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NASA

Procedural Requirements

NPR 9700.1

Effective Date: September 30, Expiration Date: July 30, 2018

COMPLIANCE IS MANDATORY

Travel (w/change 3) dated September 12, 2011

Responsible Office: Office of the Chief Financial Officer

Table of Contents NID 9700.103 sets forth requirements for NPR 9700.1, Travel, Chapter 1 only and the NASA Travel Regualtions NFTRS set forth in NID 9700.2.

NID 9700.2 replaces Appendix A of NPR 9700.1. Use NID 9700.2 for NASA Travel Regulations Supplement (NFTRS) INSTEAD.

NID 9700.1A replaces Chapter 2 of NPR 9700.1. Use NID 9700.1A for NASA Conference Approval and Reporting

INSTEAD

Preface P.1 Purpose P.2 Applicability P.3 Authority P.4 Applicable Documents P.5 Measurement/Verification P.6 Cancellation

Chapter 1. Travel

1.1 Overview

1.2 Agency Requirements

Chapter 2. Requirements Relating to Conference Attendance

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2.1 Overview

2.2 Source of Requirements

2.3 Roles and Responsibilities

2.4 Applicability and Definition of "Conference" and "Reportable"

2.5 Foreign Conferences

2.6 NASA-Sponsored Conferences

2.7 The NF 1784 and NF 1785: NASA-Sponsored Conference Approval and Reporting

2.8 The NASA Conference Tracking System (NCTS)

2.9 Preparing Travel Requests and Vouchers

2.10 Reportable Expenses for NASA-Sponsored Conferences

2.11 Program Year 2009 Appropriations Spending Cap

2.12 Records Management

2.13 Conference Determination Chart

2.14 Frequently Asked Questions (FAQ)

Appendix A. NASA Federal Travel Regulations Supplement

(NFTRS) (USE NID 9700.2 INSTEAD)

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NPR 9700.1, Travel

Chg

Date Description/Comments

1 1/27/2009 Changes include additions to Appendix A to further clarify explanations so that travelers have a better understanding of the regulations as well as to accommodate the system's limitations of the new e-Travel system, and to outline the online process of applying for a Government travel charge card.

2 2/23/2010 Guidance in NPR 9700.1A, Appendix A, was revised related to travel issues, including electronic receipts (º 301-11.25), timing for reduce rate of reimbursement (º 301-11.205) and travel advance accounting and ATM issues (º301-51.204 & º 301-71.305). Also mentioned is the potential tax liability to the traveler related to º 301-10.22.

3 9/12/2011 NID 9312.89, Requirements Relating to Conference Attendance and Reporting, and NID 9312.72A, Requirements Relating to Conference Attendance, Obligations and Reporting, has been added as Chapter 2, added Chapter 2 to the Table of Contents, and updated Preface page with Authority and Measurement/Verification.

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Preface P.1 Purpose This NASA Procedural Requirements (NPR) document provides the financial management and reporting requirements for travel, conference attendance, and conference sponsorship.

P.2 Applicability This NPR is applicable to NASA Headquarters and NASA Centers, including Component Facilities and Technical and Service Support Centers. This language applies to the Jet Propulsion Laboratory (JPL), a Federally Funded Research and Development Center (FFRDC), and to other contractors, grant recipients, and parties to agreements only as specified in the appropriate contracts, grants, or agreements.

P.3 Authority

a. General Services Administration (GSA), Federal Travel Regulation (FTR).

b. NASA Policy Directive (NPD) 9010.2, "Financial Management."

c. NPD 9710.1V, Delegation of Authority - To Authoirze or Approve Temporary Duty Travel on Official Business and Related Matters.

P.4 Applicable Documents NASA Interim Directive (NID) 9312.2, Requirements Related to Conference Attendance, Obligations, and Expenditures (for adjustments to FY 2009 appropriated funds).

P.5 Measurement/Verification Quality assurance reviews and analysis of financial and budgetary reports and data submitted through the continuous monitoring program are used to measure compliance with this NPR.

P.6 Cancellation NM 9312-89, Requirements Relating to Conference Attendance and Reporting.

/S/ Terry Bowie NASA Deputy Chief Financial Officer

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Chapter 1. Travel

1.1 Overview

1.1.1 The National Aeronautics and Space Administration (NASA) travel management policies seek to improve the management and systems utilized by federal employees and contractors to enable efficient travel. These efforts involve:

a. Continuously evaluating travel and relocation programs and policies;

b. Examining new technologies and automated systems;

c. Analyzing the impact of current and proposed regulations, laws, executive orders, and international agreements;

d. Facilitating the Interagency Travel Management Committee (ITMC); and

e. Educating and training of federal travel professionals.

1.1.2 The General Services Administration's (GSA's) Office of Government-wide Policy's Center for Travel and Transportation Policy Formulation sponsors an Interagency Travel Management Committee (ITMC) that provides a forum through which federal agencies can exchange information and ideas for resolving common interests relating to the effective utilization of the Federal Travel Regulation (FTR). Through the ITMC, GSA strengthens lines of communication and disseminates information to agency representatives. To ensure compliance with internal agency rules and regulations, federal employees are referred back to his/her ITMC representative for direct assistance.

