the Contracting Officer's warrant/delegation.)

     (b)  BanJccard purchases where limits may be up to $2,500 per
          purchase for Program Bankcard Holders.  Purchasing
          Agents are limited to their individual Contracting
          Officer's Delegation of Procurement Authority (not to
          exceed $25,000 per order).

     (c)  Call orders under pre-established Agency Blanket
          Purchase Agreements (BPAs) where the individual calls
          are $2,500 or less for each call.

     (d)  Imprest Fund transactions up to $500 (except $750 for
          justified emergencies) .

     All Bankcard Holders including Purchasing Agents must be
issued a separate Bankcard Delegation.  Call Ordering Officers,
except Purchasing Agents, must be issued a separate delegation
even if they have been issued a Bankcard Delegation.

3.
     (a)  Must be a responsible permanent Agency employee with a
          demonstrated need to provide purchases for their
          individual office/location on a continuous basis.

     (b)  Must successfully complete the EPA eight hour Bankcard
          and Call Ordering Officer's Training Course in
          simplified purchasing and/or a basic course in small
          purchase methods.

     (c)  Must regularly perform duties which require simplified
          purchase methods of supplies and/ or services.

4.   Education

     A high school diploma or its equivalent is highly desirable.

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                               118
 E.  SMALL  PURCHASE METHODS

 There  are several  methods by which Purchasing Agents and others
 who have been delegated procurement authority may place orders.
 These  small  purchase methods as established in the Federal
 Acquisition  Regulation and utilized within the EPA are described
 below.

 Although the Government Purchase Card is considered a method of
 payment,  for the purpose of this manual, it is also a method of
 acquisition.

 Under  Executive Order 12780, signed by the President on
 October  31,  1991,  Federal agencies are directed to accelerate
 programs to  buy recycled or recovered products.  Regardless of
 which  procurement  method is used, consideration should be given
 to  acquiring recycled or recovered products, to the extent
 possible.

 1.   PTOCHMB ORDER

     A Purchase Order is used for most procurements valued at
 $100,000.00  or less.  Purchase Orders require the signature of an
 authorized Contracting Officer or Purchasing Agent.  A variation
 is  the Delivery Order, which is an order placed by a designated
 Contracting  Officer against an existing Government contract.  In
 certain  instances, Purchasing Agents issue oral orders to
 vendors.
 (see PART V)
2.   BIAMKBT PTBCHMPB MB	

    A Blanket Purchase Agreement (BPA) is a simplified method of
filling anticipated repetitive needs for supplies or services by
establishing "charge accounts" with qualified sources of supply.
BPAs are designed to reduce administrative costs in accomplishing
small purchases by eliminating the need for issuing individual
Purchase Orders.  Authorized Program Office personnel, who have
been
designated as Call Ordering Officers under established BPA's, may
place call orders up to $2,500.00 for each individual call order.
Chapter 4 of the Contracts Management Manual (CMM)  provides
detailed information on Blanket Purchase Agreements.  (SEE PART
III)

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                              119
3.
A easb fund of a fixed amount established by an advance of funds,
without charge to an appropriation, from an agency finance or
disbursing officer to a duly appointed cashier, for disbursement
as needed from time to time in making payment in cash for
relatively small purchases.  To obtain cash for purchase of items
or services of small dollar value, an individual must first
obtain the appropriate approval from the procuring activity or
from an individual appropriately designated by the procuring
activity to provide such approval.  Use of the Imprest Fund is
limited to individual transactions not in excess of $500.00;
$750.00 for justified emergencies. (SEE PART IV)
A Government Purchase Card used primarily to purchase readily
available supplies and services that have not been restricted for
purchase.  The Government Purchase Card is used and retained by
Purchasing Office and Program Office personnel, as a quick method
of filling requirements for supplies or services.

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                              120
F.   UNAUTHORIZED PROCUREMENT ACTIONS

1.  BACKSSQUMD

Unauthorized procurements constitute violations of procurement
regulations and may result in adverse actions against the
individual involved, and may contribute to the waste and abuse of
Agency resources.  Unauthorized commitments also undermine the
roles and responsibilities of the Agency's Contracting Officers
and Project Officers.

