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 8. Payment of Purchase Card Bills

Agency Requirements

8.1.1. NASA Contracting Officers and other designated individuals are authorized to utilize the purchase card to procure or pay for purchases of supplies, services, or construction at or below the micro-purchase threshold (refer to Definitions – Micro Purchase Threshold, 48 CFR subpt. 2.1, for the current micro-purchase threshold). Payments to the purchase card issuing bank are subject to the provisions of the PPA and OMB Circular A-123, Appendix B, A Risk Management Framework for Government Charge Card Programs (08/27/2019).

8.2 Review of the Purchase Card Invoice

8.2.1 The cardholder will promptly review and reconcile their monthly statements within the allotted timeframe, and the approving official will review the cardholder statement of account received at the end of each monthly billing cycle and approve the transactions. Both the cardholder and approving official will follow contract procedures for identifying discrepancies.

8.2.2 NSSC Purchase Card Center Program Coordinator will submit the validation spreadsheet and request for payment to the NSSC within a timeframe that allows the NSSC to process and pay the consolidated invoice within the Prompt Payment deadline.

8.2.3 Disputed Line Items. Disputed line items do not render the entire invoice an improper invoice for compliance with 5 CFR pt. 1315. Any undisputed items will be paid in accordance with Prompt Payment – Payments to Governmentwide Commercial Purchase Card Issuers: Payment Date, 5 CFR § 1315.12. (a).

8.2.4 NASA should abide by the contract provisions for reconciliation of discrepancies after payment of the invoices, including notifying the contractor in writing within the period prescribed in the contract.

8.3 Payment of the Purchase Card Invoice

8.3.1 Payment Date. After adjusting the consolidated invoice based on the cardholder statements received, NASA should pay the consolidated invoice in a timely manner. TFM Volume I, pt. 4. ch. 4535.10, Payments, permits payment of the bill in full prior to verification that goods or services were received. All the provisions of the PPA apply, including interest penalties for late payment.

8.3.2 NASA Centers should use the P-Card Application and the electronic process made available through NASA’s core financial system to make purchase card payments and manage the reconciliation of statements and transactions.

8.3.3 Documentation. The retention period for procurement records, to include purchase card records (regardless of the dollar value), will be maintained for a period of six (6) years after final payment.

8.4 Rebates

8.4.1 The NSSC will use the Treasury BFS rebate spreadsheet template to calculate the most economically beneficial payment date for the Government-wide commercial purchase card. The spreadsheet on Treasury’s BFS website provides instructions and an example of the calculations. The results of the spreadsheet will show the NSSC how much the Government will save if they pay the statement as early as possible versus the savings they pay as late as possible – at the due date. The NSSC will pay according to the result of the calculations.

8.4.2 NASA should take rebates if economically beneficial considering Government-wide commercial purchase card payment dates based on an analysis of the rebate spreadsheet results.

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NODIS

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