1.2 Agency Requirements

1.2.1 The Federal Travel Regulation (FTR), published by the General Services Administration (GSA), Travel and Transportation Management Policy Division, is the source for Federal policy on travel. The FTR is available at http://www.gsa.gov/ftr.

1.2.2 NASA Office of the Chief Financial Officer promulgates the Federal Management Requirements (FMR) to: (a) interpret statutory and other policy requirements in a manner that balances the need to ensure that official travel is conducted in a responsible manner with the need to minimize administrative costs, and (b) communicate the resulting policies in a clear manner to employees.

1.2.3 The NASA Federal Travel Regulation Supplement (NFTRS), contained here as Appendix A, is intended only to address matters for which NASA has authority or responsibility to set specific policy or establish specific procedures that apply only to NASA and matters not covered by the FTR. The FTR, as amended, should first be consulted regarding travel policy. It is incumbent upon NASA employee-travelers, authorizing and approving officials and financial management personnel to be familiar with the provisions of the FTR, in relation to their specific roles in the travel process.

1.2.4 Chapters 300 and 301 of the FTR are published by GSA in a plain language, question and answer, format. To facilitate the review of NASA-specific provisions related to the FTR and simplify Agency travel regulations, the FMR NFTRS is structured, formatted, and numbered consistent with the FTR. Only questions for which there are NASA-specific answers are included.

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INSTEAD

Chapter 2. Requirements Relating to Conference Attendance and Reporting

2.1 Overview.

This chapter sets forth requirements for planning and reporting conference costs and adhering to foreign conference attendance limits.

2.2 Source of Requirements.

2.2.1 Foreign Conference Attendance Limit. All recent appropriations acts governing NASA, including the Consolidated Appropriations Act for Fiscal Year (FY) 2010, limit NASA attendance at any one foreign conference to 50 NASA employees.

2.2.2 FY 2009 Funding Cap. The 2008 NASA Authorization Act limited NASA's 2009 conference-related expenses to $5 million. This funding limit was not extended and thus applies only to any program year (PY) for which PY 2009 funds still remain available for use.

2.2.3 Reports on NASA-Sponsored Conferences. The 2008 Authorization Act also required NASA to provide detailed quarterly reports to NASA's Office of Inspector General (OIG) on NASA-sponsored conferences costing more than $20,000. While this requirement was not continued in subsequent legislation, NASA will continue to collect and review this information internally.

2.2.4 Reports on All Conference-Related Costs. Congress also directed NASA to report all costs of both sponsoring and attending conferences in FY 2008 and FY 2009. Despite NASA's improved conference reporting process, this report proved very labor-intensive and costly to implement.

As Congress has not extended this requirement to subsequent years and as it is not in the best interests of the Agency to continue expending the considerable resources required to generate this report, it is no longer generated. However, the Agency continues monitoring these costs in less detail for internal use.

2.3 Roles and Responsibilities.

2.3.1 The Office of the Chief Financial Officer (OCFO) shall:

a. Maintain policies and procedures for conference-related data collection and reporting.

b. Coordinate the final review of the quarterly sponsored conference report.

c. Designate an Agency travel policy coordinator to oversee these processes and, in the event of conflicting determinations by conference points of contacts (POCs), to issue final determinations under this NPR.

2.3.2 Each Center Chief Financial Officer (CFO) and Official-in-Charge (OIC) of an HQ Office shall designate a conference reporting point of contact (POC) and an alternate POC for that Center or Office.

2.3.3 Each Center/Office Conference Reporting POC shall:

a. Help travelers, travel preparers, sponsoring organization POCs, and other Center/Office conference reporting POCs determine whether a given event meets this NPR's definition of "conference" and "NASA-sponsored" (see 2.4).

b. Help the NASA Conference Tracking System (NCTS) moderator and Agency travel policy coordinator resolve conference determination questions.

c. Provide guidance to sponsor organization POCs concerning the completion and submission of the NF 1784, NASA-sponsored event approval, NF 1785, NASA-sponsored conference reporting, and associated report forms.

d. Oversee the review and correction of their organization's data and other conference report information.

e. Provide other assistance as requested by the NCTS moderator and travel policy coordinator regarding the Center's/Office's conference-related matters.

f. Assist with local Center or Office training and awareness efforts pertaining to this NPR.

2.3.4 NASA Conference Sponsor Organizations. Each NASA organization that plans to sponsor a conference shall appoint a sponsor organization POC before making substantive plans and notify the cognizant Center/Office Conference Reporting POC of the name of the Sponsor Organization POC for the event.

2.3.5 Each Sponsor Organization POC shall:

a. Coordinate with the cognizant Center/Office conference reporting POC(s), beginning with the first stages of planning, to ensure they are aware of the event and to obtain their help with policy and determination questions.

b. For any conference sponsored, ensure the timely, accurate preparation of the NF 1784, fully substantiate its cost estimates and any supporting documentation, obtain approving official signature, and submit the signed form in a timely manner to NASA Shared Service Center (NSSC).

c. Upon submitting the NF 1784 and receiving the NCTS Identifier for the conference, ensure that NASA attendees are instructed to use the NCTS Identifier on travel documents. The NSSC Moderator will enter the conference into NCTS and send the NCTS Identifier to the POC.

d. Ensure the timely and accurate preparation and submission of the NF 1785 and associated conference report documents.

