Department of the Interior Acquisition Policy Release (DIAPR) 2002-4

SUBJECT: Charge Card Transactions in the Interior Procurement Data System

1. Purpose:

Rescind DIAPR 1999-8, and provide new reporting guidances.

2. Effective Date:

October 1, 2001 (FY 2002 1st Quarter actions).

3. Expiration Date:

This policy release remains in effect until canceled or superseded.

4. Background and Explanation:

DIAPR 1999-8 directed bureaus not to report charge card purchase transactions under $25,000 in the Interior Procurement Data System (IPDS). The guidance was intended to prevent double counting of data. We had expected the SmartPay program vendor bank, currently Bank of America, to be able to provide useful data on accomplishment of socio-economic program goals. Although progress has been made, the detail and accuracy of available reports are still not sufficient for socio-economic program use. Therefore, some bureaus have requested permission to use IPDS reporting for charge card purchase transactions.

This DIAPR allows each bureau to determine whether it will report charge card purchase transactions valued between $2,500 and $25,000 in IPDS. By April 15, 2002, bureaus must notify the Office of Acquisition and Property Management whether they have elected to report charge card purchase transactions. The decision must be effective bureau-wide and apply to the entire Fiscal Year.

There is no change to the policy that IPDS will not be used for micro-purchases; reporting for charge card purchase transactions valued at $25,000 and above is also unchanged.

5. Action Required:

Bureaus electing to do IPDS reporting are subject to the following guidance:

a. 1. Reported transactions must be submitted through the Interior Department Electronic Acquisition System (IDEAS) in order to undergo IDEAS edits.

b. Reports will normally be part of the SF-281, unless otherwise required to be on a separate SF-279.

c. Do not report orders placed via GSA Advantage! for GSA stock items (they are already reported to the Federal Procurement Data System by GSA.) These items can be identified by "GSA" in the contractor field on the order screens.

d. Do report orders placed via GSA Advantage! for purchases from Federal Supply Schedule contractors. These items can be identified by a contractor's name in the contractor field on the order screens.

e. Do report Federal Supply Schedule orders that were not placed through GSA Advantage!.

f. Do report all other types of actions (BPA orders, purchase orders, etc.).

Debra E. Sonderman, Director Office of Acquisition and Property Management