Policies & Procedures

An applicant who has been selected by NASA for a NASA Postdoctoral Program award will receive a formal offer from ORAU. The offer consists of an offer letter, terms of appointment, and supporting materials.

The ORAU offer letter and terms of appointment state the conditions of the fellowship award and provide information on appointment start and end dates; stipend; professional and programmatic travel support; relocation assistance, if applicable; conditions, obligations, and responsibilities of the appointment; appointment facility; health insurance; taxability of stipends and other payments.

The appointment start date is the first day the Fellow will be at their appointed facility, and the completion date is the last day the Fellow will be at their host facility. The timeframe of the appointment is approved by the NPP advisor but can be amended, if necessary, with approval by the advisor and the NPP Center representative at the appointed facility. The Fellow's completion date may be amended for a variety of reasons, including early departure, appointment renewals, etc.

The Fellow's NPP advisor and NPP Center representative will verify the start date by providing ORAU with a Certification of Start Date form on the first day the Fellow reports to the NASA (or affiliated) facility to begin the appointment. ORAU must have proof of the doctorate research degree and all other required ORAU forms and/or requested documents no later than the official start date of the appointment, before the stipend can begin.

The national response to the COVID-19 epidemic necessitates temporary modifications to initial and current appointment policies. For the duration of the COVID-19 epidemic, as determined by NASA, these modifications include:

1. The appointment “start date” is redefined as the first day that a Fellow is able to begin their research or management program regardless of whether the Fellow is physically present at their host facility.
2. Contingent upon a U.S. Social Security number, a U.S. bank account, and, when applicable, a U.S. J-1 Visa, Fellows who are in the United States, both U.S. citizens and non-U.S. citizens, may start their NPP tenure by reporting remotely to their host facility with the agreement of the NPP advisor, the Center representative, and ORAU.
3. New Fellows not yet in the United States, however, cannot be offered remote accommodation unless they are able to provide to ORAU a U.S. Social Security number and a U.S. bank account for direct deposit of stipend payments.
4. In cases where the research or management program planned by the new Fellow is not executable due to shelter-in-place orders, etc., then the Fellow will be offered an alternative activity by the NPP advisor. A Fellow may also suggest an alternate activity to the NPP advisor for approval.
5. In cases where a current Fellow's research or management program cannot be completed due to shelter-in-place orders, etc., then an alternative activity should be identified and agreed to by the NPP advisor and the Fellow. In such cases, the NPP advisor, subject to the availability of NASA funding and with the agreement of the Center representative, may request a funded extension to the Fellow's appointment not to exceed the length of the interruption in the Fellow’s original research or management program.
6. When the shelter-in-place orders, etc., are lifted, NASA will not provide additional travel funds to new, current, or extended Fellows.
7. Current Fellows who were out of the United States when travel restrictions were imposed or cannot return to the United States for family or other reasons will be provided a stipend for an amount of time not to exceed their current tenure.
8. In cases where a current Fellow's research or management program is interrupted due to the Fellow's COVID exposure/illness/status, COVID in the Fellow's home or other responsibilities, such as but not limited to care for a family member, a full stipend will be provided for an amount of time not to exceed the current tenure.
9. All current Fellows, regardless of activity status, who desire to extend their tenure beyond their current tenure, shall request an extension from their NPP advisor, Center representative, and ORAU. NASA may grant Fellows extension requests case by case based on the availability of funds, other limitations, and research priorities.

The ORAU offer letter identifies the NPP advisor for the Fellow’s appointment. Research advisors are scientists and engineers at NASA Centers or NASA-affiliated research centers. Management advisors are managers in a NASA Mission Directorate located at NASA Headquarters.

During the application process, the Fellow communicates with a NASA advisor to develop the chosen research or management topic. During the fellowship, the advisor serves as a mentor and professional colleague, but does not act as a supervisor. The advisor guides the Fellow in all aspects of their research or management activities, helps the Fellow to acquire office space and equipment, and provides information on security, safety, expected attendance schedules, and other requirements of the assigned facility.

For Senior Fellows, the NPP advisor functions in a collegial relationship, and assists with securing office space, lab space, equipment, and/or technical and clerical support.

The The NPP Center representative is responsible for coordinating the NASA Postdoctoral Program for their facility. The Center representative assists Fellows with administrative aspects of the appointment, including the authorization/approval process related to all aspects of the appointment, including required clearances, orientations and safety briefings, access to the facilities, travel approval, appointment renewals, Center termination procedures, etc.

Relocation to the Appointed Center

Before the Fellow makes any arrangements to relocate, he/she should inform ORAU NPP staff as soon as possible of the relocation travel plans. Relocation travel arrangements must be approved by ORAU and adhere to federal travel regulations and ORAU travel guidelines. ORAU staff will provide information, approvals, and assistance with relocation travel arrangements.

First Day at the Center

On the day that the Fellow arrives at the facility to begin the appointment, he/she must report to the NPP Center representative. The NPP Center representative will assist the Fellow with security and badging procedures, orientations, safety briefings, logistical arrangements, and other aspects of the appointment. The Fellow must also submit a “Certification of Start Date” form, which must be also certified by the Fellow’s advisor and NPP Center representative to verify that the Fellow has begun their appointment at their center or institute.

Change in Address/Contact Information

The Fellow must notify ORAU, the NPP Center representative, and the NPP advisor if there is a change in his/her current address, permanent address, phone number, or email address.

During the NPP Fellowship appointment, NASA requires the Fellow to commit to resident participation at an approved NASA site for the duration of the appointment and avoid obligations that will interrupt the research during the appointment. NPP Fellows are not allowed to supplement their stipends through simultaneous employment, grants, or other sources of income that compete with the fellowship research or management position.

A Fellow may take a prolonged break from NPP research activities for up to 12 weeks during the appointment period for a serious health condition, birth or adoption of a child, parental care, or other special circumstances. Prior to the absence or as soon as possible thereafter, the Fellow should notify the NPP advisor, NPP Center representative, and ORAU of the absence. The Fellow and NPP advisor must assess the impact on the NPP research activities and milestones, if any.

Guidelines and procedures for publications, copyrights, and patents should be discussed with the NPP advisor and NPP Center representative at the start of the appointment.

Publications

Fellows are strongly encouraged to publish research findings in the