2.  DEFINITIONS

     (a)  An unauthorised procurement is an action taken by an
EPA employee who does not have Contracting Officer authority or
an action taken by a Contracting Officer who operates beyond
his/her authority, which commits the Government for the
expenditure of funds in exchange for 'goods or services.

     Examples of unauthorized procurement actions are:

          (1)  Ordering supplies or services by an individual
               without contracting  authority;

          (2)  Unauthorized direction of work through assignment
               of orders or tasks;

          (3)  Unauthorized addition of new work; and

          (4)  Any other unauthorized direction which changes the
               terms and conditions of the contract.

     (b)  "Ratification" means the  execution, by an authorized
Contracting Officer of a document retroactively formalizing a
contracting action of (a) an individual who acted without
contracting authority or (b) a Contracting Officer who acted
beyond his or her delegated authority.

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                              121
3.  Procedures for Ramiaat and Ratification of Pnauthorized
      (a) The program office shall notify the cognizant
          contracting office by memorandum of the circumstances
          surrounding an authorized commitment.  The notification
          shall include:

          (1)  All relevant documents and records;

          (2)  Documentation of the necessity for the supplies or
               services and the benefit derived by the
               Government;

          (3)  A statement of the delivery status of the
               supplies or services associated with the
               unauthorized commitment;

          (4)  A list of procurement sources solicited (if any)
               and the rationale for the source selected;

          (5)  A justification for other than full and open
               competition (JOFOC), if only one source was
               solicited, as required by FAR 6.302, FAR 6.303 and
               1506.303, or for small purchases exceeding the
               competition threshold of $2,500.00 in FAR 13.106,a
               sole source justification as required by 1513.170;

          (6)  A statement of steps taken or proposed to prevent
               reccurrence of any unauthorized commitment.

     (b)   The Division Director (or equivalent) of the
          responsible office shall approve the memorandum.  If
          expenditure of funds is involved, the program office
          shall include a Procurement Request/Order, EPA Form
          1900-8,  with funding sufficient to cover the action.
          The appropriation data cited on the 1900-8 shall be
          valid for the period in which the unauthorized
          commitment was made.

     (c)   Upon receiving the notification,  the Contracting
          Officer shall prepare a determination and findings
          regarding ratification of the unauthorized commitment
          for the ratifying official.   The Determination and
          Findings shall include sufficient detail to support the
          recommended action.   If ratification of the
          unauthorized commitment is recommended,  the
          Determination and Findings shall include a
          determination that the price is fair and reasonable.
          To document the determination,  additional information
          may be required from the Contractor.   Concurrence by
          the Office of General Counsel is not mandatory, but
          shall be sought in difficult or unusual cases.
                               IT-17

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                         122
 (d)  EPA personnel should be aware that unauthorized
     commitments may only be ratified if the following
     conditions set forth in Section 1.602-3(c) of the
     Federal Acquisition Regulation are met:

     (1)  Supplies or services have been provided to and
          accepted by the Government, or the Government
          otherwise has obtained or will obtain a benefit
          resulting from performance of the unauthorized
          commitment;

     (2)  The ratifying official could have granted
          authority to enter or could have entered into a
          contractual commitment at the time it was made and
          still has the authority to do so;

     (3)  The resulting contract would have otherwise been
          proper if made by an appropriate Contracting
          Officer;

     (4)  The Contracting Officer reviewing the unauthorized
          commitment determines the price to be fair and
          reasonable.   Any additional amounts may be the
          responsibility of the individual responsible for
          the unauthorized commitment;

     (5)  The Contracting Officer recommends payment and
          legal counsel concurs in the recommendation,
          unless Agency procedures expressly do not require
          such concurrence;

     (6)  Funds are available and were available at the time
          the unauthorized commitment was made; and

     (7)  The ratification is in accordance with any other
          limitations  prescribed under Agency procedures.

(e)   Individuals responsible for unauthorized commitments
     may have their certifications of authority as Project
     Officer, Work Assignment Manager,  Delivery Order
     Officer, or Ordering Officer on Blanket Purchase
     Agreements and Government Purchase Card purchases
     revoked by the Director,  Office of Acquisition
     Management (OAM),  in accordance with Chapter 7 of  the
     CMM.  The Director,  OAM,  shall forward the names of
     individuals whose certifications are so revoked to the
     Office  of the Inspector General (IG),  and to the
     Division Director to whom the individual  reports.
     Individuals may face corrective action,  as set forth  in
     the Agency's Conduct and Discipline Manual (EPA Order
     3120.1), ranging  from oral reprimand to removal based
     on  the  severity of their offense.

