NASA Procedures and Guidelines
This Document is Obsolete and Is No Longer Used. Check the NODIS Library to access the current version: http://nodis3.gsfc.nasa.gov

NPR 9770.1
Effective Date: June 09, 2017
Cancellation Date:
Responsible Office: IA

Table of Contents

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 Introduction

1.1 General
1.2 Source of Requirements
1.3 Roles and Responsibilities

Chapter 2 Conference Identification

2.1 Definition
2.2 Exclusions
2.3 NASA Sponsorship

Chapter 3 Review and Approval of Proposed Conference Sponsorship and Attendance

3.1 Conference Advance Review and Approval
3.2 Commitment and Obligation of Funds

Chapter 4 Post Conference Reporting

4.1 Post-Conference Reporting
4.2 Post-Conference Report Forms (Including the NF 1785)
4.3 Annual Report of NASA-Sponsored Conferences to the NASA OIG
4.4 Annual Posting of NASA Conference Expenditures

Chapter 5 Records Management

5.1 Records Retention

Appendix A. Acronyms

Preface

P.1 Purpose

This National Aeronautics and Space Administration (NASA) Procedural Requirement (NPR) provides the financial management requirements for conference planning, approval, attendance, and reporting.

P.2 Applicability

a. This NPR is applicable to NASA Headquarters and all 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), other contractors, recipients of grants, cooperative agreements, or other agreements only to the extent specified or referenced in the applicable contracts, grants, or agreements.

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. Intergovernmental Personnel Act, 5 U.S.C. §§ 3371-3376.

b. Government Employees Training Act, 5 U.S.C. §§ 4101 et seq.

c. National Aeronautics and Space Act, 51 U.S.C. §§ 20101 et seq.

d. National Aeronautics and Space Administration Authorization Act of 2008, Pub. L. 110-422, 122 STAT. 4779, (2008).

e. Consolidated and Further Continuing Appropriations Act of 2012, Pub. L. 112-55, 125 STAT. 552, (2012).

f. Consolidated and Further Continuing Appropriations Act of 2013, Pub. L. 113-6, 127 STAT. 198 (2013).

g. Consolidated and Further Continuing Appropriations Act of 2015, Pub. L. 113-235, 128 STAT. 2130 (2014).

h. Consolidated Appropriations Act of 2016, Pub. L. 114-113, 129 STAT. 2242 (2015).

i. Eliminating Excess Conference Spending and Promoting Efficient Government, Office of Management and Budget (OMB) Memorandum M-11-35, September 21, 2011.

j. NPD 1000.3, The NASA Organization.

k. NPD 9010.2, Financial Management.

P.4 Applicable Documents and Forms

a. Definitions, 5 CFR § 410.101.

b. Federal Travel Regulation (FTR), 41 CFR pts. 300-304.

c. 41 FTR, Appendix C to Chapter 301, Standard Data Elements for Federal Travel.

d. Promoting Efficient Spending to Support Agency Operations, OMB Memorandum M-12-12, May 11, 2012.

e. Amending OMB Memorandum M-12-12, Promoting Efficient Spending to Support Agency Operations, OMB Memorandum M-17-08, November 25, 2016.

f. NPD 1000.3, NASA Organization.

g. NPD 8610.24, Launch Services Program Pre-Launch Readiness Reviews.

h. NPR 1441.1, NASA Records Management Program Requirements.

i. NPR 7120.5, NASA Space Flight Program and Project Management Requirements.

j. NPR 7120.7, NASA Information Technology and Institutional Infrastructure Program and Project Management Requirements.

k. NPR 7120.8, NASA Research and Technology Program and Project Management Requirements.

l. NPR 9700.1, Travel.

m. NASA Advisory Implementing Instruction (NAII) 9770.1, Conference Approval and Reporting Instruction.

n. NASA Form (NF) 1784, Conference Approval Form.

o. NF 1785, Conference Expense Report.

