NASA Procedural Requirements

NPR 9710.1 Effective Date: June 20, 2018 Expiration Date: June 20, 2024

Subject: General Travel Requirements (Updated with Change 2 June 28, 2021)

Responsible Office: Office of the Chief Financial Officer

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 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.

DISTRIBUTION:
NODIS

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