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                               123
      (f)   The ratifying official may inform the Inspector General
           (IG) of the action by memorandum through the Head of
           the Contracting Activity (HCA).  For ratification
           actions exceeding the small purchase limitation, the
           ratifying official shall submit a memorandum to the
           Assistant Administrator for Administration and
           Resources Management, through the HCA, for transmittal
           to the Associate or Regional Administrator (or
           equivalent level) of the person responsible for the
           unauthorized procurement.  The memorandum should
           contain a brief description of the circumstances
           regarding the unauthorized procurement,  recommend
           corrective action and include a copy of any memorandum
           sent to the IG.  Submission of a memorandum to the
           appropriate Assistant,  Associate, or Regional
           Administrator for unauthorized procurements at or below
           the small purchase limitation is optional and may be
           accomplished at the discretion of the ratifying
           official.

      (g)   EPA personnel may be personally liable for unauthorized
           commitments that are not ratified.

4.    Paid  Advartiffflnflntg

      (a)   EPA is generally not authorized to ratify improperly
           ordered paid advertisements without the  approval from
           the General Accounting  Office.   The ratifying official,
           however,  may determine  payment is proper subject to the
           limitations in FAR 1.602-3(c)  if the individual
           responsible for the unauthorized commitment acted in
           good faith to comply with Agency acquisition policies
           and procedures.

      (b)   The paying office shall forward  invoice  claims received
           in  its office for improper  paid  advertisements to the
           cognizant ratifying official  for a  determination
           regarding ratification  of the action.

5.   Othar Vendor RgfflfrflY

If the ratifying official  determines  that  an  unauthorized
procurement cannot  be  ratified by the Agency,  the  ratifying
official shall  instruct the submitter to present its  claim to the
General Accounting  Office  in accordance with  the instructions
contained  in  4  CFR  part 31,  Claims against the United States,
General Procedures.

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124

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           125
       Part III
Other Acquisition Forms
                      December 1,1998

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126

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                              127
A.  PREPARATION OF  PROCUREMENT REQUEST/ORDER FORM
   1900-8

Included as a cover page to the EPA Form  1900-8 and the
continuation sheet, if applicable, is an  instruction sheet for
completing the Form.  The Form consists of a non-shaded area that
is to be completed by the Program Office  and a shaded area that
is to be completed by the Small Purchase  Activity.

All Procurement Requests must also contain a cost/price estimate.
This estimate is the amount of funds committed.  This estimate is
in fact a prerequisite to the initiators's securing a commitment
of funds from the Finance Office.

The Anti-Deficiency Act prohibits expenditures or contract
obligations in excess of funds appropriated.

Program Offices must ensure that financial data is provided in
Block 12, and that the amount of money cited is adequate to pay
for the purchase of goods or services.

B.   PROCUREMENT REQUEST  APPROVALS

To prevent delays in the processing of Procurement Requests, each
Form 1900-8 must have the approval of the appropriate officials
in Block 16 prior to submitting the PR to your Small Purchase
Activity.  The appropriate Approving Official is determined by
the type of service or supply needed.  A  list of commonly
required items, and services and the appropriate approving
offices can be found on Page 32 in this Manual.

C.    COMMON  PROBLEMS WITH PROCUREMENT REQUESTS

1.   Inadequate description:   The Purchasing Agent must contact
     the originator for further information or prepare a more
     adequate description in coordination with the originator of
     the request.

2.   Unrealistic delivery schedule:  The  originator of the
     request must justify urgency.  In some cases, taking special
     action to meet an urgent delivery or performance schedule is
     warranted; in other cases, coordination with the
     requisitioner will result in more realistic delivery
     requirements.

3.   Discrepancy between quantity/packaging required and industry
     practice:  Adjustment may be necessary to ensure that the
     Government makes the most economical buy, given the unit,
     quantity break, and packing practices which are standard for
     the potential suppliers.

