NASA Purchase Card Program

1
NASA Purchase Card Program

• National Aeronautics and Space Administration
• Purchase Card Program
• Training ForCardholders / Approving Officials
• Agency Purchase Card Home Pagehttps//www.nssc.n
  asa.gov/portal/site/purchasecardcommunity

2
Course Outline

• Agency-Wide Training
• Program Overview
• Cardholder Responsibilities
• Approving Official Responsibilities
• Using Your Purchase Card
• Overview of P-Card Software
• NASA Conference Tracking System
• Center Specific Information
• Course Review

3
Training Objectives

• Understand the overall purchase card program
• Gain knowledge of applicable rules and
  regulations pertaining to the purchase card.
• Understand the authority and responsibility of
  both the cardholder and approver.

4
Definitions

• Cardholder
• Individual whose name is embossed on the
  Government Purchase Card and received the
  required training for use of the purchase card
• Approving Official (AO)
• The cardholder's immediate supervisor or higher
  per FAR 1813.301-72, responsible for the review
  of each cardholder's monthly statement and
  verification that all transactions made were for
  necessary Government purchases
• Center Agency Program Coordinator (CAPC)
• Individual responsible for new cardholder
  accounts, training, auditing functions, and
  managing the Purchase Card Program at their
  center. There is a CAPC and most often an
  alternate CAPC at each center. A list of CAPC's
  by center is provided later in this section
• JP Morgan Chase (JPMC)
• The purchase card bank provider as of 11/30/2008
• General Services Administration (GSA)
• Has the master contract with JP Morgan Chase
• NASA has a task order with JPMC
• Federal Acquisition Regulations (FAR)
• Federal Procurement policy by which all purchases
  must abide

5
Purpose of Purchase Card

• Saves time improves cash management practices
• Simplifies the Simplified Acquisition Purchasing
  process
• Purchases under 3,000 are exempt from Small
  Business Act
• Streamlines payment procedures and reduces the
  administrative burden associated with traditional
  and emergency purchasing of supplies and services
• Reduces administrative costs

6
Purchasing Authority Program Features

• Cardholder shall be issued a Delegation of
  Procurement Authority signed by the Procurement
  Officer
• The cardholder's Letter of Delegation will
  specify spending and usage limitations
• The standard single purchase dollar limit is
  3,000
• The total monthly credit limit is based on
  cardholder's specific needs and/or historic usage
• The purchase card is non-transferable. Only the
  cardholder is authorized to use the card
• Purchases are subject to the restrictions of the
  Federal Acquisition Regulations (FAR), NASA FAR
  Supplement, the Office of Management and Budget
  (OMB) Circular A-123, the Financial Management
  Regulations, the GSA Master Contract, and Agency
  and Center Policies

7
Program Features

• Cards are issued to civil service employees only
• Purchase cards may be used for official
  Government business only
• Can be used for over-the-counter, telephone, and
  internet transactions
• The monthly reconciliation statement is your bill
  from JPMC and will be reconciled and approved
  electronically
• Reconciliation must be completed by a trained
  civil servant
• Purchases are exempt from State and local taxes
  (Contact your CAPC for a copy of your Centers
  Tax Exempt Certificate)

8
State Tax Exempt Certificate
9
Purchase Card Program Officials

• Agency Program Coordinator
• Suzanne Honeycutt (Primary) Suzanne.Honeycutt-1_at_na
  sa.gov 228-813-6173
• Brad Binder(Alternate) brad.j.binder_at_nasa.gov
  228-813-6112
• Center Agency Program Coordinators
• Ames Research Center
• Alma Garcia Alma.Garcia-1_at_nasa.gov 650-604-5803
• Lynn Thomas (Alternate) Lynn.D.Thomas_at_nasa.gov 650
  -604-5788
• Christopher Signorino Christopher.Signorino-1_at_nasa
  .gov 619-596-6840
• Dryden Flight Research Center
• Michelle Vial (Alternate) Michelle.L.Vial_at_nasa.go
  v 661-276-3513
• Angela Lasley Angela.Lasley-1_at_nasa.gov
  661-276-3186

10
Purchase Card Program Officials (cont.)

• Center Agency Program Coordinators
• Glenn Research Center
• Rita Poulsen Rita.M.Poulsen_at_nasa.gov
  216-433-2141
• Maryann Pawson (Alternate) Maryann.Pawson-1_at_nasa.g
  ov 216-433-5306
• Goddard Space Flight Center
• Dawn Murvin Dawn.M.Murvin_at_nasa.gov 301-286-4915
• Michelle A. Mumford (Alternate) Michelle.A.Mumford
  _at_nasa.gov 301-286-3933
• Headquarters
• Michelle A. Mumford Michelle.A.Mumford_at_nasa.gov
  301-286-3933
• Dawn Murvin (Alternate) Dawn.M.Murvin_at_nasa.gov
  301-286-4915
• Johnson Space Center
• Nancy Liounis Nancy.L.Liounis_at_nasa.gov
  281-483-1865
• Yaranet Marquez Yaranet.Marquez-1_at_nasa.gov 281-
  244-8562
• Julie D. Nolin Julie.D.Nolin_at_nasa.gov 281-483-94
  38

