EIELSON AIR FORCE BASE, Alaska --
Too many times Airmen do not know the proper procedures for using their Government Purchase Card. Yes they have gone to training, but did they pay attention and if they did, was enough information retained for when they actually use the card? There are times when that answer is no.
It's those times that Airmen either using the card or those approving the card need to ask questions, review training and find out answers. Things are things that should happen before a purchase is made. When in doubt, ask.
Although there are many different real-world examples of how a GPC holder attempted to use a card incorrectly, I decided to use a fictional scenario of how it could happen to be able to highlight useful information for those who deal with the GPC.
"Sorry sir, your card has been declined," said the salesman.
"I don't understand, I just received the card yesterday and activated it," said Tech. Sgt. Newbie. "My approving official sent me over to buy these table and chairs. My commander told me to buy new furniture for the conference room for his commander's call on Friday. All I want to do is buy $4,200 worth of stuff."
"Sorry sir, I can't help you there," said the salesman.
Dejected, I returned to my office and told my supervisor, Master Sgt. Myway, and let him know that I would not be able to purchase the commander's chairs by Friday. Sergeant Myway told me to call the bank to find out why my card was declined.
When calling U.S. Bank, they told me that the limit on my card was not high enough to make the purchase. The bank then referred me to the base GPC office.
After calling the GPC office, they informed me that I had a single purchase limit of $3,000.
As this purchase was for $4,200, it was $1,200 over my single purchase limit. In order to make a purchase above the $3,000 limit, I would have to submit paperwork to the GPC office to seek approval. I would have to supply them with quotes from three vendors who provided similar items for what I was looking to purchase.
The most significant requirement for such an increase would be that the purchase would have to be from a contractor that held a Federal Supply Schedule (most commonly called a GSA schedule) for the items I was trying to purchase.
As I was trying to make this purchase from a furniture store in Fairbanks, who does not hold an FSS contract, this purchase would not have been authorized.
As I was being told all this, I remembered back to my initial GPC training class. During the training, I do remember hearing the instructor go into detail on this very subject of obtaining a Single Purchase Limit Increase.
Although a little late with the furniture, here's what I did:
- I went out to
www.GSAAdvantage.gov and searched for three vendors that could provide what we were trying to purchase
- Once I had received three quotes from the vendors, I prepared the SPLI form and submitted it to my A/O, who in turn, signed it and gave it back to me
- Once I had the signature, I faxed the SPLI form and the quotes to the GPC office at 377-2389
- I called the GPC office to inquire if they received my package. I was told they did and that the normal review time frame was up to two days. I was informed I would receive an e-mail with an authorization number and was not authorized to make the purchase until I received said number
- The very next day I received an e-mail from the GPC Office with my authorization number. I printed this e-mail, attached it to my SPLI and quotes, and made my purchase
- Once the purchase was made I filed the paperwork in my GPC folder
This was a very significant learning process for me. Hopefully, my learning process will alleviate any future stress for you and your purchases.