International Trade Administration
Purchase Card Guidelines
DOs & DON'Ts

DOs:

• Use only the Purchase Card assigned to you.
• Use the Purchase Card to purchase a single item up to $2,500.
• Plan purchases within your monthly limit.
• Make purchases from mandatory GSA sources when one is available.
• Keep an accurate log of all purchases, including telephone purchases.
• Review invoices carefully.

Identify clearly the entries on the description line.
Attach original receipts (keep a copy for your records).
Attach a copy of the Purchase Card log.
Dispute incorrect items on the invoice (attach Cardholder Statement of Questioned Item Form).

• Sign the statement as Cardholder
• Have the Approving Official sign the statement after verifying that the purchases are official and correct. Ensure the required entries and attachments are included with the statement.
• Have the Approving Official appoint an alternate in writing (memo) to sign your statement in his/her absence and attach the memo to your statement.
• Submit invoices to DOI-NBC-DENVER by the 20th of each month.
• If a statement is not received, request the Commerce BankCard Center to fax a copy of the missing statement.
• Keep your purchase card in a secure place as if it were cash.
• Charge trade event expenses with an approved fiscal plan and budget authorization cable.
• Contact the Office of Organization and Management Support (OOMS) if you have questions.
• Get approval for monthly limit increases above $10,000 from Robin Carpenter in OOMS , Robin_Carpenter@ita.doc.gov, 202-482-4989, Voice or via Fax at (202) 482-1584.

DON'Ts:

• Act as your own approving official.
• Make personal purchases.
• Split purchases to stay under the single purchase limit of $2,500.
• Allow anyone else to use the card assigned to you.
• Attempt to charge in excess of the single purchase limit of $2,500 or a monthly office limit of $10,000.
• Request one-time monthly increases except in a genuine emergency.

Issued By: Office of Organization and Management Support
Revised: 04/20/2001