KSC Bankcard Course Acquisitions $2,500.00 or Less Allen J. Miller 8673308 OPAM Gloria Marsh 8677349

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KSC Bankcard CourseAcquisitions 2,500.00
or Less Allen J. Miller 867-3308 OP-AM
Gloria Marsh 867-7349 OP-CIAO
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Introduction...

• Our goal for this program is to communicate
  policy and procedures, and to continually improve
  the convenience, efficiency, and effectiveness of
  the KSC Bankcard Program.

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Web Sites

• On Line Quick Reference (OLQR)
  http//olqr-cf.ifmp.nasa.gov
• KSC Bankcard Home Page http//www.ksc.nasa.gov/pr
  ocurement/cc/card.html
• NASA Training (Take Bankcard Purchasing
  Desktop Receiving) _at_ http//cfwebcourse.ifmp.n
  asa.gov/nasacf.htm

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Program Overview

• The Bankcard Program can be divided into four
  distinct functions. Each sequential function
  contains specific guidelines, that if not met,
  the process will not proceed to the next
  function. The On Line Quick Reference defines
  NASA procedures for placing Order Logs.

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Four Steps to Success

• Bankcard Account
• Screening
• Reporting
• Audit Compliance
• It is the programs goal to ensure internal
  control without compromising customer satisfaction

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Participants/Responsibilities

• Each function contains various participants who
  facilitate the process. Each participant has
  clear and distinct responsibilities the
  Customer, Bankcard Holder (BH), Approving
  Official (AO), Bankcard Coordinator (BC).
  

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Participants...

• Dispute Office Contact (DOC)
• Comptroller Organization
• Procurement Cardholder Representative (PCR)
• Spaceport Services
• Technology Implementation Panel (TIP)
• Chief Information Officer (CIO)

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Customer

• The Customer is the individual within the BH's
  directorate that expresses a need for an item.
• The Customer is responsible for complying with
  all procedures and obtaining special approvals
  that are needed prior to the BH entering an Order
  Log.

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Customer Responsibilities

• Obtain special approvals prior to entering order
  log in P-Card completed outside of the system
• Chemicals/Hazardous Materials
  
• Furniture
• IT Purchases
• Radio Frequency Equipment
• Restricted Items (Unauthorized List)
• Specialty Items (Microwave/Refrigerators)
• Space Flight Hardware
• Document special approvals obtained in the
  comments field of order log

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Bankcard Holder

• BH is the individual to whom a Government
  Bankcard is issued
• BH is issued a Delegation of Authority from the
  Procurement Officer--authorizes the BH to conduct
  micro-purchasing on behalf of the U.S.
  Government
• BH purchases on behalf of others, but retains
  full accountability and responsibility

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The Bankcard Holder Responsibilities

• Ensures that adequate funds are available
• Anti-Deficiency Act provides for criminal
  penalties for knowingly and willfully violating
  this restriction
• Maintains Order Logs
• Conducts market research
• Verifies that a vendor accepts credit cards
  before placing order
• Vendor may only charge on delivery
• Selects the best value for the government

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The Bankcard Holder Responsibilities

• Determine the entire cost of items including
  shipping charges easier to ask up front than
  trying to correct
• Ensures price to be fair and reasonable by
  placing an order the BH is stating the price is
  fair and reasonable
• Does not split orders to stay under
  thresholdstrictly prohibited!
• Ask if vendor offers item on GSA schedule
• Rotate purchases among vendors to avoid the
  appearance of favoritism

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The Bankcard Holder Responsibilities

• Priorities for use of Government supply sources.
  Read the required priorities in FAR Part 8 , they
  include
• National Industries for the Blind (NIB/NISH/JWOD)
• GSA Advantage!
• Federal Prisons Industries (UNICOR)
• Agency wide contracts (SEWP, ODIN)

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The Bankcard Holder Responsibilities

• Government does not pay sales tax
• Notify vendor of tax exempt status (Certificate
  Number 15 00 052729 51C)
• Copies of tax exempt letter and tax exempt
  certificate available on BC website
  http//www.ksc.nasa.gov/procurement/cc/card.html