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e. Retain signed version of documents on behalf of the sponsoring organization in accordance with NPR 1440.6.

f. Provide other assistance as requested by the NCTS moderator and Agency travel policy coordinator with regard to the conference and its associated forms and reports.

2.3.6. Office of International and Interagency Relations (OIIR) shall:

a. Provide policy guidance regarding foreign travel and attendance related to foreign travel.

b. Review and coordinate certain conference-related foreign travel by NASA personnel.

c. Oversee the process to determine appropriate allocations in a timely manner for international conferences involving more than 50 NASA Federal employees who may seek to attend .

2.3.7 NSSC shall:

a. Assign an NCTS moderator to process requests for new conferences to be added to the NCTS database.

b. Maintain NCTS.

2.3.8 The NCTS moderator shall:

a. Maintain and monitor the Agency conference reporting mailbox.

b. Coordinate with the POCs and Agency travel policy coordinator to resolve any requests for conference determination and to update NCTS.

c. Assist the OCFO in maintaining reporting information received from conference sponsors and providing quarterly summaries to management.

d. Notify all Center/Office conference reporting POCs and alternates when conferences are added to NCTS.

2.3.9 NASA Enterprise Applications Competency Center (NEACC). The NEACC shall maintain and update regularly a list of NCTS codes available for selection in the electronic travel system travel authorization function code field, for use by travelers and travel preparers when preparing travel authorizations involving foreign and NASA-sponsored conferences.

2.3.10 Travelers, Travel Preparers, and Travel Approvers. All NASA travelers, travel preparers, and travel approvers are responsible for familiarizing themselves and complying with the requirements of this document.

2.4 Applicability and Definition of "Conference" and "Reportable."

2.4.1 Definition. For purposes of both conference reporting and foreign conference attendance limitation, the term "conference" means a meeting:

a. Held for consultation, exchange of information, or discussion.

b. Having speakers or discussion panels focusing on topical matters of interest and involving participation of a range of attendees from multiple agencies and/or nongovernmental entities.

c. At least part of which is held at a non-NASA facility (see FAQs 4-1 through 4-3 for more information on what constitutes a NASA facility).

d. Which is neither a NASA internal meeting (including operational meetings) nor formal training (see 2.4.2 and 2.4.3 below).

2.4.2 NASA Internal Meetings Are Excluded. The term "conference" does not include NASA internal meetings.

2.4.2.1 Definition of NASA Internal Meeting: Attendance and Subject Matter. A NASA internal meeting is a meeting attended only by:

a. NASA civil service employees, detailees, special Government employees, or individuals attending on NASA-issued invitational travel orders (NASA Attendees).

b. Employees of other Federal agencies, NASA contractors or subcontractors, or parties to intergovernmental or interagency agreements with NASA or the U.S. Government, when meeting on matters related to NASA's programs or operations.

c. NASA grantees, their principal investigators, and co-investigators, when meeting on matters directly related to the work performed under a grant. d. NASA Space Act Agreement partners or prospective partners, when meeting on matters directly related to the activities covered under the Agreement.

2.4.2.2 Routine NASA Business, NASA Public Affairs Events are Not Conferences.

a. The term "conference" does not apply to:

(1) Routine NASA business; such as program/project reviews and meetings of international government officials to coordinate technical, operational, or programmatic matters; site visits and launches; or advisory committee meetings.

(2) Public affairs events the general public may attend gratis.

b. If the sole purpose of the meeting is to discuss NASA business such as scientific/technical or administrative/management issues or priorities, plans, or activities for a specific NASA program, project, or mission support matter, then the meeting is not a conference for purposes of this directive.

c. If a meeting is, otherwise, an internal NASA meeting, the presence of outside speakers or facilitators does not in itself make the meeting a "conference."

2.4.3 Formal Training Is Excluded. The term "conference" does not apply to meetings limited to formal training of NASA employees.

2.4.3.1 Definition of Training. For purposes of this NPR, training is defined as a planned, prepared, and coordinated program, course, curriculum, subject, system, or routine of instruction or education in scientific, professional, technical, mechanical, trade, clerical, fiscal, administrative, or other fields intended to improve individual and organizational performance and assist in achieving the Agency's mission and performance goals.

2.4.3.2 Training versus Conference.

a. An established course of instruction in a substantive field in a classroom setting is not a conference, and holding such a course at a rented

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b. However, if a conference has a training aspect (e.g., helps employees maintain certifications or earn continuing education credits) but more closely meets the definition of "conference" than that of "training," it shall be treated as a conference. Many conferences present substantive educational information that does not meet the definition of formal training.

2.5 Foreign Conferences.

2.5.1 General. The requirements of this NPR do not replace, but are in addition to, other Agency or Center foreign travel approval requirements.

