PCARD

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P-CARD

• NASAs New Bankcard System
• Allen Miller (7-3308) Gloria Marsh (7-7349)

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New Bankcard System

• P-Card Solution provides end-to-end electronic
  bankcard process
• Order Log (record of purchase certifies funds)
• Bankcard transaction reconciliation
• Receiving
• Search capabilities
• Administration and archiving
• Cardholders and Approving Officials will be using
  the Web Application version

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New Terminology
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What is Different?

• Bulk Funding is GONE.
• Cardholders will only be recording purchases in
  P-Card software. Cardholders receive proper
  funding information from their Resources
  Management Office (RMO). Each P-Card order log
  will need to be individually certified for
  funding availability.
• All Special Approvals and requests for approval
  for funding from an organization other than your
  own must be done manually prior to entering and
  saving order log in P-Card.

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What is Different (cont.)

• Multiple accounting codes can be entered for each
  order log line item as long as the same type of
  funding is used (i.e., Project WBS, Cost Center,
  etc.)
• Cardholders will Reconcile on-line
• Approval by Approving Officials will also be done
  on-line

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On-Line Quick Reference (OLQR)

• http//olqr-cf.ifmp.nasa.gov
• Select Purchasing
• The following sections apply to P-Card
• Accept/Reject Deliverables/Bankcard
• Create Record of Purchase
• Reconcile Bankcard Statement with Record of
  Purchase

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Before You Make Your Purchase

• Only civil servants who have received a Bankcard
  and have taken mandatory training may place
  bankcard orders. (Do not confuse with Travel
  Card.)
• If you are using funding other than the
  authorized funds your RMO provided, you are
  responsible for getting approval to use this
  funding prior to entering Order Log into P-Card.

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How to Make a Purchase

• Create Order Log and verify it was successfully
  saved (i.e., fund certified).
• Multiple charges codes can now be used.
• Verify part and catalog numbers in your item
  description(s).
• Contact vendor and place order.
• When buying in person, be sure order log has been
  entered in P-Card and successfully saved prior.
• What if my card is declined?
• Cardholder can modify Order Log to Cancel.
• Cardholder can modify Order Log to add additional
  funds.

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Reconciling the Transactions

• The Agency Program Coordinator (Allen Miller)
  will download transaction files from the Bank
  monthly.
• Cardholders will be notified via e-mail that
  transactions need to be reconciled.
• Reconciliation will be done on-line.
• Transactions must be reconciled and approved by
  the due date.
• Electronic record within P-Card can serve as
  audit report record.

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Reconciliation Issues

• Cardholder can delegate an alternate (usually the
  Approving Official) to reconcile in their place.
  Note Alternates must complete the web-based and
  instructor-led bankcard training and be in the
  P-Card system already. The APC places individuals
  and assigns Bankcard roles in P-CARD.
• Cardholder will notify their Approving Official
  when the reconciled transactions are ready to be
  approved.
• Approving Officials must approve cardholders
  reconciled transactions on-line. Approving
  Officials can also delegate another Approving
  Official to approve in their absence.

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Records Retention Schedule

• P-Card provides permanent archiving capability.
  Because of this, the electronic records contained
  within P-Card can serve as official records.
  Cardholders should continue to save any
  non-electronic records such as sales receipts,
  packing lists, etc., for 3 years.

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Handling Disputes

• Dispute process remains essentially the same with
  the following exceptions
• Item to be disputed must be so noted in P-Card
• A physical Disputes Form must still be faxed to
  the bank. We lose our rights to dispute if no
  disputes form is provided to the bank after 60
  days of the posted transaction to your statement.