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Reimbursable Travel

Reimbursable Travel. Two Types of Reimbursable Travel. Reimbursable Funded (Federal or Non-Federal) Funding sent to NASA to use NASA Travel Orders Reimbursable In Kind (Federal or Non-Federal) No money exchanges hands

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Reimbursable Travel

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  1. Reimbursable Travel

  2. Two Types of Reimbursable Travel • Reimbursable Funded (Federal or Non-Federal) • Funding sent to NASA to use NASA Travel Orders • Reimbursable In Kind (Federal or Non-Federal) • No money exchanges hands • Lodging, transportation, meals, provided directly to the traveler by the funding organization • Both require agreement/letter of invitation delineating what’s being purchased • Travel authorizations must indicate “Sponsored In Kind” or “Sponsored Reimbursable” • Travel authorizations may use all three types of funding: reimbursable, reimbursable in kind, and direct funded.

  3. Basic Rule for All Travel • The traveler is ultimately responsible for any and all activity involved with the travel. • Federal employees may not accept any payment directly. • Ethics violation • Perception of receiving a bribe • Includes cash, direct deposit into employee accounts, etc.

  4. Reimbursable In Kind Travel • Per 31 U.S.C. 1353 • Should be requested in advance (more allowable benefits) • Within 7 working days after the trip is complete (limited allowable expenses) • Consequences if ignored • Employee will be responsible for payment • Repeat offenders will not be permitted to travel • Personnel action may be brought against the employee • Organization uses limited travel funds

  5. Reimbursable In Kind Non-Federal Customer • Requires completion of NF1167 if non-federal customer • Form must be signed by Center Director, AA or Deputy AA (block 12) • Form must be approved by General Counsel or the Chief Counsel’s Office • Local Travel Offices must receive copy of signed form • The traveler keeps the original form • Must be a speaker or presenter (block 4) • Travel Orders must match the amounts on the NF1167 • Overseas Travel Orders are routed through the General Counsel or the Chief Counsel’s Office for approval

  6. Reimbursable In KindFederal Customer • Travel authorized under federal customer travel orders. • The other Federal Agency puts the traveler on Invitational Travel Orders.

  7. Reimbursable Travel • Federal Customers • Need agreement that identifies what appropriation to charge, ALC, etc. • Non-Federal Customers • Need check/money order in advance of travel • There is also a 1% Agency Processing Fee for this • Requires completion of NF1167

  8. Reimbursables • Bring agreement with financial data and signatures to BMD Reimbursables at least three weeks in advance of travel date. • BMD Reimbursable • Helps create the Estimated Price Report (EPR) • Requests the creation of a WBS • Lets Travel Team know of WBS • Sets up funding • BASO/Local Travel • Let’s employee know when Travel Manager Account Code has been established and funded. Direct funds should not be cited for anything reimbursable.

  9. POC’s • HQ Travel Manager: Barby Birch, 358-0316 • Reimbursable In Kind Travel: Dawn Feick, 358-2052http://www.nasa.gov/offices/ogc/general_law/reimbursables.html • HQ Reimbursable Travel: Debbie Randall, 358-1173

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