2.5.2 Attendance Limit. In recent years, NASA's annual Appropriations Acts, most recently the 2010 Consolidated Appropriations Act, have stated that no more than 50 NASA employees may attend a conference held outside the U.S. This limitation includes employees whose travel is fully reimbursable.

2.5.3. Definition of Foreign Conference.

2.5.3.1 United States. "United States," as defined in the Federal Travel Regulations (FTR), means the 48 contiguous states, the District of Columbia, and the states and areas defined under the term "Non-Foreign Area." Non-Foreign Area includes Alaska and Hawaii, the Commonwealths of Puerto Rico, Guam, and the Northern Mariana Islands, and the territories and possessions of the U.S. (excluding the Trust Territories of the Pacific Islands). (See FTR § 300-3.1)

2.5.3.2 NASA Facilities Outside the U.S. For purposes of this attendance limit, an event that would normally not be considered a "conference" because it is held entirely at a NASA facility shall be considered a "foreign conference" if the facility is outside the U.S., provided all other elements of the "conference" definition are met .

2.5.4 Non-Program Travel. Foreign conferences are "non-program" foreign travel. (See Appendix A.) If a trip combines travel to a foreign conference with other purposes, the procedures for "non-program" travel shall be followed.

2.5.5 Foreign Conference POCs.

2.5.5.1 Purpose. To better coordinate NASA's foreign conference-related travel, each Center and HQ Office shall designate a single POC to coordinate and monitor such travel.

2.5.5.2 All foreign travel and foreign conference POCs shall be identified to OIIR.

2.5.6 NCTS and Foreign Conferences. NCTS (See Paragraph 2.7) is an automated Web-based system that assigns each NASA-sponsored or foreign conference a unique identifier to facilitate cost and attendance tracking. NCTS also enables foreign conference travel approvers to register the name of a prospective attendee and receive automated verification that the attendance limit has not been reached prior to approving that attendee's travel. NCTS automatically accepts requests up to an Agency moderator-established first threshold, permitting automatic NCTS approval of names for conferences that only a small number of NASA employees are expected to attend. For conferences for which a larger NASA attendance appears likely, once the initial threshold has been reached, the moderator manually accepts registration for the remaining spaces as approved by OIIR, working with other offices and Centers to determine Agency-wide allotments, never exceeding 50 total.

2.5.7 Process.

2.5.7.1 NCTS Identifier. All persons preparing travel documents for foreign conference attendance shall include the NCTS Identifier on all associated travel documents.

2.5.7.2 Travel Approvers. A ll approvers remain responsible for approving only those foreign conference travel authorizations that fall within the threshold of 50 attendees (NASA-wide) to any one foreign conference and shall not approve such travel before receiving NCTS approval.

2.5.7.3 OICs and Foreign Travel Coordinators shall ensure that:

a. Foreign travel authorizations are submitted at least four weeks before the planned departure date.

b. Foreign travel reports are submitted weekly to OIIR.

c. The NCTS is used consistently.

2.5.7.4 Center or Office Foreign Travel Procedures. Once approved in NCTS, travel authorizations associated with foreign conferences shall be processed for approval in accordance with other established Center or HQ procedures for foreign travel.

2.5.7.5 Supervisor Approval Required.

Note: NCTS approval pertains only to the 50-person limit; it in no way removes the need for travelers to secure their supervisor's approval to attend a given conference nor supersedes a supervisor's disapproval of a request to attend a given conference.

2.6 NASA-Sponsored Conferences.

2.6.1 Definition of "NASA-Sponsored Conference." A NASA-sponsored conference is a "conference" as defined in 2.4 above, of which NASA is a "primary sponsor" as defined in 2.6.2 and 2.6.3 below.

2.6.2 Definition of "Sponsor" (Also see "Primary Sponsor," 2.6.3).

2.6.2.1 Costs Constituting Sponsorship. NASA is considered a "sponsor" if it funds costs:

a. For hosting (e.g., facility rental) or underwriting (e.g., financial support to another sponsor of the conference, brand awareness, etc.).

b. That are more than de minimis, i.e., that are a significant, not just a minor, share of total conference expenses.

2.6.2.2 Costs Not Constituting Sponsorship. NASA is not considered a sponsor based solely on participation costs, such as for:

a. Civil service employees' travel.

b. Exhibitions and presentations.

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2.6.3 Definition of "Primary Sponsor." NASA is considered a primary sponsor only if it is the principal sponsor of the event or one of the principal cosponsors if there are multiple sponsors.

2.6.3.1 In comparing co-sponsors' costs to determine whether NASA is a primary sponsor versus a minor sponsor, only sponsorship costs, not travel costs, shall be considered.

2.6.3.2 If NASA pays (to the best of its information) approximately the same as or more than the other largest payers of hosting costs, it is considered one of the primary sponsors.

2.6.3.3 If the largest contributor pays substantially more in hosting costs than NASA (e.g., over twice what NASA pays), NASA is not considered a primary sponsor.

