**NCI-FREDERICK**

**SAIC-FREDERICK, INC.**

**I.M.P.A.C. INTERNAL POLICY AND PROCEDURES**

**LEVEL I**

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height="0.5097222222222222in"}

I.M.P.A.C. Government Services

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January 2008

**I.M.P.A.C. INTERNAL PROCEDURES**

**TABLE OF CONTENTS**

**Acquisition and Logistical Services**

[Introduction](#Definitions)

[Definitions](#Definitions)

[Training](#Training)

[Standards of Conduct](#Standardsofconduct)

[Procurement Integrity](#Procurementintegrity)

[Authorized Use of I.M.P.A.C](#Authorizeduseofimpac)

[Unauthorized Use of
I.M.P.A.C](#Unauthorizeduseofimpac)[]{#Procurementintegrity .anchor}

[Obtaining an I.M.P.A.C](#ObtaininganIMPAC).

[Dollar Limits](#Dollarlimits)

[Changing Card Limits](#Changingcardlimits)

[Contacting U.S. Bank for Information](#ContactingUSBANK)

[Cardholder Procedures -- Making a
Purchase](#Cardholderprocmakingapurchase)

[Cardholder Procedures](#Cardholderprocedures)

[Billing Errors and Disputes](#Billingerrorsandisputes)

[Greening](#Greentraining)

[Section 508 Requirements](#Section508Requirements)

[Suspension of I.M.P.A.C. Privileges](#Suspensionofimpacprivileges)

[Card Approving Officials
Responsibilities](#Cardapprovingofficialsresponsibilities)

[Acquisition and Logistical Services
Responsibilities](#Acquisitionandlogisticalservices)

[Audit/Review Process](#Auditreview)

[General Accounting](#Generalaccounting)

[Security of I.M.P.A.C](#SecurityofIMPAC).

[Lost/Stolen Cards](#Loststolencards)

[Administrative Changes in Cardholder
Status](#Administrativechangesincardholdersstatus)

[Financial Control](#FinancialControl)

[Unauthorized Purchase List](#Unauthorizedpurchaselist)

[Purchase Considerations](#purchase-considerations)

[Item GL/Number
List](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_ItemNumbers.pdf)

[Suspension Memorandum for Delinquent
Accounts](#ExampleofSuspensionMemofordelinquent)

[Suspension Memorandum for Inappropriate
Use](#ExampleofSuspensionMemoforInappropriate)

**[FORMS]{.underline}**

[Request for
I.M.P.A.C.](http://web.ncifcrf.gov/campus/als/downloads/Request-forIMPAC.doc)

[Terms and Conditions for Use of the
I.M.P.A.C.](http://web.ncifcrf.gov/campus/als/downloads/IMPAC-TermsConditions.doc)

[Notification to Property -- Sensitive
Items](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_attachmentE.pdf)

[Cardholder Statement of Questioned
Item](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_attachmentF.pdf)

**INTERNAL PROCEDURES FOR**

# THE PURCHASE CARD (I.M.P.A.C.) PROGRAM

1.  **INTRODUCTION**

-   To help reduce the burden in procuring items under the simplified
    acquisition threshold, the General Services Administration (GSA) has
    issued a contract for Government wide Commercial Credit Card
    Services - known as I.M.P.A.C. The bank is U.S. Bank.

> Using the I.M.P.A.C. is a simplified acquisition method and, as such,
> is subject to the simplified acquisition provisions established in the
> Federal Acquisition Regulation (FAR), the NCI-Frederick Policies and
> Procedures, and the NCI-Frederick Customer Guide.

-   I.M.P.A.C. is designed to 1) reduce procurement lead time and the
    cost of processing purchase orders; 2) streamline payment procedures
    and reduce paperwork; 3) improve cash management practices such as
    forecasting, consolidating payments; 4) provide procedural
    checks/feedback to improve management control and decision making.

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-   **The I.M.P.A.C. (a VISA card) has been designed so that it will not
    be confused with personal credit cards. The card bears the Great
    Seal of the United States and has the unique and legal protected
    name I.M.P.A.C. along with the United States of America printed on
    the face of the card.**

-   **[The Card has the cardholder's name embossed on it, and in
    accordance with VISA International regulations, can ONLY be used by
    that individual.]{.underline}**

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-   It is the policy of the NCI-Frederick to use the I.M.P.A.C. for
    purchases up to the micro-purchase threshold, i.e., \$3,000, where
    authorized and feasible. The card must not be used for:

> Requirements which necessitate other than routine terms and conditions
>
> Requirements which are too complex to be conveyed orally
>
> Requirements listed as 'not authorized' to purchase with the
> I.M.P.A.C.
>
> Situations in which the cardholder believes the Government's best
> interest will be served by purchasing via the NCI-Frederick Purchasing
> Department.
>
> Approval must be received from the Purchasing Department to utilize
> the card for the above exceptions PRIOR to placing any order.
>
> For any unusual purchases, please direct questions to the I.M.P.A.C.
> team so that we can help determine the best way to handle prior to
> placing any order.

2.  **PURPOSE**

-   These operational instructions are intended to provide NCI-Frederick
    employees guidance in the use of the I.M.P.A.C. Designation of an
    individual to be a cardholder and/or Card Approving Official (CAO)
    is a contractor or program prerogative, subject to compliance with
    the training, certification, or other provisions of this manual.

-   Contractors or programs may supplement this document to provide
    further guidance for their Cardholders, CAOs, and Administrative
    Officers (AOs)

-   This contractor (SAIC-Frederick, Inc.) I.M.P.A.C. Program is for use
    by contractor cardholders and CAOs only. Federal employees may
    request a Government Purchase Card through their AO. Federal
    employees with an SAIC-Frederick, Inc. point of contact may utilize
    the contractor representative to make appropriate purchases under
    their cost centers via the OTS contract.

