ML20132B433
| ML20132B433 | |
| Person / Time | |
|---|---|
| Issue date: | 11/30/1996 |
| From: | NRC |
| To: | |
| References | |
| NUREG-BR-0229, NUREG-BR-229, NUDOCS 9612170214 | |
| Download: ML20132B433 (24) | |
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! CONTENTS i-F 1. INTRODUCTION .
........I j II. RESPONSIBILITIES .. . ..... ... . .. I L Office Directors and Regional Administrators -. . . . .. . I Director, Office of Administration.. . . . . . . . . . . . . . ... .I L Director, Division of Accounting and Finance, Office of the Controller.. .. . .. ........I Director, Division of Contracts, ADhi . . . . ... . . . . . . .I '
Agency Program Coordinator.. . . . . . ..i III. TERhflNOLOGY. .. . . . . . . . . .2 Account Statements . . .. .. . . ..2 Allowance lloider. . . . .. . . .2 Approving Official . . .. .. . .. .2 BankCard = . . . . . . . . .. .2 Cardholder . . . . . . . . . . .2 j Contractor Bank . . .. . . . .2
.,1 Delegation of Authority hiemorandum . . . .. .2 Funds Certifying Official . . . .2 Spending Limits. . . . .. . . .3 I
V. PROCEDURE
S . ... . . .. . .. 3 Obtaining a BankCard . . .3 Limitations on Purchases Using the BankCard . . . .3 Split Requirements.. . . .4 Repetitive Buys. . .. .. .4 Tax Exemption . . . . . . .4 l Commitment of Funds Before BankCard Is Used. . . . . .5 Purchases Overseas. . . . . .5 Over.the-Counter Purchases ; . .5
! Telephone Orders. . .. ... .. .6 l Award to an Individual . . ... . . . . . . .6 l} hiaintaining NRC BankCard Log. . ... . . . .6
}
Payment Features. . . . ... .. . .7 Cardholder's Statement of Account. . . .. .7 l Changing Account Information .. . .. . ..8 i
y Safeguarding BankCards .... .. .. y , . .... 8 [ L INTRODUCTION ' Use of BankCard Resulting in Fraud Waste, or Abuse ...... . . .. . .9 : This brochure contains instructions for participants in the Nuclear Agency Contact for Guidance on BankCard Use [ Regulatory Commission's (NRC's) Government BankCard Program on and Administration. .. . . . . .. 9 i the proper use of the VISA International Merchant Purchase Authorization Card (IMPAC or "BankCard") as an alternative method of making small purchases of $2,500* or less. APPENDIX A: Federal Supply Schedules- - 11 ' Appendix A contains a list of items available from the General Services ' APPENDIX B: Guidelines and Procedures for Acquisition of FIP Administration (GSA) mandatory supply schedule source. Appendix B ; Resources Using BankCards . . . 15 contains guidelines and procedures for the acquisition of Federal information ; processing resources using the BankCard. FIGURES 1 Delegation of Authority Memorandum II. RESPONSIBILITIES
.18 2 Designation of Approving Official Memorandum. OfTice Da.rrctors and Reg.ional Adm. . trators inis
.19 i 3 NRC BankCard Log . Recommend individuals from their organizations as cardholders and
.. . .. . . . . _20 approving officials.
j Director, Office of Administration (ADM) Serves as the senior agency official for administering the BankCard program. Exercises oversight to ensure that card assignments are appropriate and that cards are prudently used. Director, Division of Accounting and Finance, Office of the Controller Makes payment to Rocky Mountain BankCard System (RMBCS), the , contractor bank, within 30 calendar. days of receipt of the official invoice in ' accordance with the provisions of the Prompt Payment Act Public Law 97- ; 177.
- j Director, Division of Contracts, ADM Provides overall program direction and managenent of the BankCani program. i Delegates authority (see Figure 1) to individuals named by office directors and regional administrators as cardholders.
Designates as approving officials (see Figure 2) those individuals named as such by office directors and regional administrators. Agency Program Coordinator Coordinates all the day-to-day BankCard activities, including training and resolution of issues. Serves as the principal liaison with the contractor bank. I
, i i
- Procurement personnel in the Division of Contracts and the regional offices, with warrants, are authorized to make purchases up to the single-purchase
- limit of $25,000.
ii '
lil. TERMINOLOGY - Spending Limits Account Statement' (issued by RhlBCS at the end of NRC's billing cycle) - Single-Purchase limit: His limit is the maximum amount a cardholder may Statements ofAccount are mailed to the cardholder and list all items processed ] spnd in a single transaction. It is established by the allowance holder but may not during the billing cycle. 3 exceed $2,500. He single purchase may consist of a number ofitems handled as Account Swnmaries are mailed to the approving omcial and list purchases made j one transaction, but the cost, including freight and other cost, may not exceed the during the billing cycle by each cardholder for whom the official is responsible. ; authonzed single-purchase hmit. He single-purchase hmit for each cardholder is
)3 specified in the delegation of authority memorandum.
