R 082235Z JAN 10

ALCOAST 011/10
COMDTNOTE 4200
SUBJ: DEPARTMENT OF HOMELAND SECURITY (DHS) MANDATED PURCHASE CARD
STATEMENT CERTIFICATION REQUIREMENTS FOR US BANK (USB) AND JP
MORGAN CHASE (JPMC)
A. FINCEN STANDARD OPERATING PROCEDURES MANUAL, FINCENSTFINST
M7000.1
1. DHS HAS ESTABLISHED TIMELINES FOR CERTIFICATION OF PURCHASE CARD
STATEMENTS AND OUTLINED ACTIONS FOR NONCOMPLIANCE INCLUDING THE
SUSPENSION OF CARDHOLDER AND APPROVING OFFICIAL (AO) ACCOUNTS.
ALTHOUGH THE 14 CALENDAR DAY REQUIREMENT HAS ALWAYS BEEN IN PLACE,
IN THE PAST, COAST GUARD UNITS WERE ALLOWED A LONGER PERIOD OF TIME
TO HAVE STATEMENTS CERTIFIED (1ST, 2ND, AND FINAL DELINQUENT
MESSAGES OVER AN 11 WEEK PERIOD) PRIOR TO SUSPENSION OF ONLY THE
CARDHOLDER. DHS IS NOW STRICTLY ENFORCING THAT ALL STATEMENTS BE
CERTIFIED NO LATER THAN THE 20TH CALENDAR DAY AFTER THE END OF THE
BILLING CYCLE OR THE CARDHOLDER AND AO ACCOUNTS MUST BE SUSPENDED.
IN THE PAST, ONLY DELINQUENT CARDHOLDERS CARDS WERE SUSPENDED.
DHS POLICY NOW CALLS FOR THE IMMEDIATE SUSPENSION OF THE DELINQUENT
AOS INCLUDING ALL CARDS UNDER THE AOS AREA OF RESPONSIBILITY.
SUSPENSION OF AN AOS MANAGING ACCOUNT WILL INCLUDE ALL CARDHOLDERS
UNDER THAT AO. DHS IS CLOSELY MONITORING COAST GUARD ACTIVITY
INCLUDING TIMELY SUSPENSION OF CARDHOLDER AND AO ACCOUNTS DUE TO
OVERDUE CERTIFICATIONS. AS OF 07JAN10, 731 STATEMENTS HAVE OVERDUE
CERTIFICATIONS. THESE OVERDUE CERTIFICATIONS NEED TO BE CORRECTED
IMMEDIATELY TO COMPLY WITH POLICY AND AVOID SUSPENSION.
2. FOR ALL USB AND JPMC STATEMENTS DATED BETWEEN 12MAR09 AND
12DEC09 THAT HAVE NOT YET BEEN CERTIFIED IN THE PURCHASE CARD
APPLICATION (PCA), AOS MUST VALIDATE THE OUTSTANDING STATEMENTS NLT
26JAN10 OR THEIR ACCOUNT AND ALL CARDHOLDERS UNDER THEM WILL BE
SUSPENDED, MEANING THE CARDS WILL NOT BE ABLE TO BE USED. STARTING
26JAN10, ALL PURCHASE CARD STATEMENTS MUST BE CERTIFIED IN PCA BY
BOTH CARDHOLDER AND APPROVING OFFICIAL WITHIN 14 CALENDAR DAYS
AFTER THE BILLING CYCLE DATE OR THE AO AND CARDHOLDER ACCOUNTS WILL
BE SUSPENDED NO LATER THAN THE 20TH DAY FOLLOWING THE BILLING
CYCLE DATE IN ACCORDANCE WITH DHS REQUIREMENTS.
3. REMOTE OR UNDERWAY UNITS UNABLE TO ACCESS PCA MAY SUBMIT HARD
COPY STATEMENTS AS NOTED IN REF A TO FINCEN POC IN PARAGRAPH 5.
4. FOR UNITS USING PCA VIA THE FINCEN WEBSITE TO VERIFY AND CERTIFY
STATEMENTS, YOU CAN ACCESS YOUR STATEMENTS VIA THE STATEMENT
CERTIFICATION AND STATEMENTS NOT VERIFIED OPTION IN PCA. FOR
PROBLEMS VERIFYING OR CERTIFYING IN PCA, CONTACT FINCEN POC NOTED
BELOW.
5.  FINCEN POC: CHARLES TILLMAN, PHONE 757-413-7384, FAX
757-523-6719, EMAIL: FIN-SMB-PCARDSTATEMENTS (AT) FINCEN.USCG.MIL.
6. MR. MARTIN RAJK, DEPUTY ASSISTANT COMDT FOR RESOURCES/DEPUTY
CHIEF FINANCIAL OFFICER AND MS. CLAIRE GRADY, DIRECTOR OF
CONTRACTING AND PROCUREMENT SENDS.
7.  INTERNET RELEASE AUTHORIZED