Center Specific Section

1
PURCHASE CARD PROGRAM NASA HEADQUARTERS

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

Purchase Card Home Page http//genesis.gsfc.nas
a.gov/hqproc/hqprocoffice.html/
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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.

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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 DAWN MURVIN AT 301-286-4915.

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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

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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 JWOD to the Maximum
  Extent Practicable.

6
Contracts, Agreements, Memoranda or Other
Documents

• 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.
  software agreements).
• If a cardholder receives such documents or is
  asked to sign them, the cardholder shall
  immediately contact the Office of Procurement,
  Head, Service and Communications Contracting
  Branch for advice and assistance.

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REBATES

• If you receive a rebate check from a vendor, do
  the following
• Sign the back of the check if it is made out to
  you
• If the check is made out to NASA HQ, write your
  name on the back of the check
• Put your WBS information on the back of the
  check.
• Send the check to the attention of Thomas
  Calhoun, Code 155.
• Questions to accounting please call 301-286-3833.

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Purchasing Reminders

• A cardholders single purchase limit is 3,000.
  This is the dollar amount for an individual
  purchase. An individual purchase can be for
  multiple items, but the total amount, including
  any special handling charges or shipping charges,
  cannot exceed this single purchase limit.
• You SHALL NOT exceed 3,000 during a billing
  cycle to the same vendor. (A billing cycle ends
  on the 23rd and begins on the 24th of each
  month.) Splitting (fragmenting) of a requirement
  to fall within the 3,000 limit is prohibited.
• Requirements aggregating more than than 3,000
  SHALL NOT be broken down into several purchases
  that are less than 2,500 merely to permit use of
  your purchase card and to avoid preparing a
  purchase request to be processed to the Office of
  Procurement.

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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

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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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CONTACTS Web Sites

• OnLine Quick Reference (OLQR) available at
  http//olqr- cf.ifmp.nasa.gov
• Select Purchasing
• The following sections apply to P-Card
• - Create Record of Purchase
• - Accept/Reject Deliverables/Bankcard
• - Reconcile Bankcard Statement with
  Record of Purchase
• Job Aids (top of page on right hand side)
  Bankcard
• - Bank card Error Messages
• - Tips and Tricks

Michelle Mumford 301-286-3933
Help Desk 301-286-9372
Dawn Murvin 301-286-4915