11
Purchase Card Program Officials (cont.)

• Center Agency Program Coordinators
• Kennedy Space Center
• Christina L. Williams Christina.L.Williams_at_nasa.go
  v 321-867-3912
• Regina Clifton (Alternate) Regina.Clifton_at_nasa.gov
  321-867-8123
• Langley Research Center
• Donna F. Reed Donna.F.Reed_at_nasa.gov 757-864-6635
  
• Cynthia W. Dea (Alternate) Cynthia.W.Dea_at_nasa.gov
  757-864-2440
• Marshall Space Flight Center
• Allison K. Sandt Allison.K.Sandt_at_nasa.gov 256-54
  4-2286
• Teresa Manning (Alternate) Teresa.E.Manning_at_nasa.g
  ov 256-544-5851

12
Purchase Card Program Officials (cont.)

• Center Agency Program Coordinators
• NASA Shared Services Center
• Suzanne Honeycutt Suzanne.Honeycutt-1_at_nasa.gov 2
  28-813-6173
• Brad Binder(Alternate) Brad.J.Binder_at_nasa.gov 2
  28-813-6110
• Stennis Space Center
• David Keith David.R.Keith_at_nasa.gov
  228-688-3562
• Steve Taylor (Alternate) Steven.W.Taylor_at_nasa.gov
  228-688-1344
• Star Mitchell (Transactions) Star.L.Mitchell_at_nasa.
  gov 228-688-2676
• Wallops Flight Facility
• Diana W. Frimmel Diana.W.Frimmel_at_nasa.gov 757-82
  4-1290
• Dawn Murvin Dawn.M.Murvin_at_nasa.gov 301-286-4915

13
Typical/Allowable Purchases

• All small purchases for supplies and/or services
• not exceeding 3,000, excluding any restricted or
• unauthorized item(s)
• Allowable Purchases
• Purchases of non-stock supplies and controlled
  equipment
• Emergency purchases and repairs
• Electronic components (per MFR 7,100,137)
• Subscriptions and books (except for textbooks
  used by employees attending educational classes)
• Replacement parts on equipment

14

Cardholder Responsibilities

15
Cardholder Responsibilities

• Maintain file of the following Purchase Card
  Records
• Delegation of Procurement Authority
• Copies of purchase records, i.e., electronic
  record of purchase (order log), copies of sales
  receipts or any other documentation of the
  purchase
• Copy of Order Log and monthly reconciled
  transactions (electronic or hard copy)
• Copy of dispute form (when applicable)
• Item 1 should be kept until cardholder's card is
  canceled or terminated. Items 2, 3, 4, should be
  kept for the previous 3 fiscal years per Records
  Retention Schedule 5 (NPG 1441.1, Item 1A.b)
• Maintain control and custody of the Purchase Card
  
• Purchase only authorized items
• Ensure funds are available by creating an Order
  Log in P-Card System prior to placing an order
• Comply with the requirements of FAR and NASA FAR
  Supplement Parts 8 and 13 about mandatory sources
  of supply
• Ensure that procurements are not fragmented by
  splitting requirements
• Rotate Vendors
• Inform vendor that purchase is tax exempt before
  purchase is made
• Resolve discrepancies with vendors
• Monitor any disputed payment until dispute is
  resolved
• Report any suspected fraudulent charges that
  appear on your bank statement to your CAPC, the
  Bank, and to the NASA Office of Inspector General
  at your Center

16
Cardholder Responsibilities (cont.)

• Ensure no one else uses your Purchase Card (This
  could result in disciplinary and personnel
  actions)
• Modify electronic order log in P-Card Web
  Solution annotating when item is received
• Ensure delivery and acceptance of purchase
• If sensitive equipment is received, ensure all
  appropriate tagging is completed see your
  Center Specific Section
• Review and complete reconciliation of your
  transactions in P-Card Web Solution by date
  established by CAPC
• Cardholders other than Contracting Officers are
  not authorized to sign or agree to any contracts,
  agreements, memoranda or other documents that
  impose terms or conditions to the purchase (i.e.
  cell phone/software agreements).
• Ensure the following is accomplished if
  transferring or resigning
• Notify the Center Agency Purchase Card Program
  Coordinator(s)
• Leaving the Center, card must be hand carried to
  the Center Agency Purchase Card Coordinator or
  Alternate 30 days prior to release date, or as
  soon as the event is known.
• If transferring within the Center, the new
  organization head will determine if the
  cardholder should retain the purchase card. If
  not, follow number 2 above.
• Files should be retained by the AO if CH is
  leaving the center
• Ensure that lost or stolen cards are immediately
  reported as follows
• Cardholder must report immediately to the bank
  after loss or theft is discovered
• Notify your Center Purchase Card Program
  Coordinator and Approving Official
• Not responsible for charges once reported
• See your Center Specific Section for additional
  responsibilities

