Center Specific Section Additional Guidelines For Use of the Purchase Card

1. Center Specific Section Additional Guidelines For Use of the Purchase Card p Office of Procurement PURCHASE CARD PROGRAM NASA HEADQUARTERS Purchase Card Home Page: http://genesis.gsfc.nasa.gov/hqproc/hqprocoffice.html/

2. 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. HQ Procurement Office POLICY-USE OF CARD USE OF THE GOVERNMENT CREDIT CARD BY SOMEONE OTHER THAN THE CARDHOLDER PER CODE H POLICY

3. 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. ALLOWABLE COMMODITIES

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

5. 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.** Restricted items that cannot be ordered

6. 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. Contracts, Agreements, Memoranda or Other Documents

7. 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. REBATES

8. A cardholder’s 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. Purchasing Reminders

9. 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 NASA’s 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. NASA’s website for the Affirmative Procurement Program can be found at: http://environmental.ksc.nasa.gov/recycle/intro.html. EPA’s Comprehensive Procurement Guidelines can be found at http://www.epa.gov/cpg/products Affirmative Procurement Program

10. 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 cardholder’s name, the source (vendor’s 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. Controlled Items

11. 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