OfficialInvoices are sent to the Division of Accounting and Finance and i . summarire purchases Juring the billing cycle for all approving officials and j Thirty-Day Cardholder Limit: This limit is the 30-day dollar lim.it imposed on cardholders assigned to each office. j each cardholder's cumulative purchases in a given bilhng cycle. The il,mit for each cardholder is determmed by each allowance holder on the basis of budget Allowance lloider d considerations. It is established when the cardholder accotmt is set up and is Allowance holders are effice directors, regional administrators, or other . commensurate with its estimated usage. management officials who are allocated funds for implementing their program i Thirty-Day Approving Oficial Limit: This limit is equal to the combined and administrative responsibilities by the Director, Division of Budget and ;i authorized 30-day dollar limits for all cardholders assigned to the approving Analysis, Office of the Controller (OC). For other offices, the Budget 3 official. It will vary depending on the number of cardholders assigned. Planning and Operations Branch. OC, will allocate funds as appropriate to j implement their programs. , I
V. PROCEDURE
S Approving OfGeial Obtaining a BankCard he approving ofGeial is the cardholder's immediate supervisor or an official at a To obtain BankCards for selected employees, NRC office directors und higher level who is responsible for reviewing and approving, at the end of each regional administrators submit a request to the Director, Office of billing cycle, purchases by the assigned cardholder. The oflicial must be an NRC ' h'. Administration (ADM), identifying (1) prospective cardholders and approving employee. A cardholder may not be his or her own approving official. officials, (2) each cardholder's single-purchase limit and 30-day cardholder BankCard ' limit, and (3) the 30-day approving official limit. Cardholders and approving All references to BankCard pertain to the commercial BankCard issued by fficials nmst complete the agency's training course "The Nuclear Regulatory the contractor bank. lj Comnussion's Procedures for the Use of the U.S. Government BankCard."
. He agency program coordinator (APC) will schedule this traming for prospective Cardholder 4 cardholders and approving ofGcials after receiving the above request. i The cardholder is an NRC employee to whom a BankCard is issued. The A Upon completion of the required training, the Director, Division of Contracts BankCard bears this person's name and may only be used by the named (DC), ADht, will issue a delegation of authority memorandum (Figure 1) to individual to make authorized U.S. Government purchases.
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the prospective cardholder stating the cardholder's single-purchase and 30-day . Contractor Bank cardholder limits. The Director, DC, will also issue a memorandum (Figure 2) The contractor bank is the commercial banking institution (Rh1BCS) GSA has with the appropriate guidance to the cardholder's approving official as selected to administer the BankCard services for the Federal Government. q designated by the office director. De APC will ensure that the delegation Under the contract, Rh1BCS supplies participating Federal agencies with its 4 mem mndum and BankCard are provided directly to the prospective cardholder. VISA International hierchant Purchase Authorization Card (th1 PAC). y Limitations on Purchases Using the BankCard Delegation of Authority Memorandum The BankCard was designed to show the great seat of the United States and he Director, Division of Contracts, issues the delegation of authority l$ the words " United States of America" to avoid being mistaken for a personal credit card. It is strictly for U.S. Government purchases. He BankCard memorandum (Figure 1) to a designated individual to appoint that individual @ ; as an authorized cardholder and to establish a single-purchase limit of up to should not be used for the purchase of personal items or as identification for ' 52,503 ($25,000 for procurement personnel). ]Iy personal transactions even if reimbursement is mtended. The U.S. Government BankCard Program was developed to be as Funds Certifying Official #q nonrestrictive as possible. Cardholders may use the BankCard for any The funds certifying official is delegated authority to certify the availability of/j purchase up to $2,500 that is authorized through normal, simplified funds allocated to an NRC allowance holder. Certifying the availability of M acquisition procedures. The limit for construction items is $2,000. Internal i funds is the act of committing funds-M Q coordination requirements apply for some purchases (see list in training 3
material under subtitle, "Special Approvals"). The following items or services Commitment of Funds Before BankCard Is Used may not be purchased using a BankCard unless otherwise indicated: Before each purchase, the cardholder shoufd ensure that adequate funds have a janitorial, yard, or maintenance services, or repair services covered by an been committed and that these funds are available. Making a purchase using existing maintenance agreement (maintenance services are not to be the BankCard results in the obligation of NRC's funds. Other purchase ; confused with repair services for which the BankCard may be used) restrictions are stated in a preceding section entitled " Limitations on Purchases Using the BankCard." ; a cash advances
- rental or lease of land, buildings, and motor vehicles, except for short. A funds certifying official (FCO) may make a " blanket" commitment of i term rental of commercial meeting rooms funds for a category of purchases fallmg under a unique combination of the following accounting classifications: budget fiscal year (BFY), budget and
- telecommunications (telephone) services, i.e., major systems such as reporting (B&R) number, job code, and budget object classification (BOC). !
l-TS2000 or DSN The FCO makes such a commitment by cert fying the availability of funds on
- personal-expense items such as transportation costs, meals and drinks, NRC Form 30, " Request for Administrative Services," or an equivalent !
lodging expenses, and telephone calls, except in emergencies document. The cardholder is responsible for maintaining a log of purchase
- items $300.00 and over that are available from a GSA mandatory supply transactions made against the blanket commitment. The cardholder may not schedule source (see Appendix A) ake purchases in excess of amounts certified as available less the amount for any previous BankCard purchase using the blanket commitment. If a -
- recruitment advertising, space for recruiting events, and training, except purchase is to be made that falls within the guidelines for permissible i by Office of Personnet cardholders only BankCard purchases but requires accounting classifications different from . l
- tickets for unscheduled airline, bus, boat, or train travel, except when no those used for any blanket commitments, the cardholder must obtain a scheduled transportation is available, if funds specifically committed for separate certification of funds under the appropriate accounting travel are used classifications. For example,if funds have been committed only for the
- items that the agency store or supply room normally stocks, unless such purchase of office supplies under BOC 2610. " Office and Stationery items are not in stock or are not accessible to the cardholder because of Supplies," the cardholder must obtain a new cenification of funds from the -
travel status or remote work site FCO before purchasing fumiture, which is chargeable to DOC 3121,
" Furniture and Fixtures-Non-Capitalized."