17

Approving Official Responsibilities

18
Approving Official/Alternate AO Responsibilities

• Approves only civil servants as candidates for
  Purchase Cards
• Sets up Alternate AO in P-Card System in case of
  absence (must have Training/ID/Password)
• Reviews and approves monthly reconciled
  transactions in a timely manner (if the CAPC is
  forced to approve to meet Center deadlines, the
  validity of that cardholder's purchases will
  reside with the designated AO)
• Ensures purchases are authorized for Government
  use only
• Responds to an annual call to review spending
  limits of their cardholders under his/her
  jurisdiction
• Retains Delegation of Procurement Authority
  Letter from Procurement Officer
• Ensure cardholder's reconciled transactions have
  supporting documentation and are complete,
  accurate and reflect only authorized government
  purchases
• Report any suspected fraudulent charges that
  appear on your cardholder's bank statement to the
  Bank, the NASA Office of Inspector General at
  your Center, and the CAPC
• Reconcile cardholder transactions in P-Card Web
  Solution in cardholder's absence
• See your Center Specific Section for additional
  responsibilities

19

Using Your Purchase Card

20
Ordering With a Purchase Card

• PRIOR TO USING YOUR PURCHASE CARD, CREATE ORDER
  LOG IN P-CARD WEB SOLUTION
• TO ENSURE FUNDS ARE AVAILABLE
• If item is purchased over-the-counter
• Remind vendor that the purchase is tax exempt
• Provide vendor with Credit card Information
• Retain sales slip/supporting documentation for
  files
• If item is ordered over the telephone or
  internet
• Remind vendor that the purchase is tax exempt
• Identify your source, pricing, and delivery
  information.
• Provide vendor with Credit Card Information
• Provide vendor with your order number (PC on
  order log in P-Card Web Solution), if applicable
• Remind vendor that the account should not be
  charged until the shipment is made
• Provide vendor with complete shipping address
• If item is to be delivered to other than
  cardholder's office, ensure that an order number
• (PC) appears on shipping/receiving document
  and/or outside of package.
• For specific shipping information, see your
  Center Specific Section or contact your

21
Ordering With a Purchase Card (cont.)

• Purchase Card purchases are subject to the
  following
• conditions
• Use the correct fiscal year appropriation
  information. See your Resource Analyst
• Cannot exceed the maximum single purchase limit
  of 3,000
• Cannot exceed your monthly limit within the
  billing cycle. As of 11/30/08, billing cycle will
  end on the 15th and begin on the 16th
• Cannot split purchases (fragment) to circumvent
  the authorized single purchase limit of 3000
• The cardholder must also
• Rotate purchases among commercial vendors to
  maintain competition
• Price must be fair and reasonable
• Funding must be committed prior to purchase by
  creating an order log in P-Card Web Solution
• Shipping costs must be a separate line item and
  can be an estimate.

22
Sources of Supply

• The following sources must be utilized in the
  descending order of priority listed
• below. Reference FAR part 8
• Agencies inventories See your Center Specific
  Section
• Federal Prison Industries - http//www.unicor.gov
• Committee for Purchase From People Who Are Blind
  or Severely Disabled - http//jwod.com
• GSA, VA, DLA military control points -
  http//www.gsa.gov
• Mandatory Federal Supply Schedules -
  http//www.gsa.gov
• Commercial Sources
• GSA Advantage is a quick way to access Federal
  Prisons Blind and other severely disabled GSA
  and federal supply schedules. GSA also provides
  designations (symbols) on, for example, 508
  Compliancy and Recycling/Affirmative products, by
  line item, for many of their products. GSA
  Advantage's internet address is
  http//www.gsaadvantage.gov

23
What is Affirmative Procurement?

• Affirmative Procurement (or Green Purchasing) is
  the requirement to purchase products with
  recycled or biobased (a renewable product, made
  from plant or animal material, that breaks down
  easily in the environment) content
• The purpose is to lessen or reduce adverse
  effects on human health and the environment
• An additional purpose is to use the buying power
  of the federal government to strengthen the
  recycling and biobased markets
• Required by
• Executive Order 13423, Strengthening Federal,
  Environmental, Energy, and Transportation
  Management, dated January 24, 2007
• Resource Conservation and Recovery Act of 1976
  (RCRA) (42 U.S.C. 6962)
• NPR 8530.1, Affirmative Procurement Program and
  Plan for Environmentally Preferable Products

