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– 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.

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.

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

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

Reimbursable In KindFederal Customer

• Travel authorized under federal customer travel orders.– The other Federal Agency puts the traveler on Invitational

Travel Orders.

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

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.

POC’s

• HQ Travel Manager: Barby Birch, 358-0316

• Reimbursable In Kind Travel: Dawn Feick, 358-2052 http://www.nasa.gov/offices/ogc/general_law/reimbursables.html

• HQ Reimbursable Travel: Debbie Randall, 358-1173