KSC PURCHASE CARD PROGRAM
Unauthorized Purchase List
If special approval is desired written permission (email) from the designated approver is required before purchase. Keep a hard copy of the email in your file. Annotate approval date on the purchase record or obtain an approval signature. Call the Bankcard Coordinator for possible exceptions at 867-4467.
PayPal is NOT an acceptable method of payment and should not be used.
Prohibited Item List
- Cash Advances
- Purchase of gasoline or oil
- Printing or copying services
- Calling/Greeting Cards
- Memberships (See Can I buy...)
- Maintenance Agreements
- Live Entertainment
- Office Automation IT
- No Personal Items (i.e. personal clothing, food for personal use)
- All products and services provided for by an existing KSC contract
- Telecommunications services and equipment that are available through ODIN or KICS
- Purchase of airline, bus, train or other travel related activities
- Purchase of meals, drinks, lodging, or other subsistence cost
- Hazardous Materials
- Exception: Material Safety Data Sheet (MSDS) on file at Receiving (867-1698 or MSDS supplied with shipment of the hazardous material
- Janitorial, yard and maintenance services other than repair services
- Janitorial, yard and maintenance services other than repair services
- Non-Safety related clothing or footwear
- Rental/lease of land/buildings
- Repair of GSA vehicle
- Telephone calls
- Construction Work
- Personal Service Contracts
- Extended Warranties
- Carrier Services/Shipping via FedEx or UPS
- Personal Gifts
- Personal Clothing
- Seasonal Greeting Cards & Decorations
- Luggage including briefcases
- Baseball Caps
- Any item to be presented to an employee or individual as a gift
Special Approved Items
The following items must have written approval before purchasing. The approval must also be annotated in the comments section of your order log.
|Refrigerators/Microwaves/Coffee Makers, etc.||Denise Flanigan||867-2807||TA-B2A|
|RF Transmitting Equipment||Steve Schindler||867-2520||IT-D2-B|
|Furniture / Furniture Stock||Ramon Mejias||867-7732||TA-A3|
|Ergonomic Chairs||Debbie Houston||867-6923||TA-B1A|
|Bench Stock/ Central Supply||Mary McMains||867-7406|
|Telecommunications/Fax Machines||Joy Batterson||867-3861||IT-D1|
TV’s, DVD/VCR Players: Require approval of your Organization’s Director. For anyone purchasing a new television, please ensure that it has an ATSC and a QAM tuner. ATSC gets the off-air digital video and is standard on all digital televisions. The QAM tuner is available on about half of the digital televisions and is required to receive video on the KSC Cable TV system (BCDS). Analog video will continue to be available on BCDS for the foreseeable future. The difference between a television and a monitor is monitors do not have a tuner.
508 Compliance and IT related purchases: Please contact Art Beller for information and possible sources of 508 compliance and IT Related Purchases.
Furniture: Cardholders should check the KSC furniture warehouse to see if your needs can be met through the supply at KSC. Mr. Jessie Dublin and Ramon Meijas are in charge of the furniture warehouse. If you can't find a usable item in surplus or if it is not available on Center, please remember that office furniture you must follow priority sources of supply. The only time purchasing such items from an outside source would be if none of the above sources could meet your minimum needs or they were out of stock for an unreasonable amount of time. You must obtain a waiver from UNICOR before going to the next priority of supply. If you can’t find a usable item in surplus or if it is not available from the next mandatory source (See FAR Part 8.), you must purchase the furniture from the next mandatory source of supply.
Training: Except for Project related technical training that has been pre-approved by your Resource Management Office. This should be clearly documented in your order log.
Safety clothing/footwear: If you are unsure of what the KSC standard is please contact the NASA-KSC Institutional Safety Office at 321-867-SAFE (7233). Effective 3/3/09, all purchases must have the attached supervisor approval form. Safety Shoes & Glasses Request Form.
Uniforms for civilian employees generally are considered personal furnishings which an employee must procure at his own expense to qualify him for the position to which appointed. Personal furnishings are not authorized to be purchased under appropriations in the absence of specific provision therefore contained in such appropriations or other acts, if such furnishings are for the personal convenience, comfort or protection of the employees, or are such as reasonably to be required as part of the usual and necessary equipment for the work upon which they are engaged or for which they are employed. 32 Comp. Gen 229 (1952).
