**NASA**

**HEADQUARTERS**

**BANK OF AMERICA**

**MASTERCARD**

**PURCHASING**

**CARD**

**PROGRAM**

**HANDBOOK**

######### Effective \-- July 1, 1995 

Revised -- August 2008

**Table of Contents**

**[Page]{.underline}**

List of Contacts 3

General Guidelines

Card Holder/Approving Official Responsibilities 4

General Information 5

Implementation 5

Penalty for Loaning Out Card 6

Ordering Procedures 6-11

Disciplinary Action 11

Disputes 11-12

Delivery Procedures 12

Returns 13

Information Technology Processing

Procedures 14

Sensitive Item List 14

Helpful Web Sites and Phone Numbers 15

####### Enclosures

Allowable/non-allowable Commodities List A

Dispute Form B

Order for Supplies of Services (OF-347) C

Policy Acquiring IT Resources D

508 Compliance Check List E

Mission Focus Review (MFR) Decision Memorandum for Phase 1 F

> **[List of Contacts]{.underline}**

Center Program Coordinator: Michelle Mumford

Phone Number: (301)286-3933

E-Mail Address: Michelle.A.Mumford@nasa.gov

Mail Code: 210.2 (at Goddard)

Center Program Coord. Alt: Dawn Murvin

Phone Number: (301)286-4915

E-Mail Address: Dawn.M.Murvin@nasa.gov

Mail Code: 210.2 (at Goddard)

Billing Office Contact: Ann B. Parker

Phone Number: (228) 813-6199

E-Mail Address: <ann.b.parker@nasa.gov>

Mail Code: Stennis Space Ctr -- NSSC Finance

Dispute Office Contact: Michelle Mumford

Phone Number: (301)286-3933

E-Mail Address:
[Michelle.A.Mumford@nasa.gov](mailto:Michelle.A.1@gsfc.nasa.gov)

Mail Code: 210.2 (at Goddard)

Logistic Contact: Bob Clark

Phone Number: (301)286-7740

E-Mail Address: Robert.F.Clark.1@gsfc.nasa.gov

Mail Code: 235 (at Goddard)

ADP/IT Equipment Contact: Elaine Bowman

Phone Number: (202)358-1342

E-Mail Address: Elaine.bowman@nasa.gov

Office: Info. Technology & Communications

Graphic Contact: HQ Printing & Design Branch

Phone Number: (202)358-0630

E-Mail Address:

Office: Printing and Design

Printing Contact: HQ Printing Office

Phone Number: (202)358-0630

E-Mail Address:

Office: Printing and Design

#### Receiving

Goddard -- Contact: Pat Burns

Phone: (301)286-6611

Fax: (301)286-1740

E-Mail Address: Edward.P.Burns@nasa.gov

###  Mail Code: 279 (at Goddard) 

###  Headquarters -- Contact: Terri Lewis E-Mail Address: Terry.A.Lewis@nasa.gov

Phone: (202)358-0195 OFFICE: HQ Facilities & Adm. Services Div.

Fax: (202)358-3724

**General Guidelines of the**

**Credit Card Program**

**Small Purchases**

**[Cardholders (CH) Responsibilities]{.underline}**

> 1\. Verify that sufficient funds are available before making charges.
>
> 2\. Document purchase(s) on an Order Log in P-Card **[at the time of
> purchase and print out for file.]{.underline}**

3.  Notify Property when ADP/IT hardware or other sensitive items are
    purchased**.**

4.  Reconcile Monthly Statement when notified that the statement is
    available in P-Card and ensure the Approving Official approves your
    statement by the due date.

5.  Resolve Disputes as necessary in a timely manner. (30-60 days)

6.  Safeguard your credit card, if lost or stolen report it immediately
    to the bankcard company, your approving official, and the Program
    Coordinator.

7.  Purchasing only Allowable Commodities (Enclosure A). Call
    301-286-9372 if questions.

8.  Notify your Credit Card Program Manager if you transfer within or
    leave HQ, or if your approving official or alternate approving
    official changes. Notify Michelle Mumford if you receive a new card
    with a new number.

9.  Keep all records for 3 years (includes order logs, packing receipts,
    justifications, monthly reconciliation report, and ANY supporting
    documents).

10. Contact the CFO's office Lonnie Tate by email and Legal
    (<ethicsteam@hq.nasa.gov>) by email and cc the Program Manager
    (Michelle Mumford) on ALL FOOD PURCHASES.

    **[Approving Official (AO) Responsibilities]{.underline}**

> 1\. The Approving Official is the primary internal control
> representative responsible for monitoring Cardholder (CH) activity for
> compliance with credit card program procedures. The AO must be
> supervisor or above and must be different then the CH.

2.  For every month that a CH has charges the AO will receive a monthly
    statement for review and approval in the P-Card system. The AO can
    review each charge on a CH's statement for more detail as to what
    was purchased. Click the "Approve" button to finalize the approval
    of the statement in the P-Card system by the due date.

3.  Reviewing each CH Monthly Statement to verify that**:**

-   Items charged are ***Allowable Commodities*** for Official Business.

-   The CH did not split requirements into smaller dollar purchases to
    avoid exceeding his/her Single Purchase Limit.

4.  Appointing an **[Alternate AO]{.underline}** to cover
    responsibilities during absences.

5.  Request any increases to the cardholder limits as necessary.

6.  Resolve improper use of the credit card and dispense disciplinary
    penalties*.*

> **[Credit Cards - General Information]{.underline}**

1\. The credit card can't be used to get a cash advance against your
card.

> 2\. The credit card can't be used to purchase anything for personal
> use, food, Space Flight Use materials or toxic hazardous services or
> materials, including but not limited to chemicals, lasers, radio
> frequency transmitters and other sources of non-ionizing radiation,
> carcinogens, and mutagens/teratogens.

3.  The credit card can't be used for renting or buying land, buildings,
    automobiles, telecommunications and telephone services, for the
    agency. You are not permitted to have monthly billing. i.e. cell
    phone bill.

4.  [NOTE:]{.underline} Just because you receive information (catalogs,
    line cards, phone calls, etc) from vendors does not mean you have to
    use them. You are still required to use mandatory sources or
    internal procedures.

5.  The purchase card can not be used for any travel expenses (hotel
    room, rental car, etc.)

6.  Except for Outsourcing Desktop Initiative (ODIN) contract,
    Government Purchase Cards can not be used for the acquisition of
    cell phones, personal data assistants, pagers, cellular services,
    computer desktops, and workstations. See special instructions for
    exceptions.

**[Implementation]{.underline}**

> To apply for a card send a completed Purchase Credit Card Program
> Information Form (see web site for form) and complete the on-line 1700
> form. Send Application and training certifications to Michelle
> Mumford, via fax at
>
> 301-286-1746. See web site
> <http://code210.gsfc.nasa.gov/hqproc/hqprocoffice.html> "new card
> instructions"
>
> for complete instructions on applying.
>
> Card Holders and Approving Officials need to complete two credit card
> training classes (both are on-line in Saturn). See the web site above
> under new card instructions for the web addresses to the training.
> Also must read this Credit Card Handbook, and sign and return a
> Certificate of Understanding.
>
> After required documents are received the Program Coordinator will
> distribute the card and letter of delegation. Card and delegations are
> **[only for the person whose name the card is issued.]{.underline}**
> Your office may want to have more than one person issued a card for
> back up purposes.
>
> Cardholders will use web-based version of P-Card at:
> [https://bankcard.ifmp.nasa.gov](https://bankcard.ifmp.nasa.gov/). The
> on-line reference which includes P-Card error messages can be found
> at: <https://epssprod01.ifmp.nasa.gov/nav/index.htm>.
>
> The cardholder is delegated a single purchase limit which shall not
> exceed \$3,000, and a 30-day dollar limit. A single purchase may be
> for multiple items, but total purchase amount cannot exceed the single
> purchase limit. The 30-day limit is the dollar limit of combined
> purchases a cardholder can make in a calendar month. This limit is set
> up on original application when applying for a card. Your approving
> official can increase your monthly limit by sending a request to
> Michelle Mumford via email to: <michelle.a.mumford@nasa.gov>.
>
> Splitting requirements to stay under the single purchase limit is
> prohibited. Splitting a purchase into smaller dollar purchases to
> avoid exceeding your SPL or spreading the purchases out over a few
> days is prohibited. Violation of this could result in the loss and
> cancellation of your credit card. If a requirement is for the same
> vendor in the same month and is over \$3K limit, then the purchase
> request is used.
>
> [Use of the Government Credit Card by Someone Other Than the
> Cardholder per Code H Policy]{.underline}
>
> Safeguard your purchase card and documents that cite the card number.
> The purchase card has been issued with your name on it and you are the
> only one who can use the card.
>
> [Penalty for "loaning out" the credit card to someone else are as
> follows]{.underline}:

