Independent Receipt and Acceptance
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Written independent receipt and acceptance is proof of delivery
documented by someone other than the CH or A/BO.
DoD GPC Policy requires independent receipt and acceptance for:
Transactions in which the GPC is used as a method of payment;
GPC purchases of accountable property, self-generated CH purchases (i.e.,
purchases lacking a documented requisition/request from someone other
than the CH); and
Other specific circumstances for which Components elect to require
independent receipt and acceptance.
CHs must follow DoD and Component procedures to ensure required
acceptance documentation is received and provided to the Certifying
Officer for use in the billing statement account reconciliation process and
for formal record retention.
,FMS
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Components funding GPC transactions with foreign military sales (FMS)
funding must follow the retention guidance in the DoD FMR and ensure the
FMS documents are retained for 10 years from the date of final case
closure.
A/BO Certification for Payment
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At the end of the billing cycle, the A/BO ensures the CH has approved the
transactions on the Statement of Account. If the CH has not fulfilled his or
her responsibilities, the A/BO performs an independent review of
transactions and supporting documentation on the CH's Statement of
Account and certifies it on the CH's behalf.
The A/BO certifies his or her MA Billing Statement in the card-issuing bank's
EAS.
As mandated in the DoD FMR, the following Accountable Official
certification statement, electronically or on paper, must accompany every
Statement of Account forwarded for payment.
I certify that the items listed herein are correct and proper for payment
from the appropriation(s) or other funds designated thereon or on
supporting vouchers, and that the payment is legal, proper, and correct,
except as may be noted herein or on supporting documents.
A/BO 3/29/2021 Authorized Approving Official Signature and Date(or
GAO-approved electronic signature)
Electronic Storage
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Original disbursing office records (A/BO or Certifying Officer), along with
CH supporting documents in electronic format, negate the need for the
CH to store duplicate hardcopy documents.
Electronic record storage requires adequate controls to ensure the digital
images accurately represent the corresponding paper documentation and
to detect changes to an original digital image.
In addition, electronic storage must be in a centrally managed location that
has an established backup process.
Returns
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Receipts/invoices are normally required for the return of supplies. All
returns must be credited to the account used to make the purchase.
CHs are also required to obtain a merchant receipt/invoice for each return
transaction to document the transaction and support Approving/Billing
Official (A/BO) account reconciliation.
No merchant in-store credit or gift cards are authorized for returned
supplies.
PIEE
Give this one a try later!
Give this one a try later!
Written independent receipt and acceptance is proof of delivery
documented by someone other than the CH or A/BO.
DoD GPC Policy requires independent receipt and acceptance for:
Transactions in which the GPC is used as a method of payment;
GPC purchases of accountable property, self-generated CH purchases (i.e.,
purchases lacking a documented requisition/request from someone other
than the CH); and
Other specific circumstances for which Components elect to require
independent receipt and acceptance.
CHs must follow DoD and Component procedures to ensure required
acceptance documentation is received and provided to the Certifying
Officer for use in the billing statement account reconciliation process and
for formal record retention.
,FMS
Give this one a try later!
Components funding GPC transactions with foreign military sales (FMS)
funding must follow the retention guidance in the DoD FMR and ensure the
FMS documents are retained for 10 years from the date of final case
closure.
A/BO Certification for Payment
Give this one a try later!
At the end of the billing cycle, the A/BO ensures the CH has approved the
transactions on the Statement of Account. If the CH has not fulfilled his or
her responsibilities, the A/BO performs an independent review of
transactions and supporting documentation on the CH's Statement of
Account and certifies it on the CH's behalf.
The A/BO certifies his or her MA Billing Statement in the card-issuing bank's
EAS.
As mandated in the DoD FMR, the following Accountable Official
certification statement, electronically or on paper, must accompany every
Statement of Account forwarded for payment.
I certify that the items listed herein are correct and proper for payment
from the appropriation(s) or other funds designated thereon or on
supporting vouchers, and that the payment is legal, proper, and correct,
except as may be noted herein or on supporting documents.
A/BO 3/29/2021 Authorized Approving Official Signature and Date(or
GAO-approved electronic signature)
Electronic Storage
, Give this one a try later!
Original disbursing office records (A/BO or Certifying Officer), along with
CH supporting documents in electronic format, negate the need for the
CH to store duplicate hardcopy documents.
Electronic record storage requires adequate controls to ensure the digital
images accurately represent the corresponding paper documentation and
to detect changes to an original digital image.
In addition, electronic storage must be in a centrally managed location that
has an established backup process.
Returns
Give this one a try later!
Receipts/invoices are normally required for the return of supplies. All
returns must be credited to the account used to make the purchase.
CHs are also required to obtain a merchant receipt/invoice for each return
transaction to document the transaction and support Approving/Billing
Official (A/BO) account reconciliation.
No merchant in-store credit or gift cards are authorized for returned
supplies.
PIEE
Give this one a try later!