- Federal information processing items, except in accordance with the supplementary guidelines issued by the Office of Information Resources Purchases Overseas ,
Management (see Appendix B) The BankCard may be used for official U.S. Government purchases overseas. ! Split Requirements flowever, the cardholder should first verify with the vendor if additional fees ' will be charged. If additional fees are charged, the card should not be used. If an office needs to purchase multiple items (e.g.,100 copies of Wordperfect) at a given time and the total dollar amount will exceed the micropurchase Over-the-Counter Purchases : ' threshold of 52,500, the specific need should not be broken down into several The cardholder should-orders to stay within the micropurchase threshold. In such circumstances, the . Determine if the purchase is permissible and the price is fair and offices should submit the request to DC for purchase. reasonable (i.e., it is consistent with current catalog or price lists, ' Repetitive Buys advertisements, or any other reasonable basis). Ask for Government If an office needs to make repetitive buys or purchases of the same item discount prices that may be available. Inform the vendor that the purchase (e.g., memory upgrades) and the item is available from more than one is tax exempt. vendor, the cardholder rotate the purchases among three or more vendors . Provide the ship-to address to the vendor (for delivery to the warehouse, see that can provide the item. the second item in section entitled " Telephone Orders," which follows). Tax Exemption '
. Verify that the dollar amount on the sales receipt is correct and that no ;
sales tax has been included before signing and dating the receipt. he BankCard is embossed with the words "U.S. GOVERNMENTTAX EXEMl'T." It is imperative that the cardholder remind the merchant before the
- Retain a copy of the charge slips, and/or record the purchase on NRC I purchase is made that the purchase is tax exempt. Cardholders will receive a tax Form 572,"NRC BankCard Log"(see section entitled " Maintaining NRC exemption certificate for use when making purchases with the BankCard. BankCard Log," which follows). r i
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Telephone Orders Payment Features The cardholder should-The billing cycle assigned to the NRC by the contractor bank extends from the
= Determine if the purchase is permissible and the price is fair and 14th of the month through the 13th of the following month. Within five reasonable. Ask for Government discount prices that may be available. workdays of the end of the billing cycle, the contrac'or bank will send account Ensure that shipping cost, if applicable, is a firm, fixed price and not an statements to (1) the cardholder, (2) the approving official, and (3) the estimated amount and is included in the total price. Inform the vendor Director, Division of Accounting and Finance (DAF), Office of the Controller, that the purchase is tax exempt.
If delivery to the warehouse .is requ red, m.struct the vendor to mark the DAF will pay the bill after verifying the charges against each cardhcider's shipping label or packing slip as follows: statement of account, which the approving official will forward to DAF at the , end of the monthly billing cycle. When the obligation is processed, the NRC BANKCARD (CARDIIOLDER'S LAST NAMF1 corresponding BankCard commitment will be reduced by the same amount in ROOM AND BUILDING NUMBER) NRC's accounting system. 5000 Boiling Brook Parkway Rocksille, MD 20852 The cardholder should make no direct payment to the contractor bank. He i (Regions will provide their own delivery addresses.) bank will consolidate all NRC bills into a single invoice and send it for Inform the vendor that the warehouse receiving hours are Monday through payment to NRC's DAF. The cardholder must certify on his or her statement Friday,7:15 a.m. to 3:45 p.m. Notify the warehouse by E-mail in advance f cc unt that the items ordered have been received and the charges are of the delivery, and supply the following information: name of vendor, list c rrect for payment, or show the charge as a disputed item. cf item (s), quantity, contact name and phone number, and anticipated The contractor bank will mail the statement of account to the cardholder at the delivery date- NRC address. He bank has no record of the cardholder's home address, Provide his or her name, telephone number, and BanLCard number to the ver: dor. personal credit history, or Social Security number. ,
= Instruct the vendor to send the customer copy of the sales draft to the Cardholder's Statement of Account cardholders NRC office address. i Confirm that the vendor agrees to reflect appropriate BankCard account Upon receipt of the statement of account, the CARDHOLDER should-information on the shipping or receiving report when shipment is made so Review the statement for accuracy. Reconcile it with the NRC BankCard that receipt of the supplies may be reconciled with the monthly statement log for the appropriate billing cycle. No entries are needed for the of account. administrative fee block. !
- Record the purchase on the NRC BankCard log. Fill in the appropriate commitment document number-BFY-job code-BOC i Award to an Individual in the accounting code block. If the codes are the same for every purchase '
. on the statement, fill in the first entry and write "same" in the subsequent The cardholder should identify on the BankCard log awards to an individual accounting code blocks.
exceeding $600 for reporting to the Internal Revenue Service (e.g., by using a highlighter or an asterisk). Attach the customer copy of the charge slip (ualess a telephone order was Maintaining NRC BankCard Log ma tk natentent d account ,
. + Sign and forward the original statement of account and NRC BankCard The cardholder should prepare the NRC BankCard log (Figure 3) or s.imilar log receipt and any other necessary documentation (i.e., form " Cardholder record of purchase for reconcih,ation with the statement of account at the end of the bilhng cycle. He cardholder should- Statement of Questioned Item" or credit vouchers) to the approving i official within five workdays of receipt from the contractor bank.
- Record all purchases for the billing period from start to finish Also do the following:
Complete all the columns of the log for each individual BankCard
- ltem(s) Not on Statement: Retain the customer copy of the BankCard transaction. Note: " Office Suppines" is an mcomplete description; some charge slip and the vendor invoice until the item appears on the detail ofitems purchased is required.
statement of account.
- Sign and date the log and submit the original to the approving official for
- lost Charge Slip: If the customer copy of the BankCard charge slip his or her review and approval at the end of the billing cycle. cannot be found to send with the statement, insert the word " Lost"in
- Retain a copy of the log for reconciliation with his or her statement of account. the space marked "Date of Purchase."
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- Absence ofCardholder: Forward to the approving official the NRC .