3.  []{#Definitions .anchor} **DEFINITIONS**

-   [Agency/Organization Program Coordinator (A/OPC)]{.underline}: The
    A/OPC serves as the focal point for coordination of the
    applications, issuance and destruction of cards, establishment of
    reports, and administrative training. This individual also serves as
    the liaison between the NCI-Frederick, U.S. Bank and the GSA
    contracting officer. She/he oversees the I.M.P.A.C. program and the
    established guidelines. Changes to dollar limitations or authorized
    merchant codes must be submitted by the A/OPC to U.S. Bank. The
    A/OPC for the NCI-Frederick is:

Cindy Farling, Supervisor, Purchasing

Building 1050, Room 224

Telephone: voice -- 301-846-5415, fax -- 301-846-5311

E-mail address: <cfarling@ncifcrf.gov>

Alternate: Lori Smith, Purchasing Administrator, Purchasing

Building 1050, Room 225A

Telephone: voice -- 301-846-1705, fax -- 301-846-5311

E-mail address: <lsmith@ncifcrf.gov>

-   [NCI-Frederick Reconciliation Program:]{.underline} Allows for the
    transactions by the cardholder or designee to reconcile on a daily
    basis. Transactions are uploaded each business day into the
    Reconciliation Program. The Program auto generates an e-mail to each
    card holder who has made a transaction indicating it is available to
    be matched to their order and reconciled. Reconciled transactions
    are posted daily to the General Ledger by the Purchasing Department.

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-   [Billing Cycle Purchase Limit (Monthly Cardholder Purchase
    Limit):]{.underline} The spending limit imposed on a Cardholder's
    cumulative purchases in a given month.

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-   [Billing Cycle Office Limit (Monthly Office Limit):]{.underline} The
    monthly program area budgetary limit established for each CAO. This
    amount must be equal to the total of all Billing Cycle Purchase
    Limits the CAO is responsible for.

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-   [Card Approving Official (CAO):]{.underline} The CAO should be the
    Cardholder's immediate supervisor or a higher-level official. No
    federal employee can be the CAO for a contractor employee. The CAO
    may designate an alternate to perform the functions outlined in
    Paragraph 19 of this document when the CAO is unavailable.

-   [Certification:]{.underline} a cardholder is considered "certified"
    by having received the training at the appropriate level and having
    provided the signed document certifying the understanding and
    adherence to the terms and conditions of the I.M.P.A.C. program.

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-   [Designated Billing Office (General Accounting)
    Contact:]{.underline} The General Accounting contact will receive
    the official invoice from U.S. Bank and will be responsible for
    payment. The Designated Billing Office contact is:

> Kathy Hoffman, Controller
>
> 92 Thomas Johnson Drive
>
> Suite 250
>
> Telephone: voice - 301-846-5989, fax - 301-846-6647
>
> E-mail address: hoffmaka@mail.nih.gov

Alternate: Judy Fogle, General Accounting

> 92 Thomas Johnson Drive
>
> Suite 250
>
> Telephone: voice- 301-846-1137, fax- 301-846-6647
>
> E-mail address: jfogle@ncifcrf.gov

-   [Dispute Office Contact:]{.underline} This individual will monitor
    all disputed purchases, credits, or billing errors. Cardholders and
    CAO are responsible for reconciling and resolving disputes and
    credits directly with the vendor. The Dispute Office contact is:

> Jeannie Hilderbrand,
>
> Acquisition Support, Purchasing
>
> Building 1050, Room 225A
>
> Telephone: voice 301-846-1716, fax - 301-846-5311
>
> E-mail address: jhilderbrand@ncifcrf.gov

-   [I.M.P.A.C.:]{.underline} An acronym that stands for "International
    Merchant Purchase Authorization Card" also known as Government wide
    commercial purchase card. These initials will also appear on forms
    and cards provided by U.S. Bank. It is a Purchase Card that means
    that every statement has to be paid in full. No credit or debit
    balances will be forwarded to the next statement.

-   [Internal Audit Department:]{.underline} Responsible for auditing
    all statement of accounts and associated documentation to ensure
    purchases are contract related, verifying and notifying the A/OPC of
    any discrepancies to include delinquent reconciliations and
    paperwork.

-   [Level I training:]{.underline} The initial training all prospective
    cardholders receive that allows placing orders up to the
    micro-purchase threshold.

-   [Level II training]{.underline}: The second level training, referred
    to as "Procurement Official" training, which allows placement of
    orders requiring simple bidsheets for items/services without
    statements of work for requisitions exceeding the micro-purchase
    threshold.

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-   [Merchant Codes:]{.underline} Categories assigned by U.S. Bank
    categorizing each merchant according to the type of business the
    merchant is engaged in and the kinds of goods and services provided.

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-   [Micro-Purchase:]{.underline} In accordance with the Federal
    Acquisition Streamlining Act (FASA) of 1994 a Micro-Purchase is a
    purchase of supplies or services (except construction) with an
    aggregate amount not exceeding \$3,000. A proposed purchase may not
    be divided into several purchases for lesser amounts in order to use
    either the micro-purchase or simplified acquisition procedures since
    this practice would be a violation of procurement law.

-   ["Procurement Official":]{.underline} the term used by the NIH
    I.M.P.A.C. Policy Manual for the cardholder who has received Level
    II training and can place non-complex orders above the
    micro-purchase threshold in accordance with the training procedures.

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-   [U.S. Bank:]{.underline} U.S. Bank is the current contractor that
    will maintain all I.M.P.A.C. accounts, issue purchase cards, send
    monthly statements to cardholders, CAOs, and General Accounting and
    provide various reports to the A/OPC.

-   [Section 508]{.underline}: (reserved)

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-   [Single Purchase Limit:]{.underline} The single purchase limit is
    the maximum dollar amount of a single transaction. The single
    purchase limit will normally be set at \$500. It can be set higher,
    however CANNOT exceed \$3,000 without further training (Level II) by
    Purchasing.

-   [Statement of Account (SOA):]{.underline} The SOA is a monthly
    listing of all payments for purchases and credits made by the
    cardholder and billed by the merchant.

