CLG006 Certifying Office!" Legislation Tl"aining fol" PUl"chase ca!"d Payments
Lesson 1- Certifying Officer Legislation
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Lesson Introduction
References made to publications are current as of April 2015.
The requirements for financial management are based in law . The Constitution,public laws,and several authorizations and appropriation acts require not only that financial management be performed,but also specify how it should be performed. Consider these mandates :
and agencies on how well taxpayer dollars are spent.
Finance Officers, Disbursing Officers,agents,and other financial personnel entrusted with public funds are accountable for those funds at all times. They may be held personally and pecuniarily (financially) liable for any financial losses.
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CLG006 Certifying officer Legislation Training for Purchase card Payments
Lesson 1- Certifying Officer Legislation
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Lesson Objectives
Terminal Learning Objective: Provide an overview of Certifying Officer Legislation (COL) and the roles of the Departmental Accountable Officials (DAOs ), Certifying Officers (COs ), and Disbursing Officers. At the end of this lesson you will be able to :
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Lesson Objective 1
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Hi Hector. My name is Chris. Iwas recently assigned an additional role as a Certifying Officer. Iunderstand you're the supervisor
who trains new Certifying Officers. I'm looking
for some information on my new position. For
example, why was the Certifying Officer position added to the voucher certification process?
Nice to meet you, Chris. As the designated Training Officer within our DoD component,
I'll give you a look at some of what you'll be
expected to know in your new role. We'll start off by identifying the legislation, regulation, and references that pertain to Certifying Officer Legislation. Let's see how much you may already know about what a Certifying Officer does.
CLG006 Cert | ifying | Office!" Legislation Tl"aining fol" Pul"chase C31"d Payments | | |||||||||||
Lesson 1- Certify | ing Off | | cer L | egi | sla | tion | | TOC | | I | RE | SOURCES |
CLG006 Certifying Office!" Legislation Tl"aining fol" PUl"chase ca!"d Payments
Lesson 1- Certifying Off cer Legislation
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IOUs are approved
Special certifications, if required are furnished
No duplicate payments
Goods received comply with the agreement
Payment is permitted by law Prompt payment requirements
followed
Warm Up Activity
Which of the points below apply to the review of Purchase Card payment transactions/vouchers? Drag the
correct answers with your mouse to the box.
Prices will be negotiated at a later date
Check Answer I
The correct answers are provided.
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Certifying Officer Legislation History
Ihope you found the correct answe<s on the Warm Up ActMty . f not, we'I cover the materialin the topics ahead.
Prior to a 1996 leg1slatJve change,only Disbursmg Officers w1th1n Department of Defense were pecunianly (financially) hable for fiscal irregulanties. Certifying Officers did exis t but were jus t administrative appointees.
Certification of payments is governed by the
Nati onal Defense Authoriza tion Act of 1 996 . Publi c Law 104- 106. Sec tion 193. This legislation established accountab1hty for an ind vidual's ac tions in the form of pecuniary riabmty.
Thelaw requires the appo1ntment of an individual who ts independent and organizationaly separa te from Otsburslfl9 Officers to certify vouchers .
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Certifying Officer Leoislation
The Cerbfytng Officer Legislation requires that an ndividual,other than the Disbursing Officer,be assigned responsi>llity for certifying vouchers for payment.
That vouchers are correc t and proper for payment from the appropnat1on(s) or other funds cited on them or on supporting vouc hers, and that the proposed payments are legal,proper, and correct. Reference DoD FMR Volume 5, Chapter 33 and Volume 10, Chapter 23, Annex 1, "Purchase Card Certification Statement".
Certifying Officers are pecuniarily liable for illegal, improper or incorrect payments resulting from improper cerbficabon.
Let's look at an example of how one Certifying Officer was found pecunarily liable and had to reimburse the Government for improper payments made with government purchase cards.
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Pecuniary Liability Example
Mr. X was a certifying officer for government purchase card payments for the Defense Automatic Addressing Systems Center (DAASC) at Wright-Patterson Air Force Base in Ohio. An audit of the DAASC purchase card program found four instances of improper payments made with government purchase cards using appropriated funds.
These payments were for two lunches for DAASC employees and defense contractors at a local restaurant,disposable coffee cups, and a late fee paid to Park University. For all four improper payments,the audit recommended that DAASC hold Mr. X, as the Certifying Officer,responsible to reimburse the government.
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Pecuniary Liability Example, Cont.
The Government Accounting Office report concluded that Mr. X had a responsibility to scrutinize and question potential improper payments before certifying a billing statement for payment to the bank servicing the purchase card and that he did not exercise good faith when certifying the four transactions for payment.
The GAO declined to grant relief and Mr. X was billed for $403 .
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Pre-Payment Reviews
Pre-payment reviews may occur any time before payment and are subject to management's judgment of the most appropriate stage in the voucher-preparation process for their conduct. These reviews ensure that vouchers are substantiated by documentation for lawful and proper payment. Under manual processing systems,they include verification of accurac y of computation. These requirements include ensuring that:
A . Payments are allowed by law and regulation (for purchase card only, is also in compliance with GSA Master Contract and applicable Task Order ).
8. Payments are authorized and approved for payment.
I. Duplicate payments are prevented through proper manual or automated edits and checks .
A detailed look at Certifying Officer Legislation can be found in
DoD FMR 7000.14R Volume 5 Chapter 33. 330602 .8.
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Knowledge Review 1
In making a certification,Certifying Officers are not responsible for :
D Certifying vouchers for payment.
D The existence,accurac y and legality of information
on a voucher.
D Illegal,improper or incorrect payments.
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Obtaining the signature of a Disbursing Officer before
validating the certification.
