PURCHASE CREDIT CARD PROGRAM
DOCUMENT # 210-PCARD
CODE 210 PROCUREMENT OPERATIONS
EFFECTIVE DATE: 10/1/08, Rev 1
12/1/08, Rev 2
04/13/09, Rev 3
10/22/09, Rev 4
PURCHASE Credit Card Program Managers:
GSFC—Dawn Murvin, Code 210.2 x64915; Alternate: Michelle Mumford, x63933 or
Bankcard Help Line: x69372;
WALLOPS--Diana Frimmel, x71290
CHECK THE CONTROLLED DOCUMENTS LISTING IN THE GSFC PROCUREMENT
LIBRARY AT http://code210.gsfc.nasa.gov/library/proclib.htm TO VERIFY THAT THIS IS THE
CORRECT VERSION PRIOR TO USE
TABLE OF CONTENTS
1. NON-PROCUREMENT CARDHOLDER PROCEDURES 3
2. PURCHASING ADP/IT RELATED HARDWARE, 6
SOFTWARE AND SUPPLIES
3. SECTION 508 PROGRAM 7
4. HOW TO CARE FOR YOUR CREDIT CARD 9
5. USE OF THE GOVERNMENT CREDIT CARD BY 11
SOMEONE OTHER THAN THE CARDHOLDER PER
HQ’S PROCUREMENT OFFICE POLICY
6. HOW YOUR CREDIT CARD IS FUNDED 12
7. NASA CONFERENCE TRACKING SYSTEM (NCTS) 14
8. DELIVERY TO GSFC OF GOVERNMENT PROPERTY 16
VIA CREDIT CARD PURCHASING
9. HOW TO RECONCILE YOUR MONTHLY STATEMENT 17
9. DISPUTES – HOW TO HANDLE DISCREPANCIES ON 19
YOUR MONTHLY STATEMENT
10. OVER-THE-COUNTER & TELEPHONE PURCHASES 20
11. APPROVING OFFICIAL RESPSONSIBILITIES 21
GODDARD SPACE FLIGHT CENTER
PURCHASING CARD PROGRAM
NON-PROCUREMENT CARDHOLDER PROCEDURES
Cardholders (CH) must:
1. Verify that sufficient funds are available before making charges.
2. Order Log must be entered into the P-Card system before or at the time
the purchase is made. (See Note below)
3. Notify Property when ADP/IT hardware or other sensitive items are
4. Reconcile Monthly Statement when notified that it is available in P-Card
and get approved by Approving Official by due date given by the Credit
Card Program Manager.
5. Resolve Disputes.
NOTE: Failure to enter the Order Log into the system is in direct violation of the Anti-
Deficiency Law as you are making a purchase without the funding to back it up. For the
first offense you will receive a written warning; for the second offense the cardholder will
lose their credit card privileges for a period of 30 days; for the third offense the cardholder
will lose their credit card. In order to have it reinstated, the employee must complete all
training for ―new cardholders‖ and then request approval from the Center Procurement
Approving Officials must review and approve all CH Monthly Statements in P-Card.
Only the following ALLOWABLE COMMODITIES may be purchased: ? Tools
? Transcribing Services (aka Court Reporting Services)
? Patent Search Services
? Exhibition Booth Support Services
? Conference Room Rental (Rental of Meeting Room; No Lodging)
? Repair Parts and Services (One-Time, No Construction)
? Registration Fees for Conference Attendance Only
? Books (except for textbooks used by employees attending educational classes),
Subscriptions, other publications including Transcript copies
? Reprints and Abstract/Publication Charges
? Emergency “Office” Supplies Not Immediately Available From Store Stock
? Hardware Maintenance (Vendor must bill annually and price of Maintenance
cannot exceed $3,000/Year)
? Software, Software Updates, Software Maintenance (Price of Maintenance Cannot
? ADP/IT Components & Other “Sensitive” Items – Hardware Over $500 Must Be
Tagged** (Must be purchased through ODIN or SEWP unless waiver received
from CIO – see NOTE below.