24
Purchase from Required List of Products

• Recycled Products
• Construction Products
• Landscaping Products
• Miscellaneous Products
• Nonpaper Office Products
• Paper and Paper Product
• Park and Recreation Products
• Transportation Products
• Vehicular Products

• Biobased Products
• Bedding, Bed Linens, and Towels
• Diesel Fuel Additives
• Mobile Equipment Hydraulic Fluids
• Penetrating Lubricants
• Roof Coatings
• Water Tank Coatings

Click on links for more information on recycled
and biobased products
25
Affirmative Procurement Reminders

• At the end of each fiscal year, report your
  purchases to your Environmental Office
• If you are unable to purchase from the lists, you
  must submit a waiver
• Waivers are submitted to your Environmental
  Office for approva
• Justification for waivers
• Inadequate competition
• Unreasonable price
• Lack of quality/performance specification or
  standard
• Unavailable within reasonable time frame

26
Who Does What?

• Cardholder
• Purchase recycled or biobased products whenever
  possible and report purchases annually
• Procurement
• Provides guidance and facilitates acquisition
  planning with respect to environmentally
  preferable goods and services, including those
  available through Federal sources of supply
• Assists in any market research necessary to
  determine the availability of environmentally
  preferable goods and services
• Ensures that solicitations and contracts contain
  the appropriate provisions and FAR clauses to
  implement Affirmative Procurement (FAR Part 23)
• Environmental Office
• Collects data for reporting to U.S. Environmental
  Protection Agency

27
For More Information

• NASA Principle Center for Recycling and
  Affirmative Procurement http//nasarecycles.nasa.
  gov/index.htm
• EPA Comprehensive Procurement Guidelines
  http//www.epa.gov/cpg/products.htm
• USDA BioPreferred Program http//www.biopreferred
  .gov/ProposedAndFinalItemDesignations.aspx

28
Section 508 Program

• Did you know that when procuring, developing,
  maintaining or using Electronic and Information
  Technology (EIT) that agencies must ensure that
  employees with disabilities have access to and
  use of information and data that is comparable to
  that for other employees and members of the
  general public with disabilities seeking
  information or services from an agency have
  access to and use of information and data that is
  comparable to that for members of the public
  without disabilities?
• Section 508 (found at 29 U.S.C. 794d) refers to a
  section in the Rehabilitation Act of 1973, which
  was amended by the Workforce Investment Act of
  1998 (P.L. 105-220). Its primary purpose is to
  provide access to and use of Federal executive
  agencies' EIT by individuals with disabilities.
  The statutory language of Section 508 can be
  found at http//www.section508.gov.
• Starting April 1, 2005, micro-purchases
  (generally those purchases made through the
  P-Card process) will be required to conform with
  Section 508 of the Rehabilitation Act.

29
Section 508 Program (cont.)

• EIT includes information technology and equipment
  or interconnected systems or subsystems of
  equipment that is used to create, convert, or
  duplicate data or information. EIT also includes,
  but is not limited to Software applications, and
  operating systems, Web based information or
  applications, telecommunications products, video
  and multimedia products, self contained closed
  products (such as information kiosks,
  calculators, and fax machines) and desktop and
  portable computers. More detail of the kinds of
  products and accessibility standards related to
  these products and services may be found in the
  document entitled "Section 508 for Purchase Card"
  found on the NASA 508 homepage at
  http//www.section508.nasa.gov/
• There area a limited number of exceptions.
  However, items/services acquired with the
  purchase card should be for commercially
  available items, and the exceptions will rarely
  if ever be appropriate. In addition, you are not
  required to fundamentally alter your needs in
  order comply with section 508.
• For more information go to the "Guide to Section
  508 Standards for Electronic and Information
  Technology" website (http//www.access-board.gov/s
  ec508/guide/index.htm) which provides an
  explanation of the various criteria in easy to
  understand language. Also contact your 508
  Coordinator in your Center CIO's office. A
  listing of the 508 Coordinators may be found at
  http//www.section508.nasa.gov/coordinators.htm

30
Section 508 Program (cont.)

• What are the Steps for Cardholders?
• Do I have an EIT requirement?
• Which of the Access Board Standards apply? For
  assistance seehttp//www.access-board.gov/sec508
  /guide/index.htm orhttp//www.itic.org/reports/50
  8/vpat_guidelines.pdf
• Conduct market research call vendors, visit
  vendor Internet sites, other government agencies,
  etc.
• Is there a 508 compliant product available in the
  commercial market place?
• Commercial item and none or some (but not all) of
  the access board standards can be met in time to
  satisfy requirements?
• Obtain technical assistance of Center 508
  coordinators when necessary.
• Acquire 508 compliant commercially available
  goods/services as appropriate.
• Document in the Comments Section of your order
  log and/or other files the sources contacted and
  whether EIT acquired items are 508 compliant or
  whether market research indicates that no 508
  compliant (or only partially compliant) products
  or services are commercially available in time to
  meet your delivery requirements.
• Keep copies of all documentation with your
  purchase card records!!