P.5 Measurement/Verification

Quality assurance reviews of conference expense packages and other data submitted through the continuous monitoring program will be used to measure compliance with this NPR.

P.6 Cancellation

a. NPR 9700.1, Travel, Chapter 2, dated September 30, 2008.

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

Chapter 1 Introduction

1.1 General

Sponsorship and attendance at a wide range of scientific, technical, and other conferences are necessary for NASA to coordinate efforts with various partners, keep abreast of the latest technological advances, and disseminate information NASA has acquired during the execution of its various programs. In order to ensure the most cost effective use of the resources NASA expends on conference sponsorship and attendance and to satisfy the external requirements relating to conferences, NASA has implemented a comprehensive conference approval and reporting process. The process covers both conferences sponsored by NASA and attendance at conferences sponsored by others and addresses all external requirements relating to conferences.

1.2 Source of Requirements

1.2.1 Prior Approval. OMB Memorandum M-12-12 as amended by OMB M17-08 established an ongoing requirement for prior approval by a designated Agency official whenever the total agency expenses for a single conference exceeds $500,000.

1.2.2 International Conference Attendance Limit. Recent appropriations acts governing NASA, including the Consolidated Appropriations Act, 2016, limit NASA attendance at any one international conference to 50 NASA employees. NASA similarly applies a 50-person limit to directly funded NASA contractor employees. For detailed procedures related to international conference attendance and related processes, refer to NAII 9770.1.

1.2.3 Reporting on Conference Related Expenditures.

1.2.3.1 The Consolidated Appropriations Act, 2016, Div. B sec. 535, requires NASA to provide information to NASA's Office of the Inspector General (OIG) for NASA-sponsored conferences costing more than $20,000 within 15 days after the conclusion of the event. These reports include the date, location, and number of employees attending such conference. This information will be provided using estimated data in the NF 1784. Final attendee data and cost amounts will be provided to the OIG in the quarterly reports.

1.2.3.2 The Consolidated Appropriations Act, 2016, also requires NASA to submit an annual report to the OIG regarding the costs and contracting procedures related to each NASA-sponsored conference where the cost was more than $100,000. For detailed items to be included in the annual report to OIG, refer to NAII 9770.1.

1.2.3.3 Annual Reporting. OMB Memorandum M-12-12 requires Federal agencies to post on their public Web sites specific information for each conference where the Agency's total expenditures exceed $100,000. In addition, NASA is required to include information about the Agency's net conference expenses for the fiscal year as well as a general report about conference activities throughout the year. For detailed items to be included in the Annual Reporting, refer to NAII 9770.1.

1.2.4 FY 2009 Funding Cap. NASA's 2008 Authorization Act, Pub. L. 110-422, also 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.

1.2.5 Use of NASA Conference Tracking System (NCTS) NF 1784. NF 1784 documents the estimated cost for planned conferences and prior approval by the appropriate approving officials. NF 1784 also displays a summary of other relevant information collected in NCTS including sponsorship, number of attendees, conference support information, and justification and recommendation for approval prior to the event. For more information on the NF 1784, see NAII 9770.1 and https://ncts.nasa.gov.

1.2.6 Use of NF 1785, Conference Expense Report. The NF 1785 records a conference's actual costs, attendance data, and other relevant post-conference data and information. For more information on the NF 1785, see "NAII 9770.1, Conference Approval and Reporting Instruction" and https://ncts.nasa.gov.

1.2.7 Conference Planning. In accordance with OMB Memoranda M-11-35 and M-12-12, NASA is required to conduct conference planning when it is sponsoring or hosting a conference. For detailed procedures and guidance related to Conference Planning, refer to NAII 9770.1.

1.3 Roles and Responsibilities

1.3.1 The NASA Administrator (or Designee) shall serve as the approving official on all requests for waivers when NASA's reportable funding of a single conference is estimated at or greater than $500,000.

1.3.2 The NASA Deputy Administrator (or Designee) shall serve as the final approving official on all requests for NASA funding of a single conference when NASA's reportable funding is estimated at or greater than $100,000.

