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Department of Veterans Affairs

Checklist for Purchase Card Buy

Idea Suggestion Title: Checklist for Purchase Card Buy

Description: I submit the idea of all Federal government Purchase Card holders use a checklist while transaction business for the governemtn with their government purchase charge card. Regarding Gov't Purchase Cards, in 1994 Congress enacted the Federal Acquisition Streamlining Act to make government purchasing easier and more responsive to customer demands, as well as government modifying acquisition regulations and business protocols. As an agency warranted individual and in auditing/reviewing credit card purchases, I am finding card holders need reminders of the regulations and in some case do not follow regulations and cost the government more by purchasing the wrong way and a checklist would be vitally useful and helpful. There is no government purchase card checklist in use now and I suggest the checklist be available to purchase card holders, be it involuntary to utilize the checklist (through the White House or other entity) or be voluntary to utilize, but at least have one officially drafted by each individual agency and made available on the internet or agency intranet. There are Checklist for almost everything in life and our offices currently utilize checklists for other acquisition methods (construction, commercial, A/E, etc.); not sure if you heard of the book, “The Checklist Manifesto, How To Get Things Right.” Therefore, it would be useful to Gov't Purchase Card holders and will save the government money with the Checklist for card holders to see during their transactions (samples attached: each agency would craft Gov't Purchase Card to their requirements, such as VA requires Service Disabled Veteran Owned Small Business comes first in priorities, not so for other agencies so another agency would have first in priorities 8a and/or HUB Zone (equal priority) business, etc.

I request this and would appreciate your initiative.

Sample for VA:

CHECKLIST FOR U.S. VA PURCHASE CREDIT CARD TRANSACTIONS

ATTACHMENT TO TRANSACTION

 

U.S. VA PURCHASE REQUEST NUMBER: ___________________________________

ITEM DESCRIPTION: _______________________________________________________

DATE: ____________________________

 

1 Adequate Funding

 

2 Internal agency sources have been checked and requirement is not available. Approval to purchase was obtained (i.e. excess property, Information Technology, supplies, publications, subscriptions, etc.)

3 Purchasing Priority Section:

 

Federal required sources were checked and requirement is not available. VAAR 808.002 and FAR 8.001

3a Government Supply Sources (VAAR 808.002)

Agency Inventories

Excess from other agencies

Federal Prison Industries or provided SDVOSB or VOSB (VAAR 808.6)

NIB/NISH

Federal Wholesale Supply Sources (GSA, DLA, VA)

Mandatory Federal Supply Schedules

Optional Federal Supply Schedules or Commercial (only supplies not covered by

National committed use contracts or FSS)

Commercial

3b Government Services Sources (VAAR 808.002)

SDVOSB or VOSB

NIB/NISH

Mandatory Federal Supply Schedules or Federal Supply Schedules Groups 65

and 66 (National Committed Use Contracts awarded by VA Nat’l Acquisition Ctr)

VA National Awarded BPAs

Multi-VISN, single VISN, or locally awarded BPAs by VISN, Regional or local VA

Federal Supply Schedules without BPAs

Indefinite Delivery Indefinite Quantity (IDIQ) contracts awarded by VISN,

Regional or local VA Contracting Officers

Federal Supply Schedules without BPAs

Optional Federal Supply Schedules

Federal Prison Industries

Commercial

4 This is not a supply or service that is limited to government sources. FAR 8.002

5 This purchase does not exceed my authorized purchase card limit.

6 To the maximum extent possible vendors have been rotated.

7 The vendor will provide a receipt for this purchase.

8 The vendor is not maintaining my purchase card number on file.

9 The vendor was instructed not to charge tax on this government purchase.

10 Delivery/acceptance verified.

Checks in the box to the right verify “yes”

FAR = Federal Acquisition Regulation VAAR= Veteran Affairs Acquisition Regulation

---------------- sample 2 for another agency:

CHECKLIST FOR U.S. GOVERNMENT PURCHASE CREDIT CARD TRANSACTIONS

 

ATTACHMENT A

 

U.S. AGENCY PURCHASE REQUEST NUMBER: ___________________________________

 

ITEM DESCRIPTION: _______________________________________________________

 

DATE: ____________________________

 

1 Adequate Funding

 

2 Internal agency sources have been checked and requirement is not available. Approval to purchase was obtained (i.e. excess property, Information Technology, supplies, publications, subscriptions, etc.)

3 Federal required sources were checked and requirement is not available. FAR 8.001

3a Government Supply Sources

Agency Inventories

Excess from other agencies

Federal Prison Industries

NIB/NISH

Federal Wholesale Supply Sources (GSA, DLA, VA)

Mandatory Federal Supply Schedules

Optional Federal Supply Schedules

3b Government Services Sources

NIB/NISH

Mandatory Federal Supply Schedules

Optional Federal Supply Schedules

Federal Prison Industries

4 This is not a supply or service that is limited to government sources. FAR 8.002

5 This purchase does not exceed my authorized purchase card limit.

6 To the maximum extent possible vendors have been rotated.

7 The vendor will provide a receipt for this purchase.

8 The vendor is not maintaining my purchase card number on file.

9 The vendor was instructed not to charge tax on this government purchase.

10 Delivery/acceptance verified.

 

Checks in the box to the right verify “yes”

FAR = Federal Acquisition Regulation

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Idea No. 16948