What should be documented to minimize erroneous and improper purchases in the GPC Program?

Documenting written or electronic requests for items is crucial in minimizing erroneous and improper purchases in the Government Purchase Card (GPC) Program. This approach provides a clear record of what is requested, ensuring that all transactions are deliberate and verified. Documentation allows for better tracking of expenditures, making it easier to reconcile purchases against available budgets and to remember what was authorized. Written documentation also establishes a formal agreement on the specifics of the products or services needed.

This level of documentation helps prevent misunderstandings and miscommunications that could lead to improper or unauthorized purchases. Furthermore, it enhances accountability, as there is a paper trail that can be reviewed if discrepancies arise. Overall, maintaining a robust documentation process contributes significantly to compliance with procurement regulations and guidelines, fostering better management of government funds.

In contrast, oral requests, verbal agreements, or simply relying on company policies without documentation do not provide the same level of clarity or tracking. They lack the formal record that can defend purchases or rectify mistakes if necessary.