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[L1] 

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

 

 


 [L1]We can make the letter generic or if the COs send out the letter they can insert (Name of Vendor, title of person)