CpeckAnswer I
Certifying officers are not responsible for obtaining the signature of a Disbursing Officer before validating the certification
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CLG006 Certifying Office!" Legislation Tl"aining fol" PUl"chase ca!"d Payments
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Certifying Officer Legislation Reference Websites
Click the hyperl nks below to access additional information for Certifying Officer Legislation.
Public Laws/US Code,Code of Federal Regulations
uscode.house.govI
www .gpoaccess .gov
www .usa .gov
Financial Management Regulations
comptroller. defense .gov/ fmr
www .dfas .mil
Directives
www .dtic.mil/whs/directives/
The following regulations,laws, and directives pertain to COL:
Officials and Certifying Officers ), and 7000.14R,DoD Accountable Officials and Certifying Officers
CLG006 Certifying Officer Legislation Trai
Lesson 1·Certifying Officer Legislation
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Lesson Objective 2
Thanks Hector. Ifeelpretty good about understanding how and why the role of
Certifying Officer came about. What's next?
Now, we'll define what certification is with regard to certifying vouchers for payment.
A Certifying Officer's certification attests to the legality, propriety, and correctness of a voucher for payment as defined in 31U.S.C. Section 3528Ca .
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Knowledge Review 2
Which best describes the Certifying Officer?
D Always under the direct supervision of the Disbursing Officer.
D Always a Defense Finance and Accounting Service employee.
D Responsible for the appointment of Payment Review
Officials.
Responsible for the legality, propriety,and
correctness of the certified voucher.
CjleckAn!iWer I
Responsible for the correctness, legality, and propriety of the certified voucher best describes the Certifying Officer.
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Lesson Objective 3
Easy to remember. The Certifying Officer's certification attests to the legality,propriety and correctness of a voucher for payment. What's our next topic?
I
Chris, in this third section of the lesson,we'll
explain the types of certification.
The types of certification that the Certifying
Officer needs to know are :
Certification
CLG006 Certify | ing Office!" Legisl | ation Tl"aining fol" PUl"chase ca!"d Payments | | |||||||||
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CLG006 Certifying Officer Legislation Training tor l'urchase Card Payments
Lesson 1 ·Certifylno Ofllcer L"9islation TOC I RESOURCES 1 PRINT 1 HELP
Voucher Certification
Certificabon of a single onginal voucher attests to the propnety and lega6ty of the information contained on the voucher and is authorizabon for the Disbursing Officer to make payment as Klenbfied on the voucher. Cerbfy1ng Officers are accountable for the 1nformat1on contained on the voucher.
Certifying Officers certify the bank invoice, which
may contain multiple cardholder accounts .
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Successive Certification
Certifying Officers are accountable for aD informabon
contained on voochers they certify for payment.
If any infonnabon on the voucher is changed after the inibal ceroficabon, the voucher must be re certified by a property appointed Certifying Officer. This recertification 1s called a successive certification.
The Certifying Officer performing the successive certification becomes accountable for illegal, incorrect, or improper payments caused only by the changed information she/he certified.
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CLG006 Certifying Officer Legislation Training lor Purchase Card Payments
Lesson 1 • Certifying Officer L"9islation TOC I RESOURCES 1 PRINT 1 HELP
Manual Certiflcnllons
Certificat>on may be manual or electronic. Manual certificabon can be done directly on the voucher Of" sunvnary voocher. The cerbfication includes:
Once a Certifying Officer manually certifies a
voucher , It can be delivered to the disbursing office. Let's take a look at the electronic certification method.
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Electronic Certifications
The Certifying Officer may certify elec tronically 1f
the folowing cntena are met:
unauthonzed use.
Certifying Officer.
Refer to the Deparbnent of Defense Charge card Guidebook for guidance on approved elec tronK systems .
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Knowledge Review 3
Manual certif\cat>ons are not aBowed.
True
l.J'.I False
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This statement is raise
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Lesson Objective 4
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Now that Iknow the types of certification, can you fill me in on all the players and their roles in their interactions with the Certifying Officer?
Sure Chris. In fact,we'll wrap up this lesson by identifying the key personnel involved and their responsibilities in the certification process.
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CLG006 Certifying Officer Legislation Training t or 11urchase Card Payments
Lesson 1 Certifying Offlcer Legislation
Key Personnel nnd Levels of Authority
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Centralized dlsbt.n1ng, automated systems, increased transacoon volume, and more complex business processes have reduced the indiv\duars ability to personally ensure the accuracy, lega6ty, and propnety of each payment.
Voucher certification must rely on information and expertise provided by several key players. Their efforts play significant roles in the certifier's ability to properly certify . Some are in managerial roles and others are in direc t support roles.
Let's find out who these key players are and what their roles and contributions are to the certification process.
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Key Personnel Levels of Authority
The key personnel tnvolved in the certificabon process from highest level to lowest evel are :
1. Under Secretary of Defense
2. Heads of DoD Components 3.Disbursing Officers 4.Supervisors
We'll look at the responsibilities of each in the
certification process.
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Under Secretary of Defense (Comptroller)
Overall responsibility for the integrity of the payment voucher certification process rests with the Under Secretary of Defense (Comptroller).
This individual also issues appropriate guidance for implementation,administration,and management of
voucher programs.
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Heads of DoD Components
The Heads of the DoD Components implement the specific requirements of DoD FMR 7000 .14R. These managers are responsible for day-to-day business operations, including guidance,oversight,design, modification, and maintenance of their respective components' business processes and systems.
The Heads of DoD Components,or their designees ,appoint and oversee Certifying Officers and
Departmental Accountable Officials.
