Tips for avoiding the GPC fiscal cliff Published Jan. 17, 2013 By Lt. Col George Scheers Jr. 6th Contracting Squadron commander MACDILL AIR FORCE BASE, Fla. -- The Government Purchase Card Program is a key mission enabler. It provides organizations a simplified, streamlined method for making mission essential purchases at lower-dollar thresholds. It significantly reduces the administrative burden of the procurement and payment process, which avoids unnecessary and costly inventory through just in time purchases. Authority and responsibility to abide by the rules falls on cardholders and approving officials. The 6th Contracting Squadron maintains responsibility for oversight and surveillance of the program to include annual audits of all managing accounts. During the annual audit, when a cardholder or approving official commits a major violation as defined by AFI 64-117, Air Force Government Purchase Card Program, the respective account must be suspended for at least 30 days. Loss of this capability can have a significant impact on your organization's mission. The Contracting Squadron has identified a growing trend of unsatisfactory audits due to major violations. Major violations include split requirements, purchases that exceed authorized thresholds and any repeat violations. Split requirements result when cardholders break down known requirements into multiple purchases to avoid an established threshold. The key questions to answer are what did you or should you have known, and when did you know it? A simple fix is to document your purchase card file with the facts when you have multiple purchases that may appear to be split requirements. The second type of major violation is exceeding applicable purchase thresholds. Generally, the micro-purchase limits for open market purchases are $3,000 for supplies, $2,500 for services and $2,000 for construction. These thresholds are objective; the distinction between them may not be. When in doubt, contact the agency/organization program coordinator at the Contracting Squadron for advice. The final type of major violation is a repeat violation of any GPC procedure in any area within two years. This is by far the most common reason for an unsatisfactory audit and account suspension. Commanders must proactively manage their program and ensure proper corrective action and disciplinary measures are taken to prevent repeat violations. Your organization can take steps to mitigate mission impact. Cognizant approving officials receive draft audit reports (with commanders courtesy copied) 10 days before any account is suspended. This provides a window to appoint and train new cardholders or approving officials, make other arrangements to cover purchase requirements or request a suspension waiver from the installation commander. For more information, contact the GPC staff at 6CONS.GPC@us.af.mil. We are here to help keep your cards on and avoid the GPC cliff.