Pedestal or standing file cabinet if a GSA-approved security container or BankCard log and all copies of the sales drafts if he or she (cardholder) , will not be available to sign the statement of account because of leave cab,met with a locking bar and combmation lock is not readily available. If a or travel. Once the statement of account is approved, the approving filing cabinet is used, appropriate precautions regarding the availability of keys should be taken and the security of the BankCard routinely checked. official will send a copy of the statement plus the attachments to DAF. Since the statement of account includes the BankCard number, the cardholder Upon receipt of the statement of account from the cardholder, the should take necessary precautions to safeguard information on the statement. APPROVING OFFICIAL should-Similarly, approving officials should forward approved statements for
- Rev.iew and certify the cardholder's statement against the account payment to the billing office in an " Addressee Only" envelope.
summary received directly from the contractor bank to ensure that the . cardholder's statement is proper for payment and includes certification that If any BankCard is lost or stolen, the cardholder should immediately notify the contractor bank, approving official, and the APC. This notification will all purchases were made in xcordance with the procedures in this brochure. exempt the cardholder from any personal liability as a result of unauthorized
= Sign and date the statement. If serving as attemate approving official, use of the BankCard. De contractor bank can be reached 24 hours a day, state this, and show the name of the approving official of record. 7 days a week, at -
. Forward exh cardholder's statement, customer copy of receipts, and form Inside the continental United States: 1 800-227-6736
" Cardholder Statement of Questioned Item" or credit voucher to DAF within Outside the continental United States: 303-620-7328 10 woikdays after receipt of the statement from the contractor bank.
The cardholder should give the following information to the approving official
- Send all cardholders
- documentation on time. If one or two cardholders and the APC:
are late in forwarding their statements of account for approving official
+ complete name verification, the approving official should not wait for the delayed statements.
- Retain the account summary and the cardholder's NRC BankCard log for . card number 3 years after the billing has been approved. = in case ofloss, date and location of loss Changing Account Information ,
- in case of theft, date theft was reported to police
- Change in Spending Limit: When an increase or decrease in the spending
- date and time contractor bank was notified limit is required, a memorandum signed by the allowance holder should . any purchase (s) made on the day card was lost or stolen be sent to the Director, ADM, specifying the amount of the increase or .
contractor bank will ma.li a new card w.it hin two workdays after loss or decrease. If a cardholder has a need to raise the 30-day limit on a , theft is reported. temporary basis, the approving official should contact the APC by telephone or by E-mail to request the increase. The APC will notify The cardholder should also report any lost or stolen BankCard to the Division RMBCS and will confirm approval of the increase by E-mail to the of Security, ADM. approving official and cardholder. He approving official should ensure Use of BankCard Resulting in Fraud, Waste, or Abuse that adequate funds are available for the temporary increase. If an individual knowingly uses the BankCard for unauthorized purposes, o Departure or Transfer of CardhoMer or Approving Oficial: If a such action may be considered an attempt to commit fraud against the U.S. cardholder or approving official leaves the agency or is transferred to a Govemment and may result in immediate cancellation of the card and position with different responsibilities, that individual must send his or her disciplinary action against the cardholder. The cardholder may be personally change in writing to the Director, DC, with the cardholder's BankCard liable to the Government for the amount of the unauthorized purchases and cut in half. The Director, DC, will cancel the cardholder's delegation of i may be subject to a fine of not more than $10,000 or imprisonment for not authority or approving official's designation, note that the card has been i more than 5 years, or both, under 18 U.S.C. 287. destroyed, and forward the account maintenance form to the contractor bank. Agency Contact for Guidance on BankCard Use and Administration Safeguarding BankCards 4 Questions regarding use and administration of the BankCard should be When not being used, BankCards should be safeguarded as is personal cash or directed to the designated APC. a personal credit card. It is the responsibility of the cardholder to ensure that f the BanLCard is not accessible to others for unauthorized use. When not tving carried for use, the BankCard may be inconspicuous!y stored in a locked ; I 8 9
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FEDERAL SUPPLY SCIIEDULES FSS is converting Federal Supply Schedules to nonmandatory sources of Schedule supply.This mcludes all multiple and smgle award schedules, m, e!udm, g the Schedule Title (continued) Number International Federal Supply Schedule. In the spirit of reinvention, FSS is llousehold and Quarters Furniture, Wall Unit & striving to eliminate the mandatory use of most Federal Supply Schedules on Loft Groups, and Kitchen Cabinets the dates indicated in the following list: 71 I il Systems Furniture 71 II E
" hiiscellaneous Fumiture (Security Filing Cabinets.
