|
See FAQ and Unauthorized Purchases for more info.Updated 8/22/06
Q: Can I use my government bankcard for nationwide and foreign purchases? Yes. Nationwide and foreign purchases are allowed with the government purchasing bankcard. Q: Can I use my government bankcard to make purchases through the Internet? Yes, you may use your government bankcard (purchase) for Internet purchases as well as over-the-counter and phone purchases. Use the same caution and discretion as you would in using your own personal credit card. Q: Can I use my government purchase bankcard for travel expenses? No. Even though both the purchase and travel cards are administered by the same Bank, they are NOT interchangeable. The government purchase bankcard must only be used for purchases Q: Can I use my government bankcard for personal use? No. Use of the government bankcard for personal use is strictly prohibited. Q. Can I order and pay through a third party such as Pay Pal?NO. Q: Can I use my bankcard to pay for rental of conference rooms/facilities? If
conference space is not available on-site at KSC, you are permitted to rent
off-site facilities and bankcards are an acceptable means of paying for it.
However, a "fixed price" must be obtained prior to entering your
Order Log in P-Card. Be sure to ask if audiovisual equipment is included in
the quoted price (should you require this equipment), as such charges are
usually extra. Note on your Order Log all extra requirements that are being
included in the cost. These may be combined or noted separately. (We had an
instance where "tennis lessons" were added to the cost of rental as
an "extra charge".) Another important restriction: Purchase of food
and/or beverages is NOT permitted when renting conference rooms/facilities.
However, some facilities such as the Marriott may include beverages and/or
snacks as part of their rental fee (e.g., seminar, training course, etc.) in
which the fee for rental is the same regardless of whether food/beverages are
supplied. In this case, it is not necessary to refuse the refreshments nor
include the food in your Order Log. Q: Can I use my bankcard for printing or duplicating jobs? No. Public Law 103-283 states that all printing copying and silk screen printing, procured with appropriated funds, must be through the Government Printing Office (GPO). The use of Government Credit Cards to procure these services is prohibited. All commercial printing requirements must be brought to Ted Courson (867-4256), located in the Supply, Equipment Transportation & Center Support Branch, TA-E1, for procurement through the GPO. Q. What about business cards? No. Business cards should be ordered by completing KSC Form 7-621 NS (11/02) which show the two styles that have been approved by NASA Headquarters. When the form is completed, forward to Jan Mayers, KSC Acting Printing Officer at Mail Code: TA-E1. You MUST receive your supervisors’ approval. The order is then placed with the Government Printing Office. You should allow 15 work days. Orders are placed on the 1st and the 15th of each month. . Q: Food is such a hot topic when it comes to purchasing with government funds. Can you provide more detailed information? (See PIC 3-20) As a general rule, appropriated funds are not available to provide free
food to Government employees at their official duty station. The rationale
for the rule is that these expenses are personal in nature and not
"necessary" expenditures in furtherance of an agency function. Some limited exceptions:
ALL FOOD PURCHASES REQUIRE APPROVAL FROM THE CFO OFFICE AND LEGAL. Q: If my award or promotional purchases falls under one of the previously mentioned categories (awards ceremonies or external information dissemination), can I purchase it from any vendor? No. When such purchases are allowable, they must be purchased from a JWOD (Javits Wagner O'Day Act) Agency such as Delaware Industries for the Blind. In addition, JWOD.com also has certain types of award and promotional items. Such sources must be considered first before going to any commercial supplier. Q. Can I use my bankcard to purchase memberships? No. As of 37/2006, Memberships will no longer be purchased via the P-Card by technical card holders, regardless of the dollar value. After receiving prior written approval from the Director of your organization and the KSC Legal Office requisitioners may submit a purchase request (PR) through SAP to OP for placement. A scanned copy of the approvals should be attached electronically to the SAP PR. KSC documented procedure KDP-KSC-P-1651, Creation of Purchase Requests (PRs) is currently being updated to include this direction and a form for use in obtaining the required approvals. Membership Form Q. Can I buy Office Furnishings? Cardholders should check the KSC furniture warehouse to see if your needs can be met through the supply at KSC. Mr. Jessie Dublin - 7-4892 and Ramon Meijas are in charge of the