4.  []{#Training .anchor} **TRAINING**

-   Prospective cardholders must attend a training course. The
    cardholder and CAO will sign the [Terms and Conditions for Use of
    the
    I.M.P.A.C.](http://web.ncifcrf.gov/campus/als/downloads/IMPAC-TermsConditions.doc)
    that he/she has been fully trained, understands and will abide by
    all policies and procedures regarding the card usage prior to
    receiving an I.M.P.A.C.

-   Additional Level II training must be taken in order to make
    purchases above the micro-purchase threshold. Cardholders must
    certify that they understand and will abide by the additional
    policies and procedures of the Level II training.

-   When a cardholder has authority over the micro-purchase threshold,
    the CAO must also have Level II authority.

5.  []{#Standardsofconduct .anchor} **STANDARDS OF CONDUCT**

-   Contractor and Government employees expending public monies hold a
    public trust; their conduct must meet the highest ethical standards.
    All NCI-Frederick employees shall use this card only to purchase
    supplies and services within the guidelines of this program.
    Cardholders and CAOs who make false statements on the purchase card
    records may be terminated from their position and may be fined,
    imprisoned, or both, as stated in Section 1001, Title 18 United
    States Code. Contractor employees are subject to the standards of
    ethical conduct imposed by each contractor.

6.  **PROCUREMENT INTEGRITY**

-   Cardholders who have authority up to the micro-purchase limit will
    not be considered "procurement officials" as provided in the
    procurement integrity provisions of the Office of Federal
    Procurement Policy Act (OFPPA) if the total purchases they make
    during any 12 month period are not expected to exceed \$20,000.

7.  []{#Authorizeduseofimpac .anchor} **AUTHORIZED USE OF I.M.P.A.C.**

-   Ordering methods such as verbal, Internet or fax can be used under
    simplified acquisition procedures to acquire any type of supplies or
    services WITH THE EXCEPTION OF those items identified on the
    [*Unauthorized Purchases List*](#Unauthorizedpurchaselist).
    I.M.P.A.C. can be used for orders placed against established
    NCI-Frederick-wide contracts such as the Laboratory Supplies,
    Oligonucleotides, Office Supplies or Peptides Contracts. Purchases
    from open market sources shall be distributed equitably among the
    qualified suppliers.

8.  []{#Unauthorizeduseofimpac .anchor} **UNAUTHORIZED USE OF
    I.M.P.A.C.**

-   **The I.M.P.A.C. is [FOR OFFICIAL USE ONLY.]{.underline} Use of
    I.M.P.A.C. by a Cardholder for a personal purchase and/or a purchase
    of supplies or services which the Cardholder had no authority to
    make, and/or use of the card by a person other than the Cardholder
    is unauthorized**. **Use of the card for personal purchases will**

> **be a basis for immediate cancellation of the card, possible
> disciplinary action, and/or possible criminal action.**

-   **Use of the card by any individual other than the cardholder will
    result in disciplinary action up to and including termination of
    employment with SAIC-Frederick, Inc.**

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-   Intentional use of this card for unauthorized purposes will be
    considered as an attempt to commit fraud against the U. S.
    Government.

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-   If an unauthorized personal purchase is made, SAIC-Frederick, Inc.
    General Accounting Department will bill the employee the full cost
    of the purchases [plus]{.underline} interest and administrative debt
    collection fees and take all actions necessary to collect the debt
    including, if necessary, salary offset.

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-   The purchase card may not be used to purchase items on the
    *[Unauthorized Purchase List.](#Unauthorizedpurchaselist)*

9.   []{#ObtaininganIMPAC .anchor}**OBTAINING AN I.M.P.A.C.**

-   [Federal employees:]{.underline} May request a Government Purchase
    Card through their AO. Federal employees with an SAIC-Frederick,
    Inc. point of contact may utilize the contractor representative to
    make appropriate purchases under their cost centers via the OTS
    contract.

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-   [Contractor employees:]{.underline} To request an I.M.P.A.C., the
    designated program area's CAO must submit a *[Request for the
    I.M.P.A.C.](http://web.ncifcrf.gov/campus/als/downloads/Request-forIMPAC.doc)
    form* for the individual requesting a set-up as a cardholder. If the
    program area does not have an existing CAO, a *[Request for
    I.M.P.A.C.](http://web.ncifcrf.gov/campus/als/downloads/Request-forIMPAC.doc)
    form* is also utilized for the set-up of a new CAO. The CAO must
    also be a contractor employee.

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-   Each prospective Cardholder and CAO must verify they have read,
    understand, and agree to abide by the *Internal Procedures for the
    Purchase Card Program* by signing the *[Terms and Conditions for Use
    of
    I.M.P.A.C](http://web.ncifcrf.gov/campus/als/downloads/IMPAC-TermsConditions.doc).*
    The signed Terms and Conditions must be attached to the Request
    form. The *Terms and Conditions* are re-signed yearly by both
    cardholder and CAO.

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-   Upon receipt, review, and concurrence of the CAO's request, the
    A/OPC will submit the application to the bank. When the purchase
    card is received by the A/OPC, he/she will notify the Cardholder to
    schedule the training session for use of the NCI-Frederick P-Card
    Reconciliation Program.

10. []{#Dollarlimits .anchor}**DOLLAR LIMITS**

-   Each purchase card is subject to a Single Purchase Limit, a Billing
    Cycle Purchase Limit, and a Billing Cycle Office Limit. Neither
    cardholders nor merchants are allowed to exceed the single purchase
    limit or split the purchase in order to accommodate the purchase
    card limit.

11. []{#Changingcardlimits .anchor} **CHANGING CARD LIMITS**

-   To raise or lower the Single Purchase Limit, Billing Cycle Purchase
    Limit, or Billing Cycle Office Limit the CAO must submit the
    requested change in writing (E-mail or memo) to the A/OPC,
    <cfarling@ncifcrf.gov>.

