NASA Procedural Requirements

NPR 9260.1A Effective Date: February 09, 2015 Expiration Date: February 09, 2029

Subject: Liabilities (Revalidated with Change 2 April 19, 2023)

Responsible Office: Office of the Chief Financial Officer

Chapter 3 Accounts Payable

3.1 General

3.1.1 NASA will recognize an accounts payable liability in accordance with SFFAS No. 1 and No. 5, as amended, for both intragovernmental and public accounts payable. For additional information on overall general requirements for accounts payable see NPR 9630.1, Accounts Payable and Disbursements.

a. An accounts payable for unpaid amounts will be recognized upon receipt of services or when accepting title to goods, whether the goods are delivered or in transit. If invoices are not available, the amount owed will be estimated.

b. Amounts recorded as payables will be supported by documentation that clearly shows the basis for the amount recorded as a payable and the terms upon which payment is to be made.

3.1.2 NASA will not delay the recognition of an accounts payable based on the availability of funds or the funds status, i.e., unexpired, expired, or canceled.

3.1.3 NASA will disclose the accounts payable not covered by budgetary resources.

3.2 Accounts Payable in Closed Appropriation Accounts

3.2.1 Pursuant to Procedure for Appropriation Account Available for Definite Periods, 31 U.S.C. § 1552, an appropriation account available for a definite period is to be closed and any remaining balances in the account are to be canceled on September 30 of the fifth fiscal year after the period of availability for obligation of the appropriation. An appropriation account may also be closed and balances canceled, in whole or in part, by legislative action. Per Limitations on expending and obligating amounts, 31 U.S.C. § 1341, canceled balances are not available for obligation or expenditure for any purpose.

3.2.2 As required by Office of Management and Budget (OMB) Circular No. A-11, Preparation, Submission and Execution of the Budget, and Treasury Financial Manual (TFM), Volume I, Part 2, Chapter 4200, Agency Reporting on Unexpended Balances of Appropriations and Funds, NASA will cancel accounts payable balance remaining on a legitimate obligation at the time the appropriation account is closed.

3.2.3 Prior to an accounts payable cancellation:

a. NASA will identify and validate accounts payable in the closing appropriation account. If it is determined that the accounts payable should be disbursed from the expired appropriation, NASA will coordinate with their respective Center OCFO to obtain authorization through the fund status change approval process.

b. If a valid accounts payable is identified in a closed appropriation account, NASA will coordinate with their respective Center CFO to determine whether a current appropriation is available. Two requirements for use of a current appropriation are: 1) the current appropriation has the same purpose; and 2) sufficient amounts in the closed appropriation upon its cancelation are required to have been available.

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