Introduction:
The objective of the NASA Kennedy Space Center (KSC) Purchase Card Program is to provide non-Procurement personnel with the authority to make purchases within an authorized dollar limit.  The KSC Purchase Card Homepage provides links to Agency Procedures, Training, and Job Aids; links to Government-wide and Agency Regulations; and KSC Specific Job Aids and Information.

Website:
http://procurement.ksc.nasa.gov/bcard/bankCard.htm
Coordinators:
Cicely Simmons, Bankcard Coordinator, 867-3912

General Information:
Cardholders will use Internet Explorer to access the web-based version of P-Card at: https://bankcard.ifmp.nasa.gov. The IEM Enterprise Performance Support System (EPSS), previously known as Online Quick Reference (OLQR), can be used before or during the use of P-Card and is available at: https://epssprod01.ifmp.nasa.gov/nav/index.htm . This website provides job-aids to assist you in creating and reconciling order logs as well as errors and tips for use.

P-Card Web Solution is only accessible on center or from behind the KSC Firewall (via VPN).
The cardholder is delegated a single purchase limit (SPL) which shall not exceed the micro-purchase threshold limit of $3,000.  A single purchase may be for multiple items, but total purchase amount cannot exceed the single purchase limit.  The monthly limit is the dollar limit of purchases a cardholder can make in a billing cycle. This limit is usually $10,000 and set by the Procurement Director.  Your approving official may increase your monthly limit by sending a request to the Bankcard Coordinator.
You shall not split requirements to stay under the single purchase limit.  Splitting a purchase into smaller dollar purchases to avoid exceeding your SPL or spreading the purchases out over a few days is prohibited, and violation of this shall result in the loss and cancellation of your credit card.
You shall ALWAYS use the comments section of your order log to document what you are buying and who you are buying it for.

Cardholder Responsibilities:  
The Cardholder is authorized to make purchases through the use of Government issued Purchase Cards. As an authorized holder of the Government issued purchase card, you have a responsibility to ensure that your card is properly used for purchases in support of the Agency and Center mission.  The Cardholder Responsibilities shall include the following:

• Make sure what you are buying is appropriate (see Purchase card website for unauthorized purchases/special approvals)
• Do not split purchases to circumvent the micro-purchase threshold ($3,000 or less)

• Maintain security of the card and the number - no one else may use your purchase card

• Ensure that funds are available by creating and saving the order log before you make your purchase and that you have approval to use those funds

• Closely review and promptly reconcile your monthly transactions by the date established by the KSC Purchase Card Coordinator
• Allow sufficient time for the Approving Official to review your purchases

• You shall always have an alternate that can reconcile your orders during your absence

• Quickly report any security problems with your card

• Protect your purchase card as you would your own personal credit card

• You may make purchases on behalf of others, but you are responsible for the purchase

• Inform the Coordinator of any changes to your organization and your continued need for using the Purchase Card
• Ensure that you have taken all required training

Approving Official Responsibilities:
The Approving Official shall review the reconciled Purchase Card transactions of the Cardholder for accuracy and appropriateness and then approves or disapproves the transactions.  The Approving Official shall be at least one level higher in position than the cardholder, generally the immediate supervisor, in accordance with NFS 1813.301.  The Approving Official’s responsibilities shall include the following:

• The Approving Official is the primary internal control representative responsible for monitoring cardholder activity for compliance with credit card program procedures.
• During the monthly reconciliation Approving Officials shall review the appropriateness of the purchases and ensure that there is no appearance of splitting requirements.
• Report any potential misuse to the KSC Purchase Card Coordinator.
• Keep the Coordinator informed of any changes in your Directorate that might impact the Purchase Card Program such as the departure of former employees or the addition of new ones.
• Ensure that all of your Cardholders have reconciled and approved those purchases by the date established by the KSC Purchase Card Coordinator.

• Shall designate an Alternate AO for delegation of approval responsibilities to ensure a timely reconciliation while on TDY/Leave.

• Ensure that you have taken all required training.

Purchase Card Coordinator Responsibilities:
The Purchase Card Coordinator sets up and maintains accounts for Cardholders and Approving Officials.  The Coordinator’s responsibilities include the following: 

• The Coordinator shall notify Cardholders and Approving Officials each month when the statement is available for reconciliation, and assist them as necessary.
• Establish the date for completion of the reconciliation / approving each month and track the names of users that are late.
• Provide reconciliation assistance to Cardholders and Approving Officials as necessary.
• Work with the IEMP Competency Center to correct any errors in SAP that result from the interface with the P-Card Software after reconciliation.
• Forward reconciled transactions to Accounts Payable.
• Hold training for Purchase Card Program participants and serve as the Dispute Office Contact for the bank.
• Conduct monthly review of purchases and complete a full audit report of Center activity once each year.

