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2 Long Description This is an animated splash page introduction. The initial animation includes the title of the topic "Account Maintenance of the Government Purchase Card" with three images that appear below the title. Each of these three images includes the image of individuals using the card. The three images disappear and are followed up with a presentation of the topic's objectives. The text for the objectives reads as follows: Upon completion of this topic, you will be able to: Identify the rules for increasing the cardholder s monthly and office purchase limits. Identify the requirements for changing cardholder s managing accounts. Describe the conditions for account termination and suspension. Closed Captioning This topic will discuss the rules for increasing a cardholder's monthly and office purchase limits, the requirements for changing cardholder's managing accounts, and the conditions for account termination and suspension. Upon completion of this topic, you will be able to: Identify the rules for increasing the cardholder s monthly and office purchase limits. Identify the requirements for changing cardholder s managing accounts. Describe the conditions for account termination and suspension.

3 CLGOOl Government Purchase Card Training lesson 2- Account Maintenance TOC I RESOURCES 1 PRINT 1 HELP Increasing limits Any increase to cardholder monthly or office purchase limits must be coordinated between the cardholder's Supervisor and the Financial Manager. Supervisors must make regular reviews of existing cardholders and their monthly spending limits to help ensure that monthly spending limits are appropriate for the expected purchasing activity. Select each tab to view information on increasing monthly and office limits. To increase a cardholder's 30 day ( monthly ) limit, the supervisor forwards a written request to the Agency/ Organization Program Coordinator ( APCl that includes: The cardholder's and Approving Official's names, addresses, and official mailing addresses. The cardholder's revised monthly limit. The approval of the supporting Financial Manager....rl I Page 2 o f 12,... Back liiii ) Next

4 Popup Text Agency/Organization Program Coordinator (APC) A Government employee designated to provide complete oversight of the local Government Purchase Card program. Also referred to as Agency Program Coordinator (APC). Increasing Office Limits To increase office limits, the supervisor must submit a written request to the APC. This written request must include: The Approving Official's name, account number, addresses, and official mailing address. The Approving Official's revised office limit. The approval of the supporting Financial Manager.

5 CLGOOl Go v ernment Purchase Card Training lesson 2- Account Maintenance TOC I RESOURCES I PRINT 1HELP Changing Approving Officials Due to the complexity of changing finance and accounting information, moving cardholders from one managing account to another requires the cardholder's old card to be cancelled and a new account to be opened under the new managing account. Requests are to be submitted by the Supervisor with concurrence of the Financial Manager to the Agency Program Coordinator (APC). ~ I PogeJofll I... Back Next

6 CLGOOl Government Purchase Card Training lesson 2- Account Maintenance TOC I RESOURCES 1 PRINT 1 HELP Account Termination Cardholder accounts may be terminated by written request from the Supervisor to the APC. Approving Official ( AO) accounts may be terminated in the same manner. However, termination o f AO accounts will also result in the termina tion o f all c ardholders accounts assigned to them. If such is the case, the cardholder is to no ti fy the new Approving Official tha t transactions will show up on subsequent s ta tements and provide applicable purchase documenta tion to reconcile the account. ~ I Page4of 12 I... Back Next

7 Long Description Collage of a female APC at a computer, image of a GPC invoice, and the text, "Account Terminated".

8 CLGOOl Go v ernment Purchase Card Training lesson 2- Account Maintenance TOC I RESOURCES I PRINT 1HELP Rules of Account Susp ension Once an Approyjng Official's (AO) account is suspended due to delinquent payment on one account, all cardholders reporting to the same account will also be suspended. This means, for example, that if an AO has 5 cardholders, and one cardholder causes the whole account to be 60 days late, accounts will be suspended for all 5 cardholders. Billing accounts that become over 180 days past the statement date will cause suspension of an entire actjyjty (Level 4 for U.S. Bank or Level 5 for Citibank). APCs are strongly encouraged to work delinquencies as they age to avoid a major disruption in the card program. ~ I PogeSofll I... Back Next

9 Popup Text Approving Officials An individual who has responsibility for one or more Government Purchase Cardholders. The AO should be the cardholders immediate Supervisor. In the case where the AO is not the cardholder s Supervisor, the AO has the ability to influence the cardholder's performance appraisal and to recommend to the cardholder's Supervisor when disciplinary action is warranted. For DoD, the Approving Official acts as the Certifying Official (CO). The CO is responsible to ensure that transactions of individual cardholders meet the legal requirements for authorized purchase card transactions, that the facts presented in the cardholder documentation are complete and accurate, and that adequate documentation is available for individual transactions. Also referred to as "Billing Official." Activity An element of an agency or organization, e.g., contracting activity. Long Description A collage of Citibank logo, scattered bills, and the text, "180 days past due".