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 received the same reminder. Training for new
cardholders emphasizes this point as well.

2\. We have established agency-wide penalties for use of the Government
Credit Card by someone other than the cardholder.

> [First Offense]{.underline} - A warning in the form of a written
> reprimand

[Second Offense]{.underline} - 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.
>
> **[Ordering Procedures]{.underline}**
>
> When making purchases your required to comply with the Simplified
> Acquisition Procedures and Regulations (FAR Part 13); the Small
> Purchase and Other Simplified Purchase Procedures (NASA FAR Part
> 1813); the Required Sources of Supplies and Services (FAR Part 8); and
> the Required Sources of Supplies and Services (NASA FAR Part 1808).
>
> **[WE ARE TAX EXEMPT]{.underline}**: When placing orders to the
> vendors, let them know that all purchases are tax exempt (tax exempt
> number -- 30005004).
>
> Orders for office supplies, furniture, and furnishings are **not
> authorized** for acquisition using the Bankcard. See office supply
> catalog for a list of Just-In-Time Supplies. Fill out a 20-7 to
> request for supplies. If not available through supplies catalog you
> can fill out a special request Form 81 and forward to Terri Lewis.
> Orders for printing and graphics MUST be placed through the printing
> and graphics office. Frames are considered office supplies and are not
> permitted. If the supplies are not in Stores Stock, you are required
> to check the following websites **before** you can go to another
> outside source: Ability One at www.gsaadvantage.gov *or GSA Advantage*
> at www.fss.gsa.gov.
>
> If you do purchase these types of items with your card you are
> required to have permission from the appropriate office as well as,
> the program coordinator. You then must **[document your
> file]{.underline}** explaining the reason, date, and that you did try
> to use the appropriate resources.
>
> **[Food Purchases (as of Feburary 06)]{.underline}**
>
> Per the memo from Mr. Griffin signed November 16, 2005, please send
> ALL requests for food purchases by email to the CFO's office Ledetria
> Beaudoin (ledetria.t.beaudoin@nasa.gov), to the legal office at
> <ethicsteam@hq.nasa.gov>, and to the Bankcard Program Manager. If
> approved, keep a copy of the email in your credit card files for 3
> years.

## **[Electronic and Information Technology (EIT) equipment - Section 508 Program (effective November 07)]{.underline}**

> Except for the Outsourcing Desktop Initiative (ODIN) contract,
> Government Purchase Cards can **not** be used for the acquisition of
> cell phones, Personal Data Assistants (PDAs), pagers, cellular
> internet services, computer desktops and workstations without the
> express written approval from the Office of the Center Chief
> Information Officer (OCIO).  This policy is in accordance with the
> letter from the Associate Administrator, subject Mission Focus Review
> (MFR) Decision Memorandum for Phase 1 Recommendations 7, 100 and 137,
> dated July 9, 2007 (enclosure F). All questions about definitions of
> these terms will be referred to the Center OCIO.\
>  \
> a.        **ODIN System - Peripherals and printers** being attached to
> an ODIN system must be purchased from ODIN.  A waiver will be needed
> otherwise you must use the Solutions for Enterprise-Wide Procurement
> (SEWP) if not available in the ODIN Catalog, then open source if not
> available through SEWP. 
>
> b.       **NON-ODIN System - Peripherals and printers** being attached
> to a NON-ODIN system, you must purchase through SEWP and then open
> source if it is not available.  No waiver will be needed.

When authorized from above to purchase any Electronic and Information
Technology (EIT) equipment you must buy 508 compliant items and mark
your order log accordingly. Attached is a helpful check sheet to guide
your through this process (Attachment E).

-   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](http://www.usdoj.gov/crt/508/508law.html)
    (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](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](http://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>

**[What are the Steps for Cardholders?]{.underline}**

1.  Do I have an E&IT requirement?

2.  Which of the Access Board Standards apply? For assistance see:

> [www.access-board.gov/sec508/guide/index.htm](http://www.access-board.gov/sec508/guide/index.htm)
> or
>
> <http://www.itic.org/reports/508/vpat_guidelines.pdf>

3.  Conduct market research -- call vendors, visit vendor Internet
    sites, other government agencies, etc.

> a\. Is there a 508 compliant product available in the commercial
> market place?
>
> b\. Commercial item and none or some (but not all) of the access board
> standards can be met in time to satisfy requirements?
>
> c\. Obtain technical assistance of Center 508 coordinators when
> necessary.
>
> 4\. Acquire 508 compliant commercially available goods/services as
> appropriate. Document
>
> in the comments section of your order log and/or other files the
> sources contacted and
>
> whether E&IT acquired items are 508 compliant or whether market
> research indicates
>
> that no 508 compliant (or only partially compliant) products or
> services are commercially
>
> available in time to meet your delivery requirements. Keep copies of
> all documentation
>
> with your purchase card records.

**[Are there consequences if I don't buy compliant
products?]{.underline}**

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 on my Order Log?**]{.underline}

-   As a minimum, 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.

A FULL COPY OF 508 PRESENTATION IS LOCATED ON THE HQ PROCUREMENT WEBSITE
AT:

<http://code210.gsfc.nasa.gov/hqproc/hqprocoffice.html>

#### How your credit card is funded?

With the new IFM system there is no more "BULK" funding for the credit
card accounts. A Purchase Request in SAP is NOT needed to "fund" your
credit card.

Prior to making your first purchase the following information needs to
be provided by the Resource Analyst in your organization:

**[FUND]{.underline}**: Examples: "ESAX" or "EXCX"

**[FUND CENTER]{.underline}**: Usually the first 6 digits of WBS (Ex.
10-XXX); if MPS (Cost Pool) funding then it should be **"10-XXXX"**

**[COST CENTER]{.underline}**: Usually alpha/numeric.

**[INTERNAL ORDER]{.underline}**: Starts with "FC" & includes zeros (Ex.
FC000000)

**[WBS]{.underline}**: Starts with "10" and then is broken down
according to the organization.

When logging in the system for the first time go into the "Preferences"
area under the "P-Card" drop down menu and fill in the information
pertaining to your primary Accounting information.

An Order Log is required for all purchases. The Order Log should be
entered into the system while in the process of making the purchase.
**NOTE: Failure to enter the Order Log into the system is in direct
violation of the Anti-Deficiency Law; you are making a purchase without
the funding to back it up.** Prior to going to a store to make an "over
the counter" purchase, a "temporary" Order Log should be entered into
the system to verify funds availability. Immediately upon your return
from purchasing your item(s) you should modify the Order Log to include
the correct quantities, unit prices, and item descriptions as to what
was purchased. PRINT A COPY OF YOUR ORDER LOG FOR YOUR FILES.

