Managing GSA SmartPay® Purchase Card Use

III. Annual Review Forms
To facilitate the annual review process, sample forms have been developed. The
annual review forms are available from [your agency’s] Web site and include:
n Purchase Card Annual Review Checklist
n Summary of Findings
n Certification of Completion of Purchase Card Annual Review
Sample Purchase Card Annual Review Checklist (Attachment 1): The Purchase
Card Annual Review Checklist is used in the initial review of each cardholder‘s
records to determine compliance with procurement buying policies, regulations,
and procedures. The program coordinator must complete one checklist per each
individual cardholder record reviewed in the random sample selected.
Sample Summary of Findings (Attachment 2): This form is used to summarize
findings, including areas of non-compliance and recommendations for improvements
identified in the checklists, cardholder records, or interviews with purchase card
participants. Best practices and recommendations for improving the purchase card
program are to be addressed at the end of the Summary of Findings form.
Sample Certification of Completion of Purchase Card Annual Review
(Attachment 3): This form consists of a certification that must be dated and
signed by the program coordinator upon completion of the annual review. The
annual review package, including the certification of completion, must be retained
in the bureau or post files for a minimum period of three years.
IV. Steps in Review Process
The following steps are provided for your guidance in conducting the annual review:
1. Select Random Sample: Randomly select a sufficient number of purchase
cardholder records under each of your established AO accounts. The number
selected must be large enough to provide an adequate sampling of purchase
card operations within your bureau or post. Pertinent information related to the
random sample selected must be documented in the space provided on the Annual
Review Checklist and the Summary of Findings (the number of accounts selected,
the names and individual account numbers of the AOs and the cardholders,
the individual cardholder‘s single and monthly purchase limits, total number of
cardholder records reviewed, etc).
36 www.gsa.gov/gsasmartpay