REG NASA MWI 5113 1 REV M-2013 GOVERNMENT-WIDE COMMERCIAL PURCHASE CARD OPERATING PROCEDURES.pdf

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1、 MWI 5113.1 REVISION M EFFECTIVE DATE: OCTOBER 21, 2013 EXPIRATION DATE: OCTOBER 21, 2018 MARSHALL WORK INSTRUCTION PS01 GOVERNMENT-WIDE COMMERCIAL PURCHASE CARD OPERATING PROCEDURES DIRECTIVE IS UNCONTROLLED WHEN PRINTED Verify current version before use at https:/dml.msfc.nasa.gov/directives Provi

2、ded by IHSNot for ResaleNo reproduction or networking permitted without license from IHS-,-,-Marshall Work Instruction PS01 Government-wide Commercial Purchase Card Operating Procedures MWI 5113.1 Revision: M Date: October 21, 2013 Page 2 of 42 DOCUMENT HISTORY LOG Status (Baseline/ Revision/ Change

3、/ Canceled) Document Revision/ Change Effective Date Description Baseline 5/14/99 Document converted from MFSC-P06.1-C11 to a Directive. Previous history retained in system as part of canceled or superseded ISO document files. Revision A 8/20/99 Changes made to reflect new organizational codes. Requ

4、irement for MOU with S Revised 6.a. (6) to include controlled equipment threshold. Use of APRS for funding added at 6.e. and m. (1). 6.f Added requirement for verbal approval; Deleted 6.g. (2) purchase of flight hardware/software, except for an emergency purchase only. Changes to training requiremen

5、ts at 6.c. (4). Updated List of Unauthorized Purchases at Paragraph 6.g.(5). 6.i added requirement to maintain vendors receipts; Changed reference to NationsBank at paragraph 6.n to Bank of America. 6.p Changes to Cardholder file. Added reference to MSFC Form 4235-2 to Paragraph 9.c. Revision C 5/21

6、/01 Deleted NPG 4200.1 at 3.4. Added language at 5.2 to allow other appropriate supervisors not in the cardholders supervisory chain to be Approving Officials (AO) and to allow AOs to request cards be cancelled. Changed 5.3 to require cardholder to be MSFC employee. Added procedure for accepting reb

7、ates at 6.1.8. Deleted 6.2, 6.3.1 and 6.3.2. Added requirement for Approving Officials to agree to delegation at 6.3.3. Changed 6.3.4.to read “credit card training”. Deleted 6.3.5. Deleted telephone no. at 6.5.1. Deleted “within a fiscal year” from 6.5.5. Changed 7.2.1 and 7.2.2 to read Quality Assu

8、rance Representative (QAR). Change made at 6.7.5 to allow the purchase of training requirements by CD20 and added tuition, and registration/conference fees to Unauthorized List. Deleted requirement for monthly statement copy in each individual file at 6.10. Deleted the requirement for sending AD41 a

9、 copy if item is not controlled or sensitive equipment at 6.10.1. Added language at 6.12 that cardholder shall make a notation of all purchase order numbers applicable to statement, maintain a copy of the approved monthly statement, and shall not approve own monthly statement. The word “monthly” add

10、ed at 6.14. Revision D 8/26/02 Revised title of MWI from “Credit Card Operating Procedures“ to “Governmentwide Commercial Purchase Card Operating Procedures“ and changed “credit card“ to “purchase card“ throughout the document. Redundant language was deleted and editorial changes were made throughou

11、t the MWI. Deleted “Added Tax ID“ from Revision C History Log. Section 1, added “to non-procurement personnel“ to 2d sentence. Section 3, Applicable Documents, added MPD 1860.1, MPG 1860.1, MPG 8715.1, MWI 8540.2 and MWI 8550. Deleted last sentence from 5.4. Paragraph 6.l, deleted first three senten

12、ces, deleted last 2 sentences from 6.1.1; deleted 6.1.3; 6.1.7 (now 6.1.6) deleted “weekly”. Paragraph 6.2.2, added Web site DIRECTIVE IS UNCONTROLLED WHEN PRINTED Verify current version before use at https:/dml.msfc.nasa.gov/directives Provided by IHSNot for ResaleNo reproduction or networking perm

13、itted without license from IHS-,-,-Marshall Work Instruction PS01 Government-wide Commercial Purchase Card Operating Procedures MWI 5113.1 Revision: M Date: October 21, 2013 Page 3 of 42 address for electronic purchase card training for Approving Officials/ Alternates; 6.6.1, deleted reference to 6.

