To avoid a UPA, do not authorize a vendor to perform if an order has not been placed. If a vendor begins performance without direction to do so, advise them that payment will not be made for supplies, equipment, or services not ordered. An employee plans to pay a conference fee upon arrival at a conference, then discovers that the vendor will not accept the BankCard. To avoid a UPA, ensure that the vendor will accept the BankCard. Also, use travel reimbursements when applicable.
Ratification is the act of approving a UPA by an official who has the authority to do so.
If an action is not ratified, the individual responsible for the UPA may be legally and financially liable. The individual responsible for a UPA must submit a memorandum explaining the circumstances with a completed Form CD-435, Procurement Request. The memorandum must be signed by the individual responsible for the UPA and the Senior Management Advisor. The memorandum should be sent to the Chief, Acquisition and Assistance Division. If the memorandum is approved by the Chief, Acquisition and Assistance Division, a copy of the ratified request is submitted to the Office of the Comptroller for payment.