Department of the Treasury Acquisition Career Management Program Handbook: Essential Guide to GPC Training

Government Purchase Cards (GPCs) are vital tools for efficient procurement within government agencies, and the Department of Defense (DoD) is no exception. Ensuring personnel are properly trained in their use is paramount, aligning with broader acquisition career management principles, perhaps even those outlined in resources such as a hypothetical “Department Of The Treasury Acquisition Career Management Program Handbook.” This article serves as a comprehensive guide to the mandatory and recommended training requirements for all personnel involved in the DoD GPC program, ensuring compliance and effective utilization.

Prior to undertaking any duties within the GPC program, all personnel, including Cardholders (CHs) and Billing Officials (BOs), must complete position-appropriate GPC training. The Agency/Organization Program Coordinator (A/OPC) holds the authority to determine if prior training from a previous duty station can be abbreviated or waived, but this decision must be formally documented in writing. Crucially, proof of completed training must be meticulously documented and retained by the A/OPC. It’s also important to note that local commands may impose additional training mandates to meet specific operational needs.

The DoD mandates the use of the Procurement Integrated Enterprise Environment (PIEE)/Joint Appointment Module (JAM) system for documenting and maintaining all training records. PIEE offers robust functionalities, including tracking training course completion, automated training reminders for recurring requirements, and systematic enforcement of training completion before appointments are officially issued. JAM system validations are specifically designed to prevent the appointment of individuals who have not completed mandatory courses like CLG 0010 and CLG 006, if these are required for their roles. Notably, PIEE/JAM automatically records the completion of all necessary and recommended Defense Acquisition University (DAU) courses. Users are not required to manually upload electronic copies of training certificates for DAU courses that are automatically recorded in JAM via the DAU/PIEE system interface, streamlining the administrative process.

PIEE also empowers GPC program participants to manually record completion of non-DAU training and upload electronic copies of their training certificates. For detailed guidance on these capabilities, resources like DoD GPC One-Pagers 3OP010, “Uploading Training Certificates to PIEE/JAM,” and 3OP038, “Tracking Training in PIEE,” provide valuable step-by-step instructions.

Level 4 A/OPCs play a critical role in delivering in-person initial GPC training to all new BOs and CHs before they begin using the GPC. Each Level 4 A/OPC is responsible for delivering this training, utilizing the Army Master Training slides in conjunction with GPC program location-specific slides to ensure relevance. Training can be delivered through various methods, including classroom sessions, virtual platforms, or electronic modules, offering flexibility to suit different learning preferences and logistical considerations.

Resource Managers are essential partners in supporting the A/OPC by assisting in the development or delivery of training modules focused on funding document maintenance, the Anti-Deficiency Act, and the intricacies of the certification and payment process. This collaboration ensures that financial aspects of GPC usage are thoroughly understood.

Similarly, Small Business Specialists contribute their expertise by assisting the A/OPC in developing or providing training on FAR Part 19, which covers Small Business procedures and strategies for achieving small business goals within GPC procurement. This ensures compliance with regulations and supports small business initiatives.

The Hazardous Materials Management Process Team also plays a vital role by assisting the A/OPC in developing or delivering training on the specific procedures for the procurement, maintenance, and disposal of hazardous materials using GPCs. This specialized training is crucial for ensuring safety and regulatory compliance when dealing with hazardous materials.

A comprehensive overview of GPC training requirements is detailed in Tables 4-1 and 4-2. Table 4-1 outlines all mandatory training that must be completed before a GPC appointment letter is issued or a GPC account is established. Table 4-2 lists recommended training courses that are beneficial for effectively performing GPC duties. As previously emphasized, proof of training must be documented and retained by the A/OPC. Mandatory initial and refresher training is required for CHs, BOs, and A/OPCs. While optional, U.S. Bank’s Access Online web-based training is also available. The initial in-person GPC training provided by the Level 4 A/OPC will cover the utilization of the U.S. Bank’s Access Online system, including managing disputes, reconciling and approving statements, certifying invoices, and uploading supporting documentation.

Refresher Training is a critical component of ongoing GPC program compliance. As mandated by DoD FMR Volume 5, Chapter 5, Paragraph 050304, appointed Certifying Officers are required to complete an approved Certifying Officer Legislation training course both before their initial appointment and annually as refresher training. Furthermore, all A/OPCs, BOs, and CHs must complete refresher training every two years. Local commands retain the authority to mandate more frequent refresher training based on specific training or operational needs. The Defense Pricing and Contracting Acquisition Policy (DPCAP)’s Purchase Cards – Training page offers valuable GPC Program One-Pagers, “quick start guides,” and other resources addressing various GPC policies and system procedures.

By signing their appointment letters within JAM, CHs and BOs formally acknowledge that they have received initial GPC program training, understand their roles, responsibilities, and the penalties associated with card misuse. This signed acknowledgment reinforces accountability and compliance.

Attendance at the annual GSA SmartPay Conference is mandatory for all Level 3 and 4 A/OPCs, contingent upon funding availability. If the GSA SmartPay Conference is held virtually, attendance becomes mandatory for all Level 3 and 4 A/OPCs, ensuring they remain updated on the latest program developments and best practices.

Table 4-1: Mandatory Training for A/OPCs, Billing Officials and Cardholders

In conclusion, comprehensive and consistent training is the bedrock of a successful and compliant GPC program within the DoD. Adherence to these mandatory and recommended training guidelines, potentially mirroring best practices promoted by resources like the “department of the treasury acquisition career management program handbook,” ensures that all personnel are well-equipped to effectively and responsibly utilize Government Purchase Cards, contributing to efficient and ethical procurement operations.