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IndependentVerification &Validation ProgramAdministrative ControlsIVV 02Version: PEffective Date:February 22, 2016six years and three months after the approval of the travel voucher.4.3 Government TransportationTransportation in support of official government travel is authorized usingGovernment Services Administration (GSA) vehicles, non-governmentconveyances, privately owned vehicle (POV), and common carriertransportation. NASA IV&V Program Management will adhere to FTR,NID, and NPR guidelines to ensure that the selected mode oftransportation is the most cost-effective for the government. Travelers willidentify transportation expenses in the official Travel Authorization or LocalTravel Voucher (as appropriate) created in CGE.Reserving a GSA Vehicle: The NASA IV&V Program maintains two GSAFleet Management Vehicles for use by NASA IV&V Program CSemployees for official government travel.Non-federal governmentemployees; i.e., government contractors, are permitted to ride in thevehicles, and if they have a valid driver’s license, may drive asnecessitated by the situation.To reserve a GSA vehicle for travel, the requester must: Read and understand the Vehicle Request User’s Guide, locatedon ECM at: ECM /WORKFLOWS/ GOVT VEHICLE REQUEST/Vehicle Request User’s Guide prior to requesting a vehicle.Submit the Government Vehicle Request Form via the EnterpriseContent Management (ECM) system workflow located at: ECM /WORKFLOWS/ GOVT VEHICLE REQUEST/ Govt VehicleRequest Form.Vehicle availability can be checked any time by the Check VehicleAvailability link on the Government Vehicle Request Form.Ensure that the request has been approved prior to obtaining thevehicle keys. Approval or denial will be sent to requestor via emailby the workflowObtain the vehicle keys from the first floor Security Station, locatedat Building 1, 100 University Drive.While the GSA vehicle is signed out, the following information applies: If the GSA vehicle requires essential consumable supplies, theThis document is uncontrolled when printed - check the master list athttp://ims.ivv.nasa.gov/ to verify that this is the correct version before use8 of 15

IndependentVerification &Validation Program Administrative ControlsIVV 02Version: PEffective Date:February 22, 2016vehicle requester should purchase those supplies during a fuelstop, using the vehicle’s government credit card.In the case of an accident, lost keys, dead battery, etc., the vehiclerequester should follow the instructions located in an envelopemarked “GSA Assistance,” which is located in the glovecompartment of each GSA vehicle.Flat tires may be changed by the vehicle requester, or by calling theGSA help number listed on the vehicle’s government credit cardand in the GSA Assistance instructions. Immediately upon return ofthe vehicle, report the flat tire to David Sheldon (O&M Manager).During after-duty hours leave a message with the Security Stationat 304 367 8200.Upon returning from travel, the requester must: Refuel the vehicle, ensuring that the fuel tank is completely full. Ifthis is not possible, provide an appropriate explanation in theComments box of the Trip Record.Clean the inside of the vehicle using the vacuum and cleaningwipes that are located in the vehicle, and when possible wash theoutside if necessary. There is a more powerful vacuum availableat the first floor Security Station, located at Building 1, 100University Drive.Return the vehicle keys to the first floor Security Station, located atBuilding 1, 100 University DriveSubmit a Trip Record via the ECM personal assignment EnterMileage/Trip Info Form (this report will require beginning andending mileage, and gas all expenses paid for with the vehicle’sgovernment credit card).o The Trip Record must be completed within five working daysof the vehicle’s returno In the Comments box of the Trip Record, include a detailedvehicle status update outlining any attention the vehicle mayneed as well as any pertinent comments regarding thevehicle’s condition (external scratches, dents, etc.).In the event that a trip is canceled or if the vehicle is no longer needed, therequester must: Cancel the Government Vehicle Request via the ECM personalThis document is uncontrolled when printed - check the master list athttp://ims.ivv.nasa.gov/ to verify that this is the correct version before use9 of 15