When creating a new order log select "**Order Log**" under the P-Card
drop drown menu. Complete the following:

**[Promised Date]{.underline}*:*** expected delivery date
**[Supplier]{.underline}:** Name of Vendor.
**[Quantity]{.underline}*:*** system automatically fills in a "1", make
changes as necessary. **[Unit of Measure (UOM)]{.underline}:** you can
either use the "Find" button and after locating appropriate one click
the "Load" button, or just typing it in (Ex.: **EA** for each). **Note:
The UOM field has to be in all CAPITAL letters. [Unit
Price]{.underline}*:*** fill in the unit price of the item, if no cents
involved you do not have to include the decimal point and extra zeroes
you can just type the amount (Example: 500). Remember not to use any
commas in the price. **[Total Price]{.underline}:** system will
automatically fill this block in once you **[tab]{.underline}** over to
the item description. **[Item Description]{.underline}*:*** description
of what is being purchased.

After filing in the item description go back to the beginning of the
line item and using your mouse click on the number for that particular
line item (i.e. #1). This will bring up the second page for that
particular line item. **[Charge Code]{.underline}*: ***If you entered
the information into the [preferences area]{.underline} of the system
the Accounting data will automatically fill in with that information.
You can either change it if you need to use a different charge code or
you can split the cost by adding another charge code line. If splitting
between multiple charge codes adjust either the dollar amount or
percentage column accordingly for each charge code. If purchasing IT
items -- **508 Compliance** needs to be selected yes or no. **[Select a
Category]{.underline}***:* select a "material group" from the drop down
list that matches the type of item you are purchasing on this particular
line item. (Example: ADP/IT Hardware = **7020**). **[Item
Description]{.underline}*:*** This area allows you to add a more
detailed description about your purchase. **[Save Changes on This
Item]{.underline}*:*** Then the system will return you to the first page
of the order log.

**[Additional Line Item]{.underline}*:*** Select this if you need to add
additional items for your order. After completing the item description
follow the same process as the first above. [**NOTE:** **Shipping &
**]{.underline}**Handling should be added as a separate line item on
your Order Log.** **[Save Changes to this Order]{.underline}*: *** After
completing all the required areas for your purchase click save. If
everything is correct you should receive a pop-up message stating the
"order log" was successfully created.

**If you receive an error message you can look up frequent error on the
ESSP**: <https://epssprod01.ifmp.nasa.gov/nav/index.htm> under
purchasing and then bankcard or call the help desk at

301-286-9372 if you need further assistance.

After completing and saving your Order Log **[PRINT A
COPY]{.underline}** for your records. From the Order Summary Window
click on the "Order Log" number of the one you want to print, then once
it opens up you want to click the "Report" button. Ensure your printer
is set up to print "landscape" and then click the "Print" button. Click
"back" button to return to the Order Log Summary.

Upon receipt of item(s) purchased you should "modify" the respective
Order Log to show what was actually received. You can notate additional
information pertaining to the receipt and acceptance of items in the
"Comments" area on the Order Log. Retain the packing slip for your
records and ALL supporting documents for **3 years**. (packing slips,
receipts, order logs, monthly reconciliation report, and justifications)

If an item is defective, call the Vendor to resolve the issue. If you
return the item(s) for replacement or credit to your account you should
notate that information in the "Comments" area of the Order Log for
future reference. Make sure to get proof of delivery for the return. If
returned for a credit, request a Credit Voucher from the vendor, the
credit should appear on a subsequent monthly statement. If you cannot
resolve an issue informally with the Vendor, see ***Disputes.***

Retain credit card records for 3 years (order logs, statements,
receipts, special approvals etc). This is so when you are audited you
will have all the information needed.

**[How to Reconcile your Monthly Statement of Account]{.underline}**

The Program Coordinator will download the transaction files from Bank
monthly on or about the 15^th^ of the month. Cardholders will be
notified via email that statements are available and that transactions
need to be reconciled. Reconciliation is done on-line using the P-Card
Web Solutions. After clicking the "Done" button (upper right corner)
your approving official will be notified by email to approve your
statement. Statements must be reconciled by the cardholder and approved
by the Approving Official by the due date provided by the Program
Coordinator each month.. **[NOTE]{.underline}**: Failure to reconcile
your statement by COB on the date due will result in the loss of your
credit card privileges for a period up to 60 days as determined by the
Program Coordinator.

1\. Log into the P-Card system, go to the "P-Card" drop down menu and
select "**Reconcile."** This will bring up all charges on your statement
for the month. This is your on-line BILL.

2\. You can modify your Order Log up to the time of reconciliation. So
if you know after looking at the charges on your statement you may need
to alter your Order Log prior to reconciling. If necessary use the drop
down menu and select Order Log and "modify". Once modified select
reconcile again and proceed.

3\. To reconcile you will need to go into each charge individually by
clicking the "Unmatched" area next to the charge. Once the charge is
open you will then click the "Find" button which will bring in a listing
of all your orders. After identifying which order the charge goes with
you will then click the "Load" button. This will bring all the Order Log
information into the charge window.

4\. If all items were received you will need to fill in the "Qty.
Received" area to the right of each line item with the number of items
received. At the bottom of the window you will need to answer the
following questions: ***[All Items Received]{.underline}:*** Yes or No
(if you answer "No" it will leave the Order Log open for future
reconciliation); ***[Disputed]{.underline}*:** Yes or No (if disputing
an item or item(s) you should notate that information in the "Comments"
area); ***[Reconciled]{.underline}:*** Yes. If all items **were not**
received then you need to modify the "Qty" area to match the "Qty
Received". Items not reconciled, as a part of the transaction, must be
deleted from the **bottom** of the order log item listing to the top.
 Items deleted in the transaction detail window are deleted only from
the transaction and not from the order log.  The quantity and line item
information in the transaction detail window should include only those
items and quantities reconciled or disputed as a part of the transaction

5\. Once you have matched each charge on the statement to the respective
Order Log you should click the "DONE" button. This button will not be
available until all charges on the statement have been reconciled. After
clicking the "DONE" button you will get a message regarding the printing
of an "Audit Report." **Please make sure to print this report** as it's
the copy of your statement that you will need for your records. Your
Approving Official will be notified by email that your statement is
waiting for his/her approval. IT IS YOUR RESPONSIBILITY to make sure he
does this by the specified date.

**[Disciplinary Action]{.underline}**:

Failure to put an order log in the system at the time of purchase or
failure to reconcile on time will result in written warning for the
first offense; second warning loss of card for 30 days; third offense
loss of 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.

**[Disputes -- How to Handle Discrepancies on your Monthly
Statement:]{.underline}**

Taxes or Transportation costs cannot be **[formally]{.underline}**
disputed, but you can ask the Vendor to credit your credit card.

1.  If you find a discrepancy on your Monthly Statement, call the vendor
    for information and make every attempt to resolve the problem
    **[informally]{.underline}** and/or directly with the merchant.
    **This approach has the most potential for quick, efficient
    resolution of the issue.**

2.  If you cannot resolve an issue with the Vendor:

Write a brief explanation of the dispute next to the charge on your
Monthly Statement.

Fax disputed form to the bank or call them WITHIN 60 DAYS from the
Monthly Statement Date.

**Unresolved Disputes:** If the issue cannot be reasonably resolved with
the merchant or the problem is an unresolved transaction or "billing
error," the cardholder should fax the Dispute Form to the Bank of
American GCSU at (toll-free) 888-678-6046. Upon receipt of the Dispute
Form, the cardholder will receive a provisional credit. Bank of America
will acknowledge the billing error assertion in writing within 30 days
of receiving the assertion. Additionally, Bank of America will resolve
the billing error assertion within two full billing cycles after the
assertion, not to exceed 90 days.

