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                                                                                            Date: July 27, 2011

Subject: FNM – Government Purchase Card (GPC) Procedures

Action Required By: July 29, 2011

Purpose. To announce the new Government Purchase Card (GPC) Procedures.

Expiration Date. July 22, 2012

Background. In order to address Material Weakness #7, Improved Control Needed over Purchase and Fleet Transactions, from the NRCS financial audit, we are creating three regions to order supplies and/or equipment. This initiative will improve compliance with procurement guidelines and reduce the supply ordering burden on technical staff in the field since we are removing their government purchase cards (GPCs).

Explanation. All GPC accounts will be deactivated effective July 29, 2011. Supplies for Scarborough, Lewiston, South Paris, Skowhegan, Farmington and Bangor field offices will be purchased by Carl Perry (Program Assistant) in the Lewiston Field Office. Supplies for Augusta, Warren, Ellsworth, Dover-Foxcroft, Belfast, Machias, Houlton, Presque Isle and Fort Kent will be purchased by Barbara Maurer (Program Assistant) in the Machias Field Office. Supplies for the State Office will be purchased by Debbie Gray. Equipment needs for the State Office and Field Offices will be purchased by Roger Ashe.

All supply requirements must be submitted by the requestor on a quarterly basis (October 15, January 15, April 15, and July 15) or if an emergency situation, and will include an AD700 form with the supervisor’s signature. It is the responsibility of the requestor to obtain ALL coordination prior to submitting the AD700 to the purchase card holder.

When supplies or equipment are received by field office personnel, they shall document receiving by printing their name, date received and their signature on the packaging document. This document must be forwarded to the card holder who made the purchase(s) within one business day of receipt.

Any equipment items and any other items identified by the State Administrative Officer (SAO) will be issued to the NRCS personnel via a GSA Form 1025. Once completed, these forms will be sent to the SAO within one business day to document receipt.

Contact. Questions can be directed to Jerry Jacobs at or at 207-990-9584.

/s/  Maria M. Collazo

Acting State Conservationist