Schedule Title N be S fes, Vault Doors, Map and Plan Files, Accessories, Boats and Marine Barriers COMSEC Contamers, and Special Access 19 I Control Containers 71IIIE Printing & Bookbinding, Duplicating Equipment 32/34 Multipurpose Seating 7I Ill II Lawn and Garden Equipment and Cattleguards 3711 A Acoustical Partitions 71 IIIM Material llandling Equipment 39 II A Forklifts ADP Furniture 71 Ill N 39 II B D splay & Communication Boards Firefighting and Rescue Equipment 71 Ill T 42 I B Clothing Lockers and Drafting Stools 71 Ill Y Fire Fighting, Waste Disposal Vehicles and Towing / Wrecking Vehicles Partitions 71 111 Z 42IV Repair Shop Equipment Carpet 72 I A 49 I B Maintenance and Repair Shop Cleaning Equipment Resilient Flooring 72 I B 49 II Scaffolding Recycling & Speciality Waste Containers 72 VII B 54 II A Communication Equipment Food Service Equipment 73 III 58 III B ADPfrelecommunication Media Supplies Office Machines 74iA 58 V A . Batteries Recording Paper & Supplies 75I D ! 61III Power Distribution Equipment Envelopes 75 V 61 V B Energy Efficient Products Publications 76I 62 II , Instruments & Laboratory Equipment Cards 76 II A 66 II E Analyzers Musical Instruments 7711 66 II J Blood Analyzers Audio and Video Equipment 77 III 66IIN Lab and Phannacy Furniture Indoor / Outdoor Athletic & Recreational Equipment 78 I A 66 II P Environmental Analysis Equipment Park & Outdoor Recreation Equipment 78 I C 66IIQ Photo Equipment Cleaning Equipment and Supplies 79 I B 67 II & III Ware Washing Compounds and Laundry Detergents 79 IIA Microphotographic Equipment 67IVB Water Treatment Chemicals l Sorbents 79 V 68 V B&C ! Disinfectants { Latex Paints 80 VI A 68 VI A i Deodorants Packing & Packaging Supplies 81 I B 68 VI B Household and Quarters, Upholstered Performance Special Purpose Clothing 84 II B Tested I urmture 71 I E Law Enforcement and Security Equipment 84 VI A 12 U
r Schedule Schedule Title (continued) Number Professional Debt Collection Service 732 I B Film and Videotape Processing 781 I & II Prepayment Audit of Government Transportation Bills 872 , Shredders Product Currently i 4 Under 36 II Microphotographic Supplies 67 IV A Microfiche Readers and Reader Printers 67 IV C 4
- i APPENDIX B GUIDELINES AND PROCEDURES FOR ACQUISITION OF ;
FIP RESOURCES USING BANKCARDS i I i l I I 4
- t 14 I 15 i
ne following restrictions apply to the use of Bankcards by IIcadquarters 3) Software purchased by the Offices will be installed by someone in the Offices (other than IRM)' for the acquisition of Federal Information Office or by IRM (lleadquarters only). Processing (FIP) resources: 4) Software not supported by the Customer Support Center can be acquired
- 1) FIP suppon services that duplicate services provided by IRM may not be by an Office. Offices will be responsible for providing support for the acquired. Suppen services provided by IRM that may not be duplicated software. Offices may obtain support for such software through through Office Bankcard purchases include applications system software Bankcard purchases subject to the restrictions listed above.
development and maintenance, hardware installation and maintenance
- 5) Installation of hardware that requires the opening of equipment cases and network and telecommunications services. must be perfonned by IRM approved installers; other equipment may be
- 2) Network-related equipment and software may not be acquired. This installed by someone in the Office (IIcadquaners only).
means network hardware including network interface cards, workstation IRM technicians will perfonn such installations until IRM has operating system software (such as DOS and Windows) and any established a program to ensure that Office staff who wish to perform software that must be mstalled on a LAN server (including network such installations are adequately trained to do so. versions of applications software, network operating system and communications software) may not be acquired.
- 3) FIP acquisitions will be limited to $2,500 per purchase.
- 4) Any hardware acquired at a cost of more than $100 must be purchased for installation within existing equipment.
Acquisition of minor peripherals such as mice and trackballs (which generally cost less than $100) and components such as video boards, memory, hard disks, and CD-ROM drives to be installed in existing equipment would be pennitted (even if they cost more than $100). The acquisition of computer systems and significant extemal peripherals such as monitors, printers, scanners, would not be permitted. IRM will acquire computer systems and significant external peripherals using contracts, purchase orders, and Bankcard purchases as appropriate. IRM and Office roles and responsibilities when using Bankcards for the acquisition of FIP resources:
- 1) Offices will be responsible for assessing the need for equipment and software purchased through the Bankcard program and for controlling its location and use.
Upon initiation of the Bankcard program IRM will provide IIeadquarters Offices with a listing of their current software inventory. Offices will be responsible for maintaining information on what software they have as necessary for their operations and planning purposes. IRM will unt require that Offices continue IRM's current practice of assigning a unique control number to each software package.
- 2) All FIP Office Bankcard purchases must be approved by the Office's SIRMO or Alternate SIRMO.
' Regional Offices may exceed these restrictions; however, for acquisitions that exceed these restrictions the Office must submit a requisition to IRM for approval before making the bankcard purchase (as is done currently for Regional Office FIP purchase).
16 17
l UNITED STATES f ih)
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NUCLEAR REGULATORY COMMISSION WA SHINGTON. D.C. 205555-000 9 k *j NUCLEAR REGULATORY COMMISSION MEMORANDUM 'ID: (Cardholder's Name) MEMORANDUM TO: (Approving Official's Name and Title) (Cardholder's Office) (Approving Official's Branch and Division) (Name, Director) (Appmving Official's Office or Region) i FROM: Division of Contracts FROM: (Name, Director) Omcc of Administration Division of Contracts SUIUECT: DELEGABON OF AUDIORITY FOR USE OF Office of Administration TIIE U.S. GOVERNMENT BANKCARD
SUBJECT:
DESIGNATION OF APPROVING OFFICIAL Pursuant to the authority granted me in Management Directive 9.21, dated May 26, You are hereby designated the approving official for the employees listed below 1993,(formerly Manual Chapter 0133), you are delegated authority to make who are being issued a U.S. Government BankCard. This designation is to be purchases using a credit card issued thmugh a contract administered by the General used in accordance with "The Nuclear Regulatory Ccommission Procedures for Services Administration with Rocky Mountain BankCard System, or its successor. the Use of the U.S. Government BankCard" issued to you during the required i
. You will be issued a BankCard with your name and account number embossed on it. training course for prospective approving officials.