If Bank determines that a billing error **did not** occur, the
transaction amount will be billed on the next statement after the
dispute investigation is complete, and a letter will be mailed with an
explanation. If Bank of America determines that a billing error **did**
occur, the cardholder will receive a letter advising them that the error
has been corrected, and the credit will remain on the cardholder's
account.

**Dispute Tracking:** Items that are in dispute will **not** be
considered past due. Until a credit is received either by the vendor or
the bank, the statement will be paid in full and the funding returned to
the respective JON upon receipt of the credit.

**[For non-controlled items]{.underline}**

For non-controlled material, no paperwork is necessary to be forwarded
to the Receiving and Inspection area. However, the vendor must be
notified to print the requestor\'s name, mail code, workstation number
on the shipping label. If this information is not provided, the package
may be rejected and returned to the vendor. These items can be delivered
to the Headquarters building, loading dock, and will be delivered to the
workstation on the label.

**[For controlled items]{.underline}**

The ordering office needs tol fax, mail, or hand carry to the Goddard
Receiving and Inspection (building 16W, mail code 279) the necessary
information on the required OF347 form *{Attachment G}*, to receive the
material. All items with a value (per line item) over \$1,000 must be
controlled. Items designated as \"sensitive\" with an acquisition cost
over \$500 must also be controlled. The list of items designated as
sensitive is on page 13 of this handbook. The OF347 *{Attachment G}*
must include the call number, 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]{.underline}**

Please contact the receiving and inspection area(s). Also prepare and
forward the OF347 form *{Attachment C}*.

# **[Receiving and Inspection Information]{.underline}**

[Goddard:]{.underline} [Headquarters:]{.underline}

## Name: Pat Burns Marvin Jackson

Mail Code: 279 CF-2

Phone: (301) 286-6611 (202) 358-0195

Fax: (301) 286-1740 (202) 358-3724

**[Delivery Procedures]{.underline}**

For deliveries of any parcels, the movers will attempt to locate the
requestor, if the requestor is not available, any office staff member
may accept the package. If no one is available to receive the parcel, a
note will be left at the requestor's office or workstation. If
re-delivery is requested, the delivery will be attempted during the next
scheduled delivery run.

**[For non-controlled items]{.underline}**

The material may be processed through the Headquarters Receiving and
Inspection within 24 hours. The recipient or other office staff
indicating delivery of the number of parcels will sign a delivery log.
Remember the Receiving and Inspection will ***NOT*** be inspecting to
see if you received the correct material or the correct quantity.

**[For controlled items]{.underline}**

The items will be inspected and tagged in the Goddard Receiving and
Inspection, in Greenbelt, with the bar-code tags and delivered to the
requestor or the software/hardware control area. If an item is delivered
to the Goddard or Headquarters Receiving and Inspection areas, and
appears to be controlled equipment, but there is no documentation on
file, the Receiving and Inspection will open the package to verify that
the equipment should be controlled, and then may attempt to track down
the requestor. All of these deliveries require an OF347 form *{Enclosure
C}* to be sent to receiving and inspection.

**[For items requiring assembly or special delivery]{.underline}**

Please contact the receiving and inspection area(s). Also prepare and
forward the OF347 form *{Attachment C}*.

**[Returns]{.underline}**

It is the responsibility of the requestor to arrange the return of all
discrepant material. Upon contacting the vendor and arranging a pick-up
(e.g., RMA), complete a NHQ Form 189, annotating the vendor and pick-up
information (RMA and expected date of pickup), and forward the NHQ Form
189 to move services to have the material picked up at the customer\'s
location and delivered to the R&I for the return pick-up. Please submit
your NHQ 189 a minimum of three days before the vendor is expected to
pick up the return. The customer may also drop off the returned item to
the R&I (Room 1O41), but a NHQ 189 must be attached to the return
showing the same return information. Regardless of the method of
returning the item to the R&I, an NHQ 189 must be attached to the
material. Vendors will not be allowed to enter the building to pick up
items directly from the customer.

**[Information Technology (IT) Items (hardware and
software)]{.underline}**

**Information Technology (IT) hardware and software are required to be
purchased as follows:**

-   **Items classified as seats are to be ordered through the HQ's ODIN
    New User Request System (HONURS). Once all approvals are received it
    is submitted to the Seat Management Business System (SMBS)**

-   **All other items are to be ordered through the SHOP4NASA catalog.**

-   **Both are available at the following website:
    [http://isem.hq.nasa.gov](http://isem.hq.nasa.gov/)**

-   **See Attached policy (Attachment D) dated**

> **October 23, 2007 or go to the web site at:
> <http://www.hq.nasa.gov/office/codec/codeci/activiti/it_purchase.doc>**
>
> **(Authorized to purchase up to \$250 of IT related items on purchase
> card) PLEASE NOTE: NO software or computers regardless of dollar
> value.**

Receiving and Inspection must be provided a copy of the OF-347 form
*{Enclosure C}* notifying them of such orders coming in, so that they
can inspect, tag, and get it to the HQ Hardware/Software Management Team
for installation.

The HQ Hardware/Software Management Team will notify cardholder of
receipt, any problems, installation dates, and of completion.

Copies of all these forms must be kept in the cardholder's back up
documentation files for 3 years.

**HQ Minimum Standard Sensitive Item List**

**[Items Regardless of Acquisition Value]{.underline}**

Weapons: ALL -- Air, Spring, Powder, or other propulsion system

**[Items with Acquisition Value of \$100 or above]{.underline}**

Automated Data Processing equipment (ADPE), which includes the
following:

(FSC Group 70)

CD Rom

Computer Device, Handheld

> (Computer, Handheld; Digitizer, Data Entry; Electronic Message Pad)

Disk Drive

Docking Station

Electronic Message Pads

Monitors

Optical Reader, Data Entry (Scanners)

Printers, ADP/Printers, ADP, Laser

Terminals

Transport, Magnetic Tape

**Excluding: Interface Unit (ADP and Printer)**

Cameras (All) (FSC Group 58 & 67)

Audio/Video recording & reproducing equipment (digital, disk, tape) (FSC
Group 58)

Recorder/Player, Video Cassette, Disc

Recorder, Video Camera

Copying Machines (FSC Group 36)

Projectors, Slide, Motion Picture, Overhead (FSC Group 58)

Safes (FSC Group 71)

Telephones, Cellular (FSC Group 58)

Telephones, TTY (FSC Group 58)

Televisions (FSC Group 58)

**[Items with an Acquisition Value of \$500 or above]{.underline}**

Environmentally Hazardous Devices

Models (FSC Group 69)

FSC Group 58 -- Communication, Detection and Coherent Radiation
Equipment

Fax Machines, Radios, Receivers and Transceivers

**Excluding: Modem and Interface Unit, Communications**

## FSC Group 70 \-- Computers

Laptops and other portable

**Excluding: Mainframe**

OTHER ITEMS THAT HAVE A HIGH LOSS RATE AS REFLECTED BY REPORTS OF
SURVEY, OR ITEMS DETERMINED BY THE SEMO.