IndependentVerification &Validation ProgramAdministrative ControlsIVV 02Version: PEffective Date:February 22, 2016assignment Cancel My Vehicle Request Form. This option ofcancellation is available only if it is done prior to or on the departuredate. Contact a vehicle request approver to cancel a vehiclerequest after the departure date.The NASA Official Fleet Management Handbook 2011 provides guidanceand outlines regulations regarding the use of government vehicles. A fewexcerpts are listed below: Paragraph 2.6.1.4 outlines the appropriate uses of GSA and othergovernment vehicles; e.g., to/from duty sites, lodgings, diningfacilities, medical facilities, drugstores, barber shops, and similarplaces required for the traveler’s health or comfort; however, publicperception must be considered. Paragraphs 2.7.1 and 3.3.4 outline the regulations concerning thetransportation of passengers other than civil service employees andcontracted government employees in the performance of theirofficial duties. Paragraph 3.3.1 stipulates that operators of GSA and othergovernment vehicles will not operate mobile telephones while thevehicle is in motion or on the traveled portion of a roadway.Failure to follow the above procedures may result in suspension ofpermission to sign out a GSA vehicle.Non-Government Conveyance: In the event that a GSA vehicle is notavailable or is not economically prudent for the situation, NASA IV&VProgram CS employees may request authorization for a various specialconveyance, such as a rental vehicle, taxi, or other means.POV: NASA IV&V Program CS employees may elect to use a POV withfull reimbursement at the standard government mileage rate whenauthorized and deemed most advantageous to the government. If a POVis not preauthorized or is found not to be the most cost-effective mode oftransportation to the government, the traveler will be reimbursed at areduced rate in accordance with FTR 301-10.310, or in the amount of themore advantageous mode of travel.This document is uncontrolled when printed - check the master list athttp://ims.ivv.nasa.gov/ to verify that this is the correct version before use10 of 15

IndependentVerification &Validation ProgramAdministrative ControlsIVV 02Version: PEffective Date:February 22, 2016Common Carrier Transportation: NASA IV&V Program CS employees areauthorized to request common carrier transportation, including airplanes,trains, ships, buses, or local transit systems in support of their officialtravel. In accordance with FTR 301-10.310, contract carriers must beutilized when available. Coach class service must be used unlessbusiness class or first class service is pre-authorized.4.4Office SuppliesThe NASA IV&V Program’s supply, support, and material managementguidelines are structured in accordance with NASA Policy Directive (NPD)4100.1B, Supply Support and Material Management Policy; and are to beresponsive to customer requirements at a minimum cost and demand onthe NASA logistics infrastructure. Only materials necessary for theperformance of NASA mission requirements or institutional operationsshall be acquired.To aid in the completion of accurate, professional, and quality work, theNASA IV&V Program provides office supplies to its CS employees. Officesupplies are stored in the supply cabinet located in the AdministrativeOffice and in a cabinet located in the hallway next to the stairwell door onthe second floor of Building 2. Office supplies may be requested bycompleting the Supply Ordering Form posted inside the supply cabinet inthe Administrative Office. Also posted on the inside of the supply cabinetis the Standard Supply List.On the Supply Ordering Form, requesters must indicate quantity, unit,stock number, catalog edition, catalog page number, item description, unitlist price, total, and requester name for each item requested. If anindividual item costs over 100 or does not appear on the StandardSupply List, requesters must also indicate the justification for the item onthe Supply Ordering Form and obtain the approval signature of theOperations and Maintenance (O&M) Lead.The O&M Lead may cancel any item deemed unreasonable. Any item notreceiving the proper approval will not be ordered. If the O&M Leaddetermines that an item will not be ordered, the O&M Lead will inform therequester of the cancellation and provide justification. The O&M Lead willthen provide the West Virginia University Research Corporation and theOOD Executive Assistant with copies of the approved Supply OrderingThis document is uncontrolled when printed - check the master list athttp://ims.ivv.nasa.gov/ to verify that this is the correct version before use11 of 15

IndependentVerification &Validation ProgramAdministrative ControlsIVV 02Version: PEffective Date:February 22, 2016Form.4.5SchedulingNASA IV&V Program CS employees are required to maintain a dailycalendar of meetings, events, appointments, etc., on the Microsoft Outlookcalendar system. Descriptions of appointments and meetings shall beviewable by NASA IV&V Program employees. Meetings with otheremployees should be requested via the Outlook calendar schedulingsystem.Additional information regarding the scheduling of conference rooms canbe found in the IV&V Program Web Portal under: Help and Support/O&M Facility Services/ O&M Services/ Employee Services/ ConferenceRoom Scheduling sAny metrics associated with this SLP are established and tracked within theNASA IV&V Program’s Metrics Program.This document is uncontrolled when printed - check the master list athttp://ims.ivv.nasa.gov/ to verify that this is the correct version before use12 of 15