The Heads of DoD Components may delegate the appointment authority as appropriate for the needs of the component. For example,the Head of Component for the Defense Finance and Accounting Service,is the Director,Defense Finance and Accounting Service (DFAS). The Director,DFAS specifically delegates the authority to appoint Certifying Officers and review officials to subordinate directors along with authority to redelegate to certain levels .
The Service Secretaries may delegate their authority to subordinate organizations either through general or specific delegations.
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Heads of OoD Components,Conte
The Heads of DoO Components also:
Departmental Accounta ble Officials under their
control.
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Disbursing Officers
Disbursing Officers are responsible for disbursing money according to properly certified vouchers. They examine the voucher to determine proper form,certification,and approval by an authorized Certifying Officer.
They also ensure that the voucher was computed correctly for the facts certified. Disbursing Officers return vouchers that are not in the proper form, incomplete,or not properly certified to the Certifying Officer.
There are specific appointment rules that require a separation of duties for Disbursing Officers. For example,a Disbursing Officer may not normally be appointed as a Certifying Officer nor may they appoint a Certifying Officer.
Disbursing Officers are pecuniarily liable for erroneous payments made without or contrary to a certified
voucher.
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Supervisors
Supervisors are responsible for ensuring that both initial and refresher training is provided to new and existing Certifying Officers and Departmental Accountable Officials. Supervisors must also periodically review or inspect the actions taken by Certifying Officers and Departmental Accountable Officials under their control to ensure policies and procedures compliance .
It is critical for Supervisors to provide effective supervision of Certifying Officers to minimize the number of erroneous payments.
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CLG006 Certifying Office!" Legislation TJ"aining fol" PUl"chase caJ"d Payments
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Certifying Officers- Appointment and Termination
Certifying Officers are responsible for checking the accurac y of facts stated on a voucher and in supporting documents and records,and may rely on data received from reliable automated systems that have been certified as compliant with the Federal Financial Management Improvement Act {FFMIA). They determine the legality of a proposed payment using the cited appropriation or fund and are responsible for the computations on a certified voucher. Certifying Officers are pecuniarily liable for illegal, improper or incorrect payments resulting from improper certification.
The Heads of DoD Components appoint Certifying Officers with a DD Form 577, Appointment/Termination Record - Authorized Signature or approved electronic equivalent.
Certifying Officer must be terminated using the DD Form 577 showing the date and reason for the termination of duties as a CO. The original DD Form 577 must be provided to the servicing Disbursing Officer. A copy should be maintained in the Certifying Officer's personnel file.
The retention period for the appointment and termination DD Form 577 is 6 years, 3 months after
termination of appointment as a Certifying Officer .
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CLG006 Certifying Office!" Legislation Tl"aining fol" PUl"chase ca!"d Payments
Lesson 1- Certifying Off cer Legislation
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Departmental Accountable Officials
Departmental Accountable Officials are responsible for providing to a Certifying Officer information,data,or services that are directly relied upon by the Certifying Officer in the certification of vouchers for payment. Two examples of individuals who could be appointed as Departmental Accountable Officials are :
DAOs are not subject to the presumption of negligence,but may be held pecuniarily liable under 10 u.s.c. 2773a(c) for illegal,improper or incorrect payments resulting from information,data,or services they negligently provide to certifying officers ; and upon which the certifying officers relied to certify payment vouchers.
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Knowledge Review 4
DoD Component Heads or their desgnees are required by DoD FMR
7000.14R to do what?
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Appoint Certifying Officers,Departmental
Accountable Officials,and Review Officials
D Grant relief from liability to Departmental Accountable Officials based on lack of experience, supervision,or training
D Issue appropriate guidance to each of the
Services/Agencies for proper implementation of the
directive
n None of the above
CfleckAnswer I
OoD Component Heads are required to Appoint Certifying Officers, DepartmentalAccountable Officials, and Review Officials
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CLG006 Certifying Office!" Legislation TJ"aining fol" PUl"chase caJ"d Payments
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Lesson Summary
In this lesson,you learned:
actions when an improper payment voucher certification results in an erroneous payment.
payment vouchers.
payment.
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Lesson Completion
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You have completed the content for this lesson.
To continue, selec t another lesson from the Table of Contents on the left.
If you have closed or hidden the Table of Contents,click the Show TOC button at the top in the Atlas navigation bar.
CLG006 Cert | if | y | in | g Officer Legislation Training for Purchase card Payments | | |||||||
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Lesson Introduction
Now that you've learned about the Certifying Officer Legislation (COL),let's take a closer look at the role
of the Certifying Officer in the payment certification process .
This lesson identifies the qualifications of a Certifying Officer,describes the Certifying Officer appointment process,and describes the manual and electronic certification process .
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Lesson Objectives
Terminal Learning Objective: Recognize the role of the Certifying Officer in the payment certification process . At the end of this lesson you will be able to :
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Lesson Objective 1
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Hey Hector. What are the qualifications
required of the Certifying Officer?
Glad you asked, Chris . The Certifying Officer is expec ted to be knowledgeable in the area in which he or she performs certifications as well as having a background in preparing vouchers for payment. Here are some of the other aspects of being a Certifying Officer that you should become familiar with.
Try this warm up activity first to see how familiar you are with the roles of Certifying Officers. Some of what you
learnedin Lesson 1should help you
answer the question.
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Warm Up Activity
Which of the following personnel is not normally eligible for
appoin tment as a Certifying Officer?
Disbursing Officers
D Travel Authorizing Officials
D Resource Managers/Fund Holders
0 Commanders
I CheckAnswer I
Disbursing Officers are not normally eligible for appointment as a Certifying Officer.
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Required Knowledge
A Certifying Officer should :
she performs certifications .
vouchers for payment.
