NASA Procedural Requirements

NPR 9790.1 Effective Date: August 30, 2017 Expiration Date: August 30, 2027

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

Responsible Office: Office of the Chief Financial Officer

Chapter 4. Reporting Requirements

4.1 Employee Requirements

4.1.1 An employee shall report to the Agency the value of all travel expenses accepted from a non-Federal source within seven (7) business days of completing travel, including:

a. Traveler name and title.

b. Event description, event sponsor and dates.

c. Event location and travel dates.

d. Source of the payment.

e. Description of the payment (hotel, airfare, etc.).

f. Form of payment received (check or other monetary instrument, or in-kind).

g. Amount of the payment received.

4.1.2 If the payment was in-kind, the employee shall use the valuation method described above in Section 3.3.

4.1.3 If the non-Federal source offers to pay for travel expenses after the employee begins travel to a meeting, without the employee's or agency's prior knowledge, the employee will report these expenses and request authorization immediately after, but within seven (7) business days after the end of the trip.

4.2 Agency Requirements

4.2.1 On a semiannual basis, NASA's OCFO shall prepare an OGE Form 1353—fully completed to report payments received from non-Federal sources for travel, subsistence, and expenses related to employee attendance at meetings or similar functions—for submission to the OGE.

4.2.1.1 OGE Form 1353 reporting shall be submitted on May 31 to report payments received from the preceding period of October 1-March 31 and on November 30 to report payments received from the preceding period of April 1-September 30.

4.2.1.2 This reporting requirement applies to all payments greater than $250 per event, for an employee (and accompanying spouse, if applicable).

4.2.1.3 Reporting will be completed even if the Agency did not receive non-Federal source payments during the semiannual reporting periods.

4.2.2 Per 5 U.S.C. § 7342, NASA's OCFO shall report travel payments received from a foreign non-Federal source of more than minimal value to the Department of State on an annual basis.

4.2.2.1 For each gift of travel or travel expenses from a foreign non-Federal source, the report to the Department of State shall include:

a. The name and position of the employee.

b. A brief description of the gift and the circumstances justifying acceptance.

c. The identity of the foreign entity.

d. The name and position of the individual who presented the gift.

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