His delegation is effective upon receipt of your personal BankCard. Your use of this i card will be subject to periodic review to ensure compliance with applicable laws and As an approving official, you must review each cardholder's statement of account regulations referenced in "The Nuclear Regulatory Commission Procedures for the at the end of the billing cycle to verify that all expenditures were for omcial j Use of the U.S. Government BankCard" provided to you during the sequired training reasons and were approved by you. Please ensure that the cardholder has < course for cardholders. included the correct commitment document numbers,(i.e., budget fiscal year An appmving omcial will be responsible for the review and approval of all purchases (BFY), budget and reporting (B&R) number, job code and budget object ; made by you under this delegation. His review will be perfonned monthly and will classification (BOC)), in the accounting code block on the statement of account. , cover purchases already made by you. Identified below are your dollar limits for Sign, date and forward the statement with any necessary attachments to the ; single purchases and for total purchases over a 30-day period, as determined by your Division of Accounting and Finance, Omce of the Controller, within 10 workdays office or region. of its receipt by the cardholder from Rocky Mountain BankCard System. Retam original Form 572, "NRC BankCard Log," for your records. Your sm.gle purchase Your 30-day dollar limit is: Your approving may not exceed: official is: Your 30-day dollar limit, a list of current cardholders and each one's 30-day dollar limits, and the alternate approving official, if named, are listed below, If vou have a question on this program that is not answered in "The Nuclear i When you receive your BankCard, you must follow the instructions sent with it. ' Regulatory Commission Procedures for the Use of the U.S. Government i Please acknowledge receipt by telephoning Rocky Mountain BankCard System BankCard," contact , agency program coordinator, at at 1-800-227-6736, this activatmg your account. or me at i Ris delegation will tenninate upon your separation from the agency or upon ; reassignment to another omcc within the NRC. Before you leave your current Approving Official Cardholder /30-day limit: Alternate approving [ position, you must submit form entitled 'IMPAC Procurement Program Cardholder 30-day limit-
- Official.
Account Mamtenance with your card, to the agency program coordinator ( APC). l
. Mail Stop , in order to caneci your account. r We expect the BankCard to simplify the way you make small purchases and welcome [
any comments and suggestions that you think will enhance its use. If you have any cc: Allotment Financial Manager r questions concerning this delegation of authority, please contact at Alternate Approving Official or me at , cc: Approving Omcial Alternate Approving Omcial r Allotment Financial Manager Figure 1 Delegation of Authority Memorandum Figure 2 Designation of Approving Official Memorandum 19 18
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Commission's. #m 4U Procec ures or he'Use-o he-l U.S. Government j BauxCano e tsk
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BANKCARD PROGRAM OFFICIALS Agency Program Coordinator: Vicki Gladhill, 415-6519 Billing Office
Contact:
Carolyn Berry, 415-7342 Disputes Office
Contact:
Vicki Gladhill, 415-6519 Agency Program Coordinator (APC): NRC employee who is primary contact with Rocky Mountain BankCard System (RMBCS). Aporoving Official: NRC employee who is responsible for reviewing and approving purchases made by cardholders and reviewing each cardholder's monthly statement of account to verify that all transactions were made for necessary and official Government purcha.ses. Generally, this person is the immediate supervisor of the cardholder. Cardholder: NRC employee to whom a BankCard is issued. The card bears this person's name and may be used only by this person'. General Services Administration (GS A): Federal agency awarding the contract for Government-wide commercial credit card service to RMBCS. International Merchant Purchase Authorization Card (IMPAC): Official name of the Government-wide commercial BankCard. Rocky Mountain BankCard System (RMBCS): Contractor bank GSA has selected to administer the BankCard services for the Federal Government.
-n l
1 TRAINING OBJECTIVE Foster-
- understanding of the overall credit card program
+ knowledge of applicable simplified acquisition regulations
+ understanding of the responsibilities of the cardholder
- knowledge of the responsibilities of other officials involved in the program BACKGROUND
+ NRC participates in the Government-wide commercial credit card (BankCard) program, as authorized under the GS A Federal Supply Schedule, through a contract with RMBCS.
- Card may be used by employees for official purchases falling within the simplified acquisition limits of the Federal Acquisition Regulation (FAR)(under S25,000).
- Purchases may only be made after receipt of a delegation of authority memorandum.
l PURPOSE OF BANKCARD
+ simplify small-purchase process
- imprest (or petty cash) fund transactions
- micropurchases under S2,500
- improve cash management practices streamline payment procedures a
reduce administrative costs PROGRAM OVERVIEW Cards are used for over-the-counter and telephone-order transactions.
- Cards are issued to individuals.
- Personal credit history is not checked.
- No personal information is kept by RMBCS.
- Delegation of authority memorandum specifies individual spending limits.
- Single-purchase dollar limits are established (S2,500 or ! css) by cardholder's office or region.
- 30-day cardholder limit is assigned to control the cardholder's cumulative purchases within a billing cycle.
- RMBCS issues monthly statements of account to cardholders.
30-day approving official limit is total of cumulative 30-day purchase limits for all cardholders assigned to one approving official. RECOMMENDED PURCHASES OR USES OF BANKCARD
+ purchases normally acquired through the imprest (or petty cash) fund = supplies and materials > + emergency repair of most equipment 2
- information resource management or Federal information processing (FIP) items-may only be purchased with authorization by senior information resource manager official or by Office ofInformation Resources Management (IRM)
. recruitment advertising, space for recruiting events, and training-may only be purchased by Office of Personnel cardholders PROIIIBITED PURCIIASES OR USES OF BANKCARD UNLESS OTIIERWISE INDICATED
,
- janitorial, yard, or maintenance services, or repair services covered by an existing maintenance agreement (maintenance services are not to be confused with repair services for which the BankCard may be used)
+ cash advances
. rental or lease of land or buildings, except for short-term rental of commercial meeting rooms
. rental or lease of motor vehicles, gasoline or oil for vehicles, or repair of vehicles a telecommunications (telephone) services,i.e., major systems such as FTS2000 or DSN
- personal-expense items such as transportation costs, meals and drinks, lodging expenses, and telephone calls, except in emergencies a items $300.00 and over that are available from a GSA supply schedule source (see Appendix Aof NUREG/BR-0229) recruitment advertising, space for recruiting events, and training, except by Office of Personnel cardholders only tickets for unscheduled airline, bus, boat, or train travel, except when no scheduled transportation is available, if funds specifically committed for travel are used items that the agency store or supply room nomially stocks, unless such items are not in stock or are not accessible to the cardholder because of travel status or remote work site Federal information processing items, except in accordance with the supplementary guidelines issued by IRM (see Appendix B of brochure).