Agency/Organization Program Coordinator
A/ OPC to obtain process for their bank).
funds and accounting classifications .
Certifying Officers and DAOs must be U.S. citizens if their duty stations are within the United States . If outside the U.S.,Certifying Officers must be U.S. citizens or direct hire foreign nationals (subject to certain exceptions ).
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Eligibility
Personnel eligible for Certifying Officer appointment include:
Disbursing Officers are not eligible for Certifying Officer appointment. Also, individuals under a Disbursing Officer's supervision may not be appointed as Certifying Officers except under unusual circumstances. Exceptions as noted in Q.QJL FMR Volume 5. Chapter 33 (330201.A) are authorized. This separation of duties provides independence and strength to the internal control process.
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Knowledge Review 1
Which of the following would NOT be an expectation for a Certifying
Officer?
0 Background preparing vouchers for payment
Knowledge of military processes and procedures
D Knowledge of the payment process
0 Knowledge of appropriations funds and accounting
classifications
CheckAnswer I
Knowledge of military processes and procedures is not an expectation for a Certifying Officer for Purchase Card.
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Lesson Objective 2
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Good information on the qualifications of the
Certifying Officer . What's next?
Let's look at the Certifying Officer appointment and termination process .
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Form 577
Appo int and terminate the appointments of Certifying Officers and DAOs on DD Form 577 (Appo intment/Termination Record/Authorized
Signature ). Identify the specific types of payments, e.g.,vendor pay, purchase card,CBAs,travel, transportation,military,and civilian pay involved.
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CLG006 C | ertifying Offi | cer Legislation Training for Purchase Card Paymen | ts | | ||||||
Lesson 2 - Certify | ing Officer Roles | | TOC | | I | RESO | URCES |
Page 10 of 20
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Form 577, Cont.
Training must occur prior to appointment per Department of Defense Charge Card Guidebook .
For direct-hire non-U.S. citizens to whom,by agreement,a local law applies that does not subject the local national to the same pecuniary liability as other Department of Defense employees,make an appropriate comment in item 7 of the DD Form 577.
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CLG006 C | ertifying Offi | cer Legislation Training for Purchase Card Paymen | ts | | ||||||
Lesson 2 - Certify | ing Officer Roles | | TOC | | I | RESO | URCES |
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Form 577, Cont.
Appointees acknowledge their appointment in Section III of the form . Appointing authorities review appointments annually as a minimum for validity and currency. Appointments remain in force until terminated by reassignment or for cause .
Certifying Officers terminate appointments as appropriate using Section JV of the form,and advise the agencies that received the original
appointments .
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CLG006 C | ertifying Offi | cer Legislation Training for Purchase Card Paymen | ts | | ||||||
Lesson 2 - Certify | ing Officer Roles | | TOC | | I | RESO | URCES |
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Computation Functions
When a computation function is performed at an activity that is independent from the disbursing function, a Certifying Officer may be appointed to the first-line supervisor level,or higher within the computation function area .
Where computations for payment are performed under the direction of the Disbursing Officer during tactical operations (including afloat units,military training exercises,noncombatant evacuations ,and contingenc y operations ),Certifying Officers may be appointed from among personnel within the disbursing office .
These appointments must be accomplished either by direct written notification from the respective Head of
the DoD Component to the designated appointee or by delegation through command channels excluding
the Disbursing Officer . This special appointment would typically be for the duration of the deployment.
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Lesson 2 - Certify | ing Officer Roles | | TOC | | I | RESO | URCES |
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Knowledge Review 2
Which Section of DD Form 577is used to terminate appointments?
Section I
Section II
LJ Sec tion Ill
SectionIV
ICheclc An swer I
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Section IVis the correct answer.
CLG006 Cert | | fy | ing O | fficer Legislation Training for Purchase Card Paymen | ts | | ||||||||
Lesson 2 - Certifyi | n | g | Officer Roles | | TOC | | I | RESO | URCE S |
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Lesson Objective 3
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Great information on how the appointment and termination process works for the Certifying Officer .
We'll wrap up this lesson by describing the manual and electronic payment certification process .
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Lesson 2 - Certify | ing Officer Roles | | TOC | | I | RESO | URCES |
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Payment Certification Process
The certification process is more than just the approval of a voucher for payment. It is a statement to the Disbursing Officer that the proposed payment is correct,legal,and proper in the use of appropriations or other funds designated on either the voucher or the supporting documents .
Certifying officers certify to,not "for" or "on behalf of," DOs or their agents that vouchers are correct and proper for payment from the appropriation (s ) or other funds cited on them or on supporting vouchers,and that the proposed payments are legal,proper,and correct.
Purchase Card purchases must meet these criteria:
1. Meets a bonafide need.
2. Acceptance has occurred (except where pay and confirm is in place in which case the activity has
a systemic process in place validated by independent audit to ensure performance occurs within the
dispute process authorized by the GSA contrac t/ task order ).
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CLG006 C | ertifying Offi | cer Legislation Training for Purchase Card Paymen | ts | | ||||||
Lesson 2 - Certify | ing Officer Roles | | TOC | | I | RESO | URCES |
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Certification Process Steps
The certification process has three steps :
CLG006 C | ertifying Offi | cer Legislation Training for Purchase Card Paymen | ts | | ||||||
Lesson 2 - Certify | ing Officer Roles | | TOC | | I | RESO | URCES |
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Pecuniary Liability
Certifying Officers are automatically pecuniarily liable for the amount of illegal,improper or incorrect payments resulting from their certifications . Therefore ,it is essential for their defense that they can show evidence of following established certification procedures .
