What must GPC cardholders ensure is included in their documentation?

GPC cardholders must ensure that receipts and records of all transactions are included in their documentation to maintain a clear and accurate record of purchases made with the Governmentwide Commercial Purchase Card. This practice is crucial for several reasons.

First, proper documentation helps to facilitate accountability and transparency in government spending. It ensures that all expenses can be traced and verified, which is essential for audits and financial reviews. Additionally, having accurate records protects cardholders by providing evidence of the necessity and legitimacy of their purchases, in line with regulatory requirements.

Furthermore, documented receipts and records support compliance with government regulations and policies, which may mandate how expenditures should be tracked to prevent fraud and misuse of government funds. Without this documentation, cardholders risk being unable to justify their purchases, which could lead to disciplinary action or financial penalties.

In contrast, other aspects like evidence of funding approval, verification of supplier credentials, and contractual agreements with vendors are also significant but are not as universally applicable to every transaction as receipts and records are. Receipts specifically provide a tangible proof of the purchase made, making them a critical element of the documentation process for all GPC transactions.