2.6.3.4 For assistance determining whether NASA is a primary sponsor of a given conference, sponsors and attendees shall consult their Center POC. A list of Center POCs can be found at http://conference.nasa.gov.

2.6.4 Conferences Sponsored by NASA Grantees and Cooperative Agreement Partners.

If a NASA grantee or cooperative agreement partner sponsors a conference, NASA is not typically considered the sponsor, even if part of the award is used to pay conference hosting costs, since these awards are program-specific. However, if the agreement or grant specifically requires the recipient to host (and not just disseminate results at) a conference on behalf of NASA, the conference is considered sponsored by NASA and is reportable if it meets the requirements of Section 2.7.2.2 below (i.e., it is a "conference" per Section 2.4, NASA is a primary sponsor, and the total cost to NASA is over $20,000).

2.6.5 Multiple NASA Organizations Co-Sponsoring One Conference. If multiple NASA Offices or Centers fund a conference, the Office or Center responsible for the event's overall planning and sponsorship shall be responsible for determining whether it is a conference, approving the site selection, contracting for facilities and services, and preparing and submitting the associated NF 1784 and post-conference report, including the NF 1785.

2.6.6 Cost-Effective NASA-Sponsored Events.

2.6.6.1 Use of NASA or Federal Sites.

a. For both conference and non-conference events primarily sponsored by NASA, NASA sponsor organizations shall take reasonable efforts to determine if there is a NASA or other Federal facility available for the event on a more cost-effective basis that satisfies the event objectives.

b. If a NASA conference sponsor organization selects a non-Federal facility as the conference site, the NASA sponsor shall clearly explain on the NF 1784 (see Section 2.7 below) the reason for this choice.

2.6.6.2 Additional Considerations Regarding Cost and Appropriateness.

a. NASA sponsors shall comply with Government-wide regulations on conference planning. (See 41 CFR 301-74 ( http://www.access.gpo.gov/nara/cfr/waisidx_09/41cfr301-74_09.html ).

b. Being mindful of cost considerations, planners shall give precedence to s ites within the proximity of a NASA Center meeting "local" travel requirements for local attendees, whenever such sites would meet the event objectives, to reduce the number of attendees requiring TDY travel and lodging accommodations.

c. In addition to cost considerations, NASA organizations planning to sponsor an event shall be conscious of appearances in selecting the event site.

(1) Planners shall avoid selecting destinations likely to create an appearance that the event is wasting Government resources in order to facilitate personal vacations or entertainment for employees.

(2) Planners shall take care to select event locations that are cost-justified and appropriate to the purpose of the event and that minimize, to the greatest extent possible, any appearance of impropriety.

d. NASA event sponsor organizations shall also be cognizant of the appearance concerns inherent in some forms of collateral entertainment, such as golf tournaments, hospitality suites, and onsite gambling facilities and, to prevent the public perception that Federal funds are being used inappropriately, schedule such events only during off-duty hours and clarify that they are voluntary and that participants are responsible for their own associated costs.

2.6.7 Funding and Collection of Fees.

2.6.7.1 As a general rule, Federal agencies lack authority to collect registration fees for conferences or other events they sponsor.

a. Agencies shall not supplement their appropriated funding for an event by collecting conference fees, exhibitor fees, attendance fees, or sponsorship fees from other persons or entities.

b. NASA shall not use contractors to accomplish what the Agency is prohibited from doing accordingly.

(1) Conference planners shall not collect fees to offset the Agency's costs of hosting a conference.

(2) Before retaining a professional conference planner, the Agency shall ascertain that enough appropriated funds are available to pay the contractor's costs.

(3) Even if a Space Act Agreement allows the partner to collect registration fees, doing so may raise other fiscal concerns, such as augmentation of Agency appropriations; in such situations, planners shall consult with their appropriate local counsel before proceeding.

(4) NASA shall not solicit NASA contractors or other non-NASA entities to contribute to NASA events without prior consultation with their local CFO's and counsel's offices.

c. NASA employees shall not enter into arrangements with outside entities or persons for sponsorship of meals, refreshments, or entertainment for or at NASA events without prior consultation with their local CFO's and counsel's offices.

(1) Outside sponsorship does not become allowable simply because there are no or insufficient appropriated funds for an event.

(2) Corporate sponsorship may raise appearance or gift issues. NASA event planners shall refrain from making arrangements involving corporate sponsorship until local counsel has fully reviewed and approved the sponsorship and associated arrangements.

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(3) NASA shall not solicit NASA contractors or other non-NASA entities to contribute to these aspects of NASA events.

d. Certain circumstances may afford cost-sharing opportunities. For instance, in some cases, NASA and a contractor may sign a no-cost contract under which each party bears certain costs and the contractor collects fees to offset its own costs. However, no NASA sponsor organization shall enter into any such agreements or structure an event to permit acceptance of fees or services before seeking advice from their local CFO's and counsel's office.