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The Bankcard Holder Responsibilities

• Documentation is Key
• Retain all necessary documents (charge slips,
  shipping invoices, etc.) pertaining to the
  purchase
• Good documentation keeps you out of trouble
• Explains why you did, what you did
• As long as you try to follow all rules and did
  not break any laws, you will be okay

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The Bankcard Holder Responsibilities

• Resolving all discrepancies with the vendor(s),
  and/or Bankcard company, and reconciling the
  monthly statement in P-Card.
• Two charges not disputable taxes and shipping
• Discrepancies that cannot be resolved between the
  vendor(s) and the Bankcard company should be
  brought to the attention of the BC.

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The Bankcard Holder Responsibilities

• Immediately reporting lost or stolen Bankcards to
  the BC, AO, and the BC companyBank of America
• Reporting any requested information to a Bankcard
  Auditor and/or other responsible outside request
  (OIG, etc.)

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The Bankcard Holder Responsibilities

• BC will be used to purchase authorized items in
  compliance with established KSC procedures and
  pertinent regulations/guidance.
• Only the BH may utilize their BC
• Maintain control and custody of your BC
  DO NOT loan out your BC, or allow others to
  place telephone orders using your BC
• Personal use is strictly prohibited

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The Bankcard Holder Responsibilities

• Penalties for abuse allow for one written
  warning second infraction the BC account is
  suspended
• The BH may be held personally liable for
  unauthorized purchases may result in
  restitution, disciplinary action and/or dismissal.

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Examples of Infractions

• Splitting orders to stay under threshold
• Purchasing without entering order log
• Purchasing without verification that order log
  was successfully savedcertifies funds
• Using funding from an organization other than
  your own without prior approval
• Purchasing items requiring special approvals
  without obtaining and documenting approvals
• Purchasing personal items

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Approving Official

• The AO shall be the BH's supervisor or a higher
  level individual
• The AO reviews and approves the BH's monthly
  statement to ensure that it is accurate,
  supporting documentation is complete, and
  reflects only authorized purchases
• In the absence of the BH, the AO is responsible
  for information and reconciliation of
  transactions made by the BH
• If the AO determines any purchase is improper,
  the BC shall be notified to take action

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Bankcard Holder and Approving Official
Important Notice!!

• Report any changes to the BC such as phone
  number, mail code, organization, etc.
• To close an account, notify Allen Miller by email
  cut up the Bankcard, when card is no longer
  required

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Financial Management Division

• The Financial Management Division is responsible
  for the disbursement of payments in accordance
  with the Prompt Payment Act
• They will disburse funds for authorized and
  approved purchases as indicated by the Approving
  Official
• Maintain only the required disbursement
  documents such as the Disputes Form (as
  applicable)

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Procurement Cardholder Representative (PCR)

• Will assist the BH in obtaining pertinent
  information regarding buying sources or any other
  Bankcard question
• The PCR will provide assistance in obtaining
  alternative sources, phone numbers for vendors,
  or information for a particular GSA schedule

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Logistics

• J-BOSC logistics personnel are responsible for
  tagging controlled property, and are the central
  delivery point at KSC
• NASA TA-E1 will tag controlled equipment that was
  purchased at the vendor's location by the BH
• It is BH responsibility to ensure that proper
  tagging occurs

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Controlled Items Shipping Address

• NASA, J-BOSC Receiving, M6-744
• Property Management
• Order Log Number
• BH Name, Building, Room Number
• Kennedy Space Center, FL 32899
• BC account number must not appear on package
• Purchase Order number must appear clearly marked
  on package

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Receipt of Item _at_ J-BOSC Receiving

• Visual inspection accomplished by J-BOSC
  Receiving
• All controlled items will be tagged, the
  appropriate data will be transmitted to NEMS
  Control (TA-E1), and the items will be delivered
  to the BH
• All non-controlled items received will be
  delivered to the BH

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Logistics

• Partial deliveries and back-ordering of item(s)
  are discouraged
• COD shipments are not allowed
• Off-site delivery to a non-Government location
  is prohibited
• All purchases will be delivered to a Government
  location (e.g.. KSC, Vandenberg, or an employees
  TDY location)

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Logistics

• We must emphasize
• If the item is a controlled item and picked up at
  the vendors location by the BH in lieu of being
  shipped, the BH shall notify Spaceport Services,
  TA-E1, 867-4805, for tagging.

