Summary of Changes for Bankcard Handbook Date: Tue, 15 Jul 1997 10:14:02 -0500 To: "AO - All Administrative Officers" From: "Judy L Claussen, Specifications Writer, Reston, VA" (Judy L. Claussen) Subject: Summary of Changes for Bankcard Handbook Cc: "Nancy J Hill, Chief, Mgmt Support Section, Reston, VA" It has been brought to my attention that you would probably appreciate me sending you the summary of changes for the Bankcard Handbook rather than just giving you the web page address. I apologize that I did not think of that myself. Below is the summary. *********************************************************************** Summary of May 1997 Bankcard Handbook Update Substantive changes in 5/97 version of Handbook from 10/96 edition: 1. Definitions for "Office Limit" and "Thirty Day Limit" were updated to reflect that these limits now are reset to $0 at the beginning of each calendar month rather than on the billing cycle. (Reflects change made by bank.) [2.C.] 2. We have added more detailed criteria for determining who can be issued a card. We had received a number of questions on this point, particularly regarding cards for students. [3.A.] 3. For both transaction log [4.A.(5)] and annotated statement [6.A.(1)b] we added language permitting use of electronic logs or other alternate documentation methods to permit each office to use procedures most efficient for them. Please note that any alternate method used must achieve the same purpose as the prescribed methods, that of organizing information and documenting cardholder activity. 4. Based on personal communication with GSA Federal Supply Service, the Handbook now authorizes use of non-GSA sources for items available from GSA stock (previously restricted to $100). This change does not apply to mandatory source items (such as items marked in the catalog as NIB/NISH or Unicor). Although GSA is a preferred source for other stock items, no documentation is required if you elect to use a commercial source instead. [4.A. (7)] 5. In 4.B.(1), we removed the tax exempt number 4716 based on reports that this number is not consistently accepted by vendors. We are researching the question of tax exempt numbers with OFM and expect to develop an on-line listing of the official tax exempt number for USGS purchases in the various states. 6. Several changes have been made to the below numbered "restricted items" in 5.C. (1) We have added a provision for making exceptions to the restriction for travel expenses. We also added language to make clear this restriction does not apply to rental of specialty vehicles not related to travel. (2) Wording of the restriction on use of card for gasoline (fuel) purchases has been simplified and the documentation requirement removed. (5) Open market duplicating/printing/binding requirements may now be purchased only after receiving a waiver from GPO. The second footnote (**) has also been removed as it pertained to the obsolete exception. (6) Furniture restriction has been revised to permit purchases from GSA stock or UNICOR (mandatory sources) as long as the documentation required by FPMR 101-25.104 is included. (9) The restriction on training courses has been removed. A new note has been added regarding use of the card for training and conference registration fees. See our Bankcard Frequently Asked Questions page for more detail about using the card for training. Remaining items (10) and (11) have been renumbered (9) and (10). 7. Wording changes have been made to the definition of Master Accounting Code [2.C] and throughout Section 6 to reflect the new method for electronic loading and payment of the bank invoice. In most cases, documents are now forwarded to the person in the cardholder's office who does FFS entries and adjustments, rather than to Office of Financial Management. [6.A.(1)d, e, f ; 6.A.(2)a, d; 6.B.(2); 6.B.(3)c] 8. Several minor edits have been made in other paragraphs to improve sentence flow, use a more informative word, or correct spelling, with no intended change in meaning. Other minor edits include: The abbreviation AO has been replaced with the term Approving Official in two places to avoid confusion with its more commonly used meaning, Administrative Officer. [6.A.(2)b.] Final sentence in 3.D.(1) removed as redundant of Section 9. In 5.A. added oral order as example of other purchase methods. In 3.B., changed "strictly prohibited" to "prohibited or restricted."