NPR 9710.1.pdf

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NASA

Procedural Requirements

NPR 9710.1

Effective Date: June 20, 2018

Expiration Date: June 20, 2023

COMPLIANCE IS MANDATORY FOR NASA EMPLOYEES

General Travel Requirements (Updated with Change 2)

Responsible Office: Office of the Chief Financial Officer

Table of Contents Change History

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

Chapter 1. Overview

1.1 Overview

1.2 Agency Requirements

1.3 Roles and Responsibilities

Chapter 2. Official and Local Travel; Travel Authorization and Approval

2.1 Local Travel

2.2 Official Travel; Arranging for Travel Services

2.3 Authorization Requirements

2.4 Amendments to Travel Authorization

2.5 Cancellation of Authorizations

2.6 Approval of Authorizations

2.7 Post-Travel Authorizations

NPR 9710.1 -- TOC

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NPR 9710.1 -- TOC Page 1 of 38 https://nodis3.gsfc.nasa.gov/main_lib.html https://nodis3.gsfc.nasa.gov/lib_docs.cfm?range=9___ https://nodis3.gsfc.nasa.gov/adv_search.cfm https://nodis3.gsfc.nasa.gov/

2.7 Post-Travel Authorizations

Chapter 3. Arranging and Paying for Travel Expenses

3.1 Allowable Methods of Payment

3.2 Cash and ATM Advances

3.3 Accounting for Travel Advances

3.4 Sponsored Travel/Allowable Non-NASA Methods of Payment

Chapter 4. Travel Claims and Reimbursement

4.1 Travel Expense Vouchers

4.2 Voucher Documentation Requirements

Chapter 5. Allowable Transportation Expenses

5.1 Methods of Transportation

5.2 Transportation Expenses for Indirect Routes

5.3 Official Travel in Conjunction with Leave

5.4 Common Carrier Transportation

5.5 Other-Than-Coach Class Airline, Train, and Ship Accommodations

5.6 Privately Owned Vehicle (POV)

5.7 Constructive Cost (Cost Comparison)

5.8 Special Conveyances

5.9 Taxicabs, Shuttle Services, or Other Courtesy Transportation

5.10 Rental Car

Chapter 6. Allowable Subsistence and Miscellaneous Expenses

6.1 Lodging, Meal and Incidental Expenses (M&IE) Overview

6.2 Lodging Allowances

6.3 Miscellaneous and Incidental Expenses

Chapter 7. Foreign Travel

7.1 Foreign Travel Overview

7.2 Authorization and Approval of Foreign Travel

7.3 Foreign Training

7.4 Passport and Documentation Requirements

7.5 Returning from Foreign Travel

Chapter 8. Travel Under Special Circumstances

8.1 Travel Expenses Based on Disabilities or Special Needs

8.2 Upgrade Approvals based on Mission Criteria

NPR 9710.1 -- TOC

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NPR 9710.1 -- TOC Page 2 of 38

8.3 Emergency Travel

8.4 Remote Work

Chapter 9. Travel Upgrades, Promotional Materials, and Frequent Traveler Programs

9.1 Allowances for Use of Travel Upgrades

9.2 Allowances for Use of Promotional Materials and Frequent Traveler Programs

Chapter 10. Travel Provisions for Non-Employees and Invitational Travelers

10.1 Invitational Travel for Non-Employees

10.2 Pre-Employment Interview Travel

10.3 Cost Sharing for Formal Training

10.4 Witnesses and Jurors

Appendix A. Acronyms

NPR 9710.1 -- TOC

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NPR 9710.1 -- TOC Page 3 of 38

NPR 9710.1 General Travel Requirements

Change History

Chg # Date Description/Comments 2 06/28/2021 Information updated in this NPR is an administrative change to incorporate Chapter 8, section 8.4 to align with NPR 3600.2 NASA Telework Program, Chapter 6 Remote Work.

1 08/21/2019 Updated with Change 1 to align Chapter 7, section 7.2.2 with Office of International and Interagency Relations and Center's foreign travel process.

NPR 9710.1 --

ChangeHistory

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NPR 9710.1 -- ChangeHistory Page 4 of 38

Preface P.1 Purpose This National Aeronautics and Space Administration (NASA) Procedural Requirement (NPR) sets forth NASA's general requirements regarding local and official Government travel for employees.

The NPR supplements the Government-wide Federal Travel Regulation (FTR), 41 Code of Federal Regulations (CFR) Subtitle F, promulgated by the General Services Administration (GSA).