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                               128
4.   Inadequate indication of delivery point:  It is essential
     that suppliers are given a complete address to which
     delivery shall be made and informed of the hours during
     which goods can be received at destination.

5.   Insufficient information on testing requirements:  If a
     specification provides for testings, it should indicate who
     will perform the tests, where and when.

6.   Failure to attach or to provide full information on
     drawings, plans or other materials that are available to
     vendors?  Such documentation, or information on how it can
     be obtained, must be provided as part of the requisition.

7.   Omission of proper accounting data or absence of required
     signature approvals:  The Procurement Request will need to
     be returned for the necessary signatures before processing.


D.   PURCHASE  DESCRIPTION

As used in this manual, the term purchase description covers a
range of formats for describing requirements.  A purchase
description may be a reference to a commercial or industry
specification, a "brand name or equal" description, or a
"statement of work".  The nature and complexity of the purchase
description will depend on the item or service sought; at the
least, it must both describe the requirement and contain quality
assurance provisions.

1.   Statement of Work

A statement of work (SOW) is another variation of the purchase
description; it is the vehicle for expressing exactly what is
required and for evaluating the performance of the supplier.

The key elements of a statement of work are the same as those for
any specification, with the added requirement of a statement of
where the work is to be performed.  The statement of work deals
with these basic questions:

     (a)  What needs to be done?

     (b)  When should it be done?

     (c)  Where should it be done?

     (d)  What is the makeup of the final output?

     It may also define how the work is to be accomplished.  Many
statements of work are complex in that they require the use of
special equipment or procedures.

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                               129
2.   gPECIFICATIQH OR STATEMENT OP WORK PREPARATION C*n*CKT.IflT

     (a)  If background or other introductory information is to
          be included, is it distinguishable from the contract
          objective and the contract tasks?

     (b)  Are specific duties of the contractor stated so that
          requirements are clear?  Can the Contracting Officer's
          representative, who monitors performance and signs the
          acceptance report, tell whether the contractor has
          complied?

     (c)  Are all parts of the specification or statement of work
          written so that there is no question as to what the
          contractor is obligated to do and when?

     (d)  When it is necessary to refer to another document, is
          the proper reference document described?  Is it
          properly cited?  Are all of the items really pertinent
          to the tasks, or should only portions be referenced?

     (e)  Are any specifications or exhibits applicable in whole
          or in part?  If so, are they properly cited and
          referenced in the appropriate statement of work
          element?

     (f)  Are proper quantities shown?

     (g)  Have all requirements for data been specified
          separately in a data requirement appendix or its
          equivalent?  Have all extraneous data requirements been
          eliminated?

     (h)  Is the specification or statement' of work sufficiently
          detailed as to permit equal understanding by all
          offerers?

     (i)  Are reporting requirements clear?  Have the timing,
          content, and level of detail been specified?

3»   Spaeifieationa

The FAR Section 10.001 defines a specification as a clear,
accurate description of the technical requirement for a material,
product or service, including the criteria that will be used to
determine that those requirements have been met.  A specification
for a product or material may also contain preservation,
packaging, and marking requirements.

The purpose of a specification is to communicate both to the
agency contracting/purchasing personnel and to potential
suppliers exactly what is required.

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                              130
As such, it forms the heart of a requisition and of any contract
that results from the requisition.  In addition to definitively
declaring the requirement, the specification will provide the
basis for judging whether goods or services provided by a
supplier are in compliance.

Those who are responsible for preparing the specification must
remember that it must communicate effectively with a
nontechnically oriented buyer who may not know, for example, what
an item looks like or how it will be used.  While the
specification must be exacting, and detailed as necessary to
ensure receipt of an item that actually meets the requirements,
it should also be as non-restrictive as possible.  The goal is to
facilitate maximum competition in order to obtain quality goods
or services at a reasonable price.

4 •   BlTBJlJ PMiff or ccnial purchase daseri.pti.oii8

These purchase descriptions are a unique type, with particular
procedures and requirements.  While brand name or equal
descriptions are widely used in the area of small purchases, they
are one of the most abused purchase descriptions, periodically
causing great inconvenience to the Government.  A brand name or
equal description consists of the following elements:

     (a)  The identification of an item known to meet the minimum
          needs of the Government, by reference to manufacturer's
          name and catalog or model number.