? Facsimile Machines** (Must coordinate with Code 731 for availability of
**Selected items of equipment with an acquisition cost of $500 or more designated and
identified as a sensitive item by the Property Management Branch must be tagged; check
with your Property Custodian for clarification. Sensitive Item list can be found at
NOTE: Except for Outsourcing Desktop Initiative (ODIN) contract, Government
Purchase Cards may not be used for the acquisition of cell phones, Personal Data Assistants
(PDA‘s), 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. 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 through the ODIN catalog, otherwise a waiver will be needed. Once a
waiver is approved, purchase the peripheral or printer through the Solutions for
Enterprise-Wide Procurement (SEWP) if available, then open source if the item is not
available through SEWP.
b. NON-ODIN System - Peripherals and printers being attached to a NON-ODIN
system must be purchased through SEWP if available, then open source if the item is
not available. No waiver is required.
The credit card cannot be used to purchase personal items, food, Space Flight Use materials
or toxic or hazardous services or materials, including but not limited to chemicals, lasers, radio frequency transmitters and other sources of non-ionizing radiation, carcinogens,
In accordance with NASA's Affirmative Procurement Program and Plan for
Environmental Preferable Products (NPR 8530.1A), individuals purchasing listed
EPA listed guideline items must purchase items containing post consumer recycled
materials. See EPA designated list of comprehensive procurement guideline items
that NASA follows at: http://www.epa.gov/cpg and click on Products. Additionally, certain products that are biobased rather than petroleum based are required to be
purchased. Visit the requirements at: http://www.usda.gov/biobased and click on
Proposed and Final Regulations.
The following items require prior approval before purchasing from Mr. Brian Montogomery, GSFC’s Recertification Program Manager (301-286-4209) or Mr. A. V. Hanagud, Deputy RECERT Manager at WFF (757-824-1359):
For ground-based pressure vessels and pressurized systems (PV/S): Certification of
new or modified pressure vessels and pressurized systems (PV/S), including
procurement requirements, shall be in accordance with GPR 8710.3. In addition,
prior approval for procurement of pressure vessels and those vacuum vessels subject
to RECERT requirements as stipulated in NASA-STD-8719.17 must be obtained
from the RECERT Manager or Deputy RECERT Manager/WFF.
For lifting devices and equipment (LDE): Certification of new LDE shall be in
accordance with GPR 8719.1. In addition, prior approval for procurement of lifting
devices including cranes, hoists, powered industrial trucks (PIT), and mobile aerial
platforms (MAP) must be obtained from the RECERT Manager or Deputy
The following UNALLOWABLE COMMODITIES cannot be acquired by credit card and must be purchased through Procurement by Purchase Order: (**Special Approval Required)
? Items NOT included in Allowable Commodities List on Page 1 ? Cellular Telephones/Pagers** (Purchase, Rental and Monthly Services/Charges)
– Only available through ODIN
? Furniture** (Chairs, Desks, Storage/Filing Cabinets, etc.)
? Training (only done by GSFC’s Talent Cultivation Office, Code 114) ? 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 271)
? Microwave Ovens, Refrigerators, Coffee Makers, Etc. – Some Items Available
Through Store Stock
? Televisions, VCR’s, DVD’s, Etc.**
? 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, whether engraved or not (Must be Purchased by
Procurement Through Ability One (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:
o Clothing (T-Shirts, Jackets, Hats, etc.)
o Radios, Computer Games
o Membership Fees (Unless Acquired in the Name of the Agency, Not the
o Greeting Cards
o Decorations, Luggage, Retirement Gifts
o Food, Drugs, Personal Gifts
o Live Entertainment
PURCHASING ADP/IT RELATED HARDWARE, SOFTWARE AND SUPPLIES.