P.2 Applicability

a. This NPR is applicable to all employees subject to 41 CFR Subtitle F, including temporary and intermittent employees, and those at NASA Headquarters and all NASA Centers, including Component Facilities and Technical and Service Support Centers. As a general rule it does not apply to contractors (including the Jet Propulsion Laboratory (JPL) (a Federally-Funded Research and Development Center (FFRDC)) or their employees, recipients of grants, cooperative agreements, or other agreements except to the extent specified or referenced in the applicable requirements for contracts, grants, or agreements; however, this NPR and its related requirements does apply to supplement 41 CFR Subtitle F provisions for travel for invitational travelers and non-employees like family members (which could include contracted employees traveling in their personal capacity) and other travel requirements.

b. In this NPR, all document citations are assumed to be the latest version unless otherwise noted.

c. In this NPR, all mandatory actions (i.e., requirements) are denoted by statements containing the term "shall." The terms: "may" or "can" denote discretionary privilege or permission, "should" denotes a good practice and is recommended, but not required, "will" denotes expected outcome, and "are/is" denotes descriptive material.

P.3 Authority

a. Travel, Transportation and Subsistence, 5 United States Code (U.S.C.) §5701 et seq.

b. Federal Travel Regulations (FTR) 41 Code of Federal Regulations (CFR) Subpart F (§300-1 et seq.).

c. NASA Policy Directive (NPD) 9010.2, Financial Management.

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

e. NPR 9730.11, Travel Card.

f. NPR 9790.1, Payment of Travel Expenses for Non-Federal Employees.

P.4 Applicable Documents and Forms

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NPR 9710.1 -- Preface Page 5 of 38

a. Expenses of Training, 5 U.S.C. § 4109.

b. Acceptance of Travel and Related Expense from Non-Federal Sources, 31 U.S.C § 1353.

c. Preparation and Submission of Appropriations Requests to the President, 31 U.S.C. § 1108(g).

d. Federal Employees Clean Air Incentives Act - Public Law (Pub. L) 103-172.

e. Consolidated Appropriations Act, General Provisions - Public Law (Pub. L) 115- 31 Div. B, Title V, Sec. 525.

f. Types of Passports, 22 CFR § 51.3(b).

g. Federal Travel Regulation System, 41 CFR Subpart F (§ 300-1 et seq.)

h. Temporary Duty (TDY), Travel Allowances, 41 CFR § 301-2.1.

i. Travel of an Employee with Special Needs, 41 CFR § 301.13.

j. Transportation, Expenses, 41 CFR § 301-10.309.

k. Emergency Travel, 41 CFR § 301-30.4.

l. TDY Travel Allowances, 41 § CFR 301-70.102.

m. Pre-Employment Interview Travel, 41 CFR § 301-75.

n. Payment of Travel Expenses from a Non-Federal Source, 41 CFR § 304.1.

o. NPD 2540.1, Personal Use of Government Office Equipment Including Information Technology.

p. NPD 3410.2, Employee and Organizational Development.

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

r. NPR 3600.1, Attendance and Leave..

s. NPR 3600.2, NASA Telework Program.

t. NPR 3713.1, Reasonable Accommodations Procedures.

u. NPR 9730.11, Travel Card.

v. NPR 9750.10, Extended TDY.

w. NPR 9790.1, Payment of Travel Expenses from a Non-Federal Source.

x. NHQ Form 1167, Request for Approval of Foreign Training, Non-Program Travel, or Gifts of Travel from Non-Federal Sources.

y. NHQ Form 1676, NASA Scientific and Technical Document Availability Authorization (DAA).

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

NPR 9710.1 -- Preface This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 9710.1 -- Preface Page 6 of 38 through the continuous monitoring program will be used to measure compliance with this NPR.

P.6 Cancellation

a. NPR 9700.1, Travel (w/change 3), dated September 12, 2011.

b. NID 9700.1A, NASA Conference Approval and Reporting, dated October 8, 2014.

c. NID 9700.2, Appendix A, NASA Travel Regulations Supplement, dated June 18, 2014.

d. NASA Interim Directive (NID) 9700.103, Supplemental Premium Travel Procedural Requirements, dated August 6, 2015.

NPR 9710.1 -- Preface This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 9710.1 -- Preface Page 7 of 38

Chapter 1. Overview

1.1 Overview

1.1.1 The 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 procedures and results.

b. Examining new technologies and automated systems.

c. Analyzing the impact of current and proposed laws, regulations, Executive Orders, and international agreements.

d. Participating in GSA's Government-wide travel initiatives, including the Senior Travel Official Council and other travel policy and system coordination groups.

e. Educating and training Federal travel professionals and travelers.

1.1.2 NASA's policy is to comply with all related directives and regulations in administering the requirements for official Government travel.

1.2 Agency Requirements

1.2.1 The Federal Travel Regulations (FTR) 41 CFR Subpart F, published by the General Services Administration (GSA), is the source for Federal policy on all travel provisions. The FTR implements statutory requirements and Executive branch policies for travel by Federal civilian employees and others authorized to travel at Government expense.