[Helpful web sites and/or phone numbers]{.underline}:

[Bank of America]{.underline}: 1-800-472-1424 (report lost or stolen
cards immediately)

[This handbook online, forms, 508 guidance, etc at]{.underline}:

<http://code210.gsfc.nasa.gov/hqproc/hqprocoffice.html>

[Bankcard System]{.underline}:
[https://bankcard.ifmp.nasa.gov](https://bankcard.ifmp.nasa.gov/)

[BANKCARD HELP DESK]{.underline}: 301-286-9372

[Enterprise Performance Support System (EPSS):]{.underline} (provides
tips and tricks, error messages, and other Bankcard information)
<https://epssprod01.ifmp.nasa.gov/nav/index.htm>

[Required Sources]{.underline}

*Ability One for supplies & other items:* www.jwod.com

*GSA Advantage:* http://www.gsaadvantage.gov

*EPA Comprehensive Procurement Guidelines:*
http://www.epa.gov/cpg/products

Federal Supply Schedules (mandatory & optional): http://www.fss.gsa.gov

Chicago Lighthouse (clocks): http://www.chicagolighthouse.org

**[Allowable Commodities]{.underline}**

-   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 and meeting rooms

-   Electronic Components (capacitors, transistors, etc.)

-   IT equipment up to \$250 that is 508 compliant and purchased through
    ODIN or SEWP

If you are not sure whether a particular item is an "allowable
commodity", please contact Michelle Mumford at 301-286-3933, Bankcard
help desk at 301-286-9372.

**[The following Non-allowable Commodities cannot be acquired by credit
card and must be purchased through Procurement by Purchase Order:
*(\*\*Special Approval Required)*]{.underline}**

> Cash Advances and Travel Expenses\--Meals, Drinks, Lodging (use
> Government Travel Card)
>
> Printing and Copying Services *(Allowed if on Travel)*
>
> Office Supplies -- including frames
>
> Meals (NO breakfasts, lunches, or dinners) are permitted
>
> See special requirements to purchase ANY food items as of 2/2006
>
> THE FOLLOWING ITEMS MUST BE PURCHASED BY PURCHASE ORDER THROUGH
> PROCUREMENT:

-   Space Flight Use, Hazardous Items and/or Chemicals\*\*

-   Hardware Maintenance

-   Cellular Telephones/Pagers\*\* (including monthly service fees)

-   Rental /Lease of Real Estate or Storage Buildings\*\*

> \*\*Requires Special Approval

Enclosure A

[Non-allowable Commodities Continued]{.underline}

[The following Non-allowable Commodities cannot be acquired by credit
card and must be purchased through Procurement by Purchase Order:
*(\*\*Special Approval Required)*]{.underline}

-   Items [NOT included in Allowable Commodities List
    above.]{.underline}

-   Cellular Telephones/Pagers\*\* (Purchase, Rental and Monthly
    Services/Charges)

-   Furniture\*\* (Chairs, Desks, Storage/Filing Cabinets, etc.)

-   Rental of Real Estate or Storage Buildings\*\*

-   Space Flight Use or Hazardous Items\*\*

-   Printing and Copying Services (Only Allowed if on Travel; Otherwise
    Must Use Services Provided by Code 293)

-   Microwave Ovens, Refrigerators, Coffee Makers, Etc. -- Some Items
    Available Through Store Stock

-   Televisions, VCR's, DVD's, 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)*

*\*\*Special Approval Required*

-   PERSONAL CONVENIENCE ITEMS -- Nice to Have, But Not Necessary to
    Perform the Mission; Expected to be Provided at Employee's Expense:

```{=html}
<!-- -->
```
-   Clothing (T-Shirts, Jackets, Hats, etc.)

-   Radios, Computer Games

-   Jewelry

-   Photographs

-   Membership Fees (Unless Acquired in the Name of the Agency, Not the
    Individual)

-   Greeting Cards

-   Decorations, Luggage, Retirement Gifts

-   Food, Drugs, Personal Gifts

-   Live Entertainment

> Enclosure A (page 2)
>
> ![](media/image1.png){width="2.1333333333333333in"
> height="0.5229166666666667in"}

  ------------------ ----------------------------------------------------
  Dispute Form       

  ------------------ ----------------------------------------------------

Name Merchant

Account \# Transaction Date

Posting Date Transaction Description

Reference No. Amount

Signature Daytime Phone

I have examined the charge(s) made to my account and wish to dispute the
above items for the following reason:

**\*\*Check only ONE of the boxes below. \*\***

1.  I am not disputing the transaction listed above; I am only
    requesting a copy of the sales draft for my records.

2.  I certify that the charge(s) listed above was not made by me or a
    person authorized by me to use my card. I did not receive any goods
    or services from this transaction nor did any person authorized by
    me.

3.  Although I did engage in a transaction with the above merchant, I
    have no knowledge of the particular transaction noted above and it
    was not authorized by me or anyone representing me. My cards were in
    my possession at the time of the above transaction. The correct
    transaction took place on \_\_\_\_\_\_\_\_\_\_\_\_\_ (date) in the
    amount of \$\_\_\_\_\_\_\_\_\_\_\_\_\_\_.

4.  Although I did engage in the above transaction (complete ONE of the
    following statements and provide as much detail as possible to
    support your statement):

    i.  The dollar amount of the sale was increased from
        \$\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ to
        \$\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_. I am enclosing a copy of my
        charge card sales receipt, which reflects the correct dollar
        amount.

    ii. I dispute the entire charge or a portion of it in the amount of
        \$\_\_\_\_\_\_\_\_\_\_\_\_\_. I have contacted the merchant and
        asked that a credit be applied to my account. (Please provide
        details of the circumstances surrounding this transaction and
        your calculations used to derive the correct amount, if amount
        is less than the total billed to you account.)

    iii. I have never received the merchandise. I expected to receive it
         during the week of \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ (date). I
         have since contacted the merchant and asked that a credit be
         applied to my account.

    iv. All or part of the shipped or delivered merchandise was
        defective or damaged when received. I returned the merchandise
        on \_\_\_\_\_\_\_\_\_\_\_\_\_\_ (date) but have not received a
        credit for the amount of \$\_\_\_\_\_\_\_\_\_. I am enclosing a
        detailed statement describing the defects of the merchandise and
        I am enclosing a copy of my proof of return (receipt from UPS,
        FedEx, Post Office, a credit voucher from the merchant, etc.).
        In addition, enclosed is an itemized list of the merchandise
        received, the items returned and the cost of each item.

    v.  The above transaction is duplication of an authorized
        transaction that took place on \_\_\_\_\_\_\_\_\_\_\_\_ (posting
        date). The reference number of the authorized transaction as
        shown on my charge card statement is
        \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.

    vi. I am enclosing a detailed explanation of the reason(s) the
        merchant was not able or willing to provide the requested
        merchandise/services. I am also providing details of my attempts
        to resolve this mater with the merchant, including date(s) and
        the merchant response(s).

5.  I received a credit slip, but it was applied to my account as a
    charge. I am enclosing a copy of this credit slip.

6.  I received a credit slip, but it was not applied to my account. I am
    enclosing a copy of this credit slip.

7.  I notified the merchant on \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ (date)
    to cancel pre-authorized recurring charges (i.e., insurance premium,
    membership fee). I have canceled with the merchant and am enclosing
    a copy of my dated correspondence to the merchant, if available.

8.  I guaranteed a hotel reservation for late arrival and subsequently
    cancelled it on \_\_\_\_\_\_\_\_\_\_\_ (date) at
    \_\_\_\_\_\_\_\_\_\_\_\_\_(a.m./p.m.) with cancellation number
    \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_. (If no cancellation number was
    given, please provide a copy

![](media/image1.png){width="2.1333333333333333in"
height="0.5229166666666667in"}

9.  of a phone bill showing the date and time the call was made to
    cancel the reservation.)

10. **Airline ticket dispute**---I have cancelled or returned the above
    identified airline ticket. I understood at the time of ordering that
    it was fully refundable if I chose to cancel. **(This only applies
    if you were issued a paper ticket and must be able to enclose proof
    of return or credit voucher issued by the merchant.)**

11. Other: please explain:

I am enclosing a copy of all related documents, including any credit
vouchers, sales receipts, work invoices, and contracts that I may have
received, along with details of my attempts to resolve this matter with
the merchant. Instructions for Dispute Form

  -------------- --------------------------------------------------------
  **Purpose**    Cardholders or A/OPC's may use this form to dispute
                 charges on their charge card.