12. []{#ContactingUSBANK .anchor} **CONTACTING U.S. BANK FOR
    INFORMATION**

-   U.S. Bank should be contacted only to report a LOST OR STOLEN card
    (Paragraph 24) or to resolve a disputed/questioned item (Paragraph
    15). All other questions should be directed to the CAO or the A/OPC.

13. []{#Cardholderprocmakingapurchase .anchor} **CARDHOLDER PROCEDURES -
    MAKING A PURCHASE**

-   The cardholder is responsible for checking with the CAO to ensure
    funds are available prior to making a purchase.

-   All purchases less than \$100 should be made using a Purchase Card.
    If a vendor does not take a Purchase Card, two options exist. A
    purchase request may be submitted indicating that the vendor does
    not accept Purchase Cards. The preferred method is to utilize the
    [Direct
    Pay](http://home.ncifcrf.gov/saic/bpdocs/DirectPayProcedure5-07.pdf)
    process through the Accounts Payable Department in accordance with
    the procedure.

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-   The cardholder must ensure the supplies or services are described in
    sufficient detail so the vendors/merchants have a clear
    understanding of what is being acquired. Some requirements, because
    of their complexity, may not be suitable for purchase using the
    purchase card and therefore may necessitate the use of a written
    Purchase Order.

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-   The cardholder must determine price reasonableness.

> 1\. Micro-Purchases (Level 1) may be made without securing competitive
> quotations or any type of value analysis if the prices are considered
> reasonable. If a cardholder, through prior experience (e.g.,
> comparison with prices paid previously for the same or similar items,
> familiarity with the supply/service based on frequent purchasing)
> knows that the proposed price is fair and reasonable, he/she does not
> have to do any further prior evaluation or analysis. However, if the
> cardholder suspects or has information to indicate the price may not
> be reasonable or is purchasing a supply/service for which no
> comparable pricing information is readily available, action should be
> taken to verify that the price is reasonable.
>
> 2\. Purchases above the micro-purchase threshold (Level II) must
> determine price reasonableness by comparing pricing or pricing
> factors. This action must be documented and approved by the A/OPC
> prior to making the purchase.

-   Cardholders who are buyers within ALS may use the purchase card as a
    payment mechanism. The documentation requirements will be the same
    as those required for any other type of acquisition. For proper
    allocation of funds, a purchase order is cut and a different
    reconciliation program is utilized.

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-   To place the order and accept delivery the following procedures will
    be followed:

1)  Confirm the vendor will accept I.M.P.A.C. (VISA card).

2)  Advise the merchant the purchase is made under the MD Sales and Use
    Tax Direct Pay Permit #3. When a vendor will not grant a tax
    exemption without a certificate, provide a copy of the certificate
    to the vendor. A copy of this permit is included in your training
    manual.

3)  **Ensure the merchant does not charge a "premium" for the use of the
    card. If a merchant attempts to impose a premium, percentage (often
    3%) or additional charge on the purchase, remind them that
    premiums/surcharges are prohibited by VISA.**

4)  Delivery instructions: instruct the vendor to use the following
    format and list this

> information on the shipping label and packing slip:
>
> NCI-Frederick
>
> Attn.: PC# /Name and Building
>
> Building 1050 -- Boyles Street
>
> Frederick, MD 21702
>
> The term 'Purchase Card' or 'Visa'

5)  **When a telephone order is placed for pick-up at a merchant's
    facility, the cardholder may designate a staff member to pick up the
    order.** **If someone other than the cardholder picks up the order
    they should sign as having received the item(s). Their signature is
    not an approval for the purchase on the P-Card but for receipt of
    the product.**

6)  Establish a monthly acquisition file to maintain all documents
    (e.g., charge slips, credit slip, cash register receipts, packing
    slips, [*Cardholder's Statement of Questioned
    Items*](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_attachmentF.pdf)
    form etc. for review by the CAO and/or audit purposes.

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14. []{#Cardholderprocedures .anchor}**CARDHOLDER PROCEDURES**

-   **[Data Entry -]{.underline}** Enter the information into the
    NCI-Frederick P-Card System. The description of each item must be
    identifiable by any reviewer. This is required any time I.M.P.A.C.
    is used for a purchase, whether it is done over the counter or by
    telephone.

> The order must be entered (header and vendor ID required to secure a
> PC (Purchase Card) number from the System) [prior to placing the
> order]{.underline} on the telephone or internet as the purchase order
> number is generated by the P-Card System. When a purchase is made over
> the counter, the Cardholder may enter the information into the System
> after the purchase (same day). The cardholder must also obtain a
> customer copy of the charge slip.

-   **[Sensitive Items -]{.underline}** Submit *[Notification to
    Property-Sensitive
    Items](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_attachmentE.pdf)*
    form, if applicable.

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-   **[Reconciliation -]{.underline}** **The cardholder will receive an
    SOA each month.** **The monthly transactions must be
    processed/reconciled no later than the fifth day after receipt. The
    Purchase Card Reconciliation Program allows for daily reconciliation
    of transactions. The cardholder is notified via e-mail each time a
    transaction is posted from the bank and allows for immediate
    reconciliation in lieu of waiting for the SOA at the end of the
    month to reconcile the charge.**

-   These procedures include:

1)  Reviewing each purchase/credit on the SOA to verify its accuracy.

2)  Reconciling the SOA (if not previously reconciled).

3)  When appropriate, processing a [*Cardholder's Statement of
    Questioned
    Item*](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_attachmentF.pdf)
    form.

-   The cardholders are required to maintain a copy of official
    purchasing records including supporting documentation on file in the
    program area.

-   The cardholder must forward the SOA with the original supporting
    documentation, e.g., charge slips, credit slips, packing slips,
    etc., to the CAO. If for some reason the Cardholder does not have
    documentation of the transaction, he/she must attach an explanation
    that includes a description of the item, date of purchase,
    merchant's name and why there is no supporting documentation.