1.2.2 This NPR is a supplement to the FTR to (a) interpret regulatory and other procedural 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 NASA employees and travelers.

1.2.3 Since this NPR is a supplement to the FTR, it is incumbent upon NASA employees/travelers, authorizing and approving officials, and financial management personnel to be familiar with the provisions of 41 CFR Subtitle F, in relation to their specific roles in all travel related processes.

1.3 Roles and Responsibilities

1.3.1 The Agency Office of the Chief Financial Officer: Serves as the Agency-wide lead for all matters relating to policy, regulations, requirements, other guidance, and internal controls, as necessary for NASA's travel program in accordance with the FTR and other regulatory requirements.

The OCFO develops and implements NASA policy, regulations, procedures, and other guidance and works closely with the NASA Shared Services Center and Center travel management personnel regarding policies and procedures for NASA's travel program. OCFO's Director for Policy shall be responsible for maintaining this NPR, deciding requests for blanket authorizations, special approvals not otherwise specified in this NPR, or obtaining a waiver from NASA's requirements when not

NPR 9710.1 -- Chapter1 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 9710.1 -- Chapter1 Page 8 of 38 contrary to 41 CFR; providing guidance in situations not clearly covered by these policies or 41 CFR Subtitle F; and representing the Agency in travel appeals to the Civilian Board of Contract Appeals

(CBCA).

1.3.2 The NASA Shared Services Center: Serves as the Agency-wide shared services lead for the oversight and management of centrally managed travel-related processes such as NASA's travel audit services, in accordance with NASA's policies and 41 CFR Subtitle F and other regulatory requirements. The NSSC also serves as the liaison between the travelers and their Center's Travel Point of Contact and NASA.

1.3.3 Center's Travel Points of Contact: Work directly with the OCFO and NSSC designated Lead to provide oversight and management for travel-related processes at their respective Centers.

1.3.4 Office of International and Interagency Relations (OIIR): OIIR is responsible for reviewing and coordinating all foreign travel by NASA personnel.

1.3.5 Authorizing and Approving Officials: Authorizing and approving officials, as identified by the employee's Center, may authorize and approve employee travel, but should review each requested authorization and voucher and only approve them in accordance with this NPR and the FTR.

1.3.6 Authorizing and approving officials shall determine which method of transportation is more advantageous to the Government consistent with this NPR and the FTR and other NASA policies such as NPR 6200.

1.3.7 Employees and other travelers: Employees and other travelers subject to 41 CFR Subtitle F and this NPR are responsible for following the procedures and guidelines for conducting official Government travel outlined in this NPR and the 41 CFR Subtitle F. This includes the general requirement for each traveler to "ensure all travel expenses are prudent and necessary" (41 CFR §301-71.203(a)).

NPR 9710.1 -- Chapter1 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 9710.1 -- Chapter1 Page 9 of 38

Chapter 2. Official and Local Travel; Travel Authorization and Approval

2.1 Local Travel

2.1.1 NASA defines the local travel area as the region within 35 miles (by the most direct route) of both the employee's official duty station and the residence from which the employee commutes to the official duty station. A reduced local travel area, within 25 miles of the employee's official duty station and residence, is defined for official duty stations within the congested metropolitan areas, including the Washington, DC, Los Angeles, San Jose, and Houston metropolitan statistical areas.

The official duty station is defined by the boundaries of the Center or Facility. Similarly, for invitational travelers, their local travel area is defined by their home and regular place of work (their duty station if a Government employee).

2.1.2 An employee shall be reimbursed for necessary and reasonable expenditures required for transportation to transact approved official Government business within or nearby the local travel area. However, no lodging or subsistence will be authorized for travel within an employee's local travel area, or for travel outside the local travel area that is 12 hours or less in duration. Formal travel authorizations are not generally required for local travel; however, prior authorization is required when using air transportation or a Government vehicle for local travel.

2.1.3 When an employee is directed to report to an alternate work site away from her/his official duty station, only the travel costs exceeding his/her daily normal commuting costs will be reimbursed, not to exceed travel costs from the official duty station to the alternate work site.

Examples include local transportation expenses (metro, bus, and taxi fare), Privately Owned Vehicle (POV) mileage, parking, and tolls. When authorized, NASA will reimburse the full amount of transportation costs (mileage) for local travel.

2.2 Official Travel; Arranging for Travel Services

2.2.1 All NASA employees traveling on official business outside the local travel area and in travel status more than 12 hours are on official travel.

2.2.2 All NASA employees will use the E-Gov Travel Service (ETS) or Travel Management Center (TMC) to arrange for common carrier transportation, lodging, and rental cars for Official Travel.

