What should be documented to account for a purchase made using the GPC?

To properly account for a purchase made using the Government Purchase Card (GPC), it is essential to document a detailed receipt and proof of delivery. This documentation provides a complete and verifiable record of the transaction, which is necessary for ensuring compliance with federal regulations and DoD guidelines.

A detailed receipt helps to confirm the specifics of the purchase, including the items or services acquired, quantities, prices, and any applicable taxes. Proof of delivery is equally important as it verifies that the purchase was received as intended and can help to resolve any disputes over received goods or services. Together, these two elements significantly contribute to audit readiness and accountability in government spending.

While vendor names, verbal confirmations, and email approvals may serve a role in the procurement process, they do not provide the comprehensive documentation required for proper record-keeping in the context of GPC transactions. Without detailed receipts and proof of delivery, it is challenging to demonstrate that the purchase was appropriate, justified, and compliant with regulations. Thus, the combination of a detailed receipt and proof of delivery is vital for effective purchase documentation.