R 241458Z JAN 13

ALCOAST 027/13
COMDTNOTE 4061
SUBJ: COAST GUARD DINING FACILITY (CGDF) ADDITIONAL GUIDANCE ON
PURCHASE CARD TRANSACTION WORKSHEET (PCTW)
A. Coast Guard Food Service Manual, COMDTINST M4061.5 (series)
1.  The following policy changes shall take place immediately and
will be incorporated in the next change to REF A.
2.  All CGDF files shall be kept for 6 years and 3 months.
3.  The left side of the CGDF Folder will contain all purchase and
cash documents for the month and be filed as follows:
     A.  FINCEN serialized memos acknowledging deposits received.
     B.  Transmittal letters documenting funds transmitted, with
copies of checks.
     C.  Individual Credit Account(s), Form CG-3476.
     D.  Issue/Sales Slip(s), Form CG-2581 and/or Store Room Issues
INV21sstu.rpt.
     E.  Meals Sold and/or Meal Sign-in Sheet(s), Form CG-4901.
     F.  Reimbursable Issues, DD Form 1149.
     G.  Approved Not-To-Exceed Procurement Request, DOT F-4200.1.
     H.  Approved Purchase Card Transaction Worksheets (for each
cardholder), DHS Form 1501.
     I.  Copies of procurement documents Order for Supplies and
Services, Form OF-347, Order for Supplies and Services
Schedule-Continuation, Form OF-348, and Purchase
Order-Invoice-Voucher, SF-44.
     J.  Copies of Stores Web Sent Receipt Report (SRR) and FINCEN
XS6
Supply Fund Report (SFR).
     K.  Copies of delivery, invoice, receipt tickets and credit card
statements with receipts attached.
     L.  Copies of suppliers monthly statements.
     M.  Copies of government-source shipping documents.
     N.  Received Issue/Sales Slip, Form CG-2581 documenting
transfers.
4.  The right side of the CGDF folder shall remain the same.
5.  POCs are COMDT (CG-1111), CWO3 Michael Carpenter at (202)
475-5149, Michael.V.Carpenter(at)uscg.mil or the Food Service
Assistance and Training Team at (707) 765-7582.
6.  Released by RADM Maura K. Dollymore, Director of Health, Safety,
and Work-Life.
7.  Internet release authorized.