The certification process creates an audit trail. When performed correctly, the certification process provides protection for the Certifying Officer . n fact,following the correct procedures may provide a basis on which to grant relief of liability.
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Knowledge Review 3
The Purchase Card purchase must meet:
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Bonafide need
Audit trail criteria
LJ DoD expec tations
Your superviso r's personal needs
ICheclc Answer I
The Purchase Card purchase must meet Bonafide need.
CLG006 Cert | | fy | ing O | fficer Legislation Training for Purchase Card Paymen | ts | | ||||||||
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Lesson Summary
In Lesson 2, we learned that Certifying Officers must have a background in, and knowledge of, the payment process but cannot be Disbursing Officers. Appointment to this positionis accomplished on DD Form 577.
Certification is the process that indicates to the Disbursing Officer that the proposed payment is legal,proper, and correc t.
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Lesson 2 - Certifyi | n | g | Officer Roles | | TOC | | I | RESO | URCE S |
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Lesson Completion
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You have completed the content for this lesson.
To continue,selec t another lesson from the Table of Contents on the left.
If you have closed or hidden the Table of Contents,click the Show TOC button at the top in the A tlas navigation bar.
CLG006 C | ertifying Offi | cer Legislation Training for Purchase Card Paymen | ts | | ||||||
Lesson 2 - Certify | ing Officer Roles | | TOC | | I | RESO | URCES |
CLG006 Certifying officer Legislation Training for Purchase card Payments
Lesson 3 - Certifying Officer Responsibilit es
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Page1of18
Lesson Introduction
This lesson identifies the responsibilities of the Certifying Officer and the requirements for a valid payment. The lesson explains the concepts of reliable information and the audit trail relevant to the payment certification.
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Lesson Objectives
Terminal Learning Objective: Identify the specific responsibilities of the Certifying Officer. At the end of this lesson you will be able to :
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CLG006 Cert | ifying O | ffice!" Legislation TJ"aining fol" Pul"chase C3J"d Payme | nts | | |||||||
Lesson 3 - Certify | ing Officer Responsi | b | ilities | | TOC | | I | RE | SOURCES |
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Lesson Objective 1
So far we've looked at the topics of Certifying Officer legislation and the roles of the those involved in the Certifying Officer process . So what's next,Hector?
Since this lesson is about the responsibilities of the Certifying Officer,we'll start off with a look at accountability of the Certifying Officer .
See how much you may already know about this topic by doing the Warm Up Activity on the next slide.
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Lesson 3 - Certifying | Offi | ce | r R | e | sponsibilities | | TOC | | I | RE | SOURCES |
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Warm Up Activity
Which of the following is the Certifying Officer NOT accountable for?
Next
ICheck Answer I
The Certifying Officer is not accountable for the design of the payment system.
The amount of any illegal, improper, or incorrect payment resulting from an inaccurate or misleading certification.
Any payment prohibited by law.
Any payment that does not represent a legal obligation under the appropriation or fund involved.
./ Design of the payment system.
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Accountability
The Certifying Officer is accountable for :
certification.
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Fact Checking
The Certifying Officer is responsible for the correctness of the facts stated in the voucher (bank invoice) and for ensuring the retention of supporting documentation and records in accordance with DoD policies. The Certifying Officer is also responsible for the accurac y of computations on the voucher and the legality of the proposed payment under the appropriation or fund involved.
Certifying Officer responsibilities are specified in 31 USC 3528(a), 10 USC 2784 and the DoD FMR.
Volume 5. Chapter 33.
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Knowledge Review 1
Valid Payments for purchase cards consists of three components.
Which of the following is NOT one of those components?
./ Certification that the payment is illegal
The correc tness of the facts stated in the voucher
{bank invoice)
The existence of supporting documentation and
records
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The accuracy of computations on the voucher
ICheclc Answer I
Certification that the payment is illegal is not a component of Valid Payments
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Lesson 3 | | Certifyi | n | 9 Offic | e | r | Responsibilities | | TOC | I | RE | SOURCES |
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Lesson Objective 2
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Quite a lot to be accountable for. The Certifying Officer needs to have a pretty extensive background in the field. So what are the requirements for a valid payment of a voucher?
Well, let's discuss that, Chris!
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Payment Supporting Documents
Let's look at the supporting documents needed for valid payments.
Valid payments generally have three parts:
1. Valid requirement (bonafide need)
2. Bank invoice with all transactions reconciled to a Purchase Log and approved by the Cardholder
3. Reallocation of accounting classification (if necessary ). See DoD FMR.Volume 10. Chapter 23
<230306.n .
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Payment Support no Documents,Cont.
At a ITllnllTIUm, entnes to the Purchase Log wil
include:
$75.00 or less, the description may be at summary level; e.g., office supplies).
item/sefVlCe, and date received.
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CLG006 | Certify | | n | g | O | fficer Legislation Training lor Purchase Card Payments | | ||||||||
Lesson 3 | · | Cert | ify | in | g Office r R | esponsibilities | | TOC | | I | RESOURCES |
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Knowledge Review 2
What are the three parts of a valid payment?
D Payment voucher,supporting documentation,
determinations.
D Date service was ordered,name of requester,
description of the item.
Bank invoice, valid requirement,reallocation (if necessary).
D Merchants name,number of items purchased,unit price.
CfleckAnswer I
Bank invoice, valid requirement, and reallocation (if necessary) are the thre parts of a valid payment
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CLG006 Certify | ing Officer Legislation Training for Purchase card Payments | | |||||||||||||
Lesson 3 - Certifyi | n | g | O | ffice | r R | e | sponsibilities | T | O | C | | I | RE | SOURCES |
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CLG006 Certifying Officer Legislation Training for Purchase card Payments
Lesson 3 - Certifying Officer Responsibilities
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Lesson Objective 3
Now Iknow the requirements for a valid payment of a voucher .What else do Ineed to know about Certifying Officer responsibilities, Hector?
