FAQ / DHS Purchasing Guidance

For Federal Employees, Purchase Card Holders, and Authorized Buyers

The DHS Store supports mission-aligned recognition, awards, and approved merchandise purchases for Department of Homeland Security personnel and affiliated offices. This guidance is intended to help ensure all purchases remain compliant with federal acquisition regulations, ethics standards, and DHS-specific financial policies.

Authorized Purchasing Methods

Purchases may be completed using:

  • Government Purchase Card (GPC) (primary method)

  • Personal funds (when reimbursement is authorized or for personal purchases)

  • Approved internal procurement processes

All GPC transactions must comply with Federal Acquisition Regulation (FAR) Part 13 (Simplified Acquisition Procedures).

Applicable Policies & Compliance Framework

All purchases should align with:

  • Federal Acquisition Regulation (FAR) Part 13 – Micro-purchase procedures

  • DHS Management Directive 2130 – DHS Purchase Card Program

  • OMB Circular A-123 – Internal controls for federal financial transactions

  • 5 CFR Part 2635 – Ethical use of government funds

Micro-Purchase Threshold Guidance

Most DHS Store purchases fall within the micro-purchase threshold, enabling streamlined procurement.

  • Standard Threshold: Up to $10,000 (subject to agency-specific limits)

  • Purchases must be:

    • Reasonable and necessary

    • For official government use

    • Properly documented

Always confirm your component-specific thresholds and approval requirements.

Common Approved Purchase Categories

1. Recognition & Awards

  • Length-of-service awards

  • Retirement recognitions

  • Unit or mission achievement items

2. Promotional & Outreach Materials

  • Recruitment events

  • Community engagement

  • Educational initiatives

3. Office & Presentation Items

  • Displays for federal facilities

  • Conference or meeting materials

Suggested Expense Categories / Object Class Codes

(Confirm with your finance office; codes may vary by component)

  • 2600 – Supplies and Materials
    (coins, plaques, commemoratives)

  • 2520 – Other Services / Awards & Recognition
    (formal recognition programs)

  • 3100 – Equipment (Non-Capitalized)
    (select durable display items)

When to Use Private (Non-Appropriated) Funds

Certain purchases available on DHS Store are not appropriate for use with government funds and should instead be made using personal or non-appropriated funds.

Use personal funds for:

  • Items intended for personal ownership or display at home

  • Gifts that are not part of an official recognition program

  • Apparel or merchandise for casual or off-duty use

  • Collectibles or commemorative items purchased for personal interest

This distinction is guided by federal appropriations law and reinforced by
5 CFR Part 2635, which prohibits the use of public funds for personal benefit.

Examples:

  • Buying a challenge coin for your personal collection → Personal funds

  • Purchasing a retirement plaque for an employee → GPC / official funds

When in doubt, consult your supervisor, program manager, or finance office.

Purchase Card Holder Responsibilities

All GPC holders are responsible for ensuring:

  • Purchases are mission-related and authorized

  • Spending limits are not exceeded

  • Transactions are properly documented and reconciled

  • Funds are used in accordance with DHS and federal policy

Cardholders are accountable for compliance with:

  • Funding availability

  • Approval workflows

  • Proper use of appropriated funds

Prohibited or Restricted Purchases

The following are generally not allowable with government funds unless explicitly approved:

  • Personal gifts outside official recognition programs

  • Items for personal use or enjoyment

  • Unapproved apparel purchases

  • Any purchase that could be perceived as misuse of federal funds

Documentation & Audit Readiness

To ensure audit compliance:

  • Retain receipts and order confirmations

  • Document the official business purpose

  • Maintain alignment with your approval chain

All purchases are subject to audit and internal review.

Assistance & Ordering Support

For help with:

  • Accessibility accommodations

  • Bulk or program-based orders

  • Custom recognition items

Please contact our support team prior to placing your order.

Final Note

The DHS Store exists to support the mission, morale, and recognition of those serving across the Department of Homeland Security. Responsible purchasing ensures the continued integrity and availability of these programs.

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