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Logistics

• Once the purchase has been delivered, the BH
  should check for damage, verify contents, and
  quantity order against the Order Log
• IF THE ITEM(s) IS UNDAMAGED
• BH contacts the Customer to arrange for pick-up
  Please keep all relevant shipping documents
• It is the Customer's responsibility to contact
  the BH if the item(s) does not operate properly
• If The Item is DAMAGED
• The BH retains the item(s) with all packaging.
• Contacts the vendor for resolution and Freight
  Traffic (7-3501) to process a freight claim for
  damages.

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Logistics

• If the item does not correspond to the order
• Retain the item(s) with all packaging,
• Contact the vendor to correct the discrepancy.
  The vendor will be responsible for the shipping
  cost.
• Complete KSC Form 7-248 to ship the item(s) back
• Inform J-BOSC Shipping, 867-7998, when item is
  ready. J-BOSC Shipping will assist the BH in this
  matter.

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Bankcard Auditors

• Those who may review Order Logs and pertinent
  information to ensure specific requirements are
  met
• The Chief Information Office
• Resources Management Office
• Spaceport Services
• Procurement Office
• Compliance Agencies

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Bankcard Auditors Ensure

• Tagging requirements (Spaceport Services)
• Information Technology requirements (CIO)
• Proper funds use (RMO)
• Compliance with regulations (OP)
• Compliance with procedures/process (IG)
• Various other reasons (All)

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Opening A Bankcard Account

• BH and new AOs must complete IFMP System Access
  Request (SAR) and AVO to Bankcard Coordinator for
  processing
• Sample available on BC website
• The Resources Management Offices will generate
  and jointly maintain a BC Register.
• Procurement Officer issues a Delegation of
  Authority to the BH.

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Finally the Buying Process

• At this stage, the BH has been trained and is in
  receipt of a Bankcard with their name and account
  number embossed on the front of the card.
• The Agency OLQR details all ordering, receiving,
  statement reconciliation procedures.

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General Information

• Remember perception is key to success
• Even if you did not split requirements or pay an
  unreasonable price, if someone thinks you did...
• What would Dan Rather or the Orlando Sentinel
  say?
• What would the IG report
• Its an integrity thing!

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Reconciliation

• Each month, the BH will receive an electronic
  Statement of Account from the Bankcard Company
  and must follow the procedures in the OLQR
  strictly.
• Disputes Form outside of P-Card may be needed -
  Forward a copy to Accounting with your monthly
  statement.

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Records Retention and Disposition

• The BH is required to retain all records outside
  of P-CARD for each Fiscal Year (FY) in a file or
  notebook at his/her work site to the end of the
  next FY.
• Each FY's records shall be maintained in a
  separate file.
• At the end of the subsequent FY, the BH may turn
  the prior year's completed file over to their
  Organizational Records Officer for archiving.

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Remember When Leaving NASA Or Closing An Account

• The BH and the AO are required to notify by email
  Bankcard Coordinator/Allen Miller/OP-AM that the
  BH is leaving NASA or closing the account, and
  will be destroying the Bankcard
• The BH is required to reconcile all account
  transactions and inform his AO of any pending
  actions. The AO shall be prepared to reconcile
  all future statements.

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Feedback

• Written Comments about this presentation and/or
  suggestions for Program improvement are always
  welcome!
• Send to OP-AM/Allen J. Miller
• Send to OP-CIAO/Gloria Marsh
• Send to OP-AM/Mike McCarty
• Send to OP-AM Chief/Connie Wilcox