Ordering from the Approved Contractor

EP 1130-2-550

Change 2

1 Mar 02

(3) Ordering from the Approved Contractor.

(a) A contractor-maintained web site has been developed to process all authorized uniform

orders. Following the establishment of a uniform account, the individual may place their order

on the contractor's web site. The supervisor or district uniform coordinator will review all items

ordered for temporary personnel. It is important that the size information in "My Sizes" be

completed for accurate order filling. Faxed or mailed orders are not authorized.

(b) In cases where the order exceeds an individual's account balance, the individual is

responsible for payment of the excess amount. The contractor will not ship the order until the

payment is received.

(c) Permanent personnel should make every effort to review uniform needs and place

orders in advance of the season to assure prompt delivery and lessen shipping demand.

(d) The allowance period for permanent personnel is 1 October to 30 September of the

following year. Because of fiscal year-end requirements, the contractor may not accept any

orders during year-end closeout.

(e) Within 15 calendar days of receipt of an order for standard uniform components, the

contractor will ship the order. The individual may go on-line at anytime to determine the status

of the order.

(f) Return of items (shipping) to the contractor for any reason is authorized at contractor

expense. Returns will be credited to the individual's account or replaced. Items that have been

laundered or washed cannot be returned unless defective.

b. Accounting Procedures.

(1) Administrative Procedures.

(a) Responsibility for the overall administration of the uniform program lies with the

district uniform coordinators. Delegation of responsibilities to the project/lake level is

authorized.

(b) Accounting begins with the proper disposition of UAA, as detailed in the previous

section. Information on this form will be retained in the government web site database.

(c) The District Commander will have in place a set of effective internal controls to assure

the avoidance of fraud, waste and abuse.

(2) Shipping Order - Receiving Reports. All uniform shipments will have a shipping-

receiving report enclosed. It reflects all credits, debits, cash payments and remaining allowances

and serves as verification for all payment to the Contractor. Upon receipt of an order, the

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