Prior to purchasing IT Related Hardware, Software and Supplies you are required
to use the “IT PR Tool” that is available at: http://itprtool.gsfc.nasa.gov. Make the
Procurement Type: Credit Card
Item Category: Select Supply or Service
IT Category: Select Office Automation, IT Infrastructure and Telecommunications, or
Multi-Program/Project IT or Program Unique IT
Portfolio Area: Choose what is the closest selection to what you are purchasing
Item Description: Choose what is the closest selection to what you are purchasing
Material Group: Select IT Equipment, IT Purchases of Goods & Services from
Government Accounts or IT Supplies and Materials
Click “Get Results”
You then want to use the info in the “Short Text” area as the first part of the
description in your order log (i.e., IT1-04-040 Cable) and make sure to use the
number listed under “Function Code” as your Internal Order Number on your
order log and the number under “Material Group” as your category code.
SECTION 508 PROGRAM
When purchasing 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 you through this process.
? 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 (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 www.section508.gov.
? As of April 1, 2005, micro-purchases (generally those purchases made through the
P-Card process) will be required to conform with Section 508 of the Rehabilitation
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) which
provides an explanation of the various criteria in easy to understand language. You can
also contact the 508 Coordinator at GSFC: Betsy Sirk at 301-286-0150.
What are the Steps for Cardholders?
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 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.
5. 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?
Yes – persons with disabilities can file administrative complaints or bring civil
actions in Federal court against the agency. Court orders compelling compliance can also
What documentation is required on my Order Log?
? 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
? 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.
HOW TO CARE FOR YOUR CREDIT CARD.
Activate the card by calling the JP Morgan Chase Customer Service Hotline, at the number listed on the sticker attached to your card or call 1-888-297-0781.
Safeguard your credit card and documents that cite the card number. The credit card has
been issued with your name on it. YOU ARE THE ONLY ONE WHO CAN USE
THE CARD. No member of your staff, supervisor, family or anyone else may use the
card. (Example: If you are a Branch Head and have a credit card in your name, you
should not give it to your Secretary or someone else in your office to make the purchases
for you. They should have a card in their own name).
You have been delegated a Single Purchase Limit (SPL) and a 30-day Limit.
The SPL is the dollar limit for an individual purchase. An individual purchase can
be for multiple items, but the total amount cannot exceed your SPL. Splitting a
purchase into smaller dollar purchases to avoid exceeding your SPL or
spreading the purchases out over a few days is prohibited, and violation of this
could result in the loss and cancellation of your credit card.
The 30-day limit is the dollar limit of purchases you can make in a calendar month.
Purchase only Allowable Commodities. The cardholder is personally liable for
You must comply with the Simplified Acquisition Procedures and Regulations (FAR Part
13); the Simplified Acquisition Procedures (NASA FAR Supplement Part 1813); the
Required Sources of Supplies and Services (FAR Part 8); and the Required Sources of
Supplies and Services (NASA FAR Supplement Part 1808). See Appendix B for listing of
required sources of supplies and services websites.
Do not purchase supplies until you have determined that they are not immediately
available in GSFC Stores Stock*. See Appendix C ―How to Check Stores Stock.‖ If
supplies are in Stores Stock, follow the usual requisition process. If the supplies are not
in Stores Stock, you are required to check the following websites before you can go to
another outside source: Javits-Wagner-O‘Day (JWOD) at www.jwod.com or GSA
Advantage at www.gsaadvantage.gov.
*The Javits-Wagner-O'Day (JWOD) Act or AbilityOne requires the Government to
obtain certain common-use supplies from JWOD suppliers. GSFC and its Just-in-Time
(JIT) office supply vendor stock these required supplies and issue them when the same or
similar items are ordered.
Immediately report a lost or stolen card to:
JP Morgan Chase (JPMC) – Domestic: 1-888-297-0781
Greenbelt – Dawn Murvin, 301-286-4915;
Wallops – Diana Frimmel, 757-824-1290;
Bankcard Helpline, 301-286-9372
Your Approving Official
JPMC will cancel your old card, and you will be issued a new credit card and
number. The Credit Card Program Manager must be notified so that P-Card can be
updated to enable payment of charges against the new card number.
Notify your Credit Card Program Manager if you transfer within or leave GSFC.