You are going to need to know about the concepts of reliable information and the audit trail relevant to payment certification. So that's what we'll discuss next.
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Aud it Trail
The payment voucher, all supporting documentabon,
and any detenruna bons made by or for the Certifying Officer (e.g. advance decisions) need to be accessible and retnevable .This coftection of documents forms an audit trail, which may form the
basis for reltef from ltabtflty for the Certifying Officer .
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Lesson 3 | | Cert | if | yl | n | o Office r R | esponsibilities | | TOC | | I | RESOURCES |
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Centralization of Disbursing Processes
The cent:rabzabofl of disbursing processes and
i-lcreased use of automa ted systems,coupled with the volume and compfeJOty of business processes, reduces the ability of Department of Defense officials to exercise dtrect personalcontrolover an aspects of each business transaction.
Because of these operation changes, it is extremely difficult for any single Department of Defense official to personally ensure the accuracy, propriety, and legality of every payment.A Certifying Officer must depend on other personnel (such as the cardholder) involved in the payment authorization process to provide accurate and timely documents so that they can provide quality servtce .
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Lesson 3 | · | Cert | if | yi | n | g O | ffl | c | er | | Responsibilitie s | | TOC | | I | RESOUR | CE |
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Automated System Pnyments
In an automated system, evidenc e that the payments are acc1Kate andlegalis dependent on the system and not indMdual transactions. To ensure accuracy and legatity, Certifying Officers need assurance that the automated system was designed property and 1s functioning correctly .
One way to ensure system integrity is through annual reviews, with interim checks when there have been major system changes . Reviews allow Heads of Components (or designee) to certify that the system can be relied on to produce accurate and legal payments. Office of Management and Budget COMB) Circulars A-123 and A- 127,Title 7 of the General Accounbng Office (GAO) Poficy and Procedures Manual proVlde guidance for automated system use.
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Lesson 3 ·Certifyi | n | g O | ffl | c | er | | Responsibilitie s | | TOC | | I | RESOURCES |
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Knowledge Review 3
True or false? It 1s extremely cifficult for any sing.le DoD off\c1al to personaOy ensure the accuracy,propriety,and lega ty of every payment.
[./ True
I False
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This statement is true .
CLG006 | Certifyi | ng O | fficer Legislation Training lorl'urchase Card Payments | | ||||||||||||
Lesson 3 | | Cert | lf | yl | n | o Office r R | espon | s | ibilities | | TOC | | I | RESOURCES |
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Lesson Summary
In this lesson we covered the Certifying Officer's responsibillbes .Srnce llabtity is automatic ,rt rs necessary to understand what an appointment to this poSlbon means.Knowing the various components of the payment process and how they interact 1s essenbal.
We discussed the requirements to ensure a valid payment. Reliability of the data provided by others is necessary. You also learned that a Certifying Officer does not have the capacity to personally oversee the breadth of work involved in a business process.
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Lesson 3 | • | Cert | lf | yl | nc | 1 Offlce r R | esponsibilities | | TOC | | I | RESOUR | CE |
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Lesson Completion
You have completed the content for this lesson.
To continue,selec t another lesson from the Table of Contents on the left. If you have closed or hidden the Table of Contents,click the Show TOC
button at the top in the Atlas navigation bar.
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CLG006 Certifying Officer Legislation Training for Purchase card Payments
Lesson 4 Certifying Officer Pecuniary Liability TOC I RESOURCES I PRINT 1 HHP
Lesson Introduction
This lesson describes the pecuniary liability as defined by the Certifying Officer Legislation (COL) .
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Lesson Objectives
Terminal Learning Objective: Recognize the concept of pecuniary liability as defined by the Certifying
Officer Legislation {COL). At the end of this lesson you will be able to :
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CLG | 0 | 06 Ce | rtifying | Office!" Legisl | ation TJ"a | ||||
Lesson 4 Certify | ing Office | r | Pecu | niary Liability |
ning fol" Pul"chase C3J"d Payments | | ||||
| TOC | | I | RE | SOURCES |
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CLG006 Certifying Officer Legislation Training tor Purchase Card Payments
Lesson 4 ·Certifylno Offlce r Pecun ary Liability TOC I RESOURCES 1 PRINT 1 HELP
Lesson Objective 1
What exac tly does 1t mean that a Certifying Officer is pecuniarily able7
Well Chris,improper payment by a Certifying Officer's certification of a payment voucher results in a presumption of negligence in the performance of duties . Pecuniary liability is the personal financial hab1hty of Certifying Officers for erroneous payments.
This Warm Up Acbvlty w1.ll give you an idea of how much you may already know about the concept of pecuruary kab!lity.
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Warm Up Activity
Drag the two correct answers to the Answer Box on the nght.
Pecl.Wliary &abdlty helps to protect the U.S. Government agatnSt Certityng Officer:
Corruption
·----------------- -------- ----------------
Theft
Burglary
Error
Dishonesty
Laundering
Embezzlement
.
.
------------------------- ---------·--------
Che<..k Aw •vrr
The correc t answers are provided.
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CLG006 Certifying Officer Legislation Training lor 11urchase Card Payments
Lesson 4 ·Certlfylno Officer Pecuniary Liability
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Unauthorized Pnyments
Whenever an erroneous,illega ,or improper payment results from a Certifyng Officer's certification of a payment voocher ,the Certifying Officer is presumed to be negbgent in the performance of her or his duties .To rebut the presumption of negligence,a Certifying Officer must present sufficient evidence that he or she was not negrigent or his or her actions did not contribute to the erroneous
payment.