1.3.3 The NASA Inspector General shall serve as the final approving official for any conferences primarily funded or primarily sponsored by the Office of Inspector General.

1.3.4 Each Official-in-Charge (OIC) of a NASA Center or Headquarters (HQ) Office shall:

a. Serve as the approving official on all NF 1784s, Conference Approval Form, and NF 1785s, Conference Expense Report, for conferences sponsored by their Center or HQ Office or recommended for Deputy Administrator approval by their Center or HQ Office.

b. Implement local policies and procedures to ensure conference attendance, sponsorships, and other expenditures represent cost effective means of meeting NASA's scientific, technical, educational, and operational mission requirements and comply with this policy and NAII 9770.1.

c. Appoint a senior conference point of contact (POC) from their senior staff to oversee their Center's or HQ Office's local conference activities and expenditures.

d. Ensure the designation of a Conference Administration POC to provide guidance and assistance to the local Event POCs and managers at their Center or HQ Office on conference approval and reporting. For detailed roles and responsibilities of the Conference Administration POC, refer to NAII 9770.1.

e. Ensure NF 1784s originating from their Center or HQ Office are approved and submitted as required in Table 3-1, at least 90 days in advance of a NASA-sponsored event and at least 60 days in advance of a non-NASA-sponsored event (or if the required advance approval is not practicable, promptly notify the Agency Conference Reporting Coordinator).

f. Ensure conferences approved do not exceed $100,000 or $500,000 in costs without prior waiver approval.

g. Ensure foreign conference attendance they approve is within the international conference attendance limitation of 50 NASA employees and 50 contractors.

1.3.5 The Agency Chief Financial Officer (CFO) (or Designee) shall:

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

b. Review NF 1784s initiated for approval by the NASA Administrator or the Deputy Administrator and either concur or return the NF 1784 to the submitting OIC.

c. Provide final approval for conference requests with estimated total cost between $90,000 and $100,000.

d. Coordinate the final review of Agency conference reports, including the annual Web site report required under OMB M-12-12.

e. Designate an Agency Reviewer to oversee the conference administration and reporting process.

1.3.6 Agency Conference Reporting Coordinator (this position is currently held by the Agency Associate Deputy Chief Financial Officer) shall:

a. Issue final conference determinations under this directive in the event of conflicting conference determinations by Conference Administration POCs.

b. Coordinate the review and approval of NF 1784s.

c. Oversee and coordinate the conference approval and reporting processes including overall content of the NCTS System and the NASA Conference Administration Community of Practice section of the OMB MAX Web site.

d. Coordinate the annual posting of NASA's conference reports on NASA's public Web site.

1.3.7 NASA Conference Sponsor Organizations shall:

a. Appoint an Event POC before making substantive plans and notify the cognizant Center/Office Conference POC of the name of the event POC for the event.

b. Comply with the requirements in the NAII 9770.1.

1.3.8 Event POC shall:

a. Assist the sponsoring organization and their Center/Office OIC in conference planning and reporting for a given conference.

b. Coordinate with the Center/Office Conference 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 conference questions.

c. Submit required backup information and documentation for assigned conferences receiving NASA sponsorship funding and:

(1) Ensure the timely preparation.

(2) Substantiate and document the event's cost estimates.

(3) Monitor the number of approved travelers to ensure the 50-person limits for employees and contractors are not exceeded for foreign conferences.

d. Ensure NASA attendees and P-Card users are instructed to use the NCTS Conference Code on travel and obligating documents.

e. Attach a copy of the report(s) and supporting documentation, on behalf of the sponsoring organization, to the event in NCTS so that these materials are maintained and available upon request to appropriate reviewers. See NPR 1441.1 for NASA records management requirements.

f. Provide other assistance as requested by the Conference POC and Agency Reviewer with regard to the conference and its associated forms and reports.

