Subject: Payment of Travel Expense from a Non-Federal Source, Revalidated on August 30, 2022

Responsible Office: Office of the Chief Financial Officer

Chapter 1. Overview

1.1 Gifts of Travel from Non-Federal Sources

1.1.1 In some circumstances, NASA may accept an unsolicited offer from a non-Federal source to pay an employee's (and sometimes the spouse's) travel expenses, including transportation, lodging, meals, and related expenses to attend meetings, conferences, seminars, symposia, and other similar functions in an official capacity. This type of arrangement is often referred to as "sponsored," "donated," or "reimbursable" travel.

1.1.2 Non-Federal sources may include, but are not limited to:

a. Individual donors or sponsors.

b. Private or commercial entities.

c. Non-profit organizations.

d. Trade associations.

e. International or multinational organizations.

f. Foreign, state, or local governments (including the government of the District of Columbia).

1.2 Roles and Responsibilities

1.2.1 The Agency Office of the Chief Financial Officer (OCFO) shall:

a. Prepare the semiannual OGE SF 1353 to document payments accepted from non-Federal sources for Agency submission to OGE and facilitate NASA reporting compliance in accordance with the following OGE guidelines:

(1) Agency submission of the OGE SF 1353 no later than May 31 for payments received during the preceding period of October 1 through March 31.

(2) Agency submission of the OGE SF 1353 no later than November 30 for payments received during the preceding period of April 1 through September 30.

(3) Completion and submission of OGE SF 1353 (negative report) even when no payments are received during the semiannual reporting period.

b. Ensure NASA Headquarters (HQ) and Center compliance with Federal mandates governing acceptance and use of non-Federal source sponsorship and/or donations for travel-related expenses.

1.2.2 The Office of the General Counsel shall:

a. Review and, if appropriate, provide concurrence for travel-related expenses accepted from a non-Federal source on NASA's behalf for travel-related expenses for NASA Headquarters employees in accordance with the NASA Procedural Requirements (NPR) 9700.1, Travel.

b. Review and concur in the Agency's semi-annual submission of the OGE Form 1353.

c. Coordinate with the Center Offices of the Chief Counsel, as necessary.

1.2.3 The Offices of Chief Counsel shall:

a. Review, and if appropriate, provide concurrence as needed for travel-related expenses accepted from a non-Federal source on NASA's behalf for travel-related expenses for NASA employees at their Centers.

b. Coordinate with Headquarters Office of the General Counsel, as appropriate.

1.2.4 The Office of International and Interagency Relations (OIIR) shall complete responsibilities related to NASA employee acceptance of foreign gifts for travel, outlined in NPD 1030.1l to include:

a. Provision of advice to employees on the appropriateness of accepting or refusing a gift from a foreign government, including travel, in consultation with the Assistant Administrator for Communications and the General Counsel.

b. Compilation of a list of statements from employees detailing gifts of travel received of more than minimal value filed during the preceding calendar year and transmitting the list to the Secretary of State by January 31 of each year, per 5 U.S.C. § 7342.

1.2.5 Center OCFOs shall:

a. Review all requests for approval of payment of travel expenses by a non-Federal source.

b. Review all travel expenses or in-kind benefits accepted from non-Federal sources under 31 U.S.C. § 1353.

c. Report non-Federal source payments semiannually to the Agency OCFO, including negative reports if there were no non-Federal source payments received during a reporting period.

1.2.6 Employees shall:

a. Inform the Agency or assigned Center CFO immediately if a non-Federal source offers to pay for travel expenses.

b. Complete the NF 1167 and obtain other supporting documentation as listed in section 2.3.4 for the proposed payments by a non-Federal source, including any payments for the employee's spouse, if applicable.

c. Obtain counsel from the OIIR regarding acceptance of international travel payments from foreign governments or foreign entities.

d. Maintain accurate records of any payments from a non-Federal source.

e. Submit a report of payments from a non-Federal source within seven (7) working days after completing official travel.

f. Comply with their Center's additional requirements, if any, on processing of travel.

g. Accept payment from a non-Federal source for official travel expenses to a meeting or similar function on behalf of NASA (e.g., a check made out to the Agency) only when authorized to do so. NASA employees shall not personally accept any payment from the non-Federal source.

h. Not solicit payment of travel expenses, but may respond to a non-Federal source inquiry regarding options for arranging the employee's participation in a meeting or similar function, and at that time, the employee may inform the source that NASA has authority to accept payment of an employee's travel expenses to attend a meeting. However, the employee may not make demands or requests that the non-Federal source pay for such expenses as a condition of the employee's participation.

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