  -------------- --------------------------------------------------------

+-------------+--------------------------------------------------------+
| **Ins       | Please print or type all information and return or fax |
| tructions** | to the address or number listed below:                 |
|             |                                                        |
|             | **Bank of America**                                    |
|             |                                                        |
|             | **Government Card Services**                           |
|             |                                                        |
|             | **P. O. Box 53142**                                    |
|             |                                                        |
|             | **Phoenix, AZ 85072-3142**                             |
|             |                                                        |
|             | > **Fax Number 1.888.678.6046**                        |
+-------------+--------------------------------------------------------+

  -----------------------------------------------------------------------
  **Field Descriptions of form elements.**

  **Name** -- Enter Card / Account Holder's name.

  **Account \#** - Enter 16 digit account number.

  **Merchant** -- Enter merchant's name for the disputed charge.

  **Transaction Date** -- Enter date of disputed transaction.

  **Posting Date** -- Enter the date the disputed charge posted to the
  account.

  **Amount** -- Enter the amount of the charge being disputed.

  **Reference** \# -- Enter the reference number of the disputed charge.

  **Signature** -- Signature of authorized card / account holder.

  **Transaction Description** -- Enter a brief description of the
  disputed charge.

  **Daytime Phone** -- Enter daytime commercial phone number for
  card/account holder.

  **\*\*PLEASE CHECK ONE\*\*** - Select the option that best describes
  the reason for the disputed charge.
  -----------------------------------------------------------------------

Enclosure B (page 2)