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-   If the cardholder will be absent from his/her office for more than 4
    days after the SOA is received he/she should notify the A/OPC if no
    system delegation has been made to another employee in the program
    area to reconcile the account. The P-Card System is set-up to enable
    daily reconciliation by the cardholder. The System allows delegation
    to another employee for reconciliation purposes as well. If the
    absence is extensive and no delegation has been made, the CAO will
    review the receipts/documentation and sign the SOA with an
    explanation as to why the cardholder could not process the SOA in a
    timely

> manner. **The SOA with receipts/documentation will be forwarded to the
> A/OPC for processing the reconciliation with the A/OPC setting up
> training for an administrative alternate in the program area.**
> Failure to review and/or process the SOA in a timely manner will be
> grounds to suspend/terminate the purchase card.

**15**. []{#Billingerrorsandisputes .anchor}**BILLING ERRORS AND
DISPUTES**

-   **[*Cardholder Statement of Questioned Item
    form*](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_attachmentF.pdf)
    [--]{.underline} This form should be submitted to US Bank to resolve
    any billing issue and/or disputed transaction. The procedures for
    use of this form are as follows:**

-   **[Billing Errors -]{.underline}** If credits for returned or
    canceled items are not on the SOA, the customer copy of the credit
    slip should be retained until the transaction appears on the next
    SOA. If these credits do not appear on the next SOA, the cardholder
    must complete a [*Cardholder Statement of Questioned
    Item*](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_attachmentF.pdf)
    form, attach a copy of the credit slip and forward the documentation
    to U.S. Bank **[within 60 days]{.underline}** of the original
    invoice date.

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-   When an incorrect charge is indicated on the SOA, the cardholder
    must immediately seek to resolve the problem with the vendor.
    However, the cardholder should reconcile the current SOA as though
    it were correct since the credit will normally be issued on the
    following month's SOA.

> If the problem cannot be resolved the cardholder must contact the
> Dispute Officer, Jeannie Hilderbrand. Upon contacting the Dispute
> office the cardholder will be required to complete the "[Cardholder
> Statement of Questioned
> Item](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_attachmentF.pdf)"
> form indicating the nature of the problem (i.e., wrong amount charged,
> etc.) When all information has been completed this form should be
> returned to Jeannie Hilderbrand, Bldg 1050 via interoffice mail or via
> fax (301)846-5311.
>
> A copy of the [*Cardholder Statement of Questioned
> Item*](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_attachmentF.pdf)
> form is to be maintained in the official acquisition file. A copy
> should be attached to the original SOA sent to the General Accounting
> Department.
>
> **Note**: Disputes will be submitted to U.S. Bank via Access On-Line
> by the Purchasing Department as soon as it is identified by the
> cardholder as a discrepancy i.e., the vendor refuses to correct it,
> but no later than 60 days after the transaction appears on the SOA.
> Submission of the [*Cardholder Statement of Questioned
> Item*](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_attachmentF.pdf)
> form must be sent to Purchasing prior to the 60 day time frame in
> order for the invalid charge to be disputed with the Bank.

-   If items purchased with I.M.P.A.C. are found to be defective, or if
    services purchased are found to be unsatisfactory, the cardholder
    has the responsibility to obtain replacement or correction of the
    items. If the merchant refuses to replace or correct the faulty
    item, the purchase will be considered to be in dispute.

-   **[Disputes]{.underline}** - Items in dispute are to be handled in
    the same manner as billing errors. The dispute or error should be
    indicated on the cardholder's monthly statement and a [*Cardholder
    Statement of Questioned
    Item*](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_attachmentF.pdf)
    form should be prepared and forwarded to:

> Jeannie Hilderbrand
>
> Acquisition Support, Purchasing
>
> Building 1050, Room 225A
>
> Telephone: voice 301-846-1716, fax - 301-846-5311
>
> E-mail address: <jhilderbrand@ncifcrf.gov>

16. []{#Greentraining .anchor} **GREEN TRAINING**

> All NCI-Frederick cardholders and CAOs must complete Green Training as
> mandated under Executive Order 13423. New cardholders will be trained
> by ALS personnel at the time their new card is issued. All existing
> cardholders and CAOs must complete this training every two years. The
> A/OPC ensures training has been completed by December 31 of the
> appropriate year. All cardholders who do not complete this training
> are subject to suspension of their I.M.P.A.C. The A/OPC will send
> notification and the appropriate links to complete this training to
> all cardholders and CAOs when appropriate.

17. []{#Section508Requirements .anchor}**SECTION 508 REQUIREMENTS**

**Reserved**

18. []{#Suspensionofimpacprivileges .anchor} **SUSPENSION OF I.M.P.A.C.
    PRIVILEGES**

    -   [Past Due Account]{.underline}: ALS will notify all cardholders
        of intended suspension of P-Card with past due accounts of 30
        days or more utilizing the P-Card Status Report as provided by
        the General Accounting Department. Cardholders and CAOs will be
        sent a [Suspension Memorandum for Delinquent
        Accounts](#ExampleofSuspensionMemofordelinquent) indicating a
        proposed date of suspension of the P-Card if accounts are not
        brought current within two weeks of the date of e-mail. If the
        account is not brought to current status during this time frame,
        the card will be suspended indefinitely, i.e. until A/OPC is
        notified by the General Accounting Department of receipt of SOA
        and supporting documentation. When ALS is notified by General
        Accounting that all accounts are reconciled and/or appropriate
        paperwork has been received, the account will be unsuspended and
        the cardholder and CAO notified if appropriate.

    -   [Inappropriate Usage:]{.underline} ALS will notify cardholders
        of intended suspensions of P-Card for inappropriate usage.
        Cardholders and CAOs will be sent a [Suspension Memorandum for
        Inappropriate Use](#ExampleofSuspensionMemoforInappropriate)
        indicating a date of suspension of the P-card privilege and what
        steps or actions are required to reinstate the usage privilege.

19. []{#Cardapprovingofficialsresponsibilities .anchor} **CARD APPROVING
    OFFICIALS RESPONSIBILITIES**

-   The CAO is responsible for the following:

1)  Requesting the establishment of new accounts, Single Purchase
    Limits, Billing Cycle Purchase Limits, and Billing Cycle Office
    Limits through the A/OPC.

