# Presentation: 034352

## KSC Bankcard CourseAcquisitions $2,500.00 or Less Allen J. Miller    867-3308   OP-AM     Gloria Marsh     867-7349    OP-CIAO       

##           Introduction...

- Our goal for this program is to communicate policy and procedures, and to continually improve the convenience, efficiency, and effectiveness of the KSC Bankcard Program.

## Web Sites

**On Line Quick Reference (OLQR)**:                         _[http://olqr-cf.ifmp.nasa.gov](http://olqr-cf.ifmp.nasa.gov/)_
**KSC Bankcard Home Page:** _[http://www.ksc.nasa.gov/procurement/cc/card.html](http://www.ksc.nasa.gov/procurement/cc/card.html)_
**NASA Training  (Take: Bankcard Purchasing & Desktop Receiving) @:**    _[http://cfwebcourse.ifmp.nasa.gov/nasacf.htm](http://cfwebcourse.ifmp.nasa.gov/nasacf.htm)_

- KSC Bankcard Training

- Revised September, 2003

## Program Overview

- The Bankcard Program can be divided into four distinct functions. Each sequential function contains specific guidelines, that if not met, the process will not proceed to the next function.  The On Line Quick Reference defines NASA procedures for placing Order Logs.

- KSC Bankcard Training

- Revised September, 2003

## Four Steps to Success

- Bankcard Account
- Screening
- Reporting
- Audit Compliance
- It is the program’s goal to ensure internal control without compromising customer satisfaction

- KSC Bankcard Training

- Revised September, 2003

## Participants/Responsibilities

- Each function contains various participants who facilitate the process. Each participant has clear and distinct responsibilities:  the Customer, Bankcard Holder (BH), Approving Official (AO), Bankcard Coordinator (BC).

- KSC Bankcard Training

- Revised September, 2003

## Participants...

- Dispute Office Contact (DOC)
-  Comptroller Organization
- Procurement Cardholder Representative (PCR)
- Spaceport Services
- Technology Implementation Panel (TIP)
- Chief Information Officer (CIO)

- KSC Bankcard Training

- Revised September, 2003

## Customer 

- The Customer is the individual within the BH's directorate that expresses a need for an item.
- The Customer is responsible for complying with all procedures and obtaining special approvals that are needed prior to the BH entering an Order Log.

- KSC Bankcard Training

- Revised September, 2003

## Customer Responsibilities...

- Obtain special approvals prior to entering order log in P-Card; _completed outside of the system_
- Chemicals/Hazardous Materials
- Furniture
- IT Purchases
- Radio Frequency Equipment
- Restricted Items   (Unauthorized List)
- Specialty Items    (Microwave/Refrigerators)
- Space Flight Hardware
- Document special approvals obtained in the comments field of order log

- KSC Bankcard Training

- Revised September, 2003

## Bankcard Holder

- BH is the individual to whom a Government Bankcard is issued
- BH is issued a Delegation of Authority from the Procurement Officer--authorizes the BH to conduct micro-purchasing on behalf of the      U.S. Government
- BH purchases on behalf of others, but retains full accountability and responsibility

- KSC Bankcard Training

- Revised September, 2003

## The Bankcard Holder Responsibilities

- Ensures that adequate funds are available
- Anti-Deficiency Act provides for criminal penalties for knowingly and willfully violating this restriction
- Maintains Order Logs
- Conducts market research
- Verifies that a vendor accepts credit cards before placing order
- Vendor may only charge on delivery
- Selects the best value for the government

- KSC Bankcard Training

- Revised September, 2003

## The Bankcard Holder Responsibilities...

- Determine the entire cost of items including shipping charges; easier to ask up front than trying to correct
- Ensures price to be fair and reasonable; by placing an order the BH is stating the price is fair and reasonable
- Does not split orders to stay under threshold—strictly prohibited!
- Ask if vendor offers item on GSA schedule
- Rotate purchases among vendors; to avoid the appearance of favoritism

- KSC Bankcard Training

- Revised September, 2003

## The Bankcard Holder Responsibilities...

- Priorities for use of Government supply sources. Read the required priorities in FAR Part 8 , they include:
- National Industries for the Blind (NIB/NISH/JWOD)
- GSA Advantage!
- Federal Prisons Industries (UNICOR)
- Agency wide contracts (SEWP, ODIN)

- KSC Bankcard Training

- Revised September, 2003

## The Bankcard Holder Responsibilities...

- Government does _**not**_ pay sales tax
- Notify vendor of tax exempt status   (Certificate Number 15 00 052729 51C)
- Copies of tax exempt letter and tax exempt certificate available on BC website:  _[http://www.ksc.nasa.gov/procurement/cc/card.html](http://www.ksc.nasa.gov/procurement/cc/card.html)__ _