1.3.9 Travelers and travel preparers shall determine whether the event they are planning to attend is a conference, using the definition contained in this directive, and comply with the requirements in NAII 9770.1.

1.3.10 Agency Applications Office (AAO) shall maintain the NCTS system.

Chapter 2 Conference Identification

2.1 Definition

For purposes of this directive, the term "conference" means a "meeting, retreat, seminar, symposium, or event that involves attendee travel." See the Federal Travel Regulations (FTR), 41 CFR 300-3.1.

NOTE: This definition is from the FTR, 41 CFR 300-3.1. The exclusions in Section 2 are based on FTR Sec. 301 App. C. Both the FTR and OMB M-12-12 recognize there is an overlap between the term "conference" and terms like "training," but unlike the FTR, OMB M-12-12 requires reporting of all conference costs regardless of its additional purpose as training. In view of this, the scope of Section 2.2.1.2 has been narrowed to exclude activities that might be reasonably considered "conferences" in terms of use under the FTR.

2.2 Exclusions

2.2.1 Operational Meeting. The term "conference" does not include Mission (Operational) Meetings. A Mission (Operational) Meeting is a meeting necessary to perform Agency managerial or operational activities as part of day-to-day operations. For purposes of this policy, there are two types of Operational Meetings, Formal Operational Meetings and Other Operational Meetings.

NOTE: The 41 FTR Sec. 301 App. C defines "Mission (Operational)" travel as follows: "Travel to a particular site in order to perform operational or managerial activities. Travel to attend a meeting to discuss general agency operations, review status reports, or discuss topics of general interest. Examples: Employee's day-to-day operational or managerial activities, as defined by the agency, to include, but not be limited to: hearings, site visit, information meeting, inspections, audits, investigations, and examinations."

2.2.1.1 Formal Operational Meeting. These are Operational Meetings required under an NPD or NPR for project management or Agency governance purposes, including:

a. Governance Meeting: A meeting held for Agency governance by one of the Councils or Advisory Committees set forth in NPD 1000.3.

b. Program and Project Management Meeting: A meeting required for program and project oversight, planning, review, and approval. Examples of these include meetings of the oversight bodies and reviews set forth in NASA's project management NPRs (NPR 7120.5, NPR 7120.7, and NPR 7120.8) and program readiness reviews (NPD 8610.24). Also included are all meetings with the Executive Office of the President or Congress.

2.2.1.2 Other Operational Meetings. These are meetings, other than Formal Operational Meetings, held in furtherance of NASA's missions and operations. Other Operational Meetings include the following (but exclude meetings under the Special Cases in Section 2.2.1.3):

a. Other Programmatic and Institutional Meeting. A meeting necessary for NASA management or operational activities as part of routine Agency business. Included are activities such as project planning and prioritizations, project development work or operations, property management, reviews, audits, investigations, and inspections.

b. Interagency Meetings. A meeting with officials of another governmental agency (Federal, state, local, or international) on mission or operational matters of mutual interest to NASA and the other governmental agency, such as hearings, technical coordination, joint operations, or programmatic planning.

2.2.1.3 Special Cases. There is an inevitable overlap between the terms "Operational Meeting" and "conference" as used in the FTR. Notwithstanding the operational focus of Other Operational Meetings under Sections 2.2.1.2, one can become a "conference" depending on how the event is structured. In view of this, to the extent an "Other Operational Meeting" also meets the following criteria, it will be considered a conference for purposes of this directive.

a. Open Participation at an Onsite Meeting - where NASA sponsors a meeting on one of its facilities with multiple speakers that is open to external participants (i.e., persons other than those working directly for or with NASA on the missions or programs being discussed), and the purpose of the meeting is to promote general awareness or to disseminate or exchange information about NASA missions or programs with the participants. This does not include news events, such as press conferences and launch viewings, coordinated by the Office of Communications to announce research results, mission milestones, annual budget releases, and the like to Congress or the media.

b. Large Offsite Meetings - where NASA pays for a rented facility to host an offsite meeting to accommodate 30 or more participants.