Investigators must determine whether or not an erroneous payment occurred and if evidence shows the absence of fault or negligence on the part of the Certifying Officer, debt collection procedures must be performed.See DoD FMR. Vol ume 5. Chaoter 6 for add1bonal guidanc e.'
I P"'l• s or 11
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Lesson 4 ·Certifylno Officer Pecuniary Liability
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Knowledge Review 1
When 11wes1>gators attempt to determine whether or not an erroneous
payment occurred,they look for evidence of:
./ Errors or neg gence Errors and laundering Errors and burglary Corruption
1•<>clt "''"'' rr I
Investigators look for errors or negligence
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Lesson Objective 2
So pecuniary liability is defined as the
personal financial liability of Certifying Officers
for erroneous payments.
Yes,that's correct Chris. Next we'll look at describing how the Certifying Officer is held accountable for erroneous payments.
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CLG | 0 | 06 C | ertifying O | fficer Legislation Training for Purchase card Payme | nts | | |||||||||
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CLG006 Certifying Officer Legislation Training torl'urchase Card Payments
Lesson 4 ·Certlfylno Offlce r Pecuniary Liability
TOC I RESOURCES I PRINT I HELP
Personal Fin11ncl11ILiability
Pecuniary kabtltty ts the personalfinancialliability of Certifying Officers for erroneous (i.e., illegal, improper, or tneorrec t) payments. This liabiity acts as an incenbVe to guard against errors and theft by others.It ult1matety helps protect the U.S. Government against Certifying Officer error and dishonesty.
Certifying Officers are automatically pecuniarily liable
when there is an erroneous payment.
Generally, the amount of pecuniary liability is determined during the investigation of the erroneous payment and 1s equal to the erroneous payment less any amounts recovered from the payee (bank).
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CLG006 Certifying Officer Legislation Training lorl'urchase Card Payments
Lesson 4 ·Certifylno Office r Pecuniary Liability
TOC I RESOURCES I PRINT 1 HELP
Knowledg e Review 2
Certifying Officers are automaticaBy pecunariy liable when there is
erroneous payment .True or false?
[./ True
I False
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This statement is true
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CLG006 Certifying Officer Legislation Training lor Purchase Card Payments
Lesson 4 ·Certifylno Ofllcer Pecuniary Liability TOC I RESOURCES 1 PRINT 1 HELP
Lesson Summary
Pecuniary llab1hty ts the personal financial tiability that automabeally attaches to the Certifying Officer whenever an erroneous payment occlJS.
To gacn rebe f of babthty, Certifying Officers must prove that they were neither neglig ent nor the proximate cause of the irregularity.
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CLG006 Certifying Officer Legislation Training for Purchase card Payments
Lesson 4 Certifying Officer Pecuniary Liability
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Lesson Introduction
Certifying Officers have specific rights. In this lesson,we'll take a detailed look at the specific rights of Certifying Officers.
We'll also look at the process for requesting relief of pecuniary liability and the factors that bear on such a request.
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CLG006 Ce | rtifying O | fficer Legislation Training for Purchase card Payme | nts | | |||||||
Lesson 5 - Certify | ing Offi | | cer Rights | | TOC | | I | RE | SOURCES |
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Lesson Objectives
Terminal Learning Objective: Determine the rights of the Certifying Officer to minimize their pecuniary liability. At the end of this lesson you will be able to :
a loss.
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CLG006 Ce | rtifying o | fficer Legislation Training for Purchase card Payme | nts | | |||||||
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Lesson Objective l
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The concept of the CertlfyWlg Officer being held financialy fiable is weighty stuff! As a Certifying Officer,what rights do Ihave to protect me?
Well Chris, there are rights that Certifying Officers can exercise in order to maintain the integrity of the certification process and minimize their pecuniary liability .
Let's do a quick Warm Up Activity to see how much you may already know about rights of a CerbfyWlg Officer.
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CLG006 Certifying Officer Legislation Training lor Purchase Card Payments
Lesson 5 Certifying Officer Rights
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Warm Up Activity
The Cerbfytng Officer has the right to not cerbfy a payment vouchef" if he or she quesbor\s the propriety or correctness of the voucher. True or false?
[./ True
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False
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This statement is true
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Fraud Types
In the Purchase Card program there are two distinct fraud types that may lead to an erroneous payment. They are :
1. Third-Party (merchant or external party with a compromised account). 2. Government (cardholder,billing official, or other).
Next we'll look at how the Certifying Officer can combat these types of fraud.
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Lesson 5 - Certify | ing Officer | R | ights | | TOC | | I | RE | SOURCES |
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Rights
There are ttvee nghts that Certifying Officers can exercise in 0<der to maintain the integrity of the certificabon process and minimize their pecun1ary fiability.These are:
1. Opbon to Not Certify a Payment
Any of these rights can result in postponing the certification of a payment.
Let's look at the details of each of these three rights.
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CLG006 Certifying officer Legislation Training for Purchase card Payments
Lesson 5 - Certifying Officer Rights
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Option to Not Certify a Payment
The Certifying Officer has the option not to certify a payment voucher if the propriety or correctness of
the voucher is questionable.
During the voucher review process, the Certifying Officer has the right not to certify payment if,in his or her judgment ,the payment voucher certification package (Bank Invoice/Cardholder Certified Transactions ) does not properly support a valid and legal payment.
