6-2. GPC Purchasing Process
Cardholders should follow the steps in Table 6-1 when purchasing items or services within the MPT.
Table 6-1: Cardholder Micro-purchase Steps
| Step | Action | Details |
|---|---|---|
| 1 | Receive and screen Purchase Request and Approval (PR&A) document from requiring activity. | Ensure PR&A identifies a legitimate government need; market research performed; any recommended vendors; approvals obtained (e.g., APO, BO); and consideration of required sources. |
| 2 | CH must verify BO signs the form and approves the purchase prior to the purchase. | The BO will verify funding availability with the Resource Manager prior to signing the form. |
| 3 | Verify appropriate procurement method. If GPC is not the appropriate method, return the form to the requiring activity with the recommendation on the proper procurement method to be used. | Consider funding type and funding amount. Confirm whether the requested item/service is authorized to buy with GPC. Confirm that the purchase is within the CH’s delegation of authority. |
| 4 | Determine the appropriate vendor. | Check mandatory sources first, depending on the type of item/service. See Chapter 9. If mandatory sources cannot fulfill the request, check recommended Government sources (GSA, FedMall) and commercial sources. If buying from a commercial source, include a brief justification in the purchase file. Ensure to rotate commercial sources. |
| 5 | Review the quote. Inform the vendor that the purchase is tax exempt. | Confirm whether the supplies/services description meets the minimum customer needs and is readily available. Check quote for sales tax; if identified, ask vendor to remove tax. Review quote for terms and conditions. Provide Government shipping details. |
| 6 | Confirm if the vendor is 889 compliant. Check Sam.gov or use 889 robotic process automation (RPA) email. | Can also use completed 889 forms from a local share site, if available. If vendor is not on SAM.gov, ask vendor to complete an 889 form. If vendor is not compliant, find another vendor. |
| 7 | Place the order. | Make purchase over phone, in person, internet, or email. |
| 8 | Record the item in the Purchase Log. | In the bank’s EAS (Transaction Management) or per local agency guidance. |
| 9 | Receive the items/services. Perform independent receipt and acceptance. | Ensure that a Government employee (not the CH) signs and dates the invoice/receipt to confirm delivery/completion of work. Provide a copy of the receipt to the Accountable Property Officer (APO) within 5 business days, when applicable. |
| 10 | Match the transaction and upload supporting documentation into the bank’s EAS. Approve statement in EAS at the end of each billing cycle. | When matching orders, complete all required fields (e.g., 889 Designation, Emergency Type Operation). Upload supporting documentation identified in 6-2.e. below. |
| 11 | Resolve any disputes. If unable to resolve with vendor, submit a dispute in the bank’s EAS. | Contact vendor directly to resolve minor issues, such as shipping costs or sales tax. Ensure disputes in EAS are exercised no later than 90 days after the transaction’s posting. |
a. Personnel requiring supplies/services must provide written requests to the CH. Upon receipt of a purchase request, the CH should identify if the requirement can be made within the scope of the GPC program. Cardholders must ensure the requirement is a legitimate government need and determine if the requirement can be met within their credit limits.
b. The BO must verify availability of funds at the time of each purchase. No Government employee may create or authorize an obligation in excess of available funds or in advance of appropriations.
c. Only the CH is authorized to make the purchase - no exceptions. CHs cannot re-delegate their authority. Purchases can be made in person or by telephone, internet or email. Cardholders must maintain card security throughout the buying process. Invoices must be in English.
d. Shipping. CHs are unauthorized to ship to personal residences or other commercial addresses without approval from Level 3 A/OPC. For OCONUS purchases, CHs should coordinate with their local logistics office to determine whether commercial shipment is available for purchases outside the U.S.
e. Purchase File Documentation. Per DOD Charge Card Guidebook paragraph A.1.14 “GPC Record Retention” and DoD FMR Volume 10, Chapter 23, Paragraph 230307 - CHs must document and upload transaction supporting documentation using the servicing bank’s EAS, Transaction Management - Attachment function. CHs must upload documentation throughout the billing cycle to assist BOs, A/OPCs, and auditors in completing transaction reviews per DoD SmartPay® 3 Transition Memorandum #6. CHs will attach documents for each billing cycle before approving their statement. BOs should review the transaction documentation prior to certifying the managing account. Required file documentation includes but is not limited to the following:
1) Approved Purchase Request Document
2) Special approvals (e.g., ITAS Waiver Approvals, Statement of Non-Availability (SONA), Capability Requirement (CAPR), legal)
3) 889 Representation
4) Order confirmations
5) Itemized receipts
6) Quotes and invoices, if applicable
7) Documentation showing independent receipt and acceptance
8) Receiving reports or other proof of delivery
9) For training purchases, SF 182 (or equivalent) and proof of class completion, with Personally Identifiable Information (PII) redacted
10) APO approval
11) Other local agency requirements
f. The Accountable Property Officer (APO) determines if the goods purchased will be placed on APO records in accordance with AR 710-2. Cardholders are required to provide receipts of accountable goods to the APO within 5 business days of obtaining the receipt.
g. Independent Receipt and Acceptance. CHs will obtain independent receipt and acceptance for all purchases. The CH will ensure receipt and acceptance is properly performed and confirmed through proper documentation by an individual other than the CH. The person verifying receipt must sign, date, and write "received" on the merchant’s receipt, packing slip, invoice, or equivalent document. Email confirmation is also acceptable. The individual verifying receipt may be the CH’s supervisor or other designated individual, as appropriate. CHs must upload the signed document or email confirmation in the servicing bank’s EAS. Shipping items to a home or alternative work address requires approval documentation from the Level 3 A/OPC in the purchase file. The BO verifies the existence of receipt and acceptance documentation during reconciliation of the billing statement.
h. File Retention. If the complete file documentation is uploaded in the bank’s EAS, CHs are not required to maintain a duplicate hardcopy or electronic file. The servicing bank will retain all uploaded files for the required timeframe. BOs are responsible for ensuring that CHs upload documentation. BOs must retain existing hardcopy files for six years in accordance with FAR Part 4 that are not uploaded into the bank’s EAS.