# Presentation: 294016

## A New Era -

- Bankcard Program Administrator, Alternates, and Auditors
- February 6, 2003 (Revised)

**A New Era -**
**Purchase Card **

## Topics

- New Bankcard System
- Bankcard Program Structure
- What is Different
- Web Resources
- Employee Responsibility
- Before you make a purchase
- Making a purchase
- After the purchase
- P-Card Solution

## New Bankcard System

- P-Card Solution provides end-to-end electronic bankcard process
- Order Log (record of purchase + certifies funds)
- Bankcard transaction reconciliation
- Receiving
- Search capabilities
- Administration and archiving
- Cardholders and Approving Officials will be using the Web Application version

## Bankcard Program Structure

- Cardholder

- Bank         of      America

- FMD

- P-Card

- Approving
- Official

- Audits

## New Terminology

| New Term - P-Card System  | Old Term  |
| --- | --- |
| Alternate (Note: Both the cardholder and Approving Official can delegate Alternates within P-Card to function in their absence)  | Preparer |
| Monthly Transactions/ Monthly Transaction File  | Statement |
| Order Log  | PR, Draw |
| Successfully Saved Order Log  | Fund Certification |

## What is Different

- Bulk Funding is GONE.
- Cardholders will only be recording purchases in P-Card software.  There will be no advance approval of pots of money.  Each P-Card order log will need to be individually certified for funding availability.
- All Special Approvals and requests for approval for funding from an organization other than your own must be done manually prior to entering and saving order log in P-Card.
- All chemical or hazardous material purchases requires prior Special Approval by Chemical Purchasing **regardless of quantity**.

## What is Different (cont.)

- Multiple accounting codes can be entered for each order log line item as long as the same type of funding is used (i.e., Project WBS, Cost Center, etc.)
- Cardholders will Reconcile on-line
- Approval by Approving Officials will also be done on-line

## Alternates

- P-Card has an option for Cardholders and Approving Officials to designate Alternates
- This option will not be immediately available (we will advise when)
- We recommend no more than one Alternate per Cardholder or Approving Official

## Web Resources

- Official IFM Web Site:
-     _[http://](http://cfo.grc.nasa.gov/ifm/default.asp)__[cfo.grc.nasa.gov/ifm/default.asp](http://cfo.grc.nasa.gov/ifm/default.asp)_
- Revised Bankcard Program Manual:  _[http://](http://www.grc.nasa.gov/WWW/Purchase/bankcard_manual.html)__[www.grc.nasa.gov/WWW/Purchase/bankcard_manual.html](http://www.grc.nasa.gov/WWW/Purchase/bankcard_manual.html)_
- Bankcard Information Page:  _[http://www.grc.nasa.gov/WWW/Purchase/bankcard.html](http://www.grc.nasa.gov/WWW/Purchase/bankcard.html)_
- Bankcard Audit Procedures: _[http://www.grc.nasa.gov/WWW/Purchase/bankcard_audit_procedures.html](http://www.grc.nasa.gov/WWW/Purchase/bankcard_audit_procedures.html)_
- Enter P-Card Session:  _[https://bankcard.ifmp.nasa.gov/](https://bankcard.ifmp.nasa.gov/)_
- Bankcard Web-Based Training:  _[http://cfwebcourse.ifmp.nasa.gov/nasacf.htm](http://cfwebcourse.ifmp.nasa.gov/nasacf.htm)_

## On-Line Quick Reference

- On-Line Quick Reference (OLQR) contains step-by-step instructions for using the P-Card system:       _[http://olqr-cf.ifmp.nasa.gov](http://olqr-cf.ifmp.nasa.gov/)_

## OLQR (cont.)	

- Select “Purchasing”
- The following sections apply to P-Card:
- Accept/Reject Deliverables/Bankcard
- Create Record of Purchase
- Reconcile Bankcard Statement with Record of Purchase

## Program Contacts

| Function | Name | Phone |
| --- | --- | --- |
| A/POC
Alternate | Rita Poulsen
Doreen Medzi | 3-2141
3-9355 |
| Cal Lab | Rick Flaisig | 3-3088 |
| Chemicals/HazMat | De Viancourt
Toni Mayor | 3-6327
3-8689 |
| Furniture | Mona Shopoff | 3-3052 |
| IT/ADP
Radio Freq. Equip | Erline Trsek
Barry Clodwick | 3-9394
3-5083 |
| SASA Team | Maryann Pawson
Doreen Medzi
Karen Edwards | 3-5306
3-9355
3-9354 |
| Sensitive/Taggable | Linda Norberg | 3-3027 |

## Your Responsibility

**Limits of Liability**
**Routine Responsibility**
**Make sure purchase is appropriate**
**Maintain security of card**
**Verify that funds are available**
**Reconcile and approve transactions by the last day of the month**
**Immediately report any problems**
**You may purchase on behalf of others but you as the cardholder retain full accountability.**
**Weekly Audits will continue.**
**Failure to abide by the rules of this program may result in warning memo being issued and suspension of your account.**

## Examples of Infractions

**Splitting orders to stay under threshold**
**Purchasing without entering order log in P-Card**
**Purchasing without verification that order log was successfully saved (i.e., fund certified).**
**Using funding from an organization other than your own without prior approval**
**Purchasing items requiring Special Approvals without first obtaining and documenting those approvals.**
**Purchasing personal items**

## Before You Make Your Purchase

**Only civil servants who have received purchase card and have taken mandatory training may place bankcard orders. (Do not confuse with Travel Card.)**
**If you are using funding from an organization other than your own, you are responsible for getting approval to use this funding prior to entering Order Log into P-Card.**