14、8.3; 6.6.1.1, deleted “in place Requirements Type Contracts, Purchase Agreements, and Software Licenses“ and added “existing contracts (ODIN, PrISMS, CSOC)“; added “and services“; 6.6.1.4 (now 6.6.1.2) replaced “in place requirements type indefinite delivery/indefinite quantity (ID/IQ)“ with “on an

15、existing“; deleted “purchase agreement, or software license“; added “subject to the approval of the OCIO/MSFC CIO.“ deleted 6.6.1.2 and 6.6.1.3, renumbered 6.6.1.4 as 6.6.1.2 and moved 6.8.3.1 6.6.2, deleted “except for emergency.“ Paragraph 6.6.2.2, changed “Engineering Logistics Groups Flight Hard

16、ware Support Operations to Property Management Group; 6.6.2.4, deleted Engineering Logistics Group, FHSO, and added PMG in 4471, 6.6.3, changed to “Hazardous/Chemical Materials, Radioactive Materials, and Lasers/Laser Systems“; deleted first sentence; 6.6.3.1.a (new), added requirement for Environme

17、ntal Engineering Department approval prior to purchase of hazardous/chemical materials; 6.6.3.1.b (new), added “Occupational Medicine and“ to name of Environmental Health Services; added 6.6.3.2, Radioactive Material, and 6.6.3.3 regarding approval of laser purchases; added 6.6.3.4 regarding require

18、ment for MSDS. Paragraph 6.6.5, in the bullet “Construction Services“, deleted 2d sentence. Added Government sources of supply in new paragraphs 6.7.1 through 6.7.3.2; 6.7.1 (now 6.7.4) gives guidance for selecting vendors if required items are not available from Government sources; deleted 6.7.1.1.

19、 Deleted 6.8, 6.8.1, 6.8.2, 6.8.3, 6.8.3.1, 6.8.3.2, and NOTE. Paragraph 6.9 (now 6.8), added reference to section 6.12 and deleted last sentence. Paragraph 6.10 (now 6.9) deleted lst sentence; 6.10.1 (now 6.9.1) and 6.10.2 (now 6.9.2), editorial changes made; Deleted 6.10.4; paragraph 6.11 (now 6.1

20、0) split into two paragraphs (6.10.1 and 6.10.2), and deleted last sentence of 6.10.1. Paragraph 6.13 (now 6.12), the text is now numbered 6.12.1 and added statement that if a receipt is not received, the cardholder shall document the file; added 6.12.2 regarding file documentation specific to const

21、ruction projects; Added 6.13, Canceling the Purchase Card, and 6.14, Transfer of Cardholder. Paragraph 9, added maintenance period for records. Revision E 12/16/02 Paragraph 6.1.2, 3rdsentence, is revised to change the monthly (calendar) limit on purchases of $10,000 and $40,000 respectively, to $50

22、,000. Revision F 6/12/2003 Changes made to reflect the implementation of the Integrated Financial Management Program (IFM) automated end-to-end purchase card process known as P-Card. Deleted MWI 5100.2 and PS-OWI-03 at paragraph 3 and changed the title of MWI 5100.1. Changed paragraph 4. to include

23、Web sites for training and P-Card On-Line Quick Reference (OLQR). Changed 5.2.2 to include language for reconciling transactions in P-Card by the end of each month. Added 5.7, P-Card Solution and 5.8 Transactions. Corrected language in 6.1.2. Changed 6.2.2 to specify training required prior to issua

