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NASA Ball NASA
Procedural
Requirements
NPR 9630.1
Effective Date: July 10, 2017
Expiration Date: November 10, 2022
COMPLIANCE IS MANDATORY FOR NASA EMPLOYEES
Printable Format (PDF)

Subject: Accounts Payable and Disbursements

Responsible Office: Office of the Chief Financial Officer


| TOC | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | Chapter8 | Chapter9 | Chapter10 | Chapter11 | Chapter12 | Chapter13 | AppendixA | AppendixB | AppendixC | ALL |

Chapter 11 Accountable Officials for Disbursements

11.1 Overview

This chapter prescribes NASA's requirements for the delegation of disbursement functions to accountable officials.

11.2 Agency Requirements

11.2.1 Although BFS employees serve as Disbursing Officers for NASA, BFS requires appointment of NASA accountable officials to appropriately manage the processing and certification of NASA disbursements. NASA Accountable Officials shall be delegated authority to appoint NASA personnel to process and certify NASA payments. This delegation of authority begins with the NASA Administrator who delegates this authority to the Agency CFO. The Agency CFO further delegates this authority to the Agency DCFO(F) who then redelegates this authority to NSSC officials. These NSSC officials then designate NSSC individuals to certify and process the payments through BFS systems.

11.2.2 The initial authority to expend NASA funds and to certify the disbursement of such funds through a Treasury Disbursing Officer resides with the NASA Administrator.

11.2.3 NASA has active delegations in place for Designation Officials who are then able to designate COs and DEOs. BFS has developed an automated system, known as the Digital Signature Storage and Verification system, to manage all delegations and designations of authority for disbursement-related functions. TFM Volume I, Federal Agencies, Chapter 4A: 3000 has detailed procedures that NASA personnel will follow in seeking, maintaining, or relinquishing delegations and designations. A valid FS Form 2958, will be on file with the BFS for each individual exercising delegation authority.

11.3 Delegation Process for Disbursement Functions

11.3.1 Delegation. NASA shall ensure each Treasury FS Form 2958, Delegation of Authority, is filled out promptly, accurately and completely. In addition:

a. All signatures are to be in black, non-erasable ink. All signatures should be within the signature block(s) provided. All signatures will be the official signature of the individual, nicknames' will not be accepted. Original signatures are required. All four signature blocks of the individual to whom authority is being delegated or who is being designated require original signatures.

b. NASA will retain a copy of the FS Form 2958 and forward the original to BFS, who will verify the delegation, sign it, and after making a copy, return it to the delegator. The receipt of the signed form by the Delegator signifies BFS' acceptance. On receipt of the signed FS Form 2958, the delegator shall verify the contents against the retained copy to ensure that no alterations occurred.

c. FS Form 2958 instructions are located on the back of the form.

11.3.2 Renewal and Termination.

11.3.2.1 Accountable Official delegations are valid for two years.

11.3.2.2 Action to Renew. BFS will notify the NASA official who has delegation authority of pending expiration, by mailing a "Letter of Notification of Pre-Expiration" to the address listed in Section VI of FS Form 2958 that documented the delegation. Prompt actions will be taken to renew the authority by submitting a new FS Form 2958 with the Re-Delegation block checked.

11.3.3 Expired delegations.

11.3.3.1 Delegations not renewed by their expiration date will become void as of that date, and no further delegations will be accepted from the individual without submission and approval of a new delegation using the FS Form 2958.

11.3.3.2 Notifications of expired delegations will be made by BFS via a "Letter of Notification of Expiration," mailed to the delegating official, at the address provided in Section VI of the original delegation or designation form.

11.3.3.3 NASA is required to submit a new FS Form 2958 when a delegation is expiring, to reinstate the respective delegation.

11.3.3.4 When an individual, for whom a delegation is on file with BFS, departs or otherwise becomes ineligible to act (including reassignment, retirement, departure, death, etc.), the responsible delegating official shall forward the appropriate FS Form 2958, revoking the delegation of the departing/ineligible designee to BFS. Revocations will be effective on the date received and processed by BFS.

11.3.4 Reorganization. If organization names or titles change, authority will be re-delegated to all affected positions. Although delegations will not expire until the required renewal date (two years), NASA will process appropriate FS Form 2958 for each official, checking the Re-delegation block, and noting in the "Name" block in Section II the word "Reorganization." as soon as the changes are official.

11.3.5 Head of the Agency. The NASA Administrator is the only person who can self-delegate. All authority to expend NASA funds and to certify the disbursement of such funds through a Treasury Disbursing Officer initially resides with the NASA Administrator.

11.3.5.1 Self-delegation. Completing FS Form 2958:

a. Check all authority blocks in Section I; this establishes the authorities of the NASA Administrator.

b. Check the appropriate block for type of action (delegation or re-delegation).

c. Complete Section II, with information on the individual designated as Head of Agency.

d. The NASA Administrator will manually sign all signature sample blocks and the Delegator block.

e. Head of Agency delegations are valid for a period of two (2) years from effective date, unless revoked earlier.

11.3.6 Revocation. When a NASA Administrator leaves that capacity for whatever reason, his/her authority for disbursement will be revoked. The following should be observed:

a. Forward FS Form 2958 revoking the NASA Administrator's delegation of the departing/ineligible designee to BFS. This form should be signed by the succeeding NASA Administrator or the departing NASA Administrator.

b. Revocations will be effective on the latter of the effective date requested by the Agency or the date received and processed by BFS.

c. Neither revocation nor expiration has an effect on the delegations and/or designations that were made.

11.3.7 Other Officials Delegated Authority. This covers the delegations from the Administrator to the Agency DCFO(F) and re-delegation from the Agency DCFO(F) to the NSSC officials to designate accountable officers to perform specific disbursing functions through BFS.

11.3.7.1 FS Form 2958 will be used to delegate authority so that accountable officials can be designated to perform specific disbursing functions through BFS.

11.3.7.2 Each FS Form 2958 will specify whether the authority MAY or MAY NOT be re-delegated.

11.3.7.3 Delegations of designation authority are valid for a period of two (2) years from the effective date, unless revoked earlier.

11.3.7.4 To designate an accountable official, a valid delegation and an up-to-date FS Form 2958 are required to be on file with BFS for the designating official.

11.3.7.5 When the delegating or designating official will no longer be in that capacity for whatever reason, their authority will be revoked. The following should be observed:

a. The responsible delegating official shall forward the FS Form 2958 revoking the authority.

b. Revocations will be effective on the latter of the effective date requested or the date received and processed by BFS.

c. Neither revocation nor expiration has an effect on other delegations and/or designations that were made.

11.3.8 FS Form 2958 Processing.

11.3.8.1 The FS Form 2958 is completed and signed (in the four signature blocks provided for Section III - SIGNATURE SAMPLES OF DESIGNEE) by the designee.

11.3.8.2 Agency DCFO(F) shall approve and sign the FS Form 2958 (in the signature block in Section IV-DELEGATORS SIGNATURE) delegation or revocation before it is submitted to BFS.

11.3.8.3 The NSSC Treasury Systems Administrator shall transmit the approved FS Form 2958 to Treasury's Chief Disbursing Officer.

11.3.8.4 Copies of the FS Form 2958 will be distributed to the Regional Disbursing Offices by the Chief Disbursing Officer.



| TOC | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | Chapter8 | Chapter9 | Chapter10 | Chapter11 | Chapter12 | Chapter13 | AppendixA | AppendixB | AppendixC | ALL |
 
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