- KSC Bankcard Training

- Revised September, 2003

## The Bankcard Holder Responsibilities...

- Documentation is Key
- Retain all _necessary_ documents (charge slips, shipping invoices, etc.) pertaining to the purchase
- Good documentation keeps you out of trouble
- Explains why you did, what you did
- As long as you try to follow all rules and did not break any laws, you will be **okay**

- KSC Bankcard Training

- Revised September, 2003

##  The Bankcard Holder Responsibilities...

- Resolving all discrepancies with the vendor(s), and/or Bankcard company, and reconciling the monthly statement in P-Card.
- Two charges _**not disputable**_: taxes and shipping
- Discrepancies that cannot be resolved between the vendor(s) and the Bankcard company should be brought to the attention of the BC.

- KSC Bankcard Training

- Revised September, 2003

## The Bankcard Holder Responsibilities...

- Immediately reporting lost or stolen Bankcards to the BC, AO, and the BC company—Bank of America
- Reporting any requested information to a Bankcard Auditor and/or other responsible outside request (OIG, etc.)

- KSC Bankcard Training

- Revised September, 2003

## The Bankcard Holder Responsibilities...

- BC will be used to purchase authorized items in compliance with established KSC procedures and pertinent regulations/guidance.
_**Only the BH**_ may utilize their BC
- Maintain control and custody of your BC             _**DO NOT**_ loan out your BC, or allow others to place telephone orders using your BC
- Personal use is strictly prohibited

- KSC Bankcard Training

- Revised September, 2003

## The Bankcard Holder Responsibilities...

- Penalties for abuse allow for one written warning; second infraction the BC account is suspended
- The BH may be held personally liable for unauthorized purchases; may result in restitution, disciplinary action and/or dismissal.

- KSC Bankcard Training

- Revised September, 2003

## Examples of Infractions

- Splitting orders to stay under threshold
- Purchasing without entering order log
- Purchasing without verification that order log was successfully saved—certifies funds
- Using funding from an organization other than your own without prior approval
- Purchasing items requiring special approvals without obtaining and documenting approvals
- Purchasing personal items

- KSC Bankcard Training

- Revised September, 2003

## Approving Official

- The AO shall be the BH's supervisor or a higher level individual
- The AO reviews and approves the BH's monthly statement to ensure that it is accurate, supporting documentation is complete, and reflects only authorized purchases
- In the absence of the BH, the AO is responsible for information and reconciliation of transactions made by the BH
- If the AO determines any purchase is improper, the BC shall be notified to take action

- KSC Bankcard Training

- Revised September, 2003

## Bankcard Holder and Approving Official Important Notice!!

_**Report any changes**_ to the BC such as phone number, mail code, organization, etc.
- To close an account, notify Allen Miller by _**email**_ & _**cut up the Bankcard**_, when card is no longer required

- KSC Bankcard Training

- Revised September, 2003

## Financial Management Division

- The Financial Management Division is responsible for the disbursement of payments in accordance with the Prompt Payment Act
- They will disburse funds for authorized and approved purchases as indicated by the Approving Official
-  Maintain only the required disbursement documents such as the Disputes Form (as applicable)

- KSC Bankcard Training

- Revised September, 2003

## Procurement Cardholder Representative (PCR)

- Will assist the BH in obtaining pertinent information regarding buying sources or any other Bankcard question
- The PCR will provide assistance in obtaining alternative sources, phone numbers for vendors, or information for a particular GSA schedule

- KSC Bankcard Training

- Revised September, 2003

## Logistics

- J-BOSC logistics personnel are responsible for tagging controlled property, and are the central delivery point at KSC
- NASA **TA-E1** will tag controlled equipment that was purchased at the vendor's location by the BH
- It is BH responsibility to ensure that proper tagging occurs

- KSC Bankcard Training

- Revised September, 2003

## Controlled Items Shipping Address

**NASA, J-BOSC Receiving, M6-744 **
**Property Management**** **
_**Order Log Number**_
_**BH Name, Building, Room Number**_
**Kennedy Space Center, FL 32899**
**BC account number**_** must not**_ appear on package
**Purchase Order** number _**must**_ appear clearly marked on package

- KSC Bankcard Training

- Revised September, 2003

##  Receipt of Item @ J-BOSC Receiving

- Visual inspection accomplished by J-BOSC Receiving
- All controlled items will be tagged, the appropriate data will be transmitted to NEMS Control (TA-E1), and the items will be delivered to the BH
- All non-controlled items received will be delivered to the BH

## Logistics

- Partial deliveries and back-ordering of item(s) are discouraged
- COD shipments are not allowed
-  Off-site delivery to a non-Government location is prohibited
- All purchases will be delivered to a Government location (e.g.. KSC, Vandenberg, or an employees TDY location)

- KSC Bankcard Training

- Revised September, 2003

## Logistics

- We must emphasize:
- If the item is a controlled item and picked up at the vendor’s location by the BH in lieu of being shipped, the **BH shall notify Spaceport Services, TA-E1, 867-4805, for tagging**.

