Hinode NASA Sub/Contractor Travel Flowchart

TravelType

Conference Conference

Sub/Contractor Foreign Conference

LM/NRL/SAO:1. Fill out NASA Conference Waiver Request

form per contracting institution – List all travelers and list each one’s justification: (Foreign_Conference_Request.docx)

2. Fill out Country Clearance form per each traveler:(Country_Clearance_Request.doc)

3. Submit to NASA PM & PS for consolidation between all submissions and justification review

4. Submit “Foreign Travel Approval Request Letter” with itemized cost estimate to CO/P & PM if contract requires one. (LM/SAO) **

NASA:5. If NASA PM/PS approves, submit package to

*Travel, copy to CO/P, ZP01 Admin, ZP13 Mgr6. *Travel handles conference approval7. CO submit to ADT for center approval8. ADT submit to HQ for approval9. ADT return to CO/P to do Foreign travel

authorization letter, if approved by HQ & *Travel

10. CO/P provide Foreign travel authorization letter to contractor

Notes:- Must indicate request to center no later than

6 months prior to travel.- Foreign travel is currently limited to

substantive involvement (note change from the requirement of programmatic involvement).

- Approval for conferences may not be awarded from HQs until a few weeks prior to the conference.

Sub/Contractor Foreign Non-Conference

LM/NRL/SAO:1. Fill out Contractor Travel Approval Request

form per contracting institution – List all travelers and list each one’s justification: (Contractor_Travel_Request.docx)

2. Fill out Country Clearance form per each traveler: (Country_Clearance_Request.doc)

3. Submit to NASA PM & PS for justification review

4. Submit “Foreign Travel Approval Request Letter” with itemized cost estimate to CO/P & PM if contract requires one. (LM/SAO) **

NASA:5. If NASA PM/PS approves, submit package to

CO/P to do Foreign travel authorization letter6. CO/P provide Foreign travel authorization

letter to contractor

Note:- Programmatic travel directly approvable by

NASA PM, if not requesting additional funds.

Domestic

Yes

Foreign

NoNoYes

Sub/Contractor Domestic Conference

LM/NRL/SAO:1. Fill out Contractor Conference Travel

Approval Request form per each traveler – For “Number of Travelers”, state the number of travelers per contracting institution: (Contractor_Conference_Request.docx)

2. Submit to NASA PM & PS for justification review

NASA:3. If NASA PM approves, NASA PM/PS submit

package to *Travel, copy to CO/P, ZP01 Admin, ZP13 Mgr

4. *Travel handles NCTS conf. approvals5. If requested by Travel, fill out Center CFO

Conference Waiver form: (Conference_Waiver_Request.docx)

6. *Travel notifies PM (and/or traveler) of conf. approval status

Notes:- Must provide request to center well in

advance of 60 days prior to travel.- For NCTS NUMBERS: https

://www.nssc.nasa.gov/conferences -- For NASA internal search, click on “NCTS” under the “Quick Links” panel at right

- Approval for conferences may not be awarded from HQs until a few weeks prior to the conference.

Sub/Contractor Domestic Non-Conference

LM/NRL/SAO:1. Fill out Contractor Travel Approval

Request form per contracting institution – List all travelers and list each one’s justification: (Contractor_Travel_Request.docx)

2. Submit to NASA PM & PS for justification review

NASA:3. NASA PM reviews and notifies travel

approval status to CO/P.4. CO/P notifies contractor of approval.

Notes:

- Programmatic travel directly approvable by NASA PM, if not requesting additional funds.

- E/PO travel requires more information. Check with the NASA PM.

ADT – MSFC Associate Director, Technical (Dale Thomas, plus Robin Henderson)CFO – Chief Financial OfficerCO/P – Contracting Officer & Procurement (Melinda Swenson for Foreign + Jennifer McCaghren & Bernardine Jackson for All)PM – NASA Project Manager (Barbara Cobb)[D]PS – [Deputy] Project Scientist (Sabrina Savage)ZP01 Admin – Melissa WaldenZP13 Mgr – Dennis Gallagher*Travel – Louise Catalfamo

18Jul2014

• Right click on the form name to open hyperlink and bring up an editable version of the form.• Be sure to check for the latest forms from the embedded links.• Per NASA travel memo “FY 2014 Revised Guidance for Conference Attendance and Travel” dated

2014 Mar 05

**Letter not required for sub-contractors, only cost estimates.

SUBJECT TO(CONTINUAL)REVISION*Contact Barbara Cobb &Sabrina Savage to confirmlatest guidelines.