Recent expenditure restrictions relate to both SmartPay and purchases. Travel cards are widely used throughout the government (for example, most army reservists have these cards). The government tracks travel costs, such as hotel and airline fees, using program tools such as Concur. GSA already requires influence on every purchase that its employees earn over 75 USD. “The system is pain in the ass and requires permission to the supervisor before spending money,” says the current GSA employee.
After the trip, employees must submit a coupon that suits approved expenses. Expenses are meticulously followed – employees are aimed at minimizing the withdrawal of ATMs to avoid unnecessary fees, according to the current GSA employee, who, like others in this story, talked to the wire in terms of anonymity disease because they were not authorized to speak. They say that the wrong exploit of the card is already the basis of disciplinary actions, including termination.
Shopping cards are rarer and are used for work expenses below USD 10,000; Everything above this amount requires a formal government agreement. They are used, among others, for office supplies, IT equipment and training. If employees want to spend money on a purchase card, they must submit a form called SF182. This form must be approved and signed by the supervisor. When this happens, the form is folded for approval to the office, they are needed.
After approval of the payment, the purchase number is assigned. Only then can the employee actually spend money. If they spend 10 percent more than the approved amount, they need written consent again. In GSA, every purchase is followed through a program called Pegasys, which requires a separate access form. Pegasys has two sides: a purchase page that shows the money spent, and a side of reconciliation. The card holder must match these two sides, cents for cents, using the demand number.
“To make a fraud, you would have to have an employee, a supervisor and probably someone who is financed,” says another GSA employee. “It’s not as easy as [DOGE is] claim. “