Absent an approved exception under 41 CFR §301-50.4, § 301-73.102, or § 301-73.104, the employee is responsible for any additional costs incurred as a result of failing to use the ETS or TMC, and reimbursement amounts cannot exceed the total transportation costs authorized by NASA.

2.3 Authorization Requirements

2.3.1 NASA employees shall have an approved Travel Authorization (TA) prior to travel. In addition to the information required by 41 CFR §301-71.103, the TA for all foreign travel will include an Advance Notice Form as an attachment to the TA.

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NPR 9710.1 -- Chapter2 Page 10 of 38

2.3.2 NASA employees shall have specific authorization or prior approval for the following travel arrangements:

a. Use of first-class or business-class service for common carrier transportation.

b. Use of reduced fares for group or charter arrangements.

c. Use of extra-fare train service.

d. Travel by ship.

e. Use of rental car.

f. Use of foreign air carrier.

g. Use of a Government aircraft.

h. Use of cash to pay for common carrier transportation.

i. Payment of a reduced per diem rate.

j. Payment of actual expense (designated approvers will review actual expense to ensure they are not above the 300 percent of the rate that is published by GSA).

k. Travel expenses related to emergency travel.

l. Travel expenses related to travel to a foreign area.

m. Acceptance of payment from a non-Federal source for travel expenses.

n. Travel expenses related to attendance at a conference.

Note: Paragraphs (c), (i), (m), and (n) of this section require a written or electronic advance authorization.

2.3.3 For travel under paragraphs 2.3.2. (a) through (d), NASA employees shall have approval from their Center Directors, OICs, or their designees.

2.4 Amendments to Travel Authorization

2.4.1 When Temporary Travel Duty (TDY) travel dates differ from the approved itinerary as specified on the authorization, an amended TA will be issued. Employees shall ensure that the approved TA and itinerary dates match in the automated travel system prior to submitting a voucher.

An employee should request and the Agency issue an amended TA when the authority contained in the original authorization is insufficient for performance of official business. An amended document should also be issued to permit the traveler to incur, and be reimbursed for, additional allowable expenses. TAs will be amended for changes from the approved TA when:

a. The TDY travel dates are changed.

b. The TDY location has been changed or another TDY location is added.

NPR 9710.1 -- Chapter2 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 9710.1 -- Chapter2 Page 11 of 38

c. A rental car is being added to the TA.

d. Online booking reservation changes (e.g., when a trip is un-ticketed and the TA has been approved).

2.5 Cancellation of Authorizations

In the event that an employee's trip is cancelled, the authorization should be promptly cancelled in the automated travel management system, within the time limit specified by the carrier. If the employee's trip ends short before reaching a destination specified on the then-current authorization, the Government may be due a refund. The employee shall report these facts and account for his/her actions on the travel voucher showing prudent efforts in order to minimize any resulting losses to the Government. Failure to do so may subject the employee to liability for any unreasonable losses.

2.6 Approval of Authorizations

The delegation of authority to authorize and approve TDY travel is contained in NPD 9710.1 and 41 CFR §301-71.104. No traveler can "self-approve" their authorization, except as set forth in NPD 9710.1.

2.7 Post-Travel Authorizations Travel should be authorized in writing before travel begins or any travel expenses are incurred. During unusual circumstances, when this is not practicable, travel may be subsequently approved in writing.

NPR 9710.1 -- Chapter2 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 9710.1 -- Chapter2 Page 12 of 38

Chapter 3. Arranging and Paying for Travel Expenses

3.1 Allowable Methods of Payment

Per NPR 9730.11, NASA employees who are authorized official travel shall use their Individually Billed Accounts (IBA) hereinafter referred to as "travel card" for all official travel expenses as the method of payment, unless exempted in accordance with 41 CFR §301-51.2 and 301-51.3. This applies to all forms of travel, including Temporary Change of Station (TCS), Extended TDY (ETDY), and PCS.

3.2 Cash and ATM Advances

Because all travelers are required to have a travel card, any cash advances and ATM charges for using the travel card to obtain these advances shall be limited to the exceptions set forth in NPR 9730, sec. 4.3, consistent with 41 CFR §301-51.2.

3.3 Accounting for Travel Advances

3.3.1 See 41 CFR §301-71.305. Employees on extended assignments will account for a travel advance beginning with the first interim voucher that is submitted.

a. If the advance is received through ATM withdrawal using the travel card, it will be promptly liquidated when paying the travel card invoice.

b. If the advance is received by other means (e.g., when upfront ETDY lodging deposit fees are authorized and require an advance), it will be liquidated based on the number of days covered by the interim voucher through the end of the assignment. If the advance amount is still outstanding at the end of the extended assignment when the final voucher is submitted, a bill of collection will be required.

Note: This does not apply to travelers who receive their advance via an ATM.