2)  Reviewing and approving his/her cardholders' monthly SOA and
    verifying that all transactions were valid NCI-Frederick purchases
    made in accordance with these procedures.

3)  Forwarding the SOA and attached supporting documents to Judy Fogle,
    General Accounting, within five (5) days of receipt from Cardholder.

4)  Serving as liaison with the A/OPC and General Accounting.

5)  Assisting the cardholder in resolving disputed payments and, as
    necessary, recommending to the A/OPC that a cardholder's card is
    canceled.

6)  Assuring that all official purchase records are maintained by the
    cardholders and are available for spot audits.

7)  Providing formal written notice to the A/OPC if a cardholder's card
    is lost or stolen. (See Paragraph 24)

8)  Informing the Controller, General Accounting of any problems.

-   **A CAO must assure that every active Cardholder listed on the
    monthly summary (submitted by U.S. Bank) reviews and reconciles
    their SOA within the mandated time limit.**

1)  If an SOA has not been reconciled by an active Cardholder listed on
    the summary the CAO shall follow up with the cardholder to ensure
    timely processing.

> 2\) If the SOA cannot be reconciled in the time limit specified by a
> Cardholder due to
>
> extended leave or illness, the CAO shall review the SOA and supporting
> documents, process the SOA and forward the documentation in a timely
> manner along with an explanation of why the cardholder could not
> process the SOA.

20. []{#Acquisitionandlogisticalservices .anchor} **ACQUISITION AND
    LOGISTICAL SERVICES (ALS) RESPONSIBILITIES**

-   ALS must assure that all prospective Cardholders and CAOs fully
    understand all policies and procedures regarding card usage and have
    them sign the [*Terms and Conditions for Use of the
    I.M.P.A.C.*](http://web.ncifcrf.gov/campus/als/downloads/IMPAC-TermsConditions.doc)
    to this effect before they receive an I.M.P.A.C.

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-   ALS must provide training to all prospective Cardholders and CAOs.

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-   ALS will review the operation of the purchase card program via a
    monthly report and will notify Cardholders of any errors, incorrect
    data entry or unauthorized purchases.

-   ALS will notify all cardholders and CAOs of intended suspension of
    P-Cards with past due accounts or inappropriate usage. Cardholders
    and CAOs will be sent a formalized e-mail indicating the reason and
    timeframe for the suspension and all measures necessary for
    reinstatement. The suspension will, however, remain suspended until
    such time all conditions surrounding the suspension have been
    rectified.

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-   The A/OPC serves as the liaison between Cardholders and U.S. Bank,
    as well as between NCI-Frederick and U.S. Bank.

-   ALS personnel will perform daily audits on all bank transactions
    utilizing the P-Card Transaction Detail Audit report. Transactions
    will be audited for allowability of purchase, correct sales tax
    input, and property accountability requirements (notification to
    Property for decal if required).

-   ALS will request from U.S. Bank, cardholder signature copies of
    receipts for spot auditing to ensure compliance of Internal
    Procedures on the I.M.P.A.C.

-   ALS will file all cardholder disputes that can not be resolved by
    the cardholder with the vendor. This will be accomplished utilizing
    the Bank's Access On-Line dispute mechanism. ALS will notify the
    cardholder when the dispute has been resolved.

21. []{#Auditreview .anchor} **AUDIT/REVIEW PROCESS**

-   The Internal Auditor receives a listing of the monthly master SOAs
    from U.S. Bank and conducts a review of individual cardholder
    purchases on a random basis, and/or in response to requests from
    General Accounting, the A/OPC and CAOs.

-   This review will consist of reviewing the official acquisition
    file(s) of the individual cardholder's purchases. This review shall
    focus on general adequacy of documentation and compliance with
    published procedures as well as unauthorized purchases and evidence
    of improper order splitting.

-   If inappropriate cardholder purchases are identified, the Internal
    Auditor will notify the A/OPC, General Accounting, the Finance
    Department, and U.S. Bank, and may initiate administrative action to
    cancel the I.M.P.A.C. The A/OPC may recommend other actions,
    including disciplinary action, as appropriate.

22. []{#Generalaccounting .anchor} **GENERAL ACCOUNTING**

-   General Accounting receives a consolidated report of all card
    balances. The report is considered the billing invoice. Payment is
    made to the U.S. Bank according to the Prompt Payment Act provisions
    for the amount due on the individual cardholders' statements of
    transactions.

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-   General Accounting will contact Cardholders and CAOs if disputes
    remain outstanding more than 60 days.

-   General Accounting will maintain a P-Card Status Report and notify
    the A/OPC in report form of all accounts 30 days past the previous
    US Bank billing date. This includes late reconciliation as well as
    delinquent paperwork.

-   General Accounting must receive all original forms and documentation
    in order to maintain an auditable file record.

23. []{#SecurityofIMPAC .anchor} **SECURITY OF I.M.P.A.C.**

-   The Cardholder is responsible for the security of the I.M.P.A.C. and
    will be personally liable for its misuse. If the card is lost (or
    missing), the cardholder **[must]{.underline}** notify the U.S.

> Bank immediately per guidance set forth in Paragraph 24 below.

24. []{#Loststolencards .anchor} **LOST/STOLEN CARDS**

-   NCI-Frederick will not be liable for any unauthorized use of the
    I.M.P.A.C.; however, the cardholder may be held negligent and
    administratively accountable to NCI-Frederick if the loss is not
    reported in a timely manner. **[Note:]{.underline}** **Two
    notifications are required as listed below.**

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-   Telephone Notification: Should the card be lost or stolen, it is
    important that the cardholder notify U.S. Bank immediately at the
    following numbers 24 hours/day

> \(1\) Inside the Continental United States - 1-800-227-6736
>
> \(2\) Outside the Continental United States - Call collect
> 701-461-2020

-   Written Notification: The call to U.S. Bank must be followed up with
    a formal written notice. The cardholder must also notify the CAO,
    NCI-Frederick Protective Services, and the A/OPC within one workday
    after discovering that the card is missing. The CAO shall submit a
    written report to the A/OPC within five working days. The report
    will include:

1)  The card number

2)  The cardholder's complete name

3)  The date and location of the loss

4)  If lost/stolen, date reported to police

5)  Date and time U.S. Bank notified

6)  Any purchase(s) made on the day the card was lost/stolen

7)  Any other pertinent information

-   Card Replacement: A new card will be mailed within two (2) business
    days of the reported loss or theft. A card that is subsequently
    found by the cardholder after being reported lost or stolen must be
    cut in half and forwarded to the A/OPC.