PURCIIASING AUTIIORITY
+ Cardholder must have purchasing authority evidenced by a delegation of authority memorandum.
Purchasing authority allows cardholder to use tne BankCard. Purchasing authority is subject to the restrictions defined by the U.S. Government BankCard Program and any applicable NRC regulations. INITIAL COMMITMENT OF FUNDS
- Cardholders must ensure that funds are available before making a purchase.
Approving officials must follow proper funds control policy (see Management Directive 4.2,
" Administrative Control of Funds").
- Approving officials must complete NRC Form 30," Request for Administrative Services," to commit funds.
- Amounts committed on NRC Form 30 and frequency of commitnients are up to the discretion of office or regional funds control personnel and/or approving officials.
- Cardholder must monitor the status of funds available for BankCard purchases.
+ At NO time should purchases exceed the amount of funds available.
3
i INTERNAL CONTROL PROCEDURFS
- Purchases made using the BankCard obligate the Government.
- Internal control procedures are established by the office or region to ensure funds are available to cover purchases.
- If funds are not available, cardholder may not buy ANY goods or services.
SPECIALAPPROVALS Items listed below require coordination with and approval by the appropriate organization: a televisions or VCRs and cameras-coordination with the Publications Branch, Division of
' Freedom of Information and Publications Services (DFIPS), Office of Administration (ADM), before the purchase is made printing and copying equipment-coordination with the Printing, Graphics and Mail Services Branch, DFIPS, before the purchase is made
- building accessories and alternatives-coordination with the Facility Management Branch, Division of Facilities and Property Management (DFPM), ADM, before the purchase is made
- commercial meeting rooms for official use--coordination with the ADM Service Center before the arrangements are made property-coordination with the property custodian and Property Management Branch, DFPM a
accommodations for persons who are physically challenged (e.g., ergonomic chairs, special lighting)-coordination with the Office of Personnel subscriptions and publications-coordination with the NRC Technical Library, IRM This coordination will help ensure that NRC complies with the following FAR requirements pertaining to perferred sources of supplies. SOURCES OF SUPPLY a FAR 8.001 states that the cardholder should check the following sources in the order shown before buying an item from the open market:
- agency's inventories
- excess from other agencies
- Federal prison industries
- committee for purchase from people who are blind or severely disabled
- GS A, Veterans Affairs, Defense Logistics Agency, and military control points
- mandatory Federal supply schedule
- optional Federal supply schedules
- commercial sources CONDITIONS FOR USE OF BANKCARD BankCards are subject to the following conditions:
- A single purchase may be for multiple items, BUT
- The total must not exceed the cardholder's single-purchase limit.
4 I
RULES AND REGULATIONS GOVERNING USE OF BANKCARD
. GSA Federal Supply Schedule Contract a FAR
- Nuclear Regulatory Commission Acquisition Regulation
. NRC procedures for use of the U.S. Goyernment BankCard
. RMBCS procedures for cardholders and approving officials SAFEGUARDS TO PREVENT ABUSE
. single-purchase limit
- 30-day cardholderlimit 30-day approving officiallimit
+ code signifying type of merchant SINGLE-PURCHASE LIMIT
. This limit is the maximum allowable amount for a single purchase.
It may include multiple line items and transportation (shipping and handling) costs. If cardholder exceeds the limit, the purchase will be denied. Limits are established to ensure that procurement laws, as authorized by the FAR, are foHowed.
- Limit is specified in cardholder's delegation of authority memorandum.
30-DAY CARDHOLDER LIMIT This limit is established for each cardholder account.
- It is established by office or region on the basis of budget considerations.
- It is enforced by RMBCS.
It is used as an administrative spending limit. Authorization for purchase will be denied if transaction exceeds this limit. 39-DAY APPROVING OFFICIAL LIMIT
= This limit comprises the authorized 30-day limits for all cardholders assigned to one approving official.
- It is primarily used for budgetary control purposes.
- It will vary depending on number of cardholders and their assigned 30-day cardholder limits.
- One office may have several " office" limits depending on its number of approving officials.
MULTIPLE AWARD SCIIEDULES
- Mandatory user is listed on multiple award schedules.
- More than one vendor may be awarded a GSA contract.
- A minimum of three vendor catalogs and price lists must be reviewed to find a product that meets the specifications for items over $2,500.
- Lowest price product meeting specifications must be purchased.
5 A /
- Matrix form is helpful for making comparisons:
- Optional user is listed on multiple award schedules for anotmatic data processing equipment.
[ OPEN MARKET COMPETITION
- For purchases between $1,000 and $2,500-
- One source is permissible.
- For purchases between $2,500 and $25,000-
- Three sources are required or sole source must be justified.
- A set of specifications for the item meeting minimum requirement is necessary.
- Brand name or equal item must be justified.
FAIR AND REASONABLE PRICING
- The cardholder should determine if price is fair and reasonable by-
- using common sense
- posing the question,"Would I be willing to pay the price quoted ifit were my money?"
- If the cardholder thinks there could be a question later about the circumstances surrounding the purchase, he or she should document them.
OVER-THE-COUNTER PURCHASFS The cardholder should-
- Determine if price is fair and reasonable.
