NASA Procedural Requirements

NPR 9630.1A Effective Date: February 01, 2024 Expiration Date: February 01, 2029

Subject: Accounts Payable and Disbursements

Responsible Office: Office of the Chief Financial Officer

Chapter 5. Information on Vouchers

5.1 Payment Voucher Information

5.1.1 Preventing Duplicate Payments. NASA should mark vouchers and supporting documents either electronically or manually to prevent duplicate payment processing.

5.1.2 Accounting Classification Codes. In all cases, the account symbol or other appropriate reference, which clearly identifies the appropriation or fund affected, is required to be included in the payment records. When the voucher is split between two or more appropriations the account symbol(s) or other appropriate references will identify the amounts applicable to each. The NSSC will follow the rules below for the designation of payee(s) when making Government payments.

5.2 Payee Information

5.2.1 Individuals. Payee information to individuals should include first name, middle initials, and surname. Omit punctuation marks except for the use of commas to set off the names of more than two payees.

5.2.2 Joint Accounts. A joint account differs from several accounts when at least two payees are receiving the payment. Where two or more individuals are jointly entitled to receive payment, the voucher should include all names as payees by using the word “and” before the name of the last payee. Where the account is not joint but several, use the word “or” before the name of the last payee.

5.2.3 Corporations. When there has been a change in the corporate name as a result of a merger, consolidation, or other proceeding and a certificate verifying such a change has been obtained from the proper state official, the NSSC will draw the amount for payment in the new name.

5.2.4 Unincorporated Association. Use the official name.

5.2.5 Partnerships. Use the firm’s name.

5.2.6 Trust Estates, Decedent’s Estates, Trustees, Executors, and Administrators, and Guardians of Minors and Incompetents. See TFM Volume I, pt.4A, ch.2000.

5.2.7 Doubtful cases. Refer any cases where there is doubt concerning proper payee information to the Agency DCFO(F).

5.2.8 Contract References. Reference contracts or agreements on the voucher by placing the contract number in the spaces provided.

DISTRIBUTION:
NODIS

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.