NPR 9760.1 - Chapter4

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NASA
Procedural
Requirements

NPR 9760.1
Effective Date: February 13, 2018
Expiration Date: June 21, 2028

COMPLIANCE IS MANDATORY FOR NASA EMPLOYEES

Subject: Relocation Allowances (Revalidated with Change 1 on April 24, 2023)

Responsible Office: Office of the Chief Financial Officer

Chapter 4. Permanent Change of Station Allowance for Subsistence and Transportation Expenses

4.1 Allowances for Subsistence and Transportation

4.1.1 NASA Relocation Policies are aligned with 41 CFR Ch. 302; thus employees should refer to the provisions stated in 41 CFR §302-4 for additional guidance on eligibility for subsistence and transportation allowances.

4.2 Allowance for House hunting Trip Expenses

4.2.1 The house hunting trip (HHT) is a discretionary allowance, which may be authorized by the Center AO on approved webform sent to the NSSC for transferring employees and/or spouses. Immediate family members, other than the spouse, are not entitled to receive reimbursement for an HHT. New appointees, employees relocating under the Government Employee Training Act, and employees returning from an overseas assignment for the purpose of separation are not eligible to receive an HHT. An HHT should be authorized on a case-by-case basis, after weighing the benefits of an HHT against an approval for temporary quarters subsistence allowance. The following guidelines pertain to HHT requests:

a. The employee and/or spouse can be authorized to seek a residence at the new domestic official station at the Government's expense. The employee and spouse may take separate HHTs, if authorized by NASA. The total duration of the HHT, whether taken together or separately, may not exceed ten calendar days. NSSC AO will determine the duration of the HHT based on the traveler's request.

b. If separate HHTs are taken, the sum of the costs of the trips may not exceed the constructed cost of what it would have cost if the HHT had been taken together. An employee shall complete their HHT prior to the official entrance on duty date or physical relocation at the new official station. The purpose of the HHT is to facilitate and accelerate the employee's move to a permanent residence, thereby lowering NASA's overall PCS cost. The employee is required to include the HHT request on the NF 1449C and sign NF 1807 (House hunting Trip Binding Decision), and the NSSC AO will authorize the request before the HHT can begin.

c. NASA, in accordance with its policy, may reimburse the employee by providing a lump sum amount or lodgings-plus reimbursement method for an HHT. If NASA offers both, the employee may choose the method of reimbursement. The lump sum reimbursement method simplifies the budgeting process and requires no receipts for Meals and Incidental Expenses (M&IE), but does require a lodging receipt from a Federal Emergency Management Agency (FEMA) certified company that is in the business of providing lodging. For the definition of a receipt, employees should refer to the NASA's Guide to a Successful Move for CONUS Relocations, Appendix C. Additionally, an employee will demonstrate that they actually accomplished an HHT, or funds will be recovered by the Government. The lump sum approach allows the employee to have immediate access to funds and reduces administration issues. The lump sum house hunting allowance will be calculated in accordance with 41 CFR § 302-5.13.

The NSSC AO will advise the traveler regarding which mode of transportation (e.g., POV, flight, rail, etc.) is most advantageous to the Government for the HHT.

4.3 Allowance for Temporary Quarters Subsistence Expenses (TQSE)

4.3.1 The Center AO will determine if TQSE allowance is necessary and the NSSC AO will authorize it on NF1450.

4.3.2 NASA will reimburse the employee for TQSE under the actual expense method unless the employee chooses the lump sum reimbursement method. Once the employee selects the TQSE method, the selection is considered a binding decision and may not be changed. The employee should make this determination when completing the NF1449-C or NF1449-O as well as the NF 1809 (Temporary Quarters Subsistence Expenses (TQSE) Binding Decision) forms prior to incurring expenses for Temporary Quarters and, before their TA is prepared.

4.3.3 TQSE occupancy shall be completed within one year after the employee reports for duty at the new PDS unless that time is extended.

4.3.4 The lump sum reimbursement method of TQSE simplifies the budgeting process; however, NASA requires a lodging receipt to show costs were incurred. The receipt should be from a FEMA certified company that is in the business of providing lodging. For the definition of a receipt, reference the appropriate NASA Guide to a Successful Move, Appendix C.

a. The family portion of lump sum TQSE payment will not be processed until the family has performed en route travel to the new duty station.

b. The employee will be reimbursed at a rate that will cover the daily lump sum lodging cost incurred at the temporary quarter's location, not to exceed the maximum lodging per diem at the location.

4.3.5 If the employee is authorized the actual TQSE reimbursement method, and completes an HHT, the actual number of days reimbursed on a lodging plus (actual) basis, or five days for a lump-sum basis, are deducted from the first 30-day period of authorized actual TQSE.

4.3.6 Where TQSE is authorized, NASA has determined that for M&IE purposes, costs up to 45 percent of the daily maximum allowance will be considered reasonable. However, NASA will not authorize TQSE if the employee had adequate opportunity to complete arrangements for permanent residence quarters as the result of an extended TDY assignment at the new official station or other circumstances.

4.3.7 The employee shall be limited to a maximum of 60 days of TQSE if they elects to use a relocation services contractor under the Government home sale program and receives payment for the Home Marketing Incentive (HMI).

4.3.8 If an employee is on annual leave at a location other than the permanent duty station such as the temporary quarters or other location, they may not be reimbursed subsistence expenses during the period of leave.

Authorization to extend the time for actual temporary quarters and the number of days authorized should be held to a minimum. Extension of time for temporary quarters may be authorized only in situations during the initial 60-day period of temporary quarters. To obtain authorization, the employee shall provide the authorizing official with written justification that clearly describes the compelling circumstances warranting the extension that is beyond their control. NASA may authorize an extension up to an additional 60 consecutive days. For the purpose of this authorization, the Administrator's designee should be an official at least one management level higher than the official who authorized the first 60 days of TQSE for the requesting employee.