## Special Approvals

**Obtain Special Approvals prior to entering and saving order log in P-Card:**
**Chemicals/Hazardous Materials:  De Viancourt (3-6327)**
**Furniture:  Mona Shopoff (3-3052)**
**IT/ADP:  Erline Trsek (3-9394)**
**Radio Frequency Equip:  Barry Clodwick (3-5083)**
**Restricted Items:  Rita Poulsen (3-2141) or SASA Team**
**Sensitive Items:  Linda Norberg (3-3027)**
**Space/Flight Hardware: TBD**
**Document any special approvals obtained and from whom in the “Comments” field of order log.**

## Examples of What CAN Be Ordered

**Award and Promotional**
**Instrumentation Type**
**Memory Expansion Cards**
**Office Supplies**
**Palm Pilots, PDA’s <$500 **
***Phones**
**Some Planner Items**
***Radio Frequency Equip**
***Special approval needed**

**Reprints (Copy to Library M.S. 60-3)**
**Safety Related items**
**Services with fixed cost (*IT h/w services)**
**Software (*some exceptions)**
**Subscriptions**
**Toner Cartridges (self-contained)**

## Examples What CANNOT be Ordered

**Bottled water**
***Chemicals/Hazardous Materials**
**Conference/Registration Fees**
***Office Furnishings**
**“****Nice to Have” Planner Items**
**Printing and Duplicating**
**Restricted Items**
*** Exceptions require Special Approval**

**Items available from Reutilization**
**Safety glasses and respiratory protect.**
***Sensitive/Taggable Items**
**Services with estimated cost**
**Items available from Stock**
**Toner (non-cartridge)**
**Memberships for individuals**

## Pricing Issues

- Determine entire cost of items including shipping charges.
- Verify that the vendor accepts credit cards before placing order.
- Ask if Company has GSA contract and corresponding GSA price.
- Government does NOT pay sales tax.  Tax exemption number is 34-0715724.

## Source Selection Guidance

- Use of Small Business encouraged but not required
- Competition not required
- Mandatory sources
**JWOD, NIB/NISH**
**Stock, Reutilization**
**Mandatory GSA contracts**
- Use existing hardware and software contracts when possible (ODIN, SEWP, etc.)

## How to Make a Purchase

**Create Order Log and verify it was successfully saved (i.e., fund certified).**
**Multiple charges codes can now be used.**
**Verify part and catalog numbers in your item description(s).**
**Contact vendor and place order.**
**When buying in person, be sure order log has been entered in P-Card and successfully saved prior.**
**What if my card is “declined”?**
**Cardholder can modify Order Log to Cancel.**
**Cardholder can modify Order Log to add additional funds.**

## Delivery Instructions

**All items are to be delivered directly to your desk (unless you have dock, equipment, and personnel to handle larger items)**
**Your credit card number must NOT appear anywhere on package.**
**FedEx government account:  0441-5330-0**

**NASA-Desk**
**Attn:  Your Name**
**Bldg.#, Room#**
**21000 Brookpark Rd.**
**Cleveland, OH  44135**

## Delivery Instructions (cont.)

- Calibration Lab Purchases:
- Change P-Card “Deliver to Information” to “Cal Lab”.  Select “No” for Desktop Delivery.
- Tell vendor to address package:

**NASA Glenn Research Center **
**Attn: Cal Lab Receiving, Bldg. 21 North **
**21000 Brookpark Road **
**Cleveland, OH 44135 **
**Order Number:**

## After the Purchase

- Immediately inspect material and match it against packing list.
- Record receipt and acceptance in P-Card Order Log.

## Problems After Purchase is Made

- Material is received damaged – Notify carrier
- Company ships wrong material – Contact vendor, complete Form C-727
- Wrong material is ordered – Contact vendor to exchange, complete Form C-727
- Material not received in time – Contact vendor
- Canceling the order – Contact the vendor, modify P-Card Order Log

## Reconciling the Transactions

- The A/POC will download transaction files from the Bank monthly.
- Cardholders will be notified via e-mail that transactions need to be reconciled.
- Reconciliation will be done on-line.
- Transactions must be reconciled and approved by the last day of the month.
- Electronic record within P-Card can serve as audit report record.

## Reconciliation Issues

- Cardholder can delegate an alternate to reconcile in their place.  *Note:  Alternates must complete the web-based and instructor-led bankcard  training *
- Cardholder will notify their Approving Official when the reconciled transactions are ready to be approved.
- Approving Officials must approve cardholder’s reconciled transactions on-line.  Approving Officials can also delegate another to approve in their absence.

## Handling Disputes

- Dispute process remains essentially the same with the following exceptions:
- Item to be disputed must be so noted in P-Card (“comments” field in the order log)
- Finance no longer needs a copy of Dispute forms.  (One less step in Dispute process)

## Records Retention Schedule

- P-Card provides permanent archiving capability.  Because of this, the electronic records contained within P-Card can serve as official records. Cardholders should continue to save any non-electronic records such as sales receipts, packing lists, etc., for 3 years.

## Assistance after Go-Live

- IFM Open House, Bldg. 500 Room 3110B, 9:00 – 11:30 am and 1:00 – 3:00 pm Tuesdays and Thursdays
- For assistance via phone, contact Purchasing War Room at 3-6808 or 3-6811, 9am – 4pm
- Make sure you review the On-Line Quick Reference before or while using the P-Card software
- Web-based training will continue to be available

## P-Card Solution Demonstration

- Insert Screen Prints in Case On-Line Demo is not Available

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