Finance Organization Responsibilities:
The Finance Organization works with the Technical Organizations to establish the budgetary funding codes each fiscal year and then provides those to the Cardholders.  In addition, the Finance Organization is responsible for the disbursement of payments in accordance with the Prompt Payment Act.
Alternates:
The P-Card software provides cardholders with the capability of designating an alternate who may prepare order logs, enter receipt information, reconcile, and prepare dispute forms in the cardholder's absence. Approving officials may also designate an alternate who may approve cardholder reconciled transactions in their place should they be unavailable. Cardholders and Approving Officials should always set-up alternates and advise them if they are going to be away from duty during the reconciliation period.

The alternate shall not place orders against another Cardholder’s account. Alternates must complete the web-based P-Card training, attend instructor-led Purchase Card training/briefings, and receive required security access paperwork (NAMS) prior to performing as an alternate.
Purchase Card Receiver:
The Purchase Card Receiver is responsible for physically receiving and verifying that goods or services have been delivered. At KSC the Institutional Support Contract (ISC) logistics personnel act as the Purchase Card Receiver for goods delivered to the Central Receiving Warehouse and are responsible for the tagging of controlled property.

If the item IS A CONTROLLED ITEM (on the Sensitive Items List) and is being shipped, instruct the vendor to mark the box as follows:
NASA, ISC Receiving, M6-744
Attn.: Property Management & Order Log number
[CARDHOLDER Name Building, Room Number]
Kennedy Space Center, FL 32899

If the item IS A NON CONTROLLED ITEM and is being shipped, instruct the vendor to mark the box as follows:
NASA, ISC Receiving, M6-744 Attn.: Order Log number
[CARDHOLDER Name, Building, Room Number]
Kennedy Space Center, FL 32899

The following steps should be taken prior to making your purchase:

1. Cardholders are responsible for getting approval for use of funding from their funding managers prior to creating an order log in the P-Card Solution System.
2. Ensure that only items and services necessary to support the Agency and Center mission are procured and at a reasonable cost. Cardholders are also reminded that they should focus on "minimum requirements" and purchase only what is needed for the immediate time period.
3. Review the pages of the KSC Purchase Card Web-site for items that shall and shall not be purchased.
4. Obtain any necessary special approvals. These can be found on the KSC Purchase Card Homepage.
5. Determine the price of the items you are buying before preparing the order log in P-Card. This is done by using current catalogs or contacting the proposed vendor for a price quote. When calling a vendor for a quote, remember: You cannot place the order yet, since funds have not been certified. You are merely calling for price and delivery information.
6. Verify that the Vendor accepts credit cards.
7. Ask if the company has a GSA contract and a corresponding GSA price. When you create your order log, reference the GSA contract number in the Comments field. The vendor can provide you with this number.
8. Verify the entire cost of the transaction - including shipping costs. If the total cost exceeds your single transaction limit, you cannot place the order with your purchase card. Any shipping charges must be shown as separate line items on the order log, using the category code "V1."
9. The government does not pay sales tax.
10. No COD or Partial Delivery shipments are allowed.  Purchasing items that are placed on back order is discouraged.
11. If assistance is needed in locating a vendor, the Central Industry Assistance Office at 867-7353 will provide help.

Section 508 Program:

When purchasing any Electronic and Information Technology (EIT) equipment you must buy 508 compliant items and mark your order log accordingly. 

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 on April 1, 2005, micro-purchases (generally those purchases made through the P-Card process) will be required to conform with the Section 508 of the Rehabilitation Act. For more information go to the Guide to Section 508 Standards for Electronic and Information Technology website (www.access-board.gov/sec508/guide/index.htm ) which provides an explanation of the various criteria in easy to understand language.  Also contact your 508 Coordinator in your Center CIOs office.  A listing of the 508 Coordinators may be found at: http://www.section508.nasa.gov/coordinators.htm
• Are there consequences if I don’t buy compliant products?

Yes – persons with disabilities can file administrative complaints or bring civil actions in Federal court against the agency.  Court orders compelling compliance can also be issued.