31
Section 508 Program (cont.)

• Help Desk for 508 Compliance
• The purpose of the Help Desk is to provide NASA
  personnel and
• contractors (e.g., Engineers, Software/Web
  Developers, etc.) with a
• facility to request information and assistance in
  complying with Section
• 508 of the Rehabilitation Act. The Help Desk is
  available via email to
• provide information and research regarding
  Section 508 compliance
• requirements and to coordinate requests for 508
  compliance reviews.
• The Help Desk is not intended to replace the
  market research and
• similar activity required by NASA policies nor is
  it intended to replace
• Center resources, but to assist Centers in areas
  in which they are
• having difficulty complying with Section 508
  requirements. The E-mail
• address is Section508Help_at_hq.nasa.gov
• For specific technical inquiries, the Center 508
  Coordinators should be
• contacted. A list of Center 508 Coordinators is
  located at
• http//www.section508.nasa.gov/coordinators.htm

32
Restricted Items List

• Supplies/Services that cannot be ordered using
  your Purchase Card
• Personal convenience items (not necessary for
  mission performance, expected to be provided at
  employee's expense) (See PIC 07-10)
• Gifts (See PIC 07-10)
• Construction (except for authorized cardholders)
• Food, drinks, meals or refreshments (See PIC
  07-10)
• Gasoline or oil for GSA vehicles
• Janitorial, yard and maintenance services
• Lease and/or rental of land or buildings
• Lodging, hotels, motels, or other types of
  overnight accommodations
• Personal clothing or footwear (See PIC 07-10)
• Printing or copying services (statutory) - NPG
  1490.5A
• Purchases directly from individuals
• Telephones/Teleconference Systems
• Travel or travel-related expenses (airline, bus,
  boat or train tickets)
• Weapons (air, spring, powder or other propulsion
  systems)
• See your Center Specific Section for additional
  Restricted items specific to your center

33
Special Approvals

• Special approvals for certain items must be
  obtained prior to purchase
• For example
• Radios, receivers, and transceivers
• Televisions
• Water coolers
• IT Equipment (per MFR 7,100,137)
• You must follow your center procedures when
  purchasing products.
• Centers have unique requirements. Contact your
  CAPC or review your Center Specific Section.

34
Items which must have Organizational Unit Manager
or Functional Approvals

• Business Cards Immediate Supervisor (per NPD
  9070.1A You must adhere to these guidelines)
• Radio Frequency (RF) Transmitting Devices (i.e.,
  radios for voice or data transmission "Wireless"
  devices including LANs, video links, headsets,
  microphones, remote controls radars tracking
  beacons microwave links NAVAIDS for ships or
  aircraft employing radio frequencies) - (Spectrum
  Manager)
• See your Center Specific Section for additional
  Items
• Written (email) approvals shall be obtained
  and documented in the comments block on the
  electronic order log in P-Card.

35
Sensitive Items List

• A Sensitive Item is any item of equipment which,
  due to its pilferable nature or the
• possibility of its being a hazard, requires a
  stringent degree of control. Generally,
• sensitive items are controlled at an acquisition
  cost of 500 or more and must be tagged
• in accordance with receipt and inspection
  procedures. For Sensitive Items with a value
• of less than 500, obtain a NASA Form 1517,
  Property of U.S. Government, decal, from
• your Property Custodian.
• All weapons regardless of acquisition value
• Items with an acquisition value of 500 or above
  
• Automated Data Processing Equipment (ADPE)
• Disk Drives
• Monitors
• Printers, Terminals, Computers, Micro (All) -
  Includes Laptops and other Portables
• All Cameras
• Environmentally Hazardous Devices
• VCR, DVD Players, MP3 Players
• Radios, Receivers, and Transceivers
• Video Recorders

36
Purchasing and Reporting Conferences

• NEW Requirement
• Beginning FY2008, Congress requires NASA to
  prepare quarterly and annual reports on the cost
  of Agency participation at reportable
  conferences.
• October 01, 2008, all reportable conferences,
  must be input and captured into the NASA
  Conference Tracking System (NCTS). The reference
  name and number generated from the NCTS must be
  added to all conference-related travel and
  procurement documents to enable systematic
  capture and tracking of all costs associated with
  each conference.
• Purchase card holders Responsibilities
• Add the reference name and number combination to
  conference-related purchases when annotating
  order logs in P-Card Web Solution
• Specifically, cardholders must add the reference
  name and number combination at the beginning of
  the Description and Supplier fields for each
  transaction. Any purchase card transaction
  related to attendance or sponsorship of a
  reportable conference must be annotated with the
  appropriate reference data
• For additional information on the NCTS, please
  visit http//conference.nasa.gov/ncts/user/index.
  jsp