NOTE: As a general matter, offices are encouraged to carefully review the justification for renting offsite facilities for meetings. However, small meetings typically do not meet the indicia of a formal conference and would cause over-reporting of non-conference meetings. By contrast, a 30-person event is recognized in FTR Sec. 301-74.19 as the threshold for requiring more formal conference site comparisons and records.

c. Conference Determinations by Another Agency - where another U.S. Government agency is hosting the meeting, NASA will adopt the other agency's determination and only report, under OMB M-12-12, those events considered a "conference" by the host agency. Where the event is hosted by a non-Federal governmental agency, conference determinations will be made using this section applied from the perspective of the host of the event — for example, applying Section 2.2.1.3.a. to meetings held onsite at a facility of the host agency, and Section 2.2.1.3.b. to meetings not held at a host agency's facility.

2.2.2 Training. The term "training" is defined in the Government Employees Training Act, 5 U.S.C. §§ 4101 et seq., 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." The implementing regulations distinguish between other forms of training and training at a conference (see 5 CFR § 410.101). Examples of non-conference training include "classroom training, on-the-job training, technology-based training, satellite training, [individual] coaching, mentoring, career development counseling, details, rotational assignments [and] cross training," 5 CFR § 410.203. These are not within the meaning of "conference." However, where the training is imbedded within a broader event that otherwise meets the definition of a conference, it should be reported as such, regardless of whether some portion of the activities qualifies as "training."

NOTE: While conferences may take on many forms, it is helpful to consider recognized indicia of a formal conference when determining whether a uniquely structured event that includes training is also a "conference." These indicia include (1) participants from multiple agencies or organizations, (2) discussions involving topical matters of interest to the participants, (3) scheduled speakers or discussion panels, (4) published substantive agenda, and (5) registration. Since most Federal agencies lack the authority to charge registration, this last indicium would not apply to conferences they sponsor. But, to the extent there is a substantive agenda with discussions on topical matters, with multi-entity participation, it is more likely that reasonable persons would consider such an event a conference, notwithstanding special training or strong programmatic focus.

2.2.3 Special Agency Mission. This includes unique activities outside NASA's normal course of day-to-day business. Examples include reimbursable details, security missions, and Agency emergency preparedness/response/recovery.

2.3 NASA Sponsorship

2.3.1 Primary Sponsor. NASA is considered a "primary sponsor" if it is the sole sponsor of the event or one of the principal cosponsors. In comparing cosponsors' costs to determine whether NASA is a primary sponsor versus a minor sponsor, only sponsorship costs, not travel or exhibit costs, shall be considered. NASA is not considered a primary sponsor if its sponsorship contribution is significantly less (e.g., half or less) than the leading cosponsor or if its relative contribution is minor (e.g., less than 25 percent of the total contributed). See NAII 9770.1 Appendix B, for guidance on determining sponsorship costs.

2.3.2 Multiple NASA Organizations Cosponsoring One Conference. If multiple NASA Offices or Centers fund an event, the Office or Center responsible for the event's overall planning and sponsorship shall be responsible for determining whether it is a conference, and as applicable, approving the site selection, contracting for facilities and services, and preparing and submitting required approvals and post-conference reports, including the NF 1784 and NF 1785.

Chapter 3 Review and Approval of Proposed Conference Sponsorship and Attendance

3.1 Conference Advance Review and Approval

3.1.1 Conference advance review and approval are based on NASA's estimated total expenditures for both sponsorship and attendance. The justification and approval requirements are summarized in Table 3-1.

3.1.2 All Reportable Conferences (Table 3-1) require approval of NASA's planned costs by an OIC using the NF 1784. In addition:

a. Conferences primarily sponsored by NASA with total estimated NASA costs between $20,000 and $89,999 also require approval by the OIC (or designee).

b. Conferences with total estimated costs between $90,000 and $100,000 also require approval by the Agency CFO (or designee).

c. Conferences with total estimated costs between $100,000 and $500,000 also require approval by the Deputy Administrator (or designee).

d. Conferences with total estimated costs greater than $500,000 also require a waiver and approval by the Administrator (or designee) per OMB M-12-12.