<table style="width:100%;">
<colgroup>
<col style="width: 5%" />
<col style="width: 10%" />
<col style="width: 0%" />
<col style="width: 1%" />
<col style="width: 6%" />
<col style="width: 0%" />
<col style="width: 4%" />
<col style="width: 3%" />
<col style="width: 14%" />
<col style="width: 2%" />
<col style="width: 5%" />
<col style="width: 3%" />
<col style="width: 1%" />
<col style="width: 0%" />
<col style="width: 0%" />
<col style="width: 2%" />
<col style="width: 0%" />
<col style="width: 4%" />
<col style="width: 0%" />
<col style="width: 3%" />
<col style="width: 1%" />
<col style="width: 3%" />
<col style="width: 1%" />
<col style="width: 1%" />
<col style="width: 0%" />
<col style="width: 5%" />
<col style="width: 1%" />
<col style="width: 1%" />
<col style="width: 0%" />
<col style="width: 1%" />
<col style="width: 7%" />
</colgroup>
<tbody>
<tr class="odd">
<td colspan="3"></td>
<td colspan="5"></td>
<td></td>
<td colspan="8"></td>
<td colspan="13">OMB Approval #: 2700-0042</td>
<td></td>
</tr>
<tr class="even">
<td colspan="25"><strong>ORDER FOR SUPPLIES OR SERVICES</strong></td>
<td colspan="2"><blockquote>
<p>PAGE</p>
<p>1</p>
</blockquote></td>
<td colspan="3"><blockquote>
<p>OF</p>
</blockquote></td>
<td>PAGES</td>
</tr>
<tr class="odd">
<td colspan="31">IMPORTANT: Mark all packages and papers with contract
and/or order numbers.</td>
</tr>
<tr class="even">
<td colspan="4">1. DATE OF ORDER</td>
<td colspan="5">2. CONTRACT NO. <em>(if any)</em></td>
<td colspan="10">3. ORDER NO.</td>
<td colspan="12">4. REQUISITION/REFERENCE NO.</td>
</tr>
<tr class="odd">
<td colspan="4"><h1 id="section"></h1></td>
<td colspan="5"><strong>N/A</strong></td>
<td colspan="10"><h1 id="credit-card-purchase"> CREDIT CARD
PURCHASE</h1></td>
<td colspan="12"></td>
</tr>
<tr class="even">
<td colspan="4"></td>
<td colspan="5"></td>
<td colspan="10"></td>
<td colspan="12"></td>
</tr>
<tr class="odd">
<td colspan="9">5. ISSUING OFFICE <em>(Address correspondence to
:)</em></td>
<td colspan="22">6. SHIP TO: <em>(Consignee and address, ZIP
Code)</em></td>
</tr>
<tr class="even">
<td colspan="9"><blockquote>
<p><strong>NASA Headquarters</strong></p>
</blockquote></td>
<td colspan="22"><blockquote>
<p><strong>NASA Headquarters</strong></p>
</blockquote></td>
</tr>
<tr class="odd">
<td colspan="9"><h2 id="cardholder-name">Cardholder Name</h2></td>
<td colspan="22"><h2 id="cardholder-name-1">Cardholder Name</h2></td>
</tr>
<tr class="even">
<td colspan="9"><h2 id="mail-code-room-number">Mail Code, Room
Number</h2></td>
<td colspan="22"><h2 id="mail-code-room-number-1">Mail Code, Room
Number</h2></td>
</tr>
<tr class="odd">
<td colspan="9"><blockquote>
<p>Washington, DC 20546-0001</p>
</blockquote></td>
<td colspan="22"><blockquote>
<p>Washington, DC 20546-0001</p>
</blockquote></td>
</tr>
<tr class="even">
<td colspan="9">7. TO: CONTRACTOR <em>(Name, Address and ZIP
Code)</em></td>
<td colspan="3"></td>
<td colspan="19">8. TYPE OF ORDER</td>
</tr>
<tr class="odd">
<td colspan="9"></td>
<td colspan="3"></td>
<td colspan="19"> A. PURCHASE — Reference your _____________</td>
</tr>
<tr class="even">
<td colspan="9"><blockquote>
<p><strong>Name of Company (Vendor)</strong></p>
</blockquote></td>
<td colspan="3">Vendor Code:</td>
<td colspan="19">Please furnish the following on the terms and
conditions</td>
</tr>
<tr class="odd">
<td colspan="9"><h3 id="contact-person-at-company">Contact Person at
Company</h3></td>
<td colspan="3"></td>
<td colspan="19">specified on both sides of this order and on the
attached</td>
</tr>
<tr class="even">
<td colspan="9"><h3 id="address-of-vendor">Address of Vendor</h3></td>
<td colspan="3"></td>
<td colspan="19">sheets, if any, including delivery as indicated.
This</td>
</tr>
<tr class="odd">
<td colspan="9"><h3 id="section-1"></h3></td>
<td colspan="3"></td>
<td colspan="19">purchase is negotiated under authority of:</td>
</tr>
<tr class="even">
<td colspan="9"><h3 id="section-2"></h3></td>
<td colspan="3"></td>
<td colspan="19"> B. DELIVERY — Except for billing instructions on</td>
</tr>
<tr class="odd">
<td colspan="9"><h3 id="section-3"></h3></td>
<td colspan="3"></td>
<td colspan="19">the reverse, this delivery order is subject to
instructions</td>
</tr>
<tr class="even">
<td colspan="9"><h3 id="section-4"></h3></td>
<td colspan="3"></td>
<td colspan="19">contained on this side only of this form and is
issued</td>
</tr>
<tr class="odd">
<td colspan="9"></td>
<td colspan="3"></td>
<td colspan="19">subject to the terms and conditions of the above</td>
</tr>
<tr class="even">
<td colspan="9"></td>
<td colspan="3"></td>
<td colspan="19">referenced contract.</td>
</tr>
<tr class="odd">
<td colspan="9">9. ACCOUNTING AND APPROPRIATION DATA</td>
<td colspan="22">10. REQUISITIONING OFFICE</td>
</tr>
<tr class="even">
<td colspan="9"></td>
<td colspan="22"><h4 id="cardholders-name-code-phone-number">
Cardholders’ Name, Code, Phone Number</h4></td>
</tr>
<tr class="odd">
<td colspan="9"></td>
<td colspan="22">11. BUSINESS CLASSIFICATION <em>(Check appropriate box
(es))</em></td>
</tr>
<tr class="even">
<td colspan="9"></td>
<td colspan="4"> SMALL</td>
<td colspan="7"> OTHER THAN</td>
<td colspan="6"> DISADVANTAGED</td>
<td colspan="5"> WOMEN-</td>
</tr>
<tr class="odd">
<td colspan="9"></td>
<td colspan="4"></td>
<td colspan="7">SMALL</td>
<td colspan="6"></td>
<td colspan="5">OWNED</td>
</tr>
<tr class="even">
<td colspan="5">12. F.O.B. POINT</td>
<td colspan="5">14. GOVERNMENT B/L NO.</td>
<td colspan="11">15. DELIVER TO F.O.B. POINT</td>
<td colspan="10">16. DISCOUNT TERMS</td>
</tr>
<tr class="odd">
<td colspan="5"></td>
<td colspan="5"></td>
<td colspan="11">ON OR BEFORE <em>(Date)</em></td>
<td colspan="10"></td>
</tr>
<tr class="even">
<td colspan="5">13. PLACE OF INSPECTION</td>
<td colspan="5"></td>
<td colspan="11"></td>
<td colspan="10"></td>
</tr>
<tr class="odd">
<td colspan="5">AND ACCEPTANCE:</td>
<td colspan="5"></td>
<td colspan="11"></td>
<td colspan="10"></td>
</tr>
<tr class="even">
<td colspan="5"></td>
<td colspan="5"></td>
<td colspan="11"></td>
<td colspan="10"></td>
</tr>
<tr class="odd">
<td colspan="31"><strong>17. SCHEDULE</strong> <em>(See reverse for
Rejections)</em></td>
</tr>
<tr class="even">
<td><p>ITEM NO.</p>
<p>(A)</p></td>
<td colspan="10"><p>SUPPLIES OR SERVICES</p>
<p>(B)</p></td>
<td colspan="5"><p>QUANTITY</p>
<p>ORDERED</p>
<p>(C)</p></td>
<td colspan="2"><p>UNIT</p>
<p>(D)</p></td>
<td colspan="5"><p>UNIT</p>
<p>PRICE</p>
<p>(E)</p></td>
<td colspan="6"><p>AMOUNT</p>
<p>(F)</p></td>
<td colspan="2"><p>QUANTITY</p>
<p>ACCEPTED</p>
<p>(G)</p></td>
</tr>
<tr class="odd">
<td>1)</td>
<td colspan="10"><strong>XXXX</strong></td>
<td colspan="5"><strong>XXX</strong></td>
<td colspan="2"><strong>XXX</strong></td>
<td colspan="5"><strong>XXX</strong></td>
<td colspan="6"><strong>XXX</strong></td>
<td colspan="2"></td>
</tr>
<tr class="even">
<td></td>
<td colspan="10"></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="odd">
<td></td>
<td colspan="10"></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="even">
<td></td>
<td colspan="10"></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="odd">
<td></td>
<td colspan="10"><strong>M</strong>ark For:</td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="even">
<td></td>
<td colspan="10"><h4 id="requestors-name">Requestor’s Name:</h4></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="odd">
<td></td>
<td colspan="10"><h4 id="requestors-code">Requestor’s Code:</h4></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="even">
<td></td>
<td colspan="10"><h4 id="requestors-room-number">Requestor’s Room
Number:</h4></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="odd">
<td></td>
<td colspan="10"><h4 id="requestors-phone-number">Requestor’s Phone
Number:</h4></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="even">
<td></td>
<td colspan="10"></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="odd">
<td></td>
<td colspan="10"></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="even">
<td></td>
<td colspan="10"></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="odd">
<td></td>
<td colspan="10"></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="even">
<td></td>
<td colspan="10"></td>
<td colspan="5"></td>
<td colspan="2"></td>
<td colspan="5"></td>
<td colspan="6"></td>
<td colspan="2"></td>
</tr>
<tr class="odd">
<td colspan="2"></td>
<td colspan="7">18. SHIPPING POINT</td>
<td colspan="6"><ol start="19" type="1">
<li><p>gross</p></li>
</ol>
<p>Shipping WEIGHT</p></td>
<td colspan="7">20. INVOICE NO.</td>
<td colspan="6"></td>
<td colspan="3"><p><strong>17(H) TOTAL</strong></p>
<p><em>(Cont. pages)</em></p></td>
</tr>
<tr class="even">
<td colspan="2"><em>SEE BILLING</em></td>
<td colspan="7"></td>
<td colspan="6"></td>
<td colspan="7"></td>
<td colspan="6"></td>
<td colspan="3"></td>
</tr>
<tr class="odd">
<td colspan="2"><em>INSTRUCTIONS</em></td>
<td colspan="7"></td>
<td colspan="6"></td>
<td colspan="7"></td>
<td colspan="6"></td>
<td colspan="3"></td>
</tr>
<tr class="even">
<td colspan="2"><em>ON</em></td>
<td colspan="20">21. MAIL INVOICE TO: <em>(Include ZIP Code)</em></td>
<td colspan="6"></td>
<td colspan="3"><strong>17 (I) GRAND</strong></td>
</tr>
<tr class="odd">
<td colspan="2"><em>REVERSE</em></td>
<td colspan="20"><strong>Credit Card Order</strong></td>
<td colspan="6"></td>
<td colspan="3"><strong>TOTAL</strong></td>
</tr>
<tr class="even">
<td colspan="2"></td>
<td colspan="20"></td>
<td colspan="6"></td>
<td colspan="3"></td>
</tr>
<tr class="odd">
<td colspan="6"><p>22. UNITED STATES OF AMERICA</p>
<p>BY (<em>Signature)</em></p></td>
<td><img src="media/image2.wmf" /></td>
<td colspan="7"></td>
<td colspan="17">23. NAME <em>(Typed)</em></td>
</tr>
<tr class="even">
<td colspan="7"></td>
<td colspan="7">______________________________</td>
<td colspan="17"></td>
</tr>
<tr class="odd">
<td colspan="8">NSN 7540-01-132-8083</td>
<td colspan="16">50347-101</td>
<td colspan="7"><strong>OPTIONAL FORM –347</strong></td>
</tr>
<tr class="even">
<td colspan="8">(Computer Generated 9/95)</td>
<td colspan="16"></td>
<td colspan="7">Prescribed by GSA</td>
</tr>
<tr class="odd">
<td colspan="8"></td>
<td colspan="16"><strong>(<u>Enclosure C)</u></strong></td>
<td colspan="7">FAR (48 CFR) 53.213(a)</td>
</tr>
</tbody>
</table>

**Policy on Acquiring IT Resources Using NASA Headquarters Purchase
Cards**

**Headquarters Information Technology and Communications Division**

**October 23, 2007**

**Introduction**

Information Technology (IT) resources are essential tools for work
performed at NASA Headquarters. Thus, employees must have the mechanisms
needed to quickly and economically acquire such resources. In an effort
to reduce the overhead of adding unique items to the Shop4NASA catalog,
the Headquarters Information Technology and Communications Division is
authorizing the purchase of IT and communications equipment using the
NASA Headquarters purchase card. This is in accordance with the trust
relationship between NASA Headquarters and its employees and NASA's goal
of providing a modern, productive, and supportive work environment.

This document sets forth NASA Headquarters policy and responsibilities
for appropriate use of the NASA Headquarters purchase of IT and
communications resources using a Headquarters issued purchase card. This
policy is applicable to all NASA Headquarters purchase card
acquisitions, with the exception of those made by the Office of the
Inspector General for its Crime Division network.