37
Conference Reporting Requirement

• Only conferences that meet ALL of the following
  criteria are reportable and must be added to NCTS
  and tracked in the procurement systems
• NASA pays travel expenses for any participant
• Any portion of the event is held outside of NASA
  facility
• Event is held for consultation, education,
  awareness, or discussion (non-programmatic,
  non-governance)
• Event is sponsored by at least one Federal
  agency, non-Federal organization, or a
  combination of the above (i.e. not an individual)
• Participants include at least one person who is
  not a NASA employee at the time of the event

• NASA Conference Tracking System

38
Receipt and Inspection Procedures

• When procuring the following items, refer to your
  Center Specific
• Section and include any relevant receipt and
  inspection requirements,
• including delivery information
• Safety/Mission Critical Products
• Inspection, Measuring and Test Equipment
• Hazardous Materials (as defined in OSHA
  regulation 29 CFR, Part 1910
• All other items match the item(s) with the
  description and quantity, and
• ensure items are acceptable
• See your Center Specific Section for additional
  information.

39
Delivery and Acceptance

• If item is found defective or the repair or other
  service unsatisfactory,
• the cardholder has the responsibility to return
  the item to the vendor for
• Replacement OR
• Correction of the defective item OR
• Credit the item or service back on your purchase
  card
• If vendor refuses any of the above, item will be
  considered to be in
• dispute

40
Disputing Transactions

• Before formally disputing a charge on your
  account you must attempt to contact the vendor
  and arrange for a replacement, correction, or
  credit on your account
• Sales tax and shipping charges cannot be formally
  disputed with the bank. Take these issues up
  directly with your vendor
• Item to be disputed must be noted accordingly in
  Comments block on the order log in the P-Card
  System. If the dispute has not been resolved by
  the time of the reconciliation period, it must be
  noted under Transaction Status. (right-hand
  bottom of Transaction Detail, Disputed Yes)
• If there is a disputed payment, complete Dispute
  Form online or through your CAPC. The cardholder
  shall monitor the status of the disputed payment
  until such time as the dispute is resolved. If
  the dispute is resolved in favor of the
  Government, the cardholder shall ensure that the
  disputed amount is credited back to the
  Government and document the record of the
  transaction accordingly. If the dispute is
  resolved against the Government, the cardholder
  shall document the record of the transaction and
  close out the matter

41
Rebates/Reimbursements

• Vendor should send rebates checks to
• NASA Shared Services Center
• Bldg 1111, C Road
• Attn Accounts Receivable
• Stennis Space Center, MS 39529
• Include the Purchase Card Account and Purchase
  Card Order Log
• NASA will accept checks payable to the cardholder
  (CH) only if the CH signs the check over to NASA.
  The P-Card MUST BE referenced (or the monies
  will not go back to the proper conventional
  account(s))
• NASA Billing Address
• NASA Shared Services Center
• FMD Accounts Payable
• Bldg 1111, C Road
• Stennis Space Center, MS 39529
• NSSC has initiated a Process for cardholders that
  use the wrong government charge card and need to
  pay back the government. Please visit the NSSC
  Customer Service Website for instruction on using
  www.Pay.Gov .

42

P-Card Web Solution

43
P-Card Web Solution

• P-Card Web Solution provides end-to-end
  electronic bankcard process (from
• order log creation, reconciliation, and archiving
  of transactions)
• Web-based https//bankcard.ifmp.nasa.gov/default.
  asp
• P-Card order log commits funding in SAP
• Electronic reconciliation with Bank Statement
• Cardholder and Approving Official reporting
  capabilities
• The Enterprise Performance Support System (EPSS)
  is available at https//epssprod01.ifmp.nasa.gov/n
  av/index.htm . This website provides job-aids to
  assist in creating and reconciling order logs as
  well as error message tips

44
Monthly Transactions in P-Card

• Cardholder shall
• Review and complete reconciliation of your Bank
  transactions in P-Card Web Solution
• Notify Approving Official via email after
  completing reconciliation
• If partial delivery is made, and the full amount
  appears on the monthly statement of transactions,
  the order must be reconciled for the full amount.
  The Cardholder shall ensure that full delivery
  occurs
• Properly annotate Purchase Card Order Logs with
  the official conference number and name generated
  from the NCTS in the beginning of the supplier
  box field in P-card Web Solution
• Please visit NASA Conference Tracking System
  for more details.

