The new spending restrictions have been implemented on both SmartPay travel and purchase cards. These travel cards are extensively utilized across government bodies, with a majority of army reservists possessing them. The government employs software tools like Concur to monitor travel expenses, including hotel and airline fees. The General Services Administration (GSA) mandates receipts for any employee purchases exceeding $75. According to a current GSA employee, the system requires supervisory authorization before any expenses can be made, which is considered cumbersome.
Upon conclusion of a trip, employees are required to submit a voucher that aligns with the approved expenditures. All expenses are meticulously monitored, with employees being advised to limit ATM withdrawals to avoid unnecessary fees. A GSA employee noted that misuse of a card can lead to disciplinary action, including possible termination. Individuals cited in this report provided information on the condition of anonymity, as they were not authorized to discuss the matter publicly.
Purchase cards are less frequently used and cater to work-related expenditures under $10,000; purchases exceeding this amount necessitate a formal government contract. These cards cover expenses related to office supplies, IT equipment, and training, among other items. Employees intending to utilize a purchase card must complete a submission form, which is then reviewed and signed by a supervisor. Subsequently, the form is forwarded for approval to the appropriate office, containing details such as the requestor’s name, a description of the item, the estimated price, an accounting code, and the required date for the goods or services.
Once payment receives approval, a purchase request number is generated, permitting the employee to proceed with the expenditure. If an employee exceeds the approved amount by 10 percent or more, additional written approval is required. The GSA uses a program called Pegasys to track each purchase, which necessitates a separate form for access. Pegasys has two sections: the purchase section, which records expenditure, and the reconciliation section. The cardholder must reconcile these sections precisely using the request number.
A current GSA employee commented that committing fraud would likely require the involvement of an employee, supervisor, and possibly someone from finance, highlighting that such acts are not as straightforward as some claims suggest.