Section 19 of the OSHA requires the head of each federal agency to establish and maintain an effective and comprehensive occupational safety and health program consistent with standards promulgated by the Secretary of Labor pursuant to the Act. Pub. L. No. 91-596, 84 Stat. 1590, 1609, 29 U.S.C. § 668 (1994). One of these standards addresses personal protective equipment:" ....Protective equipment, including personal protective equipment for eyes, face, head, and extremities, protective clothing, respiratory devices, and protective shields and barriers, shall be provided, used, and maintained in a sanitary and reliable condition wherever it is necessary by reason of hazards of processes or environment, chemical hazards, radiological hazards, or mechanical irritants encountered in a manner capable of causing injury or impairment in the function of any part of the body through absorption, inhalation or physical contact.” Under 29 C.F.R. § 1910.132(a)(2001), an OSHA analysis requires the employer to assess the work place to determine if hazards are present, and as necessary, to make available appropriate protective equipment to affected employees.
5 U.S.C. § 7903 provides that “[a]ppropriations available for the procurement of supplies and material or equipment are available for the purchase and maintenance of special clothing and equipment for the protection of personnel in the performance of their assigned tasks…” In order for an item to be authorized by section 7903, it must satisfy three tests: (1) the item must be “special” and not part of the ordinary and usual furnishings an employee may reasonable be expected to provide for himself; (2) the item must be for the benefit of the government, that is, essential to the safe and successful accomplishment of the work, and not solely for the protection of the employee, and (3) the employee must be engaged in hazardous duty.
Telecommunications Equipment: Please contact Joy Batterson at 321-867-3861. Joy Batterson is the Telecommunications POC for headsets. In order to buy a headset with Institutional funds, follow the headset acquisition policy located at http://it.ksc.nasa.gov/policyksc.htm. Basically it states that headsets are an allowable purchase if a medical condition requires one or an operational requirement requires one. Programs can buy headsets on their own, and the only requirement is that they purchase one that is compatible with our telephone system.
Fax Machines: Please contact Joy Batterson at 321-867-3861. The ODIN warranty that comes with purchase of fax machine using ODIN funds generally makes it more cost effective for the government to purchase fax machine using P-card. Please check with Ed before purchasing Fax machines.
Library Subscriptions and Books: Please contact Bev Bush at 321-867- 9600. Books, magazines, journals and subscriptions should be ordered through the Kennedy Space Center Library located in the Headquarters Building. If it is required to perform your duties on a continuing basis, a request may be submitted on KSC Form 16-19 Rev. 5/97, "Request for Library Circulation Material". As much information as is available about the item requested should be provided. A specific work-related justification and the signature of the organization's Library Materials Coordinator are required. Books ordered for your use remain the property of the KSC Library. They are loaned to you for a year at a time. See this site for more info: http://www-lib.ksc.nasa.gov/.
When the KSC Library purchases books for a patron to use in their office, the books are to be treated with care and cannot be written in or highlighted in any way.
EXCEPTION: If an end-user is planning to write in the books then the cardholder can be authorized to use P-Card to make the purchase.
Miscellaneous: *Refrigerator Magnets, *Key Chains, *Pens with logos or imprinted pens/pencils, *Specialized Pins, *Mission Tie Tacks, Patches/Decal.
*Appropriated funds cannot be used to purchase gifts for Government employees or other individuals. If the items are going to have a message on them regarding NASA activities or the results from NASA activities, they might not be considered gifts, but, instead could be considered information dissemination instruments for which appropriated funds could be used. Unless there is an attempt at disseminating information, they would be considered gifts and, thus, appropriated funds could not be used to purchase them (neither bank card nor PR). Feel free to contact the Chief Financial Office and/or Legal should you wish to discuss what type of information must be present on the miscellaneous trinket type items in order to treat them as non-gifts. If you are purchasing Commemorative-Educational-Management Focus Items and Outreach supplies, you must complete the special approval form located on the Purchase Card Policy, Rules and Regulations Page.
THIS IS NOT AN ALL-INCLUSIVE LIST