NSSC Official Travel Guidance

							                           NSSC Official Travel Guidance



Traveler:
Traveler initiates travel authorization using a standard naming format. The following
format should be used:
    Center ID (10 for NASA HQ)
    Hyphen –
    Org Code (3 characters). Use first 3-alphanumeric of organization code.
    Date of departure (MM-DD) use hyphen to separate month and day; not a
       slash
    State or Country traveling to (ex: AL for Alabama)
                    Example: 10-XD4-02-14TX
                    Headquarters, Research Activities Branch, traveling February 14
                      to Texas

Traveler must be specific in purpose of travel. If traveler is authorized the use of a
rental car:
    Car must be returned with a full tank of gas
    Traveler should not sign up for any insurance through the rental company
    If sharing rental car with other traveler(s), include name(s)

Traveler should initiate a travel voucher within 5 days of return from travel. Traveler
should maintain receipts for all lodging and other expenses in excess of $75.00.

Traveler’s Manager:
Mgmt Authorizer (pre-travel)/Mgmt Approver (post-travel): Management/Supervisor
of traveler’s organization. Approving officials should review the vouchers and ensure
that expenditures are reasonable and necessary. Web-based training is available
through http://travel.hq.nasa.gov and selecting “User Procedures” and “Travel
Manager Approver/Reviewer Guide”.

Management Authorizer/Approver can delegate roles, but only to another supervisor.
Supervisors can only authorize/approve travel for individuals below supervisor’s
organization level.

Business & Administration Office:
Approver: NSSC Business and Administration Office ensures funding availability and
WBS accuracy
           Susie Cour-Palais, 228-813-6059
           Nikki Tubbs, 228-813-6057


The above information is intended to be a Quick Reference Guide for NSSC
personnel traveling for the performance of official duties. This guide does not replace
NASA travel regulations or Federal Travel Regulations. Information in this Guide is
subject to change. This is basic information about travel processes and procedures.
The following is a list of government travel regulations and instructions to assist you
with your travel-related questions:

      NFTRS 9700 - NASA Federal Travel Regulations Supplement
       (http://www.hq.nasa.gov.fmm/9700/9700.pdf)
      FMM 9700 - NASA Financial Management Manual Relocation Allowance
       (http://www.hq.nasa.gov.fmm/9700/9760.pdf)
      NPD 9710.1P - Delegation of Authority to Authorize or Approve Travel
       (http://nodis3.gsfc/displayDir.cfm?Internal_ID=N_PD_9710_001P_&page_nam
       e=main)
      Federal Federal Travel RegulationsTravel Regulations
       (http://www.policyworks.gov/org/main/mt/homepage/mtt/ftr/ftrhp.shtml)
      Joint Federal Travel Regulations for Uniform Services
       (http://www.dtic.mil/perdiem/jftr.pdf)
      General Services Administration (includes links to per diem rates for domestic,
       foreign, and non-foreign)
       (http://www.gsa.gov/Portal/gsa) click on policy and see travel management
      U.S. Department of State (includes links to travel alerts) (http://www.state.gov)

NASA Centralized Travel Office is located at NSSC.

Travel Manager - The Travel Management module is NASA's state-of-the-art system
that allows users to process travel actions electronically. Using GELCO’s Travel
Manager software, the module makes preparing travel documents easy and ensures
that authorizations and reimbursements are timely. Travel Manager is interfaced to
the Core Financial SAP system to support real-time management decisions and full
cost .

Use NASA Form 1700, IFMP System Access Request, to obtain user ID and
password. This form can be found on the SSC website under Reference Library,
Reference Documentation, SSC Electronic Forms Index. Complete the form and
have your immediate supervisor sign. Submit completed forms to Carol Billott,
located in 5100 CM241-25, extension 36067; she will then submit to appropriate
office. NSSC Travel Manager Administrator, Allecia Kimble, will e-mail confirmation
to the traveler.

Web-based training is available through http://travel.hq.nasa.gov

Other useful information on using Travel Manager can be found in GELCO Travel
Manager under “HELP” at https://nasatravel.ifmp.nasa.gov

Government Travel Charge Card – The Travel and Transportation Action of 1998
authorized the General Services Administration to require that federal employees use
a government issued travel charge card for all payments of expenses for official
Government travel. If you do not currently have a government travel charge card,
you can apply for a card and subsequently obtain an ATM PIN by submitting an

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application Applications are available at Master Card Travel Card Application
(http://cfo.jsc.nasa.gov/FMD/Travel/BACApplication.doc)




The Agency Program Coordinator for NSSC, Rose Butler, is responsible for
processing travel card applications. The employee is responsible for the safekeeping
of the card and the payment of the card purchases from travel reimbursements.
Employee fills out the form and faxes to Rose Butler at 202-358-3090.

All employees should read Bank of America's Government Cardholder Agreement,
and retain it for their files (Bank of America Credit Card Agreement). By using the
government card (for an ATM advance or other signed transaction), you
acknowledge that you understand and agree to the terms and conditions of the
Cardholder Agreement.

Travel Voucher (TV) - terminology used for the form to claim travel expenses and
from which reimbursement is issued.
Local Travel Voucher (LV) - travel to locations of 50 miles or less of the permanent
duty station, or to which one would normally expect to go on a round-trip basis to
conduct official business during normal working hours.
Meals and Incidental Expenses (M&IE) - the amount allowed for meals and incidental
expenses while on official travel; rates vary by location. Incidental expenses include:
tips for waiters, porters, baggage handling, maids, transportation between lodging or
business, and where meals are taken; laundry/cleaning if stay less than 4 nights (4 or
more night stay, laundry/cleaning can be an itemized expense),
Per Diem - daily lodging and Meals & Incidental Expenses (M&IE) rates allowed while
on official travel; rates vary by location.
POV - privately owned vehicle. You may use a privately owned conveyance (POC) if
it is advantageous to the government. The approving official should ensure that a
comparison with commercial airfare is made. Enroute per diem should be considered
in the comparison. The most direct route to TDY will be used to compute mileage.
CI Travel - the commercial travel service used to make airline, rail, hotel and car
rental reservations and issue tickets; phone number 1-800-297-9027. If local Stennis
Space Center Alamo Travel is used, an additional charge of $19.50 is incurred and
will need to be added as an expense on voucher using “Airport Tax” as the expense
description. Call Ellen Titus at Alamo Travel, 228-688-3550.
Annual Leave – Annual leave can be used in conjunction with legitimate business
travel. Costs that exceed those that would have been incurred for official travel must
be paid by the traveler.
This has to be approved prior to beginning travel.
Telephone Calls – NASA policy allows personal phone calls; the maximum amount
allowed is an average of one call per day, not to exceed $5 per call.

ATM Advance Fees – access fee taken at ATM machine. A cash advance fee is also
taken by American Express; to calculate this expense, use amount withdrawn plus
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the access fee and multiply total by 1.9%. Add this amount to the access fee for
ATM surcharge fees on your expense summary.



If you require additional assistance, please contact Susie Cour-Palais, NSSC
Business and Administration Office, at 228-813-6059.




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