45
Purchasing Reminders

• Rotate your purchases among qualified vendors
• The cardholder is responsible for getting a fair
  and reasonable price.Ask yourself --- "Would I
  be willing to pay the price quoted if it were my
  money?"
• Safeguard your purchase card and any documents
  that cite your Credit Card number. The purchase
  card has been issued with your name on it. YOU
  ARE THE ONLY PERSON WHO CAN USE THE PURCHASE
  CARD. No one else is authorized to use your
  purchase card
• A cardholder's single purchase limit is 3,000
• The billing cycle for the statement ends on the
  15th and begins on the 16th of each month
• Annotate the Comments section of your Order Log
  with as much information as possible
• DOCUMENT, DOCUMENT, DOCUMENT!!!!!!!!!!

46
Additional Center Specific Information

• This concludes the general portion of the
  training. For your Center Specific
• Section, click one of the links below
• Ames Research Center
• Dryden Flight Research Center
• Glenn Research Center
• Goddard Space Flight Center
• Headquarters
• Johnson Space Center
• Kennedy Space Center
• Langley Research Center
• Marshall Space Flight Center
• NASA Shared Services Center
• Stennis Space Center
• Wallops Flight Facility

47
Contacts Web Sites

• Contacts
• Bankcard Helpline 301-286-9372
• Dawn Murvin 301-286-4915
• Michelle Mumford 301-286-3933
• Diana Frimmel 757-824-1290 (Wallops)
• Bankcard System https//bankcard.ifmp.nasa.gov
• SEWP http//www.sewp.nasa.gov
• ODIN https//www.odin.lmit.com/gsfc
• On-line HELP is available through the Enterprise
  Performance Support System (EPSS)
  https//epssprod01.ifmp.nasa.gov/nav/index.htm
• Select Bankcard P-Card
• The following section applies to P-Card
• Sub Process Area
• Create Record of Purchase
• Accept/Reject Deliverables
• Reconcile/Approve Bankcard Statement with Record
  of Purchase

48
PURCHASE CARD PROGRAM NASA HEADQUARTERS

• Center Specific Section
• Additional Guidelines
• For
• Use of the Purchase Card

Purchase Card Home Page http//code210.gsfc.nas
a.gov/hqproc/hqprocoffice.html
49
HQ Procurement Office POLICY-USE OF CARD
USE OF THE GOVERNMENT CREDIT CARD BY SOMEONE
OTHER THAN THE CARDHOLDER PER CODE H POLICY

• As of March 1, 1998, the penalty for loaning
  out the credit card to someone else is as
  follows
• 1. All cardholders have been reminded, in
  writing, of the prohibition against allowing
  anyone else to use the Government Credit Card.
  In most cases, Approving Officials have received
  the same reminder. Training for new cardholders
  emphasizes this point as well.
• 2. The established agency-wide penalties for the
  use of the Government Credit Card by someone
  other than the cardholder is as follows
• First Offense - A warning in the form of a
  written reprimand
• Second Offense - Loss of the card
• In order to have the card reinstated, the
  employee must complete all training for new
  cardholders and then request approval from the
  Center Procurement Officer.

50
ALLOWABLE COMMODITIES

• Transcribing Services (i.e. Court Reporting
  Services)
• Patent Search Services
• Exhibition Booth Support Services
• Repair Services (one-time), Repair Parts
• Books, Subscriptions and Other Publications
• Reprints, Abstract Fees/Publication Charges
• Registration Fees
• Rental of Conference/Meeting Rooms
• Electronic Components (capacitors, transistors,
  etc.)
• IF YOU ARE NOT SURE WHETHER A PARTICULAR ITEM
  IS AN
• ALLOWABLE COMMODITY, CONTACT MICHELLE MUMFORD
  AT 301-286-3933 or Help Desk at 301-286-9372.

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Restricted items that cannot be ordered(This is
not an exhausted list)

• The following items are in addition to the list
  in the Agency training
• Books (text books used by employees attending
  educational classes)
• Construction (except for authorized cardholders
  in the Center
  Operations Directorate)
• Printing and Copying Services (Allowed if on
  Travel)
• Gas cylinders with demurrage charges
• Office furnishings (carpets, draperies, blinds)
• Precious Metal
• Training (except for authorized cardholders in
  the Organizational Development and Workforce
  Relations Branch)
• STORE STOCK SUPPLIES (If not available on store
  stock, fill out and submit a NHQ Form 81 to the
  Institutions and Management Budget Branch.
• Pay pal or Unsecured Internet Sites

52
Restricted items that cannot be ordered

• The following items must be purchased by purchase
  order through procurement (Requires Special
  Approvals)
• Space Flight Use, Hazardous Items and/or
  Chemicals
• Hardware Maintenance
• Furniture (Chairs, Desks, Storage/Filing
  Cabinets, etc.)
• Cellular Telephones/Pagers (including monthly
  service fees)
• Rental/Lease of Real Estate or Storage Buildings
• Microwave Ovens, Refrigerators, Coffee
  Makers, etc.
• Engraved items such as awards/plaques, coins,
  cups, trophies and imprinted items such as pens,
  pencils, bags, stress balls, hats, shirts, and
  lapel pins with either standard or custom designs
  Must be purchased by Procurement through
  AbilityOne (http//www.jwod.org) to the maximum
  extent practicable.
• Per memo from Mr. Griffin signed November 16,
  2005, send ALL request for food purchases by
  email to the CFOs office Ledetria Beaudoin and
  the legal office at ethicsteam_at_hq.nasa.gov. If
  approved, keep copy of written approval for 5
  years in file.