What documentation is required?

• As a minimum in your Order Log, you must indicate that the product or service is EIT and identify the sources that you contacted to find commercially available accessible products, i.e. commercial vendors, internet market research, contacts with other federal agencies, etc. 
• The file must also indicate that the goods or services:

                        a. Are E&IT and, either
b. meet the applicable accessibility standards,  or
c. is for a commercial item (or service) and that some or all of the applicable Access Board standards cannot be met in time to satisfy the delivery requirements.

• The market research documentation shall be included in the comments section of the order log or maintained in a separate file referenced back to the order log to support the purchase of a 508 compliant product.

Mandatory Sources of Supply:

These include JWOD (Javits Wagner O'Day Act) sources , Stock Room, Federal Supply Catalog items, and mandatory GSA contracts. Use existing computer hardware and software contracts such as ODIN whenever possible.
The Federal Acquisition Streamlining Act did not abolish the priorities for use of the Government supply sources as stated in Part 8 (Required Sources of Supplies and Services) of the Federal Acquisition Regulations. The only exemption from the priority sources of supply is UNICOR. The following information is provided to assist you in locating sources that can supply required supplies and services:

• Committee for Purchase from People Who are Blind or Severely Disabled* - www.jwod.gov or call (703) 603-7740
• National Industries for the Blind - www.nib.org or call (800) 433-2304
• NISH - www.nish.org or call (703) 560-6800)
• GSA Products and Services on GSA Advantage! ® TM - http://www.gsaadvantage.gov/ or call (800) 525-8027 or fax (800) 856-7057
• GSA Federal Supply Schedules - http://fss.gsa.gov/schedules/ or call (800) FSS-0070
• Federal Prison Industries, Inc. - www.unicor.gov or call (800) 827-3168
• Excess supplies from other agencies - http://fss.gsa.gov/property/ or call (703) 305-7240

*Under the Javits-Wagner-O'Day (JWOD) Program, each purchase of a SKILCRAFT or other JWOD/NIB/NISH product or service helps to generate employment and training opportunities for individuals who are blind or have other severe disabilities.

How to Make a Purchase:
The following steps should be taken during the purchasing process:

1. Open a P-Card Software Session. 
2. Enter the Order Log and verify that it was saved.
3. Make sure descriptions entered in your order log are accurate including part and catalog numbers.
4. Contact the Vendor and place the order.
5. When buying in person - The rules for buying in person are essentially the same as for phone ordering. An order log must be created and saved within P-Card prior to making the purchase. Make sure you retain your receipt and all hard copy records of your purchase.
6. If you are told your purchase card has been declined, contact the Center Purchase Card Coordinator. There are reasons why this might occur: i.e,. you have exceeded your monthly spending limit, or there may be a merchant code authorization problem.
7. If you have a need to cancel your order, enter the P-Card Solution system and modify your order log to reflect this.
8. If you find you need additional funds, enter the P-Card Solution system and modify your order log to reflect this. Be sure that your cost does not exceed the single purchase limit.
9. Provide the Vendor with the shipping information identified above under the Purchase Card Receiver responsibilities.
10. Verify with the vendor that NASA is tax exempt.  For a copy of KSC’s tax exemption contact the Center Purchase Card Coordinator.
11. Confirm that the Vendor will not charge your card until the item(s) are shipped.
12. Ensure that you document the “Comments” section of your order log to reflect what you are buying, whom you are buying for, any problems encountered, or any special approvals you may have received to purchase the item.

After the Purchase:
Keep the following responsibilities in mind after the purchase:

• If the item(s) is a controlled item and picked up at the vendor's location by the CARDHOLDER in lieu of being shipped, the Cardholder is to notify SGS-157 (7-1698) for tagging instructions.
• Upon receipt of the item(s) at KSC, visual inspection of the shipping container will be accomplished by ISC Receiving. All controlled items will be tagged, the appropriate data will be transmitted to NEMS Control (ISC), and the items will be delivered to the Cardholder. All non controlled items received will be delivered to the Cardholder.
• Once the item(s) has been delivered, the Cardholder should check for damage, verify contents, and quantity order against the relevant Purchase Card Order Log as follows:

a. IF THE ITEM(s) IS UNDAMAGED AND CORRESPONDS TO THE ORDER, the Cardholder contacts the Customer to arrange for pick-up. Please keep all of the shipping documents.
b. After Customer pick-up, it is the Customer's responsibility to contact the Cardholder if the item(s) does not operate properly.
c. IF THE ITEM(s) IS DAMAGED, the Cardholder retains the item(s) with all packaging, contacts the vendor for resolution, and contacts Freight Traffic (7-3501) to process a freight claim for damages.
d. IF THE ITEM(s) DOES NOT CORRESPOND TO THE ORDER, the Cardholder retains the item(s) with all packaging, contacts the vendor to correct the discrepancy, completes KSC Form 7-248 to ship the item(s) back, and informs ISC Shipping (7-7998) when item(s) is ready for pick-up. The vendor will be responsible for the associated shipping cost. ISC Shipping will assist the Cardholder in this matter. Refer to the EPSS modifying Order Logs for procedures when rejecting or returning goods.

Reconciliation:
Each month, the Coordinator will download transaction files from JP Morgan Chase (JPMC) to the P-Card Solution Software. You will receive an e-mail alerting you that your transactions are ready for reconciliation around the 17th of each month. All purchases, billed on or before the 15th of each month will appear in your monthly transaction file.
When you receive your monthly transactions, it is your responsibility to verify that all the purchases listed in your monthly transaction file were made by you, at the prices you agreed to, and for which you received fund certification. Verify that you have, in fact, received the items for which you are being charged. Reconciliation is performed on-line within the P-Card Solution software. Charges for partial shipments can be reconciled.
NASA as an Agency has implemented a "Pay and Chase" policy. This means that the entire invoice will be paid regardless of whether items are disputed. However, you must still complete a Dispute form. See the Disputes Section for more information. As a cardholder, you still have a responsibility to scrutinize your purchase card transactions and ensure that the Government is being properly charged for products bought and services rendered. Failure to verify your charges may result in overcharges to the Government as well as a warning letter to you or possible suspension of your account.
All reconciled transactions shall be approved by the Approving Official. Approvals are also accomplished on-line within the P-Card Solution software. Even though the P-Card system notifies the approving official, once the cardholder has completed reconciliation, it would be prudent to email your approving official as well to notify him/her that you have completed reconciliation
Transactions must be reconciled and approved by the date established by the Center Coordinator each month. Please read the KSC Delinquency Policy (located on the KSC Purchase card website) for actions taken when reconciliation is not performed within the time frame specified by the KSC Bankcard Coordinator.
If you know that you or your Approving Official will be on travel or leave when your monthly transaction file is downloaded:
Cardholder's Absence: The P-Card software allows for a delegation which means the cardholder should always delegate an alternate to reconcile the transactions and file disputes in his or her absence. (Be sure a copy is made for your records!)
Approving Official's Absence:  Please notify your alternate Approving Official so that they may approve on your behalf.
Disputes:
As with any credit card, if you identify an incorrect charge in your monthly transactions, you must dispute the charge. Call the vendor! This is always the first step in resolving any dispute. This section deals with dispute forms as well as examples of what is involved in filing a dispute. Disputes will be done online through PaymentNet (JPMC's Electronic Access System). The dispute form is essentially self explanatory. The major challenge for you is making sure that the vendor follows through in issuing the credit. Briefly, here are the steps required to dispute a charge:

• Call the vendor for an explanation of the difference in cost or to identify the charge.
• If the charge is higher than the amount originally quoted contact the vendor. It is possible that the additional amount charged is due to shipping costs, in which case you must modify your order log in P-Card to reflect the change (adding a new line item for shipping). If not, you must work with the vendor to get the amount in question credited to your purchase card. You would then dispute this portion of the charge.
• Instruct the vendor to issue a credit to your account for the charge in question.
• In order to document in P-Card that you are disputing part of the order, enter a note in the "Comments" field of your order log stating that the charge for Item 2 is disputed, and the reason why.
• Complete the Dispute Form.
• Make a copy of the dispute form for your records. This is important. You may be double billed for a charge in a subsequent monthly transaction file. Your copy serves as a record of all approved charges and disputes.
• Make sure the credit appears in your next monthly transaction file. Credits will appear in parentheses.
• If the credit does not appear within you next monthly transactions, call the company again. You must keep calling until the credit is obtained.

Dispute forms must be filed within a reasonable time, or else the Government will lose its rights. The bank defines a timely dispute form as one filed within 90 days of the transaction date.
Types of Infractions:
Use of the Purchase Card requires adherence to the general and specific instructions governing the program, which are contained in this Purchase Card Users' Guide.
You shall not...