- Inforni vendor of NRC's tax-exempt status.
- Provide vendor with his or her name and BankCard number and the ship-to address, if applicable.
- Verify correct price, ensuring that no tax was added on sales slip.
- Record purchase on NRC BankCard log.
TELEPHONE ORDERS The cardholder should-
- Follow the same first three steps as those for over-the-counter purchases.
- Inquire if shipping costs are applicable.
- Confirm that vendor will reflect BankCard account information on shipping or receiving report.
- Provide vendor with complete shipping address, and include the following on the shipping document:
- cardholder's name and telephone number
- cardholder's building and room number and mail stop
- Instruct vendor to send him or her the customer copy of the sales draft and invoice.
l
- Remind vendor that the BankCard account should not be charged until item or items have been shipped.
6
DELIVERY AND ACCEPTANCE Ifitem, repair, or other service is defective or unsatisfac:ory, the cardholder should do one of the following:
- Return the item to the vendor for replacement.
- Return the item to the vendor for repair.
- Credit the item or service to the BankCard account.
- If vendor refuses any of the above, item or service will be considered to be in dispute.
- The cardholder should complete the form " Statement of Questioned Item" and attach it to the statement of account on which the charge appears.
STATEMENTS SENT BY RMBCS
- RMBCS' billing cycle extends from the 14th of each month to the 13th of the following month.
- The cardholder's statement of account will list allitems purchased during the billing cycle.
- Approving official will receive account summary of transactions of all assigned cardholders for the billing cycle.
- Division of Accounting and Finance (DAF) will receive official invoice of transactions for all cardholders assigned to each approving official.
CARDIIOLDER'S STATEMENT OF ACCOUNT The cardholder should reconcile the statement with copies of charge or credit slips and the NRC BankCard log.
- If partial delivery is made and the full amount appears on the statement, payment may only be authorized for that part of the shipment that was received.
- The cardholder should fill out the form " Statement of Questioned Item."
- The cardholder should enter a detailed description on the statement of account ofitems purchased or credited.
- Description must be complete to enable approving official and DAF to properly classify and account for the transaction.
- The cardholder should record the following information in the accounting code block of the statement:
- commitment document number (NRC Form 30)
- budget fiscal year (BFY)
- job code
- budget object classification (BOC)
- The cardholder should document statement errors with an explanation.
- The cardholder should forward reconciled statement with supporting documentation to approving official within five workdays.
7
LOST OR STOLEN BANKCARDS
- The cardholder must notify RMBCS within 24 hours of discovering loss or theft,
- This notification exempts the cardholder from any personal liability as a result of unauthorized use of the BankCard.
- The cardholder must notify the approving official. '
- The approving official must notify the APC and the Facilities Security Branch, Division of Security, ADM.
- RMBCS will issue a new card with a new account number within two workdays.
TRANSFER OR RESIGNATION
- If the cardholder or approving official is leaving the agency or transferring to a position with different responsibilities, the card must be destroyed 30 days before the release date or as soon as the transfer or resignation is known, if within 30 days.
- The APC will complete form "IMPAC Cardholder Account Update" and fonvard it to RMBCS.
MERCHANTTYPE CODE Each merchant is identified as to its type of business by a standard industrial classification code.
- Codes on each BankCard will indicate those merchants who provide goods or services that are unauthorized for that cardholder.
- System will alert RMBCS when purchases should be prohibited.
DISPUTES OFFICE CONTACT
- The contact should immediately be notified of any billing discrepancies or disputes.
- The contact tracks and resolves disputes.
CARDHOLDER RESPONSIBILITIES
- Maintains control and custody of the BankCard.
- Purchases only authorized items.
- Ensures funds are available before making the purchase.
- Complies with the requirements of FAR Part 8, " Required Sources of Supplies and Services,"
and Far Part 13,"Small Purchase and Other Simplified Purchase Procedures."
- Ensures that procurements are not " split."
- Informs vendor that purchase is tax exempt.
- Maintains NRC BankCard log.
- Reviews, reconciles, signs, and dates statement of account.
- Submits completed statement to approving official within five workdays.
- Immediately reports lost or stolen BankCard to RMBCS and to the approving official, who will notify the APC.
j 8
APPROVING OFFICIAL RESPONSIBILITIES
- Ensures cardholder has received training and understands the requirements for use of the BankCard.
- Approves and initials NRC BankCard log.
- Reviews and approves cardholder's monthly statement of account, NRC BankCard log, and any supporting documentation.
Reconciles account summary, sent directly from RMBCS, with cardholders' statements of account.
- Signs, dates, and forwards all cardholders' statements of accoun: and supporting documentation to DAF within five workdays.
- Retains account summary and all cardholders' original logs for 3 years after the billing has been approved.
Informs cardholders of alternate who will sign as approving official in case he or she is absent; alternate must have been trained.
- Prepares written report to the APC of a lost or stolen BankCard within five workdays after notification of loss or theft by cardholder.
DAF RESPONSIBILITIES
- Reviews original cardholder's statement of account and supporting documents for accurate reconciliation and appropriateness of purchase.
- Accounts for all BankCard transactions.
Reconciles officialinvoice from RMBCS with cardholders' statements of account.
- Makes payments to RMBCS in accordance with the Prompt Payment Act.
APC RESPONSIBILITIES Provides overall direction and management of BankCard program.
- Acts as principal contact with RMBCS.
- Notifies RMBCS of changes in account infom1ation for cardholders and approving officials.
Conducts information briefings about the BankCard program.
- Schedules training for new cardholders and approving officials.
Reviews monthly RMBCS account statements.
- Participates in GS A administrative meetings.
- Conducts annual audits of cardholder accounts.
l l I 9 _ _ _ __ _ _ _ _ _ _ _ _}}