- KSC Bankcard Training

- Revised September, 2003

## Logistics 

- Once the purchase has been delivered, the BH should check for damage, verify contents, and quantity order against the Order Log
- IF THE ITEM(s) IS UNDAMAGED
- BH contacts the Customer to arrange for pick-up Please keep all relevant shipping documents
- It is the Customer's responsibility to contact the BH if the item(s) does not operate properly
- If The Item is DAMAGED
- The BH retains the item(s) with all packaging.
- Contacts the vendor for resolution and Freight Traffic (7-3501) to process a freight claim for damages.

- KSC Bankcard Training

- Revised September, 2003

## Logistics

- If the item does not correspond to the order:
- Retain the item(s) with all packaging,
- Contact the vendor to correct the discrepancy. The vendor will be responsible for the shipping cost.
- Complete KSC Form 7-248 to ship the item(s) back
- Inform J-BOSC Shipping, 867-7998, when item is ready. J-BOSC Shipping will assist the BH in this matter.

- KSC Bankcard Training

- Revised September, 2003

## Bankcard Auditors

- Those who may review Order Logs and pertinent information to ensure specific requirements are met:
- The Chief Information Office
- Resources Management Office
- Spaceport Services
- Procurement Office
- Compliance Agencies

- KSC Bankcard Training

- Revised September, 2003

## Bankcard Auditors Ensure

- Tagging requirements (Spaceport Services)
- Information Technology requirements (CIO)
- Proper funds use (RMO)
- Compliance with regulations (OP)
- Compliance with procedures/process (IG)
- Various other reasons (All)

- KSC Bankcard Training

- Revised September, 2003

## Opening A Bankcard Account

- BH and new AOs must complete IFMP System Access Request (SAR) and AVO to Bankcard Coordinator for processing
- Sample available on BC website
- The Resources Management Offices will generate and jointly maintain a BC Register.
- Procurement Officer issues a Delegation of Authority to the BH.

- KSC Bankcard Training

- Revised September, 2003

## Finally the Buying Process

- At this stage, the BH has been trained and is in receipt of a Bankcard with their name and account number embossed on the front of the card.
- The Agency OLQR details all ordering, receiving, statement reconciliation procedures.

- KSC Bankcard Training

- Revised September, 2003

##       General Information

-  Remember perception is key to success
- Even if you did not split requirements or pay an unreasonable price, if someone thinks you did...
- What would Dan Rather or the Orlando Sentinel  say?
- What would the IG report...
-  ***It’s an integrity thing!***

## Reconciliation

- Each month, the BH will receive an electronic Statement of Account from the Bankcard Company and must follow the procedures in the OLQR strictly.
- Disputes Form outside of P-Card may be needed - Forward a copy to Accounting with your monthly statement.

- KSC Bankcard Training

- Revised September, 2003

## Records Retention and Disposition

- The BH is required to retain all records outside of P-CARD for each Fiscal Year (FY) in a file or notebook at his/her work site to the end of the next FY.
-  Each FY's records shall be maintained in a separate file.
- At the end of the subsequent FY, the BH may turn the prior year's completed file over to their Organizational Records Officer for archiving.

- KSC Bankcard Training

- Revised September, 2003

## Remember When Leaving NASA Or Closing An Account

- The BH and the AO are required to notify by email Bankcard Coordinator/Allen Miller/OP-AM that the BH is leaving NASA or closing the account, and will be destroying the Bankcard
- The BH is required to reconcile all account transactions and inform his AO of any pending actions. The AO shall be prepared to reconcile all future statements.

- KSC Bankcard Training

- Revised September, 2003

## Feedback

- Written Comments about this presentation and/or suggestions for Program improvement are always welcome!
- Send to: OP-AM/Allen J. Miller
- Send to: OP-CIAO/Gloria Marsh
- Send to: OP-AM/Mike McCarty
- Send to: OP-AM Chief/Connie Wilcox

- KSC Bankcard Training

- Revised September, 2003