# Presentation: 712985

## Reimbursable Travel

## Two Types of Reimbursable Travel

- Reimbursable Funded (Federal or Non-Federal)
- Funding sent to NASA to use NASA Travel Orders
- Reimbursable In Kind (Federal or Non-Federal)
- No money exchanges hands
- Lodging, transportation, meals, provided directly to the traveler by the funding organization
- Both require agreement/letter of invitation delineating what’s being purchased
- Travel authorizations must indicate “Sponsored In Kind” or “Sponsored Reimbursable”
- Travel authorizations may use all three types of funding: reimbursable, reimbursable in kind, and direct funded.

## Basic Rule for All Travel

- The _traveler_ is ultimately responsible for any and all activity involved with the travel.
- Federal employees **may not accept any payment directly**.
- Ethics violation
- Perception of receiving a bribe
- Includes cash, direct deposit into employee accounts, etc.

## Reimbursable In Kind Travel

- Per 31 U.S.C. 1353
- Should be requested in advance (more allowable benefits)
- Within 7 working days after the trip is complete (limited allowable expenses)
- Consequences if ignored
- Employee will be responsible for payment
- Repeat offenders will not be permitted to travel
- Personnel action may be brought against the employee
- Organization uses limited travel funds

## Reimbursable In Kind  Non-Federal Customer

- Requires completion of NF1167 if non-federal customer
- Form must be signed by Center Director, AA or Deputy AA (block 12)
- Form must be approved by General Counsel or the Chief Counsel’s Office
- Local Travel Offices must receive copy of signed form
- The traveler keeps the original form
- Must be a speaker or presenter (block 4)
- Travel Orders must match the amounts on the NF1167
- Overseas Travel Orders are routed through the General Counsel or the Chief Counsel’s Office for approval

## Reimbursable In KindFederal Customer

- Travel authorized under federal customer travel orders.
- The other Federal Agency puts the traveler on Invitational Travel Orders.

## Reimbursable Travel

- Federal Customers
- Need agreement that identifies what appropriation to charge, ALC, etc.
- Non-Federal Customers
- Need check/money order in advance of travel
- There is also a 1% Agency Processing Fee for this
- Requires completion of NF1167

## Reimbursables

- Bring agreement with financial data and signatures to BMD Reimbursables _at least three weeks in advance of travel date_.
- BMD Reimbursable
- Helps create the Estimated Price Report (EPR)
- Requests the creation of a WBS
- Lets Travel Team know of WBS
- Sets up funding
- BASO/Local Travel
- Let’s employee know when Travel Manager Account Code has been established and funded.  Direct funds should not be cited for anything reimbursable.

## POC’s

- HQ Travel Manager: Barby Birch, 358-0316
- Reimbursable In Kind Travel:  Dawn Feick, 358-2052 _[http://www.](http://www.nasa.gov/offices/ogc/general_law/reimbursables.html)__[nasa](http://www.nasa.gov/offices/ogc/general_law/reimbursables.html)__[.](http://www.nasa.gov/offices/ogc/general_law/reimbursables.html)__[gov/offices/ogc/general_law/reimbursables](http://www.nasa.gov/offices/ogc/general_law/reimbursables.html)__[.html](http://www.nasa.gov/offices/ogc/general_law/reimbursables.html)__ _
- HQ Reimbursable Travel: Debbie Randall, 358-1173