• split requirements to stay under the micro-purchase threshold
• place orders for material that should not be bought under this program
• place orders without documentation in P-Card
• place orders without successful save in P-Card (i.e., fund certification)
• purchase any items that require Special Approval without first obtaining the approvals and documenting the comment section of the order log
• purchase personal items (either consumable or non-consumable)
• use other than your own funding without authorization from the funding organization

Penalties/Corrective Actions for Bankcard Misuse:  

Under this program, you may be required to have items returned to the vendor if they are found to be inappropriately bought and / or your Cardholder privileges revoked.

The following are general procedures that may be taken for occurrences of purchase card misuse.  In cases of Cardholder misuse, the Cardholder will be required to repay the Government for unauthorized purchases if a return for full price of the item can not be made. 

While the nature and circumstances of the misuse drives the corrective action to be taken, the following steps are generally followed when indications of misuse are found.  On the first instance of misuse, the cardholder’s supervisor and the cardholder will be notified either verbally or in writing.   The supervisor shall provide counseling/warning to the employee.
On the second instance of misuse,   a written warning letter/email shall be sent to the cardholder’s supervisor and the cardholder.  This may lead to temporary “deactivation” of the card until it can be demonstrated that adequate additional controls have been established.
Further abuse of the purchase card will result in “cancellation” of the account and may result in disciplinary action in accordance with established Center Personnel guidelines for offenses and penalties.  These are general guidelines for corrective actions, and as mentioned earlier, actions taken for misuse are dependent on the nature of the misuse.  For example, even if the instance of misuse is a “first,” but it is determined that it is an egregious misuse; it could result in “cancellation” of the purchase card and further disciplinary action.  When appropriate, misuses of the purchase card are referred to the Office of Inspector General for further action.
Penalties for Abuse:
Making expenditures without creating an Order Log may be a violation of the Anti-Deficiency Act. The Act provides for criminal penalties for knowingly and willfully violating this restriction. Splitting of a requirement to fall within the $3,000 limit is prohibited. The Purchase Card Holder and Purchase Card Approving Official may be held personally liable for unauthorized purchases, which may result in restitution or disciplinary action.

Fraud:

Fraud is any felonious act of corruption or attempt to cheat the Government or corrupt the Government's agents. Fraud may be committed either by Government employees or by merchants. There are two responsibilities each cardholder has relative to fraud: You must be alert to the indicator of fraud and report suspected fraud immediately. Indicators of potential fraud by Government employees include:

• Splitting requirements to get under the micro-purchase threshold
• Making false statements about what was purchased or how the purchase card was used
• Using the purchase card for prohibited purchases

You shall report all indicators of fraud. Identify the responsible official(s) and report them through the proper channels. You can make reports to any of the following as appropriate:

• Your Approving Official
• Your A/OPC
• Your Office of the Inspector General (call the hotline), or Office of Special Investigations (for Defense agencies)

Notice: Any intentional use of the Government purchase card for other than official Government business is considered an attempt to commit fraud against the U.S. Government and may be cause for disciplinary actions. The cardholder is held personally liable to the Government for the amount of any non-government transaction. Under 18 U.S.C. 287, misuse of the purchase card could result in a fine of up to $10,000 or imprisonment for up to five years or both. Military members who misuse the purchase card may be subject to court martial under 10 U.S.C. 932, UCMJ Art. 132.

Records Retention Schedule:

Cardholders shall retain all purchase card records for three (3) years, in accordance with the Records Retention Schedule 5 (NPG 1441.1, Item 1A.b). The P-Card software, as we know it presently, has the capability to electronically archive purchase card order logs/reconciled transactions indefinitely. Because of this, the only paperwork you would need to retain is any receipts, specials approvals (those should be annotated in the comments section as well), or other miscellaneous documentation that is not stored in the P-Card System. When a Cardholder leaves the Center, this documentation should be turned over to the Approving Official.

Leaving Organization, NASA Or Turning in Card:

The Cardholder shall contact the Center Purchase Card Coordinator if they are changing organizations of if their Approving Official changes, so the correct procedures in assigning another Approving Official are followed.
If the organization decides that they no longer need you to serve as a cardholder, a brief memo shall be sent to the Center Purchase Card Coordinator including your signature as well as your Approving Official’s signature.
The Cardholder shall contact the Center Purchase Card Coordinator for instruction if they are leaving NASA and will be turning in their Purchase Card.