3.3.2 When the outstanding advance exceeds what is owed to the employee, the employee will submit a check for the difference to the NSSC, who is responsible for collecting funds. Remittance by check is made payable to NASA.

3.3.3 The NSSC shall officially notify the employee when a travel advance is considered to be delinquent. The notification may be accomplished by telephone, official notice, or bill of collection and should direct the employee to liquidate the delinquent advance in full within ten calendar days after receipt of the notice.

3.3.3.1 If the employee does not fully pay within the specified timeframe, the outstanding advance will be collected by offsetting the employee's salary within 45 days after the travel was completed. If

NPR 9710.1 -- Chapter3 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 9710.1 -- Chapter3 Page 13 of 38 required, recovery will also be made from retirement credit, by deduction from any amount due from the United States, or by any other legal method that may be necessary (salary offset or collection from other amounts due will be considered before retirement credit).

3.4 Sponsored Travel/Allowable Non-NASA Methods of Payment

NASA employees should refer to NPR 9790.1 for additional guidance on sponsored travel and all allowable non-NASA methods of payment.

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NPR 9710.1 -- Chapter3 Page 14 of 38

Chapter 4. Travel Claims and Reimbursement

4.1 Travel Expense Vouchers

In general, NASA employees shall submit their travel voucher within five working days after travel is completed. Vouchers should be submitted on a monthly basis when on ETDY, or every two weeks if on ETDY with a restricted amount on their IBA.

4.2 Voucher Documentation Requirements

4.2.1 Each travel voucher will be supported by an approved travel authorization and receipts prior to the employee being reimbursed per 41 CFR §301-11.25.

4.2.1.1 Travelers shall attach required receipts to the travel voucher. When receipts are not available or are impracticable to obtain or attach, the failure will be fully explained on the voucher. Mere inconvenience is not considered a valid reason for not producing a receipt. Travelers are required to maintain paper copies after electronically attaching them to the automated travel management system and verify that attachments are uploaded successfully to the automated travel system.

Original receipts are maintained for six years in accordance with the National Archives and Records Administration. Below is a list of travel activities for which a receipt is or is not required:

a. Transportation - Receipts are required for the employee's mode of transportation. This includes all air, train, and rental car expenses, regardless of the amount.

b. Lodging - Receipts are required for all lodging expenses, regardless of the amount.

c. Meals and incidental expense (M&IE) - Receipts are not required for meals or incidental expenses. Travelers are reimbursed on a no-itemization method and are paid the standard daily M&IE per diem regardless of actual meal expenses.

d. Miscellaneous expenses - Receipts are required for all miscellaneous expenses, plus applicable tax or tip over $75.

NPR 9710.1 -- Chapter4 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 9710.1 -- Chapter4 Page 15 of 38

Chapter 5. Allowable Transportation Expenses

5.1 Methods of Transportation

The method of transportation most advantageous to the Government shall be authorized, taking into account cost and other factors, and presumptions as to most advantageous methods, pursuant to 41 CFR §301-10.3 through 10.6. Travel by common carrier (e.g., airlines) is always presumed to be the most advantageous method (or mode) absent a different determination, and no justification is required. When the authorizing official determines travel can be performed by automobile as the most advantageous method pursuant to the criteria of 41 CFR §301-10.5, the determination including type of automobile (Government-furnished, rental car, or POV) should be documented in the comments of the authorization.

5.2 Transportation Expenses for Indirect Routes

5.2.1 If an employee is authorized official travel, he or she shall procure a ticket by the direct route using the authorized method of payment through the automated travel management system or the TMC. If the ticket for travel by the indirect route is of lesser value, NASA will only reimburse the cost of official common carrier travel, up to the official ticket amount in accordance with 41 CFR §301-10.8.

5.2.1.1 If there is no contract carrier on the direct route of travel, reimbursement will be limited to the lowest logical airfare (LLA) available on the roundtrip direct route between the duty station and the TDY location. The traveler shall notify their Center's Travel Office at least two weeks in advance of travel to obtain the LLA quote, which should be attached to the travel authorization.

Reimbursement will be limited to the lesser of the quoted amount and the actual cost incurred.

Receipts showing the actual cost are required for reimbursement.

5.2.2 Employees may not use the city pair program to provide transportation when traveling by an indirect route. Additionally, employees may not use their travel card to procure transportation when traveling by an indirect route.

5.3 Official Travel in Conjunction with Leave

5.3.1 If an employee is recalled to duty while on leave, NASA will pay transportation expenses as follows:

a. If upon completion of TDY assignment, the employee returns to the leave point, NASA will pay transportation costs from the employee's leave point to his or her TDY site and the return transportation costs to the leave point.

b. If upon completion of TDY assignment, the employee returns to the official station, NASA will pay transportation costs from the employee's leave point to his or her TDY site and transportation costs to return to the official duty station.

c. NASA will not pay for expenses in excess of those required to return a traveler to his or her original leave point or the employee's official duty station.