2.6.8 Using Appropriated Funds for Food, Refreshments, and/or Entertainment at Conferences. 2.6.8.1 General Prohibition, Limitations, and Requirements. GAO case law generally prohibits agencies from using appropriated funds to pay for food at agency-sponsored events because food is a personal expense. a. NASA may use appropriated funds for meals or entertainment only in certain limited exceptions in 2.6.8.2 through 2.6.8.6 below.

b. Even when such use is not prohibited, employees shall try to avoid structuring events to provide food unless necessary to achieve the Agency's goals.

c. If an organization believes that use of appropriated funds for food or entertainment at a NASA-sponsored conference is permissible under one or more of the exceptions in 2.6.8.2 through 2.6.8.6 below:

(1) The Approving Official (see 2.7.1.4) shall explain the rationale for providing food under the applicable exception(s) in Section VI of NF-1784 (see 2.7.1), seeking guidance from their local CFO's and counsel's office as needed.

(2) The sponsoring office shall provide clear written reminder(s) (e.g., via event Web sites, applications, announcements, e-mails, etc.) to all attending employees to exclude from their travel vouchers reimbursement requests for any meals already provided at Government expense.

d. Under the circumstances described in 2.6.9.1, NASA shall not provide food to non-Federal persons, unless they pay for their own food in an appropriate manner that does not augment the Agency's appropriations, e.g., under a no-cost contract between NASA and the contractor, where fees for food/refreshments go to the contractor. 2.6.8.2 Exception: Formal Conferences.

a. The Government Employees Training Act (5 U.S.C. § 4110) allows agencies to spend appropriated funds "for expenses of attendance at meetings which are concerned with the functions or activities for which the appropriation is made."

b. Pursuant to this authority, these expenses may include meals and refreshments at a formal, NASA-hosted conference when:

(1) The meals and refreshments are incidental to (i.e., are associated with, or occur as a consequence of) the conference.

(2) Attendance at the meals and during the refreshments is important for NASA to ensure the full participation of attendees in essential discussions, lectures, or speeches concerning the purpose of the conference.

(3) Substantial conference functions also occur at other times than when food is served.

c. The definition of a "formal" conference, for purposes of establishing that food may be provided, is one that includes: topical matters of interest, the participation of multiple agencies and/or nongovernmental participants, a published substantive agenda, registration, and scheduled speakers or discussion panels.

(1) Meetings that discuss business matters internal to NASA or other topics with little relevance outside NASA do not constitute formal conferences. In most cases, NASA shall not use appropriated funds to provide meals and refreshments at such events.

(2) Conference sponsors who intend to use a Government purchase card to pay for any or all of such food and refreshments shall comply with Procurement Information Circulation 10-14 and other applicable procurement guidance.

2.6.8.3 Exception: NASA-Sponsored Conference Venues where Food Costs are

Non-Negotiable.

a. If a venue provides food and/or refreshments as part of its facility rental package and, following request by NASA, the venue will not negotiate the cost for the food out of the package, the Agency may pay the full fee and allow the food/refreshments to be provided.

b. However, if a venue offers to negotiate an option to either exclude or include food/refreshments as part of a package deal, the exception allowed in 2.6.8.3.a for non-negotiable food costs shall not apply.

(1) In cases such as 2.6.8.3.b above where the venue will negotiate out the food/refreshments and their associated charges, the NASA organization may only accept a package that excludes the food/refreshments and saves the associated costs.

(2) The standard for non-negotiability is met only if the venue negotiates an entire package that includes food and declines to negotiate a lesser rate that excludes the food. If the Agency refuses the meals and refreshments, it is still charged the full package amount: i.e., where the charge is the same regardless of whether the venue provides the food and/or refreshments or not.

(3) If food is paid for with appropriated funds because the non-negotiability standard is met as described above, the employees' per diem shall be reduced to reflect any meals provided. No per diem reduction is necessary to account for provision of a simple water and coffee service, as that is considered de minimis (i.e., insignificant in the pertinent context).

2.6.8.4 Exception: Food at Awards Ceremonies. Rules governing use of appropriated funds for food, refreshments, and other purposes differ in the case of awards ceremonies (including ceremonies held in conjunction with a conference) as opposed to conferences as follows.

a. The Government Employees Incentive Awards Act allows use of appropriated funds for awards to Federal employees.

(1) The Act likewise allows use of appropriated funds for necessary expenses connected with honorary recognition of those employees, including food and refreshments for attendees at an awards ceremony.

(2) The Act provides no authority to use appropriated funds to honor non-employees.

b. Appropriated funds may only be used to provide food and/or refreshments for such awards ceremonies if:

(1) The event includes presentation of the awards in front of an audience other than awardees.

(2) The Agency has determined that the food/refreshments will materially enhance the ceremony.

(3) The food/refreshments are appropriate for the given circumstances and are served as part of the ceremony.

c. While light refreshments such as snacks, cake, hors d'oeuvres, sodas, and punch are typically appropriate for most awards ceremonies, meals are

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2.6.8.5 Exception: Food at Receptions and Representation Events. Each year, NASA receives a small amount of appropriated funding, known as the Official Representational Fund (ORF) or the "Administrator's Fund," to use for official receptions and other representation purposes. If a NASA organization wants to use appropriated funds to purchase food and refreshments for an event that has a reception or representation purpose, but none of the exceptions described above (training, conference, awards ceremony) apply, it may be permissible to use ORF funds for this purpose. For information on when the funds may be used and the process for applying to the Administrator's office for such use, see NPD and NPR 9050.1, Official Representational Fund.

