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NPR 9050.2B
Effective Date: March 29, 2019
Expiration Date: March 29, 2024
Printable Format (PDF)

Subject: Advances and Prepayments

Responsible Office: Office of the Chief Financial Officer

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Chapter 2 Agency Requirements

2.1 Advances

2.1.1 NASA may advance public money if the advance is authorized by a specific appropriation, law, or the President of the United States, as prescribed in 31 U.S.C. § 3324. However, 51 U.S.C. § 20113(e), authorizes NASA to enter into and perform such contracts, leases, cooperative agreements, or other transactions without regard to 31 U.S.C. § 3324, subsections (a) and (b).

2.1.2 Travel Advances. NASA employees shall use the Government travel charge card in accordance with NPR 9700.1 and NPR 9730.1. Cash advances for travel may only be issued when the traveler does not have a Government travel charge card or when other special circumstances exist. NPR 9730.1 provides the requirements for use of the Government travel card as well as the criteria and procedures for exceptions.

2.1.3 Advances in Pay. Federal agencies may provide for the advance payment of basic pay, covering not more than two pay periods, to any individual who is newly appointed to a position in the agency per 5 U.S.C. § 5524a and 5 CFR part 550. NASA will follow the requirements in NPR 3530.1 in determining whether to approve an advance payment of basic pay.

2.1.4 Advances to Grant Recipients. NPR 9680.1 provides advance payment eligibility requirements for grants and cooperative agreements, as well as the requirements for administration of advance payments under NASA grants and cooperative agreements.

2.1.5 Advances to Federal Agencies. Advances to Federal agencies are made pursuant to 31 U.S.C. § 1535 and agreements between NASA (the customer) and other Federal agencies (the providers).

2.1.6 Advances for Contract Financing Payments. Advance payments to contractors are authorized NASA disbursements of monies to contractors prior to acceptance of supplies or services by NASA and are authorized by specific contract clauses. The provisions in 10 U.S.C. § 2307 provide NASA the authority to make advance contract financing payments and the terms and conditions that shall be met before advance payments are made. Contract financing payments may also include advance payments reasonably related to launch services acquired by contract from domestic sources pursuant to 51 U.S.C. § 20142(a). The FAR prescribes the policies and procedures for agencies to apply in using advance payments for contract financing. NASA contracting officers shall refer to FAR subparts 32.2 and 32.4 for policies and procedures for making advance payments on contracts. Under 10 U.S.C. § 2307 advances may only be made if the contractor gives adequate security and after the NASA Administrator determines that to provide an advance would be in the public interest. NFS Part 1832 contains additional advance payment requirements.

2.1.7 Small Business Concern. NASA may make advances to small business concerns under contracts for property or services. Advances for small business concerns are subject to the provisions of 10 U.S.C. § 2307.

2.1.8 Advances for National Defense. 50 U.S.C. § 1431 allows NASA to make advance payments on national defense contracts, amendments, or modifications for extraordinary contract actions and are subject to the requirements of law and the receipt of proper authorizations.

2.2 Prepayments

2.2.1 In accordance with 31 U.S.C. § 3324(d)(2), NASA may prepay subscription costs for publications printed or recorded in any way for the auditory or visual use of NASA.

2.2.2 Prepayments may be authorized in other situations, however the legal authority for the proposed prepayments shall be identified prior to executing the contract or agreement. Offices considering entering into contracts or agreements containing prepayment provisions are encouraged to contact the NASA Office of the General Counsel or the Center Chief Counsel’s office, as appropriate, for advice prior to executing the agreement.

2.3 Recording Advances and Prepayments

2.3.1 NASA maintains its advances and prepayment accounts on an accrual basis in accordance with 31 U.S.C. § 3512(e), as well as, SFFAS No. 1, the CFR, OMB Circulars, Treasury policy and requirements, FAR requirements, and other governing authorities.

2.3.2 Advances and prepayments paid out by NASA will be recorded as assets in the appropriate United States Standard General Ledger (USSGL) accounts that have been established by the Treasury Bureau of Fiscal Services (BFS). The USSGL accounts that are affected by each advance and prepayment-related transaction and the applicable pro forma entries are found on the Treasury BFS Web site.

2.3.3 NASA offices responsible for approving advance payments shall ensure all advances are recorded in the NASA core financial system.

2.3.4 Advances and prepayments made to other Federal agencies are intragovernmental transactions and are accounted for and reported separately from amounts made to the public.

2.3.5 Advances and prepayments paid out by NASA will not be netted against advances and prepayments that NASA receives from others.

2.3.6 The NSSC Financial Management Services Office shall record advances as assets; however, they should record prepayments as expenses rather than assets when the recipient of a prepayment will be delivering the goods or services within 30 days.

2.3.7 Documentation Amounts recorded as advances and prepayments will be supported by documentation that clearly shows the basis for the amount recorded and the terms upon which an advance or prepayment is to be made. The NSSC and NASA Center CFO offices shall have documentation readily available for review by auditors.

2.3.8 Reconciliations and Verifications. To ensure the integrity of the data within the USSGL and the NASA core financial system, there are various account relationships and reconciliations that should remain in balance. NASA OCFO has identified account relationships and reconciliations used to validate proper general ledger account postings and these have been incorporated into the Agency’s internal control programs. NASA Center CFO offices shall reconcile advances to prepaid obligations on a monthly basis and refer to the CMP Manual for additional detailed information on the account relationships, reconciliations, and other advance and prepayment control activities that should be executed on a monthly, quarterly, and yearly basis.

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This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.