CANCELLED BY
PIC 09-05
07-11
Procurement
Information Circular
December 17, 2007
TRANSITION OF DESIGNATED PAYMENT AND/OR DESIGNATED
BILLING OFFICE(s) TO THE NASA SHARED SERVICES
CENTER (NSSC)
PURPOSE: To provide guidance on the
Accounts Payable (AP) Transition to the NSSC.
BACKGROUND: The NSSC is consolidating select business activities
from across NASA in an effort to improve customer service and provide business
support comparable to our Agency’s technical excellence. As part of this consolidation, effective
February 1, 2008, Centers’ Accounts Payable Offices will start transitioning to
the NSSC. This process is applicable to
all contractual instruments excluding Grants & Cooperative Agreements. The transition will take place in the
following 4 Waves:
Waves Centers Transition Date
1 DFRC, MSFC, SSC February 1, 2008
2 GRC, KSC, LaRC April 1, 2008
3 ARC,
JSC June 1, 2008
4 GSFC, NMO, HQ July 1, 2008
GUIDANCE:
(a) Contracting
Officers should notify vendors/contractors of the change in Designated Billing Office
(if applicable) and the change in Designated Paying Office by modifying
existing contractual instruments by the transition date.
(b) In the
event that a modification can not be issued by the transition date, Contracting
Officers are authorized to notify vendors/contractors via letter of the changes
in the Designated Payment Office and/or Designated Billing Office. (Samples
enclosed)
--
Supersede the letter with a modification at the next reasonable opportunity
(e.g., next incremental funding modification).
(c) If a final
invoice has been received, notification of the AP address change is not
necessary.
(d) Future
modifications and award documents generated in CMM after the dates established
for your center’s transition date will automatically contain the NSSC invoice
and payment office address. CMM users
will be able to manually change the Invoice Office Code, if necessary.
(e) Grants and
Cooperative Agreements are excluded from this process. A Grants Information Circular will be issued
establishing the process for the grants and cooperative agreements AP
transition.
LIST OF ENCLOSURES: Enclosed are
sample notification letters changing the Designated Payment and/or Billing
Office:
(1) Designated Paying Office and Designated Billing
Office Change
--
Applicable on all awards where the billing and payment office is the Center
Finance Office.
(2) Designated Paying Office Change ONLY--DCAA
--
Applicable on all awards where the Defense Contract Audit Agency (DCAA) has
authorized direct submit.
(3) Designated Paying Office Change ONLY--OTHER
--
Applicable on all awards where the Designated Billing Office is other
than the Center Finance Office (e.g. Contracting Officer).
EFFECTIVE DATE: This PIC is
effective as dated and will remain in effect until canceled or superseded.
HEADQUARTERS CONTACT: Rosalia
Toberman, Analysis Division, (202) 358-1452, email::rosalia.toberman@nasa.gov; or Ken
Stepka, Analysis Division, (202) 358-0492, email: mailto:ken.stepka@nasa.gov.
James Balinskas
Director, Contract Management
Division
Enclosures
DISTRIBUTION:
PIC List
Enclosure 1
Designated
Paying Office and Designated Billing Office Change
«Name»
«Street_Name»
«Location»
«Region»
«Postal_Code»
ATTN: NASA Vendors/Contractors
SUBJECT: Changes to Billing/Paying Office for [Contract Numbers]
Effective [Center
Transition Date], the NASA billing and paying services, currently performed by
the [Center Name] Financial Management Office, will transition to the NASA
Shared Services Center (NSSC).
Therefore, invoices/vouchers issued after [Center Transition Date]
should be submitted to the following new location:
Designated Billing & Designated Paying Offices
NASA Shared Services Center
(NSSC)
Financial Management Division
(FMD) – Accounts Payable
Bldg 1111, C. Road
Stennis Space Center, MS 39529
Email: NSSC-AccountsPayable@nasa.gov
Fax: 866-209-5415
Electronic submissions of
vouchers/invoices via email is preferred but not required over physical
mailing. An administrative modification
to change the designated billing office and designated paying office will be issued
for this contract/purchase order at a later date. We appreciate your cooperation in this
effort. Effective [Transition Date], the
[Center Name] Accounts Payable Office will no longer be staffed to process
vouchers/invoices. Please submit your invoice/voucher directly to the NSSC at
the address referenced above. This
change notice is only applicable for the contract/purchase order(s) listed
above. Contracts with other NASA centers
may transition at different times. If
you have any questions regarding this notice, please contact your Contracting
Officer.
Thank you,
«Name»
Procurement Officer
Enclosure 2
Designated
Paying Office ONLY Change—DCAA (i.e. DCAA Direct Submit)
«Name»
«Street_Name»
«Location»
«Region»
«Postal_Code»
ATTN: NASA Vendors/Contractors
SUBJECT: Changes
to Paying Office for [Contract Numbers]
Effective [Center
Transition Date], the NASA payment function, currently performed by the [Center
Name] Financial Management Office, will transition to the NASA Shared Services
Center (NSSC). Effective [Center
Transition Date], if you are authorized to submit your vouchers directly to our
paying office, then originals & copies should be submitted to the following
new location:
Designated Paying Office
NASA Shared Services Center
(NSSC)
Financial Management Division
(FMD) – Accounts Payable
Bldg 1111, C. Road
Stennis Space Center, MS 39529
Email: NSSC-AccountsPayable@nasa.gov
Fax: 866-209-5415
Electronic submissions of
vouchers/invoices via email is preferred but not required over physical
mailing. An administrative modification
to change the designated billing office and designated paying office will be
issued for this contract/purchase order at a later date. We appreciate your cooperation in this
effort. Beginning [Transition Date], the
[Center Name] Accounts Payable Office will no longer be staffed to process
vouchers/invoices. Please submit your invoice/voucher directly to the NSSC at
the address referenced above. This change notice is only applicable for the
contract/purchase order(s) listed above.
Contracts with other NASA centers may transition at different
times. If you have any questions
regarding this notice, please contact your Contracting Officer.
Thank you,
«Name»
Procurement Officer
cc: DCAA Cognizant
Enclosure 3
Designated
Paying Office ONLY Change--OTHER (Use When the Designated Billing Office is the
Contracting Officer)
«Name»
«Street_Name»
«Location»
«Region»
«Postal_Code»
ATTN: NASA Vendors/Contractors
SUBJECT: Changes
to Billing/Paying Office for [Contract
Numbers]
Effective [Center
Transition Date], the NASA payment function, currently performed by the [Center
Name] Financial Management Office, will transition to the NASA Shared Services
Center (NSSC). Payments for the contract
listed above, will now be processed at our new location at the NSSC. Please continue to submit your vouchers to
the contracting officer. This is just to
inform you of our payment office change.
Designated Paying Office
NASA Shared Services Center
(NSSC)
Financial Management Division
(FMD) – Accounts Payable
Bldg 1111, C. Road
Stennis Space Center, MS 39529
Email: NSSC-AccountsPayable@nasa.gov
Fax: 866-209-5415
An administrative
modification to change the designated paying office will be issued for this
contract/purchase order at a later date.
We appreciate your cooperation in this effort. Beginning [Transition
Date], the [Center Name] Accounts Payable Office will no longer be staffed to
process vouchers/invoices. This change
notice is only applicable for the contract/purchase order(s) listed above. Contracts with other NASA centers may transition
at different times. If you have any
questions regarding this notice, please contact your Contracting Officer.
Thank you,
«Name»
Procurement Officer