2.6.8.6 Exception: Food for Training Events. Per the Government Employees Training Act (5 U.S.C. § 4109), agencies may spend appropriated funds to reimburse employees (though not non-employees) for necessary expenses, including food and refreshments, incident to an authorized training program.

2.6.8.7 NASA-Sponsored Events at which Attendees Pay for their Own Food Expenses. NASA may also arrange for food to be provided at a NASA-sponsored event, as long as NASA structures the event in such a way that:

a. Attendees pay for their own food.

b. The Agency's appropriations are not thereby augmented.

(1) That is, NASA shall not set up a contract with a venue that includes providing food and then collect fees to offset NASA's costs.

(2) However, if the venue permits it, the NASA sponsor organization may arrange (outside NASA's contract) for an individual employee to collect attendee payments for food and pay them directly to the venue. For example, a venue may be willing to provide box lunches outside of the event contract and be paid directly by the attendees on the day of the event.

(3) Another option is for the venue to set up a pay-for-food kiosk where attendees can buy food onsite.

2.6.9. Using Appropriated Funds to P ay Travel Expenses for Non-Federal Participants .

2.6.9.1 General Prohibition. NASA is prohibited by law from using appropriated funds to pay for the travel, transportation, and/or subsistence of non-Federal attendees at meetings. "Meetings" in this context includes NASA-sponsored events , such as conferences.

2.6.9.2 Exception: "Employees" under FTR Section 301-1.2 ( Invitational Travelers and Intermittent Employees). NASA may pay for travel, transportation, and subsistence of persons who meet the definition of "employee" under FTR Section 301-2 (for example, invitational travelers and special G overnment employees) that perform a direct benefit for NASA.

a. In such cases an official NASA travel authorization shall be required.

b. For details, see Appendix A, Part 301-32.

2.6.10 Related Information on NASA Payments for Civil Service Employees Travel Expenses.

2.6.10.1 Payments to venue for food and lodging of civil service employees on travel. Whether for a conference or other type of travel, NASA may pay a venue directly for meals and/or lodging for civil service employees on travel, provided payments are consistent with statutory and regulatory limits on per diem and actual amounts and employee travel reimbursement claims are reduced to account for the meals and/or lodging provided. See the travel section of this NPR for further information.

2.6.10.2 Payment for "light refreshments" for civil service employees on travel to an official event. Similarly, whether for conference or other travel, NASA may pay for "light refreshments" for NASA employees on travel to an official event. See the travel section of this NPR for a definition of the persons covered by this provision, allowable types of refreshments, and related guidance.

2.6.11 Mementos, Awards, and Speakers' Gifts.

2.6.11.1 Necessary versus Optional Items.

a. Appropriated funds may be used to purchase items for attendees that are necessary for the proper functioning of a conference, such as nametags, notepads, and pens.

b. In general, appropriated funds shall not be used to purchase tokens, gifts, or souvenirs or to distribute such items to Federal employees, invited speakers, or other outside persons at a NASA event.

2.6.11.2 Recognition and Awards.

a. NASA may provide NASA employees appropriate recognition, including official awards for performance of their official duties, as determined by their supervisors in accordance with NPR 3451.1, NASA Awards and Recognition Program.

b. Official representation funds may be used for presentation items to non-NASA speakers if the requirements of NPD and NPR 9050.1, Official Representation Fund, are met.

2.6.11.3 Mementos and Informational Items.

a. NASA has relied on its statutory authority to disseminate information about its programs and activities and the results thereof as a basis to purchase and distribute items of nominal value, such as bookmarks and posters that provide information about NASA programs or missions and related scientific, technical, engineering, and mathematics (STEM) topics.

b. Planners shall ensure there is a link between the type of item selected and the authorized Agency function to disseminate information.

c. If the items are appropriate for purchase and suitable for the particular audience, these types of inexpensive, informational items may be distributed at a NASA event.

d. No such purchases shall be made unless approved in advance by the local Office of Communication, with guidance from the local CFO's and counsel's office as needed.

e. In addition, planners shall not purchase or distribute items that have intrinsic value to the recipient beyond the message they provide (e.g., clothing items, ice scrapers, key chains).

2.6.11.4 Advertising. NASA necessarily uses various methods to publicize an event. In so doing:

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a. NASA employees shall avoid giving the appearance that the Agency is endorsing an outside entity, such as posting corporate logos on a NASA Web site.

b. The NASA Insignia (including "the Meatball"), initials, or name may be used only in accordance with Federal regulations and with the approval of the NASA Public Affairs Office.

c. No NASA employee shall permit an outside entity to use the NASA Insignia without first obtaining permission from NASA HQ to do so.

