Pre-Approval/Approval Request Template

This template can use as a standard format for purchase cardholders to send pre-approval or approval requests to their approving official for supplies or services that need to be purchased using a government purchase card. Text can either be copied into an email or other document according to agency operating procedures. This template is a SAMPLE and should be modified to meet the needs of the agency/organization before it is distributed to cardholders. Use of this template is not mandatory.

Pre-Approval Response Template

These templates can use as a standard format for approving officials to send notice of pre-approval, approval or denial of requests made by purchase cardholders. Text can either be copied into an email or other document according to agency operating procedures. This template is a SAMPLE and should be modified to meet the needs of the agency/organization. Use of this template is not mandatory.

Approval Response Template

These templates can use as a standard format for approving officials to send notice of pre-approval, approval or denial of requests made by purchase cardholders. Text can either be copied into an email or other document according to agency operating procedures. This template is a SAMPLE and should be modified to meet the needs of the agency/organization. Use of this template is not mandatory.

Blanket Approval Authority Template

This template can use as a standard format for approving officials to send notice to purchase cardholders that they have been given standing approval to purchase certain supplies or services. Text can either be copied into an email or other document according to agency operating procedures. Approval officials should check their activity’s policy to see if such action is allowable before granting this authority to a cardholder. This template is a SAMPLE and should be modified to meet the needs of the agency/organization Use of this template is not mandatory.

Approving Official Approvals Tracking Log

This spreadsheet is a template for approving officials to use to track pre-approval and/or approval requests and responses to aid in their recording keeping. This spreadsheet can be downloaded and modified to suit agency needs. Use of this spreadsheet is not mandatory.

Approving Officials

Approving Officials

Roles and responsibilities for GSA SmartPay Approving Officials.