53
Disciplinary Action

• Failure to enter the Order Log in the system is a
  direct violation of the Anti-Deficiency Law you
  are making a purchase without the funding to back
  it up
• First offense you will receive a written warning
• Second offense you will loss card privileges for
  30 days
• Third offense lose of card
• Failure to reconcile your statement by date
  provided is subject to the same actions as above
• NOTE In order to have card reinstated once
  revoked the cardholder must complete the training
  for new cardholders

54
Affirmative Procurement Program

• The purchase of environmentally preferable
  products manufactured from recycled and reclaimed
  materials.
• Resource Conservation Recovery Act (RCRA) and
  Executive Order 13101, Greening the Government
  Through Waste Prevention, Recycling, and Federal
  Acquisition, Federal Acquisition Regulations
  (FAR 23.4) and NASAs Procedures and Guidelines
  (NPG) 8830.1 requires NASA to purchase guideline
  items containing post consumer recycled materials
• Individuals purchasing any listed guideline item
  must purchase materials with recycled content
• NASAs website for the Affirmative Procurement
  Program can be found at http//environmental.ksc
  .nasa.gov/recycle/intro.html
• EPAs Comprehensive Procurement Guidelines can be
  found at http//www.epa.gov/cpg/products

55
Controlled Items

• The ordering office will fax, mail or hand carry
  to the Goddard Receiving and Inspection Area
  (Building 16W, Mail Code 239) the necessary
  information on the required OF347 Form, to
  receive the material. All items with a value
  (per line item) over 1,000.00 must be
  controlled. Items designated as sensitive with
  an acquisition cost over 500.00 must also be
  controlled
• The list of items designated as sensitive is in
  your handbook. The OF347 must include the
  cardholders name, the source (vendors company
  name), delivery information (name, code, room),
  item description, manufacturer, model number, and
  cost
• For items requiring assembly or special delivery,
  contact the respective Receiving and Inspection
  areas and prepare and forward the OF347 Form

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Information Technology (IT)

• Information Technology (IT) hardware and software
  are required to be purchased as follows
• Items classified as seats are to be ordered
  through the HQs ODIN New User Request System
  (HONURS). Once all approvals are received it is
  submitted to the Seat Management Business System
  (SMBS)
• All other items are to be ordered through the
  SHOP4NASA catalog
• Both are available at the following website
  http//isem.hq.nasa.gov
• Memo dated October 23, 2007, or go to the web
  site at http//www.hq.nasa.gov
  /office/codec/codeci/activiti/it_purchase.doc
• (Authorized to purchase up to 250 of IT related
  items on purchase card) PLEASE
  NOTE NO software or computers regardless of
  dollar value
• Receiving and Inspection must be provided a copy
  of the OF-347 form notifying them of such orders
  coming in, so that they can inspect, tag, and get
  it to the HQ Hardware/Software Management Team
  for installation
• The HQ Hardware/Software Management Team will
  notify cardholder of receipt, any problems,
  installation dates, and of completion
• Copies of all these forms must be kept in the
  cardholders back up documentation files for 3
  years

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Ordering by Telephone or Internet

• Create the P-Card Order Log
• Annotate in Comment section compliance with IT
  (Plan 508), HAZMAT, OR FLT H/W regulations
• Have the vendor include MSDS if necessary
• Safety Restricted Items require special handling
• Notify the vendor of your tax exemption
• Remind vendor that the Purchase Card account
  shall not be charged until the shipment is made
• Instruct vendor NOT to place the credit card
  number on the shipping /receiving document only
  the PC Number, Mail Code/Name
• Use Central Receiving as your address
• Transportation Officer, Building 421NASA
  Johnson Space Center2101 NASA ParkwayHouston,
  TX 77058-3696PCXXXXXXX, Mail Code/Your Name

58
CONTACTS Web Sites

• Enterprise Performance Support System (EPSS)
  (provides tips and tricks, error messages, and
  other Bankcard information)
• https//epssprod01.ifmp.nasa.gov/nav/index.htm
• HQ Bankcard web site http//code210.gsfc.nasa.go
  v/hqproc/hqprocoffice.html