+ OMB Circular A-123 (Appendix B): Improving ... - The White House

12.4 What are the restrictions on use?
Convenience checks may not be written to:
• Vendors who accept the purchase card;
• Vendor transactions already under another method of acquisition, e.g., purchase orders,
contracts, etc. (see FAR 32.1103 for permissible exceptions,);
• Employee reimbursements;
• Cash advances;
• Salary payments, cash awards, or any transaction processed through the payroll system,
• Travel-related transportation tickets;
• Meals or lodging related to employee travel except as related to emergency incident
response; and
• Other restrictions as determined by Agency policy.
Convenience checks may not be written above the micropurchase limit as defined in the Federal
Acquisition Regulation, Section 2.1 Definitions, unless the cardholder is a warranted contracting
officer. For those cardholders who are not a warranted contracting officer, a written waiver must
be obtained. At the time of issuance of this document those micropurchase amounts are as
follows:
• Supplies - $3,000
• Services - $2,500
• Construction - $2,000
12.5 What are the elements of a properly written convenience check?
Checks must be used in sequential order. Each convenience check must be entered in a check
register or log for tracking purposes. The check fee must also be deducted in the register or log,
if applicable. At a minimum, the following information must be entered on each check:
• DATE: Enter the date on which the check is being issued. Spell out the date (e.g., October
30, 2008). Do not predate or postdate a convenience check;
• PAY TO THE ORDER OF: Enter the name of the payee. Under no circumstances may
convenience checks be issued to “cash” or the payee line left blank. Checks may not be
issued to “self”;
• AMOUNT: Write the amount of the convenience check in the spaces provided in numbers
and words; e.g., one hundred twenty-six dollars and 39/100 in the applicable space; and
• An original signature.
Convenience checks should be written only for the exact amount of the purchase.
Appendix B
OMB Circular A-123
(Revised January 2009)