furniture warehouse. If you can't find a usable item in surplus or if it is not available on Center, please remember: Office furniture (After receiving Procurement's approval to buy) must be purchased from the Federal Prison Industries (UNICOR), The Blind and Severely Disabled, or the General Services Administration respectively. The only time purchasing such items from an outside source would be if none of the above sources could meet your minimum needs or they were out of stock for an unreasonable amount of time. You must obtain a waiver from UNICOR before going to the next priority of supply. If you cant find a usable item in surplus or if it is not available from the next mandatory source (See FAR Part 8. ), you must purchase the furniture from the next mandatory source of supply. Q. What about Ergonomic Chairs and Executive Furniture? Purchase of Ergonomic Chairs require approval of Debbie Houston - 321-867-6923 Purchase of Executive Furniture(carpet, rugs, floor coverings, drapes, verticals, lamps, pictures, etc) requires approval of Carol Cavanaugh - 321-867-2239 Specific documentation is required. Q. Can I buy Televisions, VCR's or DVD Players? Requires approval of Carol Cavanaugh - 321-867-2239 Q. Can I buy Radio Frequency Transmitting Equipment? Contact Steve Schindler - 321-867-2520 Q. Can I buy specialty items such as pens, key chains and magnets, etc? Appropriated funds can not be used to purchase gifts for Government employees or other individuals. If the items are going to have a message on them regarding NASA activities or the results from NASA activities, they might not be considered gifts, but, instead could be considered information dissemination instruments for which appropriated funds could be used. Unless there is an attempt at disseminating information, they would be considered gifts and, thus, appropriated funds could not be used to purchase them (neither bank card nor PR). Feel free to contact the Chief Financial Office and/or Legal should you wish to discuss what type of information must be present on the pens in order to treat them as non-gifts. Q: Can I buy books or subscriptions? Books, magazines, journals and subscriptions should be ordered through the
Kennedy Space Center Library located in the Books ordered for your use remain the property of the KSC Library. They are loaned to you for a year at a time. See this site for more info: http://www-lib.ksc.nasa.gov/lib/ksc-only/order.html Q. Can I buy a coffee machine or microwave, etc for my office? Generally no, appropriated funds cannot be used to purchase personal convenience items for Government employees or individuals. In addition, the KSC Purchase Card includes guidance requiring pre-approval of any food service related equipment (which includes but is not limited to; refrigerators, toaster ovens, microwaves, coffee makers, ice machines, grills, smallwares) by TA-E1, Denise Flannigan and that the P-Card Order Log be documented accordingly. Q. Can I buy telephones? The
proper method to obtain phone equipment and services at KSC is on a TSR
(telephone service request) submitted through your Directorate’s
Telecommunications Coordinator. The TSR form is located through the
following link: http://it.ksc.nasa.gov/documents/isdiv/tsr.doc Q. Can we rent plants with the credit
card ? The recommendation is that appropriated funds should not be used to rent plants for a NASA exhibit. The Space Act of 1958 granted NASA wide statutory authority to disseminate information concerning its activities and the results thereof. Within this statutory authority, the necessary expense doctrine is also introduced; I think this doctrine applies in this situation. Essentially, this doctrine states that an expenditure, while not specifically authorized, may be permissible if it is reasonably necessary or incident to the proper execution of an authorized purpose or function of the agency. The doctrine provides wide discretion to the agency; however, the agency must balance this discretion against the clear or potential appearance for abuse of taxpayers dollars. While a ‘comfortable, inviting atmosphere accented with plants would be a nice thing to have, the improved ambiance, in and of itself, would not further the Agency’s mission or the objectives of the conference exhibit. Moreover, assuming the exhibit site is safe and accessible, plants are not what will truly draw the public to the exhibit nor will they facilitate keeping visitors there for longer periods of time. NASA’s unique mission, its programs, its projects, and its reputation for making the impossible – possible are the true draws to NASA. As public servants, when taxpayers dollars are at stake, we are generally held to a greater standard and understandably so. While the requested expenditure is not expressly prohibited by statute, I believe it fails in the equally important “appearance test”. See FAQ and Unauthorized Purchases for more info.
|
|
|