3.1.3 All sponsorship costs will be fully approved at least 60 days prior to the start date of a non-NASA-sponsored conference. The NF 1784s and sponsorship costs will be fully approved at least 90 days prior to the start date of a NASA-sponsored conference. If the 60- or 90-day advance approval is not possible, approval is required as soon thereafter as practicable (e.g., when the conference is organized with less than 90-day notice). See NAII 9770.1, Appendix A for additional explanation of NASA conference sponsorship and sponsorship costs.

3.1.4 Grant and cooperative agreement funds will not be used for conference sponsorship costs unless specifically approved in advance by the Center Procurement Officer after consulting with Center Chief Counsel.

3.1.4.1 A cooperative agreement can be used to provide funding for a conference. The following conditions must be adhered to:

a. The funds in a cooperative agreement cannot be used to acquire goods or services for the direct benefit, need, or requirement of NASA.

b. A cooperative agreement is to be used for financial assistance to a NASA partner.

c. Funds can be used for technical support for a NASA partner's pre-conference technical review expenses.

d. Technical review expenses include:

(1) Travel expenses of technical paper reviewers pre-conference.

(2) Expenses related to technical paper/presentation review pre-conference.

e. Funds can be used for the following conference expenses relative to a NASA partner's conference.

(1) Programs or brochures related to the conference.

(2) Technical media to distribute papers/presentations electronically, such as thumb drives.

(3) Partner's exhibit expenses.

3.1.4.2 Funds for a NASA partner's conference provided through a cooperative agreement cannot be used for:

a. Sponsorship fees.

b. Audio/visual expenses for the conference.

c. Support contractors.

d. Logistical support such as rental of facilities, speakers' fees, costs of meals and refreshments, local transportation, and other items incidental to hosting such conferences.

e. NASA Exhibit expenses.

3.1.5 When NASA is the primary sponsor of a conference, absent other agreement, the NASA Center or HQ Office that is providing the largest portion of the sponsorship funding is the Center/Office responsible for initiating and reviewing the NF 1784.

3.1.6 For conferences not primarily sponsored by NASA, absent other agreement, the NASA Center/Office with the largest amount of planned costs is responsible for review and initiation of the NF 1784.

3.1.7 All OICs and their Conference POCs share responsibility for controlling their respective Center/Office costs to stay within overall approved limits for a conference, but the OIC approving an NF 1784 has lead responsibility for monitoring and controlling overall costs.

Table 3-1 Justification and Approval Thresholds

NOTE. The NASA Inspector General shall serve as the final approving official for any conferences primarily funded or primarily sponsored by the Office of Inspector General.

3.2 Commitment and Obligation of Funds

3.2.1 Non-refundable funds will not be committed or obligated for conferences prior to approval by an OIC and assignment of an NCTS conference code. If required, the event POC in conjunction with the Senior Conference POC, will ensure the NF 1784 has received final approval before requesting any contracting officer to execute funding documents, or otherwise incur purchase card expenses, with conference facilities or anyone providing conference support services to the Agency.

3.2.2 Non-refundable funds will not be committed or obligated in excess of the amount approved (and $100,000 if no approved amount). OICs and their Conference POCs will implement controls necessary to ensure proposed costs and attendance from their Center/Office are consistent with levels approved by the Deputy Administrator (or designee) and by the Administrator (or designee), where necessary before any agreements or contracts are executed or non-refundable purchase card transactions incurred, with conference facilities or anyone else providing conference-related services to the Agency.

3.2.3 An OIC may approve limited conference support contractor costs reasonably required for preparations leading up to and including event site selection and development of the NF 1784 for approval. If the conference is approved, these costs are included as part of the reported costs of the conference.

