Data: Full, line-item detail in addition to the data in Level 2, including

unit cost, quantities, unit of measure, product codes, product descriptions, ship to/from ZIP Codes, freight amount, duty amount, order date, discount amount, order number, and other data elements as defined by the card associations or simi- lar entities.

Manual Bank Invoice: A FAR-compliant invoice presented in paper format.

Merchant Category Code (MCC): A code used by the issuing bank to catego-

rize each merchant according to the type of business in which the merchant is en- gaged and the kinds of supplies or services provided. These codes are used as authorized transaction codes on a card/account to identify the types of businesses that provide authorized supplies or services. The DoD PCPMO maintains the list of DoD-wide blocked MCC codes.

Micro-Purchase: (FAR Subpart 2.101) An acquisition of supplies or services, the aggregate amount of which does not exceed $3,000, except—

(1) For acquisitions of construction subject to the Davis-Bacon Act, which is limited to $2,000;

(2) For acquisitions of services subject to the Service Contract Act, $2,500; and

(3) For acquisitions of supplies or services that, as determined by the head of the agency, are to be used to support a contingency operation or to facili- tate defense against or recovery from nuclear, biological, chemical, or ra- diological attack as described in FAR Subpart 13.201(g)(1), except for construction subject to the Davis-Bacon Act (41 U.S.C. 428a)—

a. $15,000 in the case of any contract to be awarded and performed, or purchase to be made, inside the United States; and

b. $30,000 in the case of any contract to be awarded and performed, or purchase to be made, outside the United States.

Misuse: Use of a Government charge card that is not for Government use or its

use is not permitted by law, regulation, or Departmental policy, or does not con- form to the organizational mission.

Ordering Official: A CH or operator granted the authority to place orders against

existing Government contracts or an open-market local purchase. Personnel mak- ing fuel purchases for aircraft, vessels, or DoD-owned vehicles are considered Ordering Officials, although the fuel card is assigned to a specific apparatus.

Positive Funds Control: A method to preclude CHs from exceeding reserved

funds. Typically, maintaining positive funds control is accomplished by setting CH or AO limits at the reserved amount. (DoD FMR Volume 3, Chapter 8)

Pre-Purchase Approval: When required and identified by local procedures, doc-

umentation showing approvals for special-use items (hazardous material, infor- mation technology, etc.) before they are purchased.

Profile: A record containing all information relative to a particular account. It in-

cludes demographic information, accounting information, authorization controls, billing information, etc.

Prompt Payment Act: P.L. 97-177 (96 Stat 85, U.S.C. Title 31, Section 1801) requires prompt payment of invoices (billing statements) within 30 days of receipt (FAR Subpart 52.232-25). An automatic interest penalty is required if payment is not timely.

Purchase Card Log: A manual or automated record to document purchase in-

formation for each GPC transaction. It is used to support strategic sourcing; spend/track demand; and trace property accountability, logistic allocations, and entitlement.

Reactivation: The activation of purchase/travel card privileges after suspension.

Reconciliation: The process by which the CH and the AO review the monthly

statements, reconcile against available supplier receipts and purchase card logs, and authorize payment of those charges provided on the monthly invoice. Recon- ciliation applies to purchase card accounts and CBAs only.

Required or Mandatory Sources of Supply: Sources of supply for specific cat-

egories of supply/service that are mandated by federal law and regulation. The priority of sources is dictated by FAR Part 8 and FAR Subpart 8.002; and DFARS Part 208. Mandatory sources must be considered before an open-market purchase can be made.

Requirement: The description of the Government’s needs that leads to an acqui-

Reservation of Funds: A commitment or obligation of funds within the appro-

priate financial system based upon the CH’s or AO’s projected needs during a specified time period (usually monthly or quarterly). (DoD FMR Volume 3, Chapter 8)

Reviewing Official (RO): ROs are local officials who perform pre- and/or post-

payment reviews of charge card payment vouchers to ensure that the transactions selected for review are legal, proper, and correct. Payment ROs are not subject to any form of pecuniary liability in the performance of their duties.

Salary Offset: The collection of a debt from the current salary of a debtor under

the authority of 5 U.S.C. Section 5514.

Self-Initiated Purchase: A GPC purchase by the CH for which there is an ab-

sence of documentation that the acquisition was approved by a higher authority than the CH.

Service Contract Act - The McNamara-O'Hara Service Contract Act (SCA) ap-

plies to every contract entered into by the U.S. Federal Government or the District of Columbia, the principal purpose of which is to furnish services to the United States through the use of service employees. The SCA requires contractors and subcontractors performing services on covered contracts in excess of $2,500 (Ser- vice Contract Act) to pay service employees in various classes no less than the monetary wage rates and to furnish fringe benefits found prevailing in the locali- ty, or the rates (including prospective increases) contained in a predecessor con- tractor's collective bargaining agreement. Safety and health standards also apply to such contracts.

For additional information, see: (1) FAR Subpart 22.10, Service Contract Act of 1965, as Amended; (2) Department of Labor (DOL) SCA Compliance Assistance Resource; and (3) DOL 29 CFR Part 541. Services not listed in the DOL 29 CFR Part 541 are not covered by the SCA and therefore, the $3,000 micro-purchase threshold for these services applies.

Ships’ Easy Acquisition (SEA) Card®: Part of the fuel card program. This

charge card is authorized to buy ships’ bunker fuel in support of official Govern- ment business under a Defense Energy Support Center support contract, as the Executive Agency for Bulk Petroleum.

Single Purchase Limit: The dollar limit imposed on each purchase assigned to

each CH account by the issuing DoD activity. A CH’s account limitations should reflect the normal usage by that CH and must not default to the maximum availa- ble.

SmartPay®: A GSA program that provides users with card-based tools to simpli-

fy procuring needs in three operational areas. The fleet card allows users to effi- ciently fuel and maintain vehicles, boats, planes, or equipment. The travel card allows users to purchase common carrier transportation, car rentals, lodging, and

meals for official travel and travel-related expenses. The purchase card enables users to make day-to-day purchases of supplies and services to satisfy official business needs.

Split Disbursement: A payment option whereby the traveler can designate that a

specified amount of his/her travel entitlement be sent directly to the GSA SmartPay® travel card contractor to pay down his/her account, with the remain- der of the entitlement sent to his/her direct-deposit account.

Split Purchase: Separating a requirement that exceeds a CH’s single purchase

limit or threshold into two or more buys as a means of getting around the CH’s purchase limit. No Government purchase CH may fragment/split purchases that exceed the CH’s limit or threshold, as means to use the purchase card. To do so is a violation of federal procurement law.

Suspension: Temporarily disabling an account to prevent purchases from being

made with the account.

Tax Exemption: The elimination of state and local taxes from federal purchases

in accordance with state and federal law. The phrase “U.S. Government Tax Ex- empt” is printed on the front of each purchase card. Note that tax exemption does not apply at the point of sale for any fuel purchases.

Travel Orders: A written or electronic instrument issued or approved by per-

son(s) to whom authority has been delegated, that directs an individual or group of individuals to travel.

Appendix J