Certifying Officers are required to follow the terms of the GSA contract for the card issuing bank. The contract may require certifying and then disputing the transaction (see US Code .Title 10. Section 2784Cbl Q)). It is important to have all documentation that supports a position prior to certification. Disputing a transaction does not relieve the Certifying Officer of pecuniary liability. In the case of government or internal fraud,the Certifying Officer must contact the appropriate command representatives and/or criminal investigative activity department as soon as possible.
If the Cardholder processed an unauthorized purchase,the purchase cannot be disputed with the bank. The Cardholder will be required to reimburse the Government for the unauthorized purchase.
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Option to Seek an Advance Decision
Before certifying a questionable payment voucher,the Certifying Officer,by statute and regulation
(31 U.S.C. 3529 and 32 CFR Part 282 .Appendix F), has the right to seek an advance decision.
All advance decision requests must go through General Counsel of the Component concerned . What this means for a DFAS certifier is that an advance decision request must go through the chain of command to the DFAS Office of General Counsel.
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Lesson 5 - Certify | ing Offi | | cer Rights | | TOC | | I | RE | SOURCES |
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Option to Seek Additional Backup
The Cerl>fytng Officer has the right to seek additional back-up matenals to substantiate an otherwtse quesbonable payment.
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Knowledge Review 1
The Cerbfytng Officer does not have the right to deny cerbficabon of
a payment voucher 1r proper documentation accompar11es the request for payment. True or false?
True
l.J'.I False
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This statement is raise
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CLG006 Certifying Officer Legislation Training for Purchase card Payments
Lesson 5 - Certifying Officer Rights
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Lesson Objective 2
So pecuniary liability is defined as the personal financial liability of Certifying Officers for erroneous payments. What's next?
Next we'll describe how a Certifying Officer can be relieved of pecuniary liability, including partial recovery of a loss.
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Seeking Relief From Pecuniary Liabilty
Following the identification of an erroneous payment,diligent collection action will be taken. If collection action is unsuccessful,the Certifying Officer will remain pecuniarily liable for the uncollected balance,and may request relief of liability.
There are four possible outcomes to this request:
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Successful Recovery of Payment
A successful recovery of payment relieves the Certifying Officer of pecuniary liability. The Certifying Officer may request relief of liability for any unrecovered amount for which he or she is liable by submitting a statement explaining how the evidence shows a lack of negligence on his or her part.
The request is routed through the appropriate chain of command to DFAS Headquarters for consideration. Requests for relief may be delayed pending the outcome of collection efforts against the recipient. In all cases,the maximum delay is for one year following the attachment of liability against the Certifying Officer.
If no recovery is made,the same statement explaining that evidence shows a lack of negligence on the part of the Certifying Officer may be submitted. If relief is not requested, personal funds equal to the amount of the loss must be remitted.
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Granting Relief
Refief may be granted 1f the evX!ence shows that the erroneous payment was not the rest.tit of a Certifying Officer's negligence. EvX!ence that the Certifying Officer followed official Department of Defense regulabons, pol1c1es, and procedures including local standard operating procedures may support a finding that there was no negligence.
Following orders 1s not evidence of the absence of negligence or bad faith. No relief will be granted if the payment was not for a legal obligation or the payment violated a statute or law prohibiting payment.
If a request for rehef 1s granted, an ind.,vidual 1s not
pecunianly liable.
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Knowledge Review 2
The Certifying Officer will remain pecuniarily liable for an uncollected
balance but may request:
D Forgiveness because they were busy.
D Forgiveness because the commander wanted it.
D Relief of liability because they were sick.
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Relief of liability (accompanied with documentation showing no negligence ).
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The Certifying Officer may request Relief of liability accompanied with documentation showing not negligence
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CLG006 Certifying Officer Legislation Training for Purchase card Payments
Lesson 5 - Certifying Officer Rights
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Lesson Objective 3
So my rights include :
The option to Not Certify a Payment,the option to Seek an Advance Decision,and the option to Seek Additional Backup Materials.
Correct.
Now we'll describe outcomes if a request for
release of pecuniary liability is denied.
If a request for relief is denied,the individual must remit personal funds equal to the amount of the liability less any amounts collected. Alternatively, payment arrangements for settlement of the liability may be made between the individual and DFAS.
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Knowledge Review 3
If a request for rekef ts denied,what happens?
./ The Cerbfyng Officer must remit personal funds.
The Certifying Officer may appeal the dec1s1on to
their supervisor.
[ I The Certifying Officer may ask to have the judgm ent
deferred.
The Certifying Officer may request a jud1c1al hearing, because they were following orders .
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The Certifying Officer must remit personal funds if a request for relief is denied.
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CLG006 Certifying Officer Legislation Training for Purchase card Payments
Lesson 5 - Certifying Officer Rights
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Lesson Objective 4
Good information, Hector. Anything else I
should know about Certifying Officer rights?
We'll wrap up the lesson by identifying factors that are not relevant to granting relief of pecuniary liability.
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Factors That May Nol Be Used as a Basis for Relief
Factors that May Not Be Used as a Basis. for Rebef of PeCUfllary 1Jabd1ty:
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Knowledge Review 4
Which of these factors may be used as a basis for rekef of pecuniary
iability?
Heavy wor1doad
1./J No negligence
Lack of supervision
Following orders
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No negligence may be used as a basis for relief.
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Lesson Summary
In this lesson,we discussed the Certifylng Officer's rights. Cerbfytng Officers have the right to request addibonal back- up tnfonnation or they can refuse to certify a voucher 1f they have questions or doubts . They also have a nght to request an advance decision.
This lesson also discussed relief of liability, including partial recovery of a loss and the role of negligence as it relates to relief of liability.
Several fac tors are not relevant to granting relief, including workload, lack or training or experience, and personal financial situation.
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