Chapter 4 Post Conference Reporting

4.1 Post-Conference Reporting

NASA is required to report on the total costs it incurred for both conference sponsorship and conference attendance. Both Pub. L. 113-235 and OMB Memorandum M-12-12, as amended by M-17-08, levy reporting requirements on Executive Branch organizations. The post-conference reporting provides information on actual costs, attendance data, contract features, and other conference-related information. This information is used for internal management reviews and made available for external reviews.

4.2 Post-Conference Report Forms (Including the NF 1785)

4.2.1 Purpose. Post-conference information is collected in NCTS and reported on NF 1785. The NF 1785 is the key summary document used to identify and summarize the costs of an individual conference. The NF 1785 form outlines the event actuals and final attendee count information. Conference POCs input in NCTS for the overall conference and is approved by the approving official as described below. It is not the entire report, but rather summarizes estimates developed in other parts of the report. All supporting documentation to justify costs is attached to the respective event in NCTS.

4.2.2 Required Use. An NF 1785 is required whenever an NF 1784 is required. The NCTS will display an alert for conferences with approved NF 1784s requiring approved NF 1785s, following the end date of an approved conference.

4.2.3 Approving Official. The Center Director or OIC of the HQ office that incurred the highest costs will review the NF 1785 and the required supporting documentation and when satisfied with its accuracy and completeness, approve the NF 1785.

4.2.4 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 https://ncts.nasa.gov.

4.2.5 Post-Conference Reports (including NF 1785s) of previous conferences are available at https://ncts.nasa.gov.

4.2.6 Report of NASA-Sponsored Conferences to the NASA OIG. The Consolidated Appropriations Act, 2016, requires NASA to provide additional information to NASA's OIG for NASA-sponsored conferences costing more than $20,000 within 15 days after the conclusion of the event. These reports include the date, location, and number of employees attending such conference. This information will be provided using estimated data in NCTS.

4.3 Annual Report of NASA Sponsored conferences to the NASA OIG

4.3.1. The Consolidated Appropriations Act, 2016, requires NASA to submit an annual report to the OIG regarding the costs and contracting procedures related to each NASA-sponsored conference where the cost was more than $100,000. The annual OIG report includes the following:

a. Description of its purpose.

b. Number of participants attending.

c. Detailed statement of the costs to the United States Government, including:

(1) The cost of any food or beverages.

(2) The cost of any audio-visual services.

(3) The cost of employee or contractor travel to and from the conference.

(4) A discussion of the methodology used to determine which costs relate to the conference.

(5) Description of the contracting procedures used including:

(a) Whether contracts were awarded on a competitive basis.

(b) A discussion of any cost comparison conducted in evaluating potential support contractors for the conference.

4.4 Annual Posting of NASA Conference Expenditures

4.4.1 In accordance with OMB Memorandum M-12-12 and Pub. L. 114-113, the Agency Conference Reporting Coordinator shall coordinate the approval and posting by January 31 each year on its public Web site the following information concerning NASA's conference expenditures for the prior fiscal year:

a. Identification of each conference with total NASA costs in excess of $100,000, using the information obtained in NCTS for the approved NF 1784s and NF 1785s, including:

(1) Total conference expenses incurred by the Agency for the conference.

(2) The location and date of the conference.

(3) A brief explanation how the conference advanced the mission of the Agency.

(4) The total number of individuals whose travel or other conference expenses were paid by NASA.

b. The NASA Administrator's waiver and approval, identifying the exceptional circumstances that necessitated exceeding $500,000, for any conferences that exceeded that threshold.

c. Information about NASA's net conference expenses for the fiscal year, as well as a general report about conference activities throughout the year.

Chapter 5 Records Management

5.1 Records Retention

The NCTS shall maintain searchable electronic records (e.g., PDFs) of all approved NF 1784s and NF 1785s along with supporting documentation. NASA records retention requirements are found in NASA Records Retention Schedule (NRRS) 1441.1.

Appendix A. Acronyms

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