25. []{#Administrativechangesincardholdersstatus .anchor}
    **ADMINISTRATIVE CHANGES IN CARDHOLDER STATUS**

-   Separation of Cardholder:

1)  Before a cardholder transfers to another program, retires, or
    resigns from the NCI-Frederick, the cardholder must [cut the card in
    two pieces]{.underline} and turn it in to the CAO.

> The CAO will forward the cut up I.M.P.A.C. to the A/OPC, who will
> notify
>
> U. S. Bank. The A/OPC will notify General Accounting of new cards
> issued and
>
> cards terminated on a monthly basis.

2)  I.M.P.A.C. holders who intend to retire, or resign, from
    NCI-Frederick should cease using the I.M.P.A.C. 45 days prior to the
    effective date of their action. If a monthly SOA is received and the
    employee is no longer available to complete the SOA, the

> monthly SOA will be processed and signed by the CAO and an explanation
> for the lack of the cardholder's signature will be provided when the
> SOA is sent to General Accounting. General Accounting will notify ALS
> and reconciliation of statement will be provided by the Purchasing
> Department.

3)  I.M.P.A.C. holders whose employment has been terminated by other
    than the normal process will surrender the I.M.P.A.C. to the Human
    Resources Department representative conducting the termination. The
    Human Resources Department will notify the A/OPC and return the card
    to the A/OPC.

-   When a CAO transfers, retires, resigns, or otherwise leaves the
    NCI-Frederick the monthly SOA shall be signed by the Alternate CAO.
    The A/OPC can act as the alternate CAO temporarily until a new CAO
    has been established.

26. []{#FinancialControl .anchor}**FINANCIAL CONTROL**

-   It is the responsibility of the Cardholder to assure that funds are
    available in the budget for the purchases made with the P-Card. The
    cost centers are not charged with the purchases until they have been
    reconciled in the NCI-Frederick P-Card System. At the beginning of
    each fiscal year funding is often uncertain, and therefore it is
    essential that cardholders check with the CAO to assure that funds
    are available before making any purchases.

## 

[]{#Unauthorizedpurchaselist .anchor}UNAUTHORIZED PURCHASE LIST

The following is a list of all purchases that may NOT be made using the
I.M.P.A.C. Questions may be directed to the A/OPC.

-   [Under no circumstances will the I.M.P.A.C. be used for cash
    advances through a bank teller or ATM machines.]{.underline}

-   Materials, supplies, and services requiring prior NCI approval
    (COA).

-   Materials, supplies, and services requiring prior approval of the
    Laboratory Animal Sciences Program (LASP), Environmental Health &
    Safety (EHS), and the Institutional Review Board (IRB).

-   Items identified as unallowable in accordance with NCI-Frederick
    Contracts. Examples: decorative and personal effect items such as
    pictures, plants, [personalized stationary or greeting
    cards]{.underline}; food/drink items, meals, medications (except for
    animals); coffee pots and toasters; paper plates, cutlery.

-   Portable electric heaters

-   Any costs involving a collaborative effort.

-   Any cost that requires a separate agreement (such as a user license,
    web order requiring a "click" to agree to their terms and conditions
    prior to placing order, etc.) without prior approval from Manager,
    Purchasing.

-   Costs for items or services delivered to or for any entity other
    than NCI-Frederick.

-   Sera reserving more than 20 bottles

-   Any other item or service intended for personal use, whether the
    item is provided free by the vendor or not.

-   **[Cardholders are not allowed any personal gain from use of
    Government monies]{.underline}**

> ***[Unallowable Example]{.underline}: A vendor has a promotion on copy
> paper, buy two reams and receive one free bag of coffee beans. The
> free coffee beans are not an allowable contract cost as well as no
> employee is allowed personal gain from use of Government monies.***
>
> ***[Allowable Example]{.underline}: A vendor has a promotion on copy
> paper, buy two reams and receive a third ream of paper free. The free
> paper is an allowable contract cost and there is no personal gain from
> use of the monies as the free paper can be used by the program
> area.***

-   Safety glasses and prescription glasses.

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-   Capital equipment.

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-   Business cards (SAIC-Frederick, Inc. only) without prior approval.

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-   Controlled substances and regulated chemicals such as radioisotopes,
    DEA controlled substances and ethyl alcohol, etc.

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-   Rental or lease of motor vehicles, land, or buildings.

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-   Alarm System.

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-   Consultant Services.

-   A & E Services (design fees, etc.).

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-   Temporary Help.

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-   Construction.

-   Incentives (Must be pre-approved by FAS/SAIC-Frederick employees --
    must be from company profit account).

-   Vehicle Operating Expenses -- Must go through Fleet Management
    Services.

-   Fuel for Government vehicles, except in emergency situations (Must
    use Fleet Card).

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-   Equipment repair (must go through Equipment Maintenance Team,
    Purchasing Department).

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-   Services usually provided through FME work orders.

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-   Travel expenses (including Metro Fare Card for local travel- Must be
    submitted on a General Expense Form).

-   Registration fees (travel-related), all meals (unless prior approval
    obtained by FAS and A/OPC ).

**[NOTE: Registration fees for seminars and or conferences are
unallowable on the]{.underline} [I.M.P.A.C. (Exceptions can be made with
prior written approval from the A/OPC)]{.underline}**

-   Lodging expenses (exceptions in place for Human Resources
    Department/Travel/Clinical Monitoring Research Program/Conference
    Planning).