24、nce of the card. Added language at 6.3 to allow cancellation by APC of inactivated cards. Changed 6.4 in its entirety and replaced with language for funding under the Financial Classification Structure (FCS). Throughout the document deleted reference to MSFC Forms 4235, 4235-1, and 4235-2, and repla

25、ced the reference to MSFC Form 4235 with P-Card Order Log. Changed 6.6.2 regarding the use of the card to purchase flight hardware, software and GSE only in unusual or emergency situations. Changed ISD to Office of the Chief Information Officer in 6.6.1.4. Deleted 6.8, 6.8.1, and 6.8.2. Added langua

26、ge at 6.9.1 for verifying funding in P-Card. Rewrote 6.9.3 Payment. Changed 6.10 to Transaction Reconciliation and to include the process for electronic reconciling in P-Card and the penalty for not reconciling all transactions by the end of each month. Changed 6.10.2 to include the approval process

27、. Deleted 6.11. Deleted reference to the Purchase Card Purchase Record and monthly bank statements at 6.12, 6.12.1, and 6.12.2. DIRECTIVE IS UNCONTROLLED WHEN PRINTED Verify current version before use at https:/dml.msfc.nasa.gov/directives Provided by IHSNot for ResaleNo reproduction or networking p

28、ermitted without license from IHS-,-,-Marshall Work Instruction PS01 Government-wide Commercial Purchase Card Operating Procedures MWI 5113.1 Revision: M Date: October 21, 2013 Page 4 of 42 Deleted reference to all forms at paragraph 10. except MSFC 4099 and added NASA Form 1700. Changed “quality re

29、cords” to “records” in paragraphs 9 and 10. Revision G 10/15/2004 Throughout the document, denoted requirements with the verb “shall“ and revised to address gender neutral requirement in NPR 1400.1 C, section 4.6. Throughout the document, revised to include guidance on BPA exception for “supplies an

30、d services (including construction)”up to $5,000. Throughout the document, revised title of MWI from “Procurement Requisitioners Guide“ to “Initiating Procurement Requisitions“ and revised title of MPR 1860.1 to “MSFC Radiation Procedural Requirements“. Throughout the document, revised wording to ha

31、ve gender-neutral language per NPR 1400.1 C, section 4.6. Throughout the document changed references from Agency Program Coordinator (APC) to Center Purchase Card Program Coordinator (CAPC). Throughout the document, made grammatical, renumbering and formatting revisions as needed. Throughout the doc

32、ument, deleted references to QS and replaced with QD and deleted references to NASA Form 1700. Throughout the document, incorporated deviations and waivers approved in MWI 5113.1-DEV01, MWI 5113.1-WAV04, and MWI 5113.1-WAV05. Throughout the document, revised NPG to reflect NPR and MPG to reflect MPR

33、. Paragraph 3, revised Applicable Documents to include PIC 03-20 and made alphabetical order revisions. Paragraph 3, revised Applicable Documents to include MWI 4230, MWI 4500.1, MWI 4520.2, MWI 4530.1, MWI 5100.1, delete MPG 1840.2. Paragraph 4, revised References to include Office of Government Et

34、hics website. Paragraph 5 Definitions, revised to include responsibilities. Paragraph 5.2.1, revised to include contracting officer approval of transactions for MSAs and Administrative Officer. Paragraph 5.2.2 revised to include Alternate Approving Official serves in the absence of the Approving Off

35、icial and added reference to Appendix Z. Paragraph 5.3, revised to include bankcard account number prohibitions and construction. Paragraph 5.5 revised to include services and construction in BPA exception. Paragraph 5.7, deleted references to NASA Form 1700. Paragraph 6.1.1, revised to include guid

36、ance on BPAs supplies and construction. Paragraph 6.1.2, revised to include internet transactions in acceptable P-Card usage. Paragraph 6.1.7 revised rebate guidance to include the Order Log Number and cardholders name and revised Collection Agent from RS21 to RS20. Paragraph 6.2.4, included Cardhol

