Hinode NASA Sub/Contractor Travel Flowchart

1. 18Jul2014 SUBJECT TO (CONTINUAL) REVISION *Contact Barbara Cobb & Sabrina Savage to confirm latest guidelines. Hinode NASA Sub/Contractor Travel Flowchart Travel Type Domestic Foreign Conference Conference Yes No Yes No • Sub/Contractor Domestic Conference • LM/NRL/SAO: • Fill out Contractor Conference Travel Approval Request form per each traveler – For “Number of Travelers”, state the number of travelers per contracting institution: (Contractor_Conference_Request.docx) • Submit to NASA PM & PS for justification review • NASA: • If NASA PM approves, NASA PM/PS submit package to *Travel, copy to CO/P, ZP01 Admin, ZP13 Mgr • *Travel handles NCTS conf. approvals • If requested by Travel, fill out Center CFO Conference Waiver form: (Conference_Waiver_Request.docx) • *Travel notifies PM (and/or traveler) of conf. approval status • Notes: • Must provide request to center well in advance of 60 days prior to travel. • For NCTS NUMBERS: https://www.nssc.nasa.gov/conferences-- For NASA internal search, click on “NCTS” under the “Quick Links” panel at right • Approval for conferences may not be awarded from HQs until a few weeks prior to the conference. • Sub/Contractor Domestic Non-Conference • LM/NRL/SAO: • Fill out Contractor Travel Approval Request form per contracting institution – List all travelers and list each one’s justification: (Contractor_Travel_Request.docx) • Submit to NASA PM & PS for justification review • NASA: • NASA PM reviews and notifies travel approval status to CO/P. • CO/P notifies contractor of approval. • Notes: • Programmatic travel directly approvable by NASA PM, if not requesting additional funds. • E/PO travel requires more information. Check with the NASA PM. • Sub/Contractor Foreign Non-Conference • LM/NRL/SAO: • Fill out Contractor Travel Approval Request form per contracting institution – List all travelers and list each one’s justification: (Contractor_Travel_Request.docx) • Fill out Country Clearance form per each traveler:(Country_Clearance_Request.doc) • Submit to NASA PM & PS for justification review • Submit “Foreign Travel Approval Request Letter” with itemized cost estimate to CO/P & PM if contract requires one. (LM/SAO)** • NASA: • If NASA PM/PS approves, submit package to CO/P to do Foreign travel authorization letter • CO/P provide Foreign travel authorization letter to contractor • Note: • Programmatic travel directly approvable by NASA PM, if not requesting additional funds. • Sub/Contractor Foreign Conference • LM/NRL/SAO: • Fill out NASA Conference Waiver Request form per contracting institution– List all travelers and list each one’s justification: (Foreign_Conference_Request.docx) • Fill out Country Clearance form per each traveler:(Country_Clearance_Request.doc) • Submit to NASA PM & PS for consolidation between all submissions and justification review • Submit “Foreign Travel Approval Request Letter” with itemized cost estimate to CO/P & PM if contract requires one.(LM/SAO)** • NASA: • If NASA PM/PS approves, submit package to *Travel, copy to CO/P, ZP01 Admin, ZP13 Mgr • *Travel handles conference approval • CO submit to ADT for center approval • ADT submit to HQ for approval • ADT return to CO/P to do Foreign travel authorization letter, if approved by HQ & *Travel • CO/P provide Foreign travel authorization letter to contractor • Notes: • Must indicate request to center no later than 6 months prior to travel. • Foreign travel is currently limited to substantive involvement (note change from the requirement of programmatic involvement). • Approval for conferences may not be awarded from HQs until a few weeks prior to the conference. ADT – MSFC Associate Director, Technical (Dale Thomas, plus Robin Henderson) CFO – Chief Financial Officer CO/P – Contracting Officer & Procurement (Melinda Swenson for Foreign+ Jennifer McCaghren & Bernardine Jackson for All) PM – NASA Project Manager (Barbara Cobb) [D]PS – [Deputy] Project Scientist (Sabrina Savage) ZP01 Admin – Melissa Walden ZP13 Mgr – Dennis Gallagher *Travel – Louise Catalfamo **Letter not required for sub-contractors, only cost estimates. • Right click on the form name to open hyperlink and bring up an editable version of the form. • Be sure to check for the latest forms from the embedded links. • Per NASA travel memo “FY 2014 Revised Guidance for Conference Attendance and Travel” dated 2014 Mar 05