Administrative ControlsIndependentVerification &Validation Program6.0IVV 02Version: PEffective Date:February 22, 2016RecordsThe following records will be generated or updated and filed in accordance withthis SLP and IVV 16, Control of Records, and in reference to NASA ProceduralRequirements (NPR) 1441.1, NASA Records Management ProgramRequirements.Record NameOriginal VitalResponsiblePersonGovernment VehicleRequest Form(2012 and newer)YNO&M LeadGovernment VehicleAuthorization Form(prior to 2012)YNO&M LeadAdministrative copy ofTravel onRequirementCut off at end of fiscalor calendar year.Destroy/delete 2 yearsafter cutoff. (1/78F1)Cut off at end of fiscalor calendar year.Destroy/delete 2 yearsafter cutoff. (1/78F1)Destroy 6 years afterfinal payment orcancellation, but longerretention is authorizedif required for businessuse. (9/1A)This document is uncontrolled when printed - check the master list athttp://ims.ivv.nasa.gov/ to verify that this is the correct version before use13 of 15LocationECM WorkflowRMO WebsiteFiling System

IndependentVerification &Validation ProgramVersionBasicA-FGHIJKLAdministrative ControlsIVV 02Version: PEffective Date:February 22, 2016VERSION HISTORYRationale for ChangeDescription of ChangeInitial ReleaseRevision information older than 7-yearretention period relocated to VersionHistory Overflow DocumentRemoved references to Travel Managerand replaced with information aboutFedTravelerAdded precedence statement for externalreference documentsUpdated reference document precedencestatementMade minor corrections per internal auditfindingsUpdated Section 4.2.1, Local Travel, andremoved Form 1003, Authorization forLocal Travel. Updated retention periodsUpdated Section 4.2.3.1, to switch tousing the ECM Government VehicleRequest Workflow from using the RMOwebsite. Remove Calling Cards.Agency automated system fortravel has changedWorkflow replaces RMOwebsite. Only one employeestill uses Calling Card.This document is uncontrolled when printed - check the master list athttp://ims.ivv.nasa.gov/ to verify that this is the correct version before use14 of 15AuthorNatalie AlvarovariousEffective Date04/18/200502/10/2006 monsSara 10ShirleySimmons03/14/201207/29/201001/12/2011

IndependentVerification &Validation ProgramVersionMNOPAdministrative ControlsIVV 02Version: PEffective Date:February 22, 2016VERSION HISTORYDescription of ChangeRationale for ChangeVarious changes to the document – most Annual Document Review.in section 4.0. Of note: Section 4.2.3.1Updated some information andnow allows contractors to drive; adds link made changes to increaseto Fleet Management Handbook 2011clarity and accuracy.Minor changes throughout the documentChanges made for clarity, and– with major changes in section 4.2: i.e., to reflect new requirementschange in responsibilities of travelers and made by GSFC and agency.of Travel Arrangers, change of automatedtravel systems, deletion of governmentcellular telephone.Update instructions for GSA vehicles inPAR 2015-P-439. Currentsection 4.2.3.1.wording is unclear in TripRecord.Incorporate instructions contained in IVVPAR 2015-P-442. By07-3, Work Instruction for Civil Serviceconsolidating the informationTravel, into this SLP, IVV 02,in IVV 07-3 into IVV 02, thereAdministrative Controls, and update towill be one less document thatcurrent process.cites travel instructions. Thiswill mitigate the problem ofkeeping multiple documents insynch with each other.This document is uncontrolled when printed - check the master list athttp://ims.ivv.nasa.gov/ to verify that this is the correct version before use15 of 15AuthorDavid RunyonEffective Date05/10/2013David Runyon09/09/2014David Runyon08/20/2015David Runyon02/22/2016

CGE Concur Government Edition ECM Enterprise Content Management FTR Federal Travel Regulation GSA Government Services Administration IMS IV&V Management System NID NASA Interim Directive NODIS NASA Online Directives Information System NPD NASA Policy Directive NPR NASA Procedural Requirements .