Reimbursable travel is travel for which a non-Federal source provides all or a portion of the funding for travel expenses, either directly to the Agency or in-kind to the employee.  NASA employees should not accept direct payment of expenses.  If a payment is received, it must be promptly reported to the DCFO at the Center.

All travel involving full or partial reimbursement from a non-Federal source must be reviewed and approved in writing by the Office of Chief Counsel at your Center or the Office of General Counsel at Headquarters.  Reponses to travel invitations from foreign entities that involve reimbursement must be coordinated with the Office of External Relations (OER) at NASA Headquarters.  Reimbursable travel must be approved in advance of travel.

The following information is required to accommodate your offer of Domestic Reimbursable Travel:

Reimbursable-Compliant Letter of Invite (LOI)

Traveler receives a Reimbursable-Compliant LOI and forwards to Debbie Burak for approval processing a 'minimum' of 10 days prior to travel departure via one of the following:

• FAX:  216-433-5912 (machine in office)
• Mail: Mail Stop 3-7, Debbie Burak
• E-mail: Send email to with the scanned original attached

The Reimbursable-Compliant LOI should include the following:

• Travel Purpose:  Must state speaking on a panel, invited to speak, making a presentation, or receiving an award.  Topic title must be stated. 
• Non-compliant purpose: Technical discussion, technical review, monitoring, session chair.
• LOI must be on company letterhead: Can be signed/fax'd copy of original (E-mail invitation is non-compliant)
• Body of LOI must include: Where, when, why, presentation topic/title
• The following Mandatory Criteria must be stated in the LOI:
  1. Specifically list what the organization will be paying for
  2. No NASA contract or grant is being utilized as the source of reimbursable funds
  3. No honorarium will be provided
  4. Organization understands that a 6% administrative charge will be applied to the cost of travel

Administrative Charges

• Reimbursable In-Kind:  The 6% administrative charge can be dropped if the following applies: Invitee will pay for everything.  No Claims Voucher to be filed.
  
  
• Partial Reimbursable In-Kind:  The 6% administrative charge applies.  Invitee will partially cover travel; therefore, traveler will be claiming 'something' on the travel voucher.  The charge applies for Travel Audit's processing.

---

Debbie will prepare the Official Approval Letter for Acting Director of External Programs and Chief Counsel's signatures.  Upon receipt thereof, the travel is considered approved.

For more detailed information and instructions please contact:

:  (216) 433-5382