10 CLGOOl Government Purchase Card Training lesson 2- Account Maintenance TOC I RESOURCES 1 PRINT 1 HELP Prior to Suspe.nsion Before suspension, the card-issuing bank will notify AOs and APCs of the pending suspension. The accounts will remain suspended until brought up to date by reconciling and paying outstanding invoices. At that time, accounts will automatically be reinstated. Reinstatement of suspended accounts may incur a reinstatement fee of $ Delinquency files are available for viewing at the DoD Management Office website or the C.A.R.E. website. I t is encouraged that all APCs work closely with their Financial Management communities in aggressively managing this issue. CARE Divisi on ChiJiaa A..,l'Jir..w::e Mid ~OhU~ lrlepartrnentof Defense Purchase Card l 'lanagem~ntofiice No te: Accounts suspended more than t wice in a twelve month period will be cancelled. ~ I Page6of 12 I... Back Next

11 CLGOOl Go v ernment Purchase Card Training lesson 2- Account Maintenance TOC I RESOURCES I PRINT 1HELP Knowledge Review An increase to a cardholder's monthly limit must be submitted to the APC by: A. The cardholder LJ 8. The Resource/Financial Manager ~ C. The Supervisor A and 8 Check Answer An increase to a cardholder's monthly limit must be submitted to the APC by t h e s u pe rvisor. ~ I Poge 7ofll I... Back Next

12 CLGOOl Go v ernment Purchase Card Training lesson 2- Account Maintenance TOC I RESOURCES I PRINT 1HELP Knowledge Review Termination of approving official accounts does not result in the termination of all cardholder accounts assigned to them. True ~ False Check Answer False. Termination o f accounting official accounts will result in the termination of all cardholder accounts assigned to them. ~ I Poge8ofll I... Back Next

13 CLGOOl Go v ernment Purchase Card Training lesson 2- Account Maintenance TOC I RESOURCES I PRINT 1HELP Knowledge Review Billing accounts are currently suspended by the card-issuing bank once the account is: 30 days past the statement date ~ 60 days past the statement date ] 90 days past the statement date 120 days past the statement date Check Answer Billing accounts are currently suspended by the card-issuing bank once the account is 60 days past t h e statement dat e. ~ I Poge Qofll I... Back Next

14 CLGOOl Go v ernment Purchase Card Training lesson 2- Account Maintenance TOC I RESOURCES I PRINT 1HELP Knowledge Review An AO has six accounts. Two of the accounts are over 60 days past the statement date, one c ardholder is 50 d ays past the statement date, and the remaining cardholder accounts are on the time. This causes suspensions of how many cardholder accounts? 3 accounts U 2 accounts U 1 accounts ~ All accounts None of the above Check Answer If any of the AO's cardholder accounts are 60 days past the statement date all of t h e AO's accounts a r e s us pended. ~ I Poge 10of 12 I... Back Next

15 CLGOOl Go v ernment Purchase Card Training lesson 2- Account Maintenance TOC I RESOURCES I PRINT 1HELP lesson Summary This lesson discussed the rules for incr easing a cardholder's monthly and office purchase limits, the requirements for changing c a rdholder's managing accounts, and the conditions for account termination a nd suspension. You should now be able to: Identify the rules for increasing a cardholder's monthly and o ffic e purchase limits. Iden ti fy the requirements for changing cardholder's managing accoun ts. Describe the c onditions for account termination and suspension. ~ I Poge UofU 1... Back Next

16 CLGOOl Go v ernment Purchase Card Training lesson 2- Account Maintenance TOC I RESOURCES I PRINT 1 HELP lesson Completion You have comple ted the content for this lesson. T o continue, select another lesson from the Table o f Contents on the left. If you have closed or hidden the T able of Contents, click the Show T OC button at the top in the Atlas navigation bar. ~ I Poge 1lof1l I ~ Back Next