**A. Appropriate Use**

As authorized by their organizations, Headquarters employees may use
their Headquarters purchase cards to obtain IT equipment not exceeding
\$250. This includes items such as computer mice, keyboards, and
peripherals. Prior to any purchase greater than \$250, approval must be
obtained from the Headquarters Chief Information Officer (CIO) or
designee.

Except for the Outsourcing Desktop Initiative (ODIN) contract,
Government Purchase Cards may not be used for the acquisition of cell
phones, Personal Data Assistants (PDAs), pagers, cellular internet
services, computer desktops, laptops, and workstations without the
express written approval from the Headquarters CIO. This policy is in
accordance with the letter from the Associate Administrator, subject
Mission Focus Review (MFR) Decision Memorandum for Phase 1
Recommendations 7, 100 and 137, dated July 9, 2007. All questions about
definitions of these terms will be referred to the Headquarters CIO.

-   **ODIN System** - Peripherals and printers being attached to an ODIN
    system must be purchased from ODIN. A waiver will be needed
    otherwise you must use the Solutions for Enterprise-Wide Procurement
    (SEWP) if not available in the ODIN Catalog, then open source if not
    available through SEWP.

-   **NON-ODIN System** - Peripherals and printers being attached to a
    NON-ODIN system, you must purchase through SEWP and then open source
    if it is not available. No waiver will be needed.

In addition, to maintain interoperability, protect the HQ IT
infrastructure, and avoid unanticipated costs or performance and
availability issues, purchase of the items below will only be allowed on
an exception basis.

-   Software, network connections, cable plant, or replacement of other
    items issued as part of the HQ software and hardware baseline at URL
    http://www.hq.nasa.gov/itcd/policy.html

-   Telephones, Any item requiring a change to the computer\'s operating
    system or user permissions, including software installation, driver
    installation, etc.

The Headquarters CIO or designee must authorize purchase of these
controlled items. The primary factors in granting approval will be NASA
mission criticality and the urgency of the requirement.

Some items acquired through a purchase card that store or process data
may require a security assessment before connecting them to NASA
equipment. Employees should contact the Headquarters Help Desk for
assistance in making this determination.

**B. Support Issues**

Items acquired using a Headquarters purchase card may require additional
funding for services such as software compatibility testing, ongoing
maintenance, and other technical support. When such support is
anticipated, the items should be purchased through the Shop4NASA catalog
to guarantee functionality, performance, and sufficient funding. If
proper support has not been arranged and an item obtained with a
purchase card disables the computer on which it is installed, technical
support will be limited to reloading the core software products on the
computer.

**C. Placing an Order**

Complete the following steps to purchase IT equipment:

1)  Contact your organization's customer Headquarters Information
    Technology Support Services (HITSS) Project Manager to discuss
    support issues and security assessment requirements.

2)  Arrange for technical support on your computer, if necessary.

3)  **Mission Directorate Employees**: Contact your organization's
    purchase cardholder to make your purchase. **Mission Support Office
    Employee:** Contact the IT and Communications Division's purchase
    cardholder to make your purchase.

**D. Sanctions Unauthorized IT Purchases**

Unauthorized IT procurements made with NASA Headquarters purchase cards
could result in loss of use or limitations on the use of the purchase
card, and/or employees being held financially liable for costs resulting
from the purchase and installation of such items.

**E. Additional Requirements**

When using the NASA Headquarters purchase card, employees must follow
all requirements contained in the Bank of America MasterCard Purchasing
Card Program Handbook.

Enclosure D (page 2)

> **[SAMPLE MARKET RESEARCH PROCEDURE FOR PURCHASE CARD E&IT
> PURCHASES]{.underline}**
>
> **INTRODUCTION:** If you need Electronic and Information Technology
> (E&IT), then Section 508 is relevant to you. This includes computers,
> software, telecommunications products, web sites, multimedia
> productions, information kiosks and office equipment. Agencies must
> give disabled employees and members of the public access to
> information that is comparable to the access available to others.
>
> 1\. *Do I have an EIT requirement?* Yes \_\_\_\_\_ No \_\_\_\_ (If No
> 2-5 below do not apply)
>
> 2\. *Which of the Access Board Standards apply to this purchase?* --
> For example, acquisition of a computer would be required to meet the
> provisions of desktop and portable computers. It is important to know
> which standard apply so that the vendor can provide the specific 508
> standards related to your product. For a complete definition of the
> standards go to: www.access- board.gov/sec508/guide/index.htm
>
> \_\_\_software applications and operating systems
>
> \_\_\_web-based information or applications
>
> \_\_\_telecommunication products
>
> \_\_\_video and multimedia products
>
> \_\_\_self contained, closed products (e.g., information kiosks,
> calculators, and
>
> Fax machines)
>
> \_\_\_desktop and portable computers
>
> \_\_\_Functional Performance Criteria
>
> \_\_\_Information, Documentation, and Support
>
> 3*. Conduct Market Research -- (here are some samples of market
> research techniques for 508 compliance) CARDHOLDERS ARE
> [NOT]{.underline} REQUIRED TO USE ALL OF THESE TECHNIQUES FOR A SINGLE
> PURCHASE. CARDHOLDERS SHOULD SELECT A SINGLE MARKET RESEARCH TECHNIQUE
> THAT IS BEST SUITED TO THEIR REQUIREMENT.*
>
> *\_\_\_\_*Call the vendor for the product you are wishing to purchase
> (the manufacturer). Specifically ask the Government Sales
> Representative if the product is 508 compliant with the above
> standards. Document their findings and the name of person you spoke to
> in the comments section of the order log.
>
> *\_\_\_\_*Visit the manufacturer's web site (for example from the Dell
> Computer website, navigate to the appropriate page at:
> (<http://www.dell.com/downloads/us/fed/508/hardware508.xls>) that
> details the specific desktop and portable computer standards that
> their hardware products meet or exceed*.)* Document your findings in
> the comments section of the order log. *Note this is not an
> endorsement of this particular product; it is only for illustration
> purposes.*
>
> *\_\_\_\_*Check for product availability using GSA's Buy Accessible
> website at: [http://www.section508.gov](http://www.section508.gov/)--
> on left hand side of page, type in product name i.e., "Dell" then
> click "search". It will bring up a list of compliant products -- you
> must click on the product and follow the links.

*\_\_\_* Go to GSA Advantage at*:
[https://www.gsaadvantage.gov](https://www.gsaadvantage.gov/)*

> This web site is progressing to include some flags for 508 compliance
> and allows searches by "508 compliant products". If a specific product
> is not identified or flagged Cardholders may also send an e-mail or
> contact the vendor to verify that the product is 508 compliant.
>
> 4\. *Commercial fully compliant product available?* Click the radio
> button on the order log found on the same page as the
> commodity/category identification as follows: "yes" for EIT item, and
> "yes" for 508 compliant
>
> Electronic/Information Technology (EIT) item? \_\_\_\_ yes \_\_\_\_no
>
> If EIT yes, \_\_\_508 compliant or \_\_\_no available 508 compliant
> item.
>
> Include in comments section a note to support how you arrived at
> conclusion i.e., manufacturers' website, telecon's with Government
> sales rep, GSA Advantage, etc.

5.  *No commercially available item to meet needs -* Click the radio
    button "yes" for EIT item, and "no" for no available 508 compliant
    item. Support how cardholder arrived at this conclusion in comments
    section of order log.

> **[Keep a copy of all documentation with purchase card records for 3
> years.]{.underline}**

Enclosure E (page 2)

![](media/image3.wmf){width="6.496527777777778in"
height="8.401388888888889in"}

Enclosure F