NPR 9710.1 -- Chapter5 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 9710.1 -- Chapter5 Page 16 of 38

5.3.2 Any leave in conjunction with official travel should be approved by the traveler's Approving Official prior to travel commencing, in accordance with NPR 3600.1.

5.3.3 Official travel over non-work days may be authorized to include days in which the traveler is not required to be present at the TDY location, but the reimbursement for such days is limited to that of the least costly alternative of remaining in travel status at the TDY location (i.e., authorized lodging, M&IE, and local transportation necessary for meals) or returning the traveler to their official station or residence before resuming travel. The traveler may voluntarily choose the other alternative, but the total cost for such days remains limited to the least costly alternative. For purposes of this section, a traveler is required to be present whether physically present for work or required to be in the TDY vicinity on call, but is not considered required for any non-work days (including scheduled days off for weekends, holidays, leave, or alternative work schedules) or alternative worksite arrangements (e.g., scheduled telework not required to be at the TDY location).

When such non-work/telework falls between official travel at different TDY locations, the lower per diem applies. Finally, when remaining in travel status on non-work days, lodging and meals outside the TDY location may still be reimbursed as if within the TDY location, but the traveler bears all extra costs and risks (e.g., change fees, transportation other than for official business, costs of accidents, etc.)

5.4 Common Carrier Transportation

5.4.1 Non-contract fares. Prior to using a non-contract fare, the employee and authorizing official shall ensure that the following requirements are met: a. Before purchasing a non-contract fare the employee will meet one of the exceptions listed in 41 CFR§301-10.107 and show approval on their travel authorization to use a non-contract fare with detailed justification.

b. If the non-contract fare is non-refundable, restricted, or has specific eligibility requirements, (1) the employee should know or reasonably anticipate, based on their planned trip, that there is minimal likelihood that the non-refundable ticket will be canceled or changed resulting in a change fee; and (2) the non-refundable ticket is less expensive than the contract fare.

c. The authorizing official shall determine that the proposed non-contract transportation is practical and cost effective to the Government and should rarely authorize non-contract transportation when the travel is via an indirect route.

Note: Carrier preference is not a valid reason for using a non-contract fare. Even if authorized, the Deputy Chief Financial Officer (DCFO) or his/her designee at the employee's Center may review and determine that the proposed non-contract transportation is not practical and cost effective for the Government, which determination will be final.

5.4.2 For unused tickets and or refund applications, the employee should notify their Center Travel Office or its designee as soon as possible so that the appropriate credits can be processed.

5.4.3 If an employee is performing official travel and a carrier denies them a confirmed reserved seat on a plane, the employee is required to give NASA any payment received for liquidated damages.

The employee shall ensure the carrier shows the "Treasurer of the United States" as payee on the compensation check, and then forward the payment as to the NSSC/Accounts Receivable Office.

5.4.3.1 In instances where a traveler is issued a ticket and exchanges that ticket for a lesser value

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NPR 9710.1 -- Chapter5 Page 17 of 38

5.4.3.1 In instances where a traveler is issued a ticket and exchanges that ticket for a lesser value ticket used, the traveler is required to take the following action:

a. If ticket is purchased using a travel card or in cases when the total amount is less than $100 paid by cash, obtain a refund by crediting their account (or receiving cash) and then, claiming the lesser value ticket on their travel claim. The employee shall also submit the ticket receipt for the lesser value ticket. If it is not possible to get a credit to their account, he or she may submit a ticket refund application as instructed by his or her Center's DCFO Office.

b. If ticket is purchased using a Centrally Billed Account (CBA), then request a receipt, ticket refund application, or other written acknowledgement of fare adjustment from the carrier (Traveler is not authorized to receive a refund, credit, or any other negotiable document from a carrier.)

5.4.3.2 In instances where a traveler is issued a ticket and exchanges that ticket for a more expensive ticket used, the traveler is required to do the following:

a. If ticket is purchased using a travel card, pay for the new ticket using travel card.

b. If ticket is purchased using a CBA, the traveler will:

(1) Contact his or her TMC if the travel was arranged through the TMC and the traveler can access his or her TMC.

(2) Pay for the new ticket using his or her travel card if he or she cannot use the ETS or access the

TMC.

(3) Pay for the new ticket using cash only if he or she cannot use his or her TMC or travel card.

5.5 Other-Than-Coach Class Airline, Train, and Ship

Accommodations

5.5.1 NASA travelers may use other-than-coach class accommodations such as business or first class only when NASA specifically authorizes these accommodations under one of the identified criteria in 41 CFR §301-10.123 or 125. Only Center Directors, OICs, or their designees are authorized to approve other-than-coach class accommodations.