-   I-Pod, MP3 Player or any other type of device that's primary
    function is to play music files.

-   Commercial transportation costs, parking fees, i.e. Colonial Parking
    tickets, etc. (Must be submitted on a General Expense Form).

-   Facsimile, internet charges or telephone calls. This includes any
    business call while away from the office.

-   Application fees; (Import/Export fees, foreign shipments, special
    permits -- USDA/APHIS).

-   Goods or Services requiring a 'Statement of Work' due to the
    complexity of the procurement.

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-   All systems furniture (Trendway, Allsteel, Steelcase).

-   Any furniture (including custom made) that requires installation or
    design fees which must be purchased through the Purchasing
    Department. If unsure, the Cardholder must check with A/OPC prior to
    purchase for allowability.

##  

## 

## 

## 

## 

## 

## 

## 

## 

## 

## 

## 

## 

## 

# PURCHASE CONSIDERATIONS

The following is a list of suggested actions/clearances/requirements
that should be made prior to purchases with the I.M.P.A.C. Questions may
be directed to the A/OPC.

-   Art Work, Graphic &

Photographic and Duplication - Use the NCI-Frederick Scientific,
Publications and

Graphics Media (SPGM)

-   Filing Cabinets - Check with NCI-Frederick Property Department for
    surplus

-   Office Equipment - Check with NCI-Frederick Property Department for
    surplus

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-   Greening - Whenever possible try to purchase items made from
    recycled content products, environmentally preferable products and
    services, biobased products, energy- and water-efficient products.
    For more information on these types of purchases visit:

> http://www.ofee.gov/gp/pg.htm

-   Small Businesses - Whenever possible give preference to
    disadvantaged businesses, i.e., Small, Woman Owned, HUBZone.

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-   Office Furniture - Check with NCI-Frederick Property Department for
    surplus

> \* All system furniture (Trendway, Allsteel, Steelcase)

and any furniture (to include custom made), that requires installation
or design fees) must be purchased through Purchasing and not on the
I.M.P.A.C. Check with A/OPC prior to purchase for allowability.

-   Laboratory Supplies - [Mandatory]{.underline} sources are Fisher
    Scientific and

> Daigger. Purchasing places orders with both vendors on a daily basis.

■ Office Supplies - Caddo, Faison, Alpha and Councell. Please use these
vendors for discounts.

-   Oligos - Contracts are established with Operon, Integrated DNA, and
    Invitrogen. Use these vendors.

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-   Peptides - Contracts are established with Sigma-Aldrich and
    Invitrogen. Use these vendors.

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-   Computer Equipment - **Must** be equipped with or meet efficient
    low-power

(hardware, software) standby feature as defined by the EPA Energy Star
program. Further information on these requirements MUST be obtained from
Purchasing or the A/OPC prior to purchase.

-   Books - Are considered government property. All books **must** be
    stamped with property stamp -- 'Property of NCI- Frederick'. Full
    title and ISBN **must** be entered into the P-Card System.

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-   Journals/Subscriptions - Can only be purchased if **not** available
    on the Subscription Contract.

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-   Memberships - Must indicate if a journal is part of membership when
    entering the data into the NCI-Frederick P-Card System. No personal
    memberships are allowed for

> Government personnel.

-   Wireless Devices - Requests for wireless equipment and/or service
    **must** be forwarded through the supervisor to the Directorate with
    appropriate justification. Once approval is received the
    justification must be forwarded to the Internal Audit Department at
    92 Thomas Johnson Drive, Suite 250 for review. After review process
    the request is forwarded to Acquisition Support for processing.
    Contact Jeannie Hilderbrand, ext. 1716 for information on the
    various service plans available.

> \* See Administrative Handbook Section D301 for procedure

-   IntraMall - The IntraMall is a 'Shopping Mall' established by NIH.
    If any cardholder is interested in learning more contact the A/OPC
    to be registered for use.

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-   Section 508 (Reserved)

[]{#ExampleofSuspensionMemofordelinquent .anchor}***[Example of
Suspension Memorandum for Delinquent Accounts]{.underline}***

The below memorandum will be sent by mail as well as an e-mail
attachment to both the cardholder and the card approving official:

Date:

To: Cardholder

Through: Card Approving Official

From: Cynthia Farling,

A/OPC, Purchasing Department

Subject: Suspension of I.M.P.A.C. Privileges

The General Accounting Office has notified me your account is 30 days
past due. Please complete your reconciliation and/or submit your
delinquent paperwork within two weeks of the date of this memorandum or
your I.M.P.A.C. will be suspended. The General Accounting Office will
notify me once receipt of your reconciled statement with the appropriate
attachments is received. Upon approval of your card approving official,
your card will be reactivated for use.

If you need any assistance with the reconciliation of your account or
supporting documentation, please contact myself or Lori Smith at
extension 5415 or 1705.

Please contact me if you have any questions. Thank you for your prompt
attention to this matter.

Cc: Kathy Hoffman -- Controller

Cc: Judy Fogle -- General Accounting

[]{#ExampleofSuspensionMemoforInappropriate .anchor}***[Example of
Suspension Memorandum for Inappropriate Use]{.underline}***

The below memorandum will be sent by mail as well as an e-mail
attachment to both the cardholder and the card approving official:

Date:

To: Cardholder

Through: Card Approving Official

From: Cynthia Farling,

A/OPC, Purchasing Department

Subject: Suspension of I.M.P.A.C. Privileges for Inappropriate Use

The Purchasing Department has identified a transaction on your purchase
card that does not comply with the terms and conditions of the
NCI-Frederick I.M.P.A.C. program. A memo signed by the Card Approving
Official must be sent to the A/OPC detailing the circumstances of the
occurrence and stating full compliance.

If the memo is not received within five business days, the account will
be suspended until receipt of the documentation.

If you need any assistance with the supporting documentation, please
contact myself or Lori Smith at extension 5415 or 1705.

Please contact me if you have any questions. Thank you for your prompt
attention to this matter.