§ 592.603 Competition. See Subchapter A, Chapter I of this title. [22 F.R. 10456, Dec. 21, 1957] § 592.604 Imprest Fund (petty cash) method. (a) The Imprest Fund is the method preferred for accomplishing small purchases when cash payment is contemplated. In addition to the instruction in § 3.604 of this title the details of its operation are contained in chapter 16, AR 37-103 (Administrative Regulations of the Department of the Army). It is the only authorized cash small purchase procedure, except for cash payments by accountable disbursing officers. (b) The Imprest Fund may be used to pay for items ordered from requirements type contracts including the Federal Supply Schedules, if the vendor concurs. (c) Standard Form 1165 (Receipt for Cash-Subvoucher) has space to list only four items. If more space is necessary in a purchase transaction using the Imprest Fund, a sheet of blank paper may be used as a continuation sheet. The total amount of the transaction must appear on the Standard Form 1165. (d) For transactions utilizing the Imprest Fund, an individual other than the contracting officer may be appointed as an ordering officer in the same manner and under the same conditions as prescribed in paragraph (a) of § 592.605-50. [22 F.R. 10456, Dec. 21, 1957, as amended at 25 F.R. 1620, Feb. 25, 1960] § 592.604-1 Conditions for use. See 3.604-1 of this title. [22 F.R. 10456, Dec. 21, 1957] § 592.604-2 Documentation. See 3.604-2 of this title. [22 F.R. 10456, Dec. 21, 1957] § 592.604-3 Cash discounts. See 3.604-3 of this title. [22 F.R. 10456, Dec. 21, 1957] § 592.604-4 Delivery of cash purchases by suppliers. See $3.604-4 of this title. [22 F.R. 10456, Dec. 21, 1957] § 592.605 Order-invoice-voucher method (Standard Form 44). (a) Standard Form 44 (Purchase Order-Invoice-Voucher) is printed as a carbon interleaved form (five sheets per set) and provides in one document a purchase or delivery order, a receiving report, a property voucher, and a payment voucher. (b) The requisition of Standard Form 44 will be made by one office at each installation for control purposes. Blank forms will be issued only to authorized ordering officers. (c) Requisitions will be submitted to the appropriate Adjutant General publications center for the necessary forms. [22 F.R. 10456, Dec. 21, 1957] § 592.605-1 Limitations on use. § 592.605-50 Instructions for use. (a) Purchases with this form will be accomplished by contracting officers and by ordering officers. (b) Contracting officers and ordering officers shall be responsible for assuring that funds have been made available in the estimated amount of the purchase contemplated and for entering in the appropriate space, on Standard Form 44, the proper accounting classification to be charged. The signature of a contracting officer or of an ordering officer on Standard Form 44 will constitute the certification that funds are available under the appropriation and allotment cited. Where purchases occur frequently, contracting officers and ordering officers may obtain lump-sum certification of funds from the fiscal officer under each applicable allotment account for a specified period of time. Contracting officers and ordering officers will advise the fiscal officer before the close of each accounting month of the amount of all purchases made on Standard Form 44 which have not been submitted to him for recording the obligation (§ 592.60551(1)). (c) It is not necessary to cite 10 U.S.C. 2304 (a) (3) on the Standard Form 44. (d) Standard Form 44 may be used for the purchase of supplies or services under the following conditions: (1) As a purchase order when no special contract form or clauses are necessary. (2) To order items from the Federal Supply Schedules, or from General Services Administration Stores Depots. [26 F.R. 2176, May 15, 1961] § 592.605-51 Preparation. Contracting officers and ordering officers will execute Standard Form 44 at the time of purchase. All copies of the form must be legible. Entries will be printed with indelible pencil or ball-point pen or typed in the spaces, as outlined below: (a) Enter purchase order number and date of order. (b) Enter business or trade name and address of the seller. (c) Enter the name and address of the organization that is to receive the supplies or services. (d) Prior to the form being signed by the contracting officer or ordering officer, the columns headed "Unit Price" and "Totals", and the block designated "Discount Terms" are to be filled in either by the contracting officer or ordering officer. (e) In the block headed "Agency" enter "Department of the Army", and the name and address of the issuing office or organization. Example: Department of the Army, Ordnance Maintenance Shop, Fort Hood, Tex. (f) In the block headed "Appropriation, Limitation, Project or Other Ac counting Classification" enter the complete accounting classification against which the purchase is to be charged. (g) The block headed "Ordered by" will be signed by and include the title of the contracting officer or ordering officer. (h) The block headed "Purpose" may be left blank. (i) The signature of the seller must be obtained in the block headed "Sellers Name" or in