37、ders and Approving Officials/Alternates shall complete the P-Card WBT and MSFC UAMS to receive a password for P-Card access. Paragraph 6.3 revised to include guidance on purchase card accounts that are inactive for one year. Revised wording in 6.1.3 to include guidance and definition on “fragmenting

38、” purchases. Revised paragraph 6.1.3.1 to include satisfying governing requirements and cardholder liability for amount of any non-government purchase. Paragraph 6.4.1, revised to include network/activity, or earmarked funds/line item and address Federal law guidance on fund availability before maki

39、ng a Government purchase, and deleted information on saving an order log in P-Card. Paragraph 6.6.2.1, revised to include Project Plan or Quality Plan guidance detailing the evaluation of suppliers for in-house procurements. Paragraph 6.6.2.5 replaced Center or Organizational issuances with referenc

40、es to MWI 4500.1 and MWI 4530.1. Paragraph 6.6.1.4, replaced Note address purchase of a complete computer system to Appendix Z for material due to Headquarters Rule Review Initiative. Paragraph 6.6.2.7 revised to utilize the (PDTS) in accordance with MWI 4520.2. Revised 6.6.3 to include guidance on

41、the purchasing all hazardous chemicals/materials through the Marshall Retail Store. Revised 6.6.3.1 to include guidance on MSDS requirement when purchasing hazardous/chemical materials. Revised 6.6.3.2 to include the title for MPR 1860.1 “MSFC Radiation Procedural Requirements.” Revised 6.6.3.3 to i

42、nclude guidance on obtaining approval from OMEHS, prior to purchasing any class 3B or 4 laser/laser system and added guidance on obtaining a determination in accordance with MPD 1860.1 “Laser Safety.” Deleted guidance in 6.6.3.4 addressing Hazardous and Chemical Materials DIRECTIVE IS UNCONTROLLED W

43、HEN PRINTED Verify current version before use at https:/dml.msfc.nasa.gov/directives Provided by IHSNot for ResaleNo reproduction or networking permitted without license from IHS-,-,-Marshall Work Instruction PS01 Government-wide Commercial Purchase Card Operating Procedures MWI 5113.1 Revision: M D

44、ate: October 21, 2013 Page 5 of 42 and moved to 6.6.3.1. Paragraph 6.6.4, deleted reference to controlled items that require special approval. Paragraph 6.6.4.1, revised to include guidance on Nice-to-Have Items. Added 6.6.4.2 to reference Office Furniture. Paragraph 6.6.5, revision to Unauthorized

45、Purchases to provide guidance on Personal Gifts except for recognition items purchased by CD20/Incentive Awards Office, documentation to support clothing purchases, individual membership to professional organizations and exceptions to purchasing meals for award ceremonies, and Flight Projects Direct

46、orate for food and drink for test subjects participating in qualification testing of the water process assembly for the International Space Station, Printing or Copying Services (with exception of personnel who require only quick copy services less than $1,000.00 and only while on TDY status) and pe

47、rsonal clothing for test subjects participating in qualification testing of the water processor assembly for the International Space Station. Paragraph 6.7.1, rewording of guidance on Government Agency requirements to purchase supplies and services from the Javits-Wagner-ODay Program and not requiri

48、ng agencies to make purchases from FPI that are $2,500 or less, also addressed option to make purchases from UNICOR/FPI. Revised Paragraph 6.7.2.3 to include the title of MWI 8540.2 “Configuration Control, MSFC Program/Projects.” Paragraph 6.7.4, revised preferred sources of small business to includ

49、e the government policy to provide maximum practicable opportunities in acquisitions to small business for non-mandatory purchases. Paragraph 6.7.5.4, revised to include shipping of items to F.O.B. destination. Paragraph 6.8, revised to provide guidance on placing BPA orders between $2,000 and $5,000. Paragraph 6.8.2, added special instructions for ED26 and ED27 Supply Purchases. Paragraph 6.8.2.1, added guidance on Best value determinations. Revised 6.9 to inc