2.7 The NF 1784 and NF 1785: NASA-Sponsored Conference Approval and Reporting.

2.7.1 NF 1784, the NASA-Sponsored Event Approval Form.

2.7.1.1 Purpose. The NF 1784 estimates the probable cost and attendance of a future NASA-sponsored conference. It also ensures that, per the FTR and the NASA FTR Supplement (NFTRS), the sponsoring office has developed cost estimates for several alternative venues to support the approving official's site decision, has considered NASA or other Federal sites, and has analyzed and made reasonable efforts to control food and beverage costs.

2.7.1.2 Required Use. An NF 1784 is required for any conference of which NASA is a primary sponsor as defined in 2.6.3.

Note: If an event is not a "conference," no NF 1784 is required. Sponsors of non-conference events who choose to use an NF 1784 (e.g., for planning or procurement documentation) shall not submit it to NSSC.

2.7.1.3 Preparing the NF 1784.

a. Forms and Instructions. The NF 1784, detailed instructions, and further guidance are available at http://conference.nasa.gov .

b. A searchable database of NF 1784s and Post-Conference Reports (including NF 1785s) of previous conferences is available at https://search.nssc.nasa.gov/search/general.html . Documents for a particular conference can be found by using the first "Text" search field and inputting between asterisks the NCTS Identifier of the conference for which you wish to search, e.g. *13544-09.*

2.7.1.4 Signatures.

a. Sponsor Organization POC. The Sponsor Organization POC shall review the NF 1784 for completeness and accuracy, sign it, and be prepared to fully substantiate the cost estimates and any supporting documentation to the satisfaction of the approving official.

b. Approving Official: Conferences below $100,000. A responsible senior executive in the Senior Executive Service (SES) or, if there is no SES, a senior-level or scientific or professional position (SL/ST) within the sponsoring organization shall approve and sign the NF 1784.

c. Approving Official: Conferences above $100,000. For events with total estimated costs, including travel, of at least $100,000, the approving official signing the NF 1784 shall be:

(1) For HQ organizations within a Mission Directorate (MD), the cognizant official no more than two-levels below the MD Associate Administrator (AA).

(2) For HQ organizations that report directly to the Administrator rather than to an MD AA, the cognizant official no more than one-level below the head of that organization.

(3) At Centers, the cognizant official no lower than the level of a Directorate head or equivalent (e.g., Chief Financial Officer, Chief Counsel, etc).

2.7.1.5 Submitting the NF 1784. The sponsoring organization POC shall e-mail a final signed NF 1784, along with required supporting information:

a. To the NSSC (NSSC@NASA.gov), and the sponsoring organization's Center or Office Conference Reporting POC in PDF form, with the e-mail subject line "NF 1784" followed by the NCTS Identifier number and the event's official name.

b. At least 30 days before the start of the event.

2.7.1.6 NF 1784 to be Submitted Before Funds Committed.

a. The sponsoring office POC shall ensure that the NF 1784 has been submitted to NSSC and approved before they request any contracting officer to execute agreements or contracts with conference locations, caterers, or anyone else providing conference services to the Agency.

b. No non-refundable funds shall be committed for the event (e.g., site deposit, catering contracts, etc.) before a completed NF 1784 is submitted to

NSSC.

c. An exception shall be allowed for conference support contractor costs associated with preparations leading up to and including event site selection and preparing the NF 1784.

2.7.2 Post-Conference Report Forms (Including the NF 1785).

2.7.2.1 Purpose. The Post-Conference Report records a conference's actual costs, attendance data, contract features, and other related information.

It is used for internal management reviews and made available as appropriate for external reviews. The NF 1785 is a key summary document that forms part of this report and is signed by the sponsor organization POC and the approving official as described below. It is not the entire report, but rather summarizes estimates developed in other parts of the report.

2.7.2.2 Required Use.

a. A Post-Conference Report is required for any NASA-sponsored event for which all three of the following are true:

(1) It is a conference, as "conference" is defined in 2.4.

(2) NASA is a primary sponsor as "primary sponsor" is defined in 2.6.3.

(3) Its total actual cost to NASA (including both sponsorship costs and NASA travel costs) exceeds $20,000 .

b. If the criteria in a.i or ii do not apply to the event, no post-conference report or NF 1785 shall be required for it, but an amended NF-1784 shall be submitted to the NCTS moderator, signed by the sponsor organization POC, clearly indicating that the event has subsequently been determined either not to be a conference or not primarily sponsored by NASA. Upon receipt the NCTS moderator will remove the event from the list of

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2.7.2.3 Preparing the Post-Conference Report/NF 1785.

a. Forms and Instructions. Detailed instructions, samples, and templates (where practicable) for the Post-Conference Report, including the NF 1785 and other required displays, are available at http://conference.nasa.gov .

b. A searchable database of NF 1784s and Post-Conference Reports (including NF 1785s) of previous conferences is available at https://search.nssc.nasa.gov/search/general.html . Documents for a conference can be found by using the first "Text" search field and inputting between asterisks the NCTS Identifier of the conference for which you wish to search, e.g. *13544-09.*

2.7.2.4 Required Signatures.

a. Sponsor Organization POC. The sponsor organization POC shall review the Post-Conference Report for completeness and accuracy, sign the NF 1785, and be prepared to fully explain the report's contents to the…