5313.305-2  Imprest fund and third party drafts.

(a)  The contracting officer at the office responsible for contract support of the unit to which the imprest fund cashier is assigned should exercise direction, control, and oversight of purchases using imprest funds. At isolated activities and deployed organizations, under emergency conditions, this responsibility may be delegated to the senior ranking officer for the isolated activity or deployed unit.

(c)(1)  The contracting office should forward requests for appointment through the disbursing office to the installation commander for approval. The contracting officer should ensure that imprest fund cashiers are given sufficient purchasing training to accomplish their duties.

(d)  C.O.D. orders placed without soliciting quotations should include the following:

(1)  An endorsement on the order stating, "Payment to be made from Imprest Fund.";

(2) A statement that shipment can be made only if:

(i) The item strictly conforms to the purchase description;

(ii) The total price of the item does not exceed the ceiling price stated in the order; and

(iii) Delivery can be made C.O.D. within 60 days from the date of order; and

(3) The statement instructing the contractor to withhold shipment if all the foregoing conditions cannot be met and requesting the contractor to advise of nonshipment and any counter offer concerning substitute item, price, or delivery date.

(e) For reporting purposes, only actual prices paid for the item should be reported. When the order is placed, the ceiling price should be entered by pencil on an appropriate control register.