     (b)  A listing of the salient physical, functional or other
          characteristics of the product-characteristics which
          are essential to meet the need of the Government.

     (c)  A list of all other items, by manufacturer's name and
          catalog or model number, which are known to meet the
          requirement.

     Offerors of products other than the name brand must submit
data to show that their products are the equal of that brand.  It
is often necessary for the originator of the purchase description
to assess the data to determine whether the products are in fact
equal.

     Problems arise because there may be considerable difference
of opinion as to what is a "salient" characteristic and as to
whether an offered "equal" does or does not meet the salient
characteristics.

     To prevent such difficulties, particular care must be taken
in developing and using brand name or equal descriptions.

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E.   JUSTIFICATION FOR OTHER THAN FULL AND OPEN
            COMPETITION  (JOFOC)

The Competition in Contracting Act (CICA)  requires the  promotion
of competition to the maximum extent practicable  in acquiring
goods and services.  The Small Purchase Activity  has the
responsibility to ensure that the competition process is used in
the acquisition of all requirements in excess of  $2,500.00.  The
competitive process will:
1.   Identify new sources capable of meeting the Government's
     needs;

2.   Establish prices based on adequate competition that are
     considered to be fair and reasonable.

     Competition is the preferred method for meeting the
Government's need; however, there are circumstances in which it
is impracticable to use the competitive process.   Federal
Acquisition Regulation, Part 6 (6.302), sets forth the
circumstances permitting other than full and open  competition as
set forth below.

1.   Only one responsible source and no. other supplies or
     services will satisfy agency requirements.

     When the supplies or services required by the agency are
     available from only one responsible source, or for DOD, NASA
     and the Coast Guard, from only one or a limited number of
     responsible sources, and no other type of supplies or
     services will satisfy agency requirements.

2.   Unusual and.compelling urgency.

     When the agency's need for the supplies or  services is of
     such an unusual and compelling urgency that the Government
     would be seriously injured unless the agency  is permitted to
     limit the number of sources from which it solicits bids or
     proposals.

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                               132
3.   Industrial mobilisation; or engineering, development, or
     research capability.

     Full and open competition need not be provided for when it
     is necessary to award the contract to a particular source or
     sources in order  (1) to maintain a facility, producer,
     manufacturer, or other supplier available for furnishing
     supplies or services in case of a national emergency or to
     achieve industrial mobilization, or (2) to establish or
     maintain an essential engineering, research, or development
     capability to be provided by an educational or other
     nonprofit institution or a federally funded research and
     development center.

4.   International agreement.

     Full and open competition need not be provided for when
     precluded by the terms of an international agreement or
     a treaty between .the United States and a foreign
     government or international organization, or the
     written directions of a foreign government reimbursing
     the Agency for the cost of the acquisition of the'
     supplies or services for such government.
5.   Authorised or required by statute.

     Full and open competition need not be provided for
     when:  (1) a statute expressly authorizes or requires
     that the acquisition be made through another Agency or
     from a specified source, or (2) the Agency's need is
     for a brand name commercial item for authorized resale.

6.   National security.

     Full and open competition need not be provided for when
     the disclosure of the Agency's needs would compromise
     the national security unless the agency is permitted to
     limit the number of sources from which it solicits bids
     or proposals.

7.   Public interest.

     Full and open competition need not be provided for when the
     agency head determines that it is not in the public interest
     in the particular acquisition concerned.
                              -Jo

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                              133
F.   Supporting Documentation

In preparing a JOFOC,  the documentation must support that
exclusive of all others,  the  recommended source is the only
responsible source that can satisfy the agency requirement.
Federal Acquisition Regulations  (FAR) 6.302 requires that a
Justification for Other than  Full and Open Competition cite one
or more of the above circumstances.  Statements of fact without
support will render the JOFOC unacceptable.  Program Offices are
encouraged to coordinate  with the Small Purchase Activity for
further guidance regarding requirements to be acquired from a
single source.
                           -zrr-T

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                              134
                             EXHIBIT

      JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETTTTOW
Description of Item(s)/Service(s)
Estimated Dollar Amount:
Recommended Source:
(Paragraph(s) Supporting the Proposed Sole Acquisition)
                         Recommended by:
                         Name  :.
                         Title :.
                         Date  :

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