NASA Procedural Requirements

NPR 9770.1A Effective Date: November 17, 2020 Expiration Date: November 17, 2025

Subject: NASA Conference Approval and Reporting

Responsible Office: Office of the Chief Financial Officer

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 requirement/threshold are summarized in Table 3-1.

Note: The costs of attendance by NASA personnel at a non-federally sponsored domestic conference are not included in the reports required by appropriations acts or OMB Memorandum M-12-12, as amended by OMB Memorandum M-17-08. These attendance costs are not subject to the tracking and reporting requirements in this directive.

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 $500,000 also require approval by the Agency DCFO.

c. Conferences with total estimated costs greater than $500,000 also require approval by the Agency DCFO per OMB Memorandum M-12-12, as amended by OMB Memorandum M-17-08.

3.1.3 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 90-day advance approval is not possible, approval is required as soon as practicable (e.g., when the conference is organized with less than 90-days 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 HQ Policy Division after consulting with Center Chief Counsel and will in no event be used for the costs listed in Section 3.1.4.2. (See Section B.3. of NAII 9770.1 for explanation and components of sponsorship costs).

3.1.4.1 A cooperative agreement may be used to provide funding for a conference. The following conditions shall 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. A cooperative agreement may be used only for financial assistance to a NASA partner.

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

c. Technical review expenses include:

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

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

d. Funds may 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, and for international conferences, absent other agreements, 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 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 IG will 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 Appropriated funds will not be committed or obligated for non-refundable expenses 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 Appropriated funds will not be committed or obligated for non-refundable expenses in excess of the amount approved (and $100,000 if no approved amount). OICs and their Conference POCs shall implement controls necessary to ensure proposed costs and attendance from their Center/Office are consistent with levels approved by the Agency DCFO, 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.

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