5.5.1.1 For authorizations of other than coach class based on disability or special need and "mission criteria" the requirements of Chapter 8 of this NPR also apply.

5.5.1.2 For travel qualifying for other-than-coach class accommodation based on 41 CFR §301-10.123(b)(6) (the "14-hour rule" for Outside Continental United States (OCONUS) travel), a rest stop en route or a rest period at the destination should be authorized in lieu of other-than-coach class transportation when less expensive and the employee travel can reasonably be arranged to permit more than 8 hours rest en route or at the destination before reporting to duty. If other-than-coach class transportation is authorized based on the 14-hour rule, a traveler is not eligible for a rest stop or rest period.

5.5.2 NASA travelers may use first-class train accommodations only when Center Directors, OICs, or their designees specifically authorize the traveler's use of first-class train accommodations under paragraphs (a) through (d) of 41 CFR §301-10.162. In regard to 41 CFR §301-10.162(b), a special need will be justified in writing and shown on the travel authorization.

NPR 9710.1 -- Chapter5 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 9710.1 -- Chapter5 Page 18 of 38

5.5.3 NASA travelers shall use the lowest first-class accommodation when traveling by ship, except when Center Directors, OICs, or their designees specifically authorize the travelers to use other-than-lowest first-class ship accommodation under paragraphs (a) through (c) of 41 CFR §301-10.183. In regard to 41 CFR §301-10.183(b), justification for special need is required in writing and shown on the travel authorization.

5.6 Privately Owned Vehicle (POV)

5.6.1 If a POV is authorized for official travel, having been determined to be the most advantageous method of transportation for the Government (see sec. 5.1), the employee shall be reimbursed for the mileage to and from the official destination at the current GSA mileage rate. The Approving Official is required to approve the use of POV as most advantageous mode prior to travel.

5.6.1.1 A cost comparison is not required, but cost and other factors should be considered when determining a POV is more advantageous to the Government than other automobile modes (i.e., Government-furnished vehicles or rental cars).

5.6.1.2 Privately Owned Aircraft (POA): When determining whether POA is most advantageous, consideration may include cost savings from other travelers using the POA in lieu of common carrier, but only if the authorizations and vouchers of all travelers are consistent with only the pilot being reimbursed for the POA trip portion and document such in the comments. When POA is determined most advantageous, the pilot should be reimbursed the POA mileage as well as miscellaneous charges for POA landing/parking/tie-down at the destination airport. See 41CFR §301-10.301 through 10.305.

5.6.2 NASA may reimburse a traveler's POV expenses of parking at a common carrier terminal as an allowable transportation expense, not to exceed the cost of taxi fare to/from the terminal.

5.6.3 If the traveler choses to use a POV when that has not been determined to be the most advantageous mode of transportation (e.g., in the absence of any determination common carrier transportation is presumed most advantageous, see sec. 5.1), the traveler will be reimbursed on a mileage basis per 41CFR §301-10.309 for the actual travel performed, not to exceed the total for the constructive voucher of the authorized method. The authorized method is presumed to be the most expeditious common carrier by direct route, absent a different determination on the authorization.

The traveler should also be charged for duty hours missed as a result of a personal choice to travel by POV (e.g., if travel takes three days by POV but only one by airplane the extra days should generally be charged as leave; see 41 CFR 301-70.105(b)). The total cost for the constructive voucher is determined by the traveler as follows:

a. Mode of travel to be used for comparison:

(1) Airplane - When NASA authorizes air travel, the traveler reimbursement for mileage cost may not exceed the constructive cost of coach-class accommodations on a commercial air carrier. The traveler is required to use city pair rates as his or her basis of comparison if it is provided between the points involved; otherwise, he or she will use the lowest unrestricted coach-class fare. The traveler should consider coach-class accommodations as being provided by a carrier if they are scheduled on flights between the points involved; whether they would have been available at the time of travel is irrelevant.

(2) Train - When NASA authorizes train travel, the traveler's reimbursement for mileage cost may not exceed the constructive cost of coach-class train accommodations for the travel performed unless

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NPR 9710.1 -- Chapter5 Page 19 of 38 not exceed the constructive cost of coach-class train accommodations for the travel performed unless NASA has authorized extra-fare train service as advantageous to the Government.

(3) Bus - When NASA authorizes inter-city bus travel, reimbursement for mileage cost may not exceed the constructive cost transportation.

5.7 Constructive Cost (Cost Comparison)

5.7.1 When an employee is authorized to perform TDY travel, the allowable travel time is dependent upon the modes of transportation authorized and/or used over a usually traveled direct route. When the employee, for personal convenience, uses a mode of transportation other than that which is authorized, the allowable travel time and the resulting subsistence allowances payable will be computed on a constructive cost basis.

