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 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.

DISTRIBUTION:
NODIS

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