lieu thereof the seller's invoice attached to the original Standard Form 44 (Copy No. 1). (j) Receipt of the items will be accomplished by the individual authorized to accept the supplies by signing in the block "Received by" on the face of Copy No. 3 and executing a similar receipt on the reverse side of Copy 4. (k) Receipt of nonpersonal services will be accomplished by the individual authorized to accept the services by signing in the block "Received by" on the face of Copy No. 3. (1) For the obligation of funds appropriate vouchers will be transmitted through the fiscal officer to the disbursing officer, as indicated by flow chart (Figure 1). FLOW CHART, STANDARD FORM 44 § 592.605-52 When Standard Form 1034 (Public Voucher for Purchases and Services Other Than Personal) is used in conjunction with Standard Form 44. (a) Standard Form 1034 should be prepared as a voucher by the Fiscal Office or the Fiscal and Accounting Office with Standard Form 44 attached as a subvoucher when: (1) The name and address of the vendor on Standard Form 44 are not legible. (2) The amount to be paid the vendor is less than the invoiced amount, apart from the discount deduction. The purchase (or delivery) order number will be indicated thereon so that information with respect to the differences may be All forwarded to the vendor with the check. (b) The signature of the contracting officer or the ordering officer on Standard Form 1034 will be sufficient in lieu of such signature on each Standard Form 44 that is attached as a subvoucher. (c) When Standard Form 1034 is used as a voucher, distribution of copies of Standard Form 1034 and 44 will be made as indicated by flow chart (Figure 2). FLOW CHART, STANDARD FORM 44 (d) When the contracting officer or the ordering officer anticipates making more than one purchase from the same vendor during a month, the accomplished copies of Standard Form 44 (Copies No. 1, 3, and 5) may be held until the end of the month for consolidating the invoices and preparing one voucher, Standard Form 1034, for payment to the vendor. However, action should be taken by the contracting officer or the ordering officer to assure that such practice is satisfactory to the vendor in order to avoid complaints on delayed payments. When "time pay ment" discounts are stated on Standard Form 44, appropriate copies will be processed for payment without delay in order to take advantage of the discount. [22 F.R. 10457, Dec. 21, 1957, as amended at 26 F.R. 2176, Mar. 15, 1961] § 592.606 Blanket purchase agreement method. See $3.606 through 3.606-3 of this title. [22 F.R. 10457, Dec. 21, 1957] § 592.650 Order for supplies or services (DD Forms 1155 and 1155–1). [22 F.R. 10457, Dec. 21, 1957] § 592.650-1 General. (a) DD Form 1155 and 1155-1 are printed as carbon interleaved forms (ten sheets per set) and provide in one document a purchase or delivery order, a receiving and inspection report, a property voucher, and when supported by a vendor's invoice, a payment voucher. (b) DD Form 250 (Materiel Inspection and Receiving Report (Domestic)) may be used in conjunction with DD Form 1155 as indicated in § 592.650-7. [22 F.R. 10458, Dec. 21, 1957] § 592.650-2 Use as a purchase order or delivery order. (a) DD Form 1155 may be used as a purchase or delivery order as prescribed in §§ 3.606 and 16.303 of this title. [22 F.R. 10458, Dec. 21, 1957] § 592.650-3 Use in conjunction with charge accounts. (a) Definition. A charge account is a simplified procurement procedure similar to the charge account afforded by a business concern to its customers. (b) Purpose. The major purpose of the charge account is to permit the procurement of supplies and services from vendors without the necessity of preparing individual purchase orders or contracts covering each individual transaction. The submission of invoices and processing of payments for supplies and services acquired under a charge account are accomplished periodically, as agreed to by the contracting officer and the vendor. Generally, charge accounts should be made only with local sources so that individual purchases thereunder can be effected with a minimum of time and paperwork. However, this method of procurement may be used with suppliers other than local where the writing of numerous purchase orders can be avoided through the use of this procedure. To the extent practicable, charge accounts will be established concurrently with more than one supplier, and over a period of time requests against such accounts shall be equitably distributed among the different suppliers. Requests for supplies or services generally shall be placed orally; however, where a request cannot be placed orally, the request may be placed by written memorandum. (c) Limitation. There is no limit to the total dollar value of the requests which may be placed against a charge account during an agreed billing period. Individual calls or oral requests to be placed against charge accounts will be limited to $2,500 or less, except for perishable subsistence. This is not meant to preclude the use of other authorized purchase order forms. (d) Establishment of charge account. Charge accounts may be established in person, through correspondence, or by the Blanket Purchase Agreement Method described in § 3.606 of this title. The necessary arrangements with respect to securing maximum discounts, documenting the individual purchase transactions, periodic billing, and other necessary details will be made and will include: (1) Authorization to the vendor to furnish supplies or services, falling within a general category if and when requested by the contracting officer or his authorized representative during a specified period and within a stipulated aggregate amount, if any, provided, that no individual request will exceed $2,500; (2) A requirement for submission by the vendor of an itemized invoice not less frequently than once each month cover ing all deliveries made against the charge account not previously invoiced and paid; (3) An understanding that the Government is obligated only to the extent of the requests actually made against the charge account; and (4) A requirement that each delivery ticket or sales slip issued by the supplier shall fully identify the charge account, the date of the request, the items, the price, and other relevant data, including the signature of the Government representative who received the items. (e) Requests placed against charge accounts. The following procedures shall govern when placing purchase requests against charge accounts: (1) Competition is not required when placing individual, oral, or informal, requests amounting to $250 or less, and the price is considered fair and reasonable. (2) Competition is required when placing individual, oral, or informal, requests amounting to more than $250. No individual request shall exceed $2,500, except that purchase requests may be placed for perishable subsistence without dollar limitation. Price quotations may be obtained from vendor's current pricing list, if available. Records will indicate the sources of the quotation and the prices quoted. If a lower quotation is obtained from other than a charge account vendor, a separate purchase order will be issued for the item or a new charge account will be established with the low offeror. In the purchase of fresh fruits and vegetables for the market centers, competition is effected in the produce market areas through oral solicitation by purchasing personnel (sight buyers) of the Military Subsistence Supply Agency (MSSA). (3) Contracting officers may authorize (i) ordering officers, (ii) sight buyers, or (iii) other selected purchasing personnel within their organization to place oral calls or informal purchase requests against charge accounts. (4) Each request placed against a charge account will be identified by a purchase order number. The purchase order number assigned to the initial request may be used on subsequent requests during the same billing period. (5) Each delivery of supplies or services will be supported by a sales slip or delivery ticket prepared in triplicate (or quadruplicate if required) on which acknowledgment of acceptance by the Department of the Army is indicated. The 74052-62-8 following information will be shown on the sales slip or delivery ticket: (i) Name of vendor; (ii) Purchase order number; (iv) Description of supplies or services including stock number, part number, etc., necessary for proper identification; and (v) Quantity and price of supplies or services, less discount. (6) In the event that the vendor does not furnish a sales slip or delivery ticket, the individual who receives the supplies will prepare DD Form 250 (Material Inspection and Receiving Report). (7) The quantity listed on the sales slip or delivery ticket will be verified, exceptions noted, and all copies will be dated and signed by the individual authorized to accept the items, except that, when Copy No. 4 is used it will not be signed (AR 37-107). Copies will be distributed as follows: (i) The original to the accountable property officer. The accountable property officer will voucher and post pertinent information from this copy to the stock record account. (ii) One copy to the contracting officer. The contracting officer will retain this copy for use in accomplishing DD Form 1155 at the end of the billing period. (iii) One copy to the vendor. (iv) When required, an unsigned copy will be furnished the Finance and Accounting Office (Copy No. 4). (f) Preparation of purchase order (DD Form 1155). At the end of each billing period the contracting officer will prepare one purchase order (DD Form 1155) for the supplies or services furnished during the billing period. The signed copies of the sales slips, delivery tickets, or receiving reports shall be the basis for preparing one purchase order as follows: (1) It is not necessary to list the items, quantity, or other similar information required when issuing an individual purchase order. It is sufficient to show the general description or category of items purchased. (2) The total dollar value as reflected on the delivery tickets received by the contracting officer will be inserted in the "Amounts" column. (3) The following statement will be inserted: "Authority-Individual requests made against this charge account (not exceeding $2,500 per request) were Page 85 |