5.7.2 When the employee does not use the authorized method of transportation listed in 41 CFR §301-10.4, he or she needs to create a constructive voucher. The constructive voucher for the entire trip will be compared with the actual cost of the travel as performed for the entire trip and include the following:

a. Costs to and from carrier terminals.

b. Cost of excess baggage that would have been allowed by the authorized mode of transportation.

(Acceptable evidence of baggage weight is required.)

c. Transportation in and around the TDY location.

d. Rental car expense including gas for the rental car, if it would have been authorized by the employee's authorized mode of transportation.

5.7.3 The allowable cost for per diem and transportation will be determined by comparing the constructive voucher for the entire trip with the actual cost of the travel as performed for the entire trip.

5.8 Special Conveyances

5.8.1 In instances where there are groups of NASA employees at the same TDY location and all are in need of rented transportation, authorizing officials may reasonably require individuals to share the use of a rental car. Employees authorized a rental car should record the names of other employees sharing with them on their travel claim.

5.8.2 NASA employees will not use contractor-owned vehicles, including aircraft or accept contractor-provided transportation, except for travel-related expenses accepted by NASA under the authority of 31 U.S.C. §1353 in connection with an employee's attendance at a meeting or similar function relating to official duties that take place away from the duty station. NASA's acceptance will be in accordance with 41 CFR Part 304-1. NASA employees will not request special transportation services from a contractor either to or from an airport, railroad station, or any other transportation points. However, this is not intended to limit permissible use of contractor-provided transportation that is directly paid for by NASA and not used in connection with official travel (e.g., approved uses on bases).

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NPR 9710.1 -- Chapter5 Page 20 of 38

Note: Employees should consult with their local counsel regarding gifts rules under the standards of ethical conduct for employees of the Executive Branch if they have questions about the application of the above prohibitions to a specific instance of contractor-provided transportation.

5.8.3 Contractors are allowed to use or accept NASA-provided transportation in the course of performing official Government business as follows:

a. Contractors may accompany a NASA employee in a Government vehicle or rental car.

b. Contractors are allowed to drive a Government vehicle either alone or accompanying other NASA employees.

5.9 Taxicabs, Shuttle Services, or Other Courtesy

Transportation

5.9.1 NASA travelers may use a taxi or shuttle service under the following circumstances:

a. To and from a carrier terminal - When travel is performed utilizing a common carrier, NASA will pay the costs of transportation for (a) travel from the employee's residence to a common carrier terminal on the day of departure from the official station (b) travel from the common carrier terminal to the employee's residence on the day of arrival at the official station.

(1) Between residence and office on the day the employee performs official travel. NASA will not pay the transportation costs, unless:

(a) The employee is provided a transit subsidy under sec. 629 of Pub. L. 103-172.

(b) The employee is authorized home-to-work transportation under 31 U.S.C. §1344.

(c) The employee requires transportation on the day he or she departs to and return from travel and the trip will last two or more days, the employee is not able to perform their commute by their normal mode of transportation, and the use of alternate mode of transportation results in an increase in the employee's commuting costs.

(d) The employee requires transportation because of necessity as provided in 41 CFR §301-10.420(d).

5.9.2 NASA will reimburse an employee for a tip to a taxi, shuttle service, or courtesy transportation driver. NASA has determined that a reasonable tip for commercially operated local transportation, such as taxi, is a maximum of 15 percent of the fare. For courtesy transportation service, a reasonable tip is not more than $2.00. If the employee benefits from exceptional service, he or she may always tip the provider more than these reasonable amounts with the understanding that it is from their personal funds, since the employee is the beneficiary of the exceptional service.

5.10 Rental Car

5.10.1 The use of a rental vehicle, when determined to be advantageous to NASA, should be

NPR 9710.1 -- Chapter5 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 9710.1 -- Chapter5 Page 21 of 38 authorized prior to travel for use at the TDY location. Compact car is the standard size rental authorized for official travel and is considered the default car size. Any upgrades should be authorized prior to travel commencement. If larger than compact size is requested, justification is required stating that the traveler meets one of the following conditions:

a. Two or more travelers using one rental vehicle (providing cost savings to NASA).

b. Medical disability or special need (approval is required for reasonable accommodations prior to travel).

c. No compact car is available for rental.

d. Terrain or weather conditions at the TDY location.

e. A car in a higher class than the standard authorized size (compact) is available at equal to or lower than the lowest cost compact rental at the TDY location.

Note: Additional justification is required for other than the lowest cost rental car company available for booking at the TDY location. Employee may upgrade the vehicle at their personal expense, including through redemption of promotional benefits.

5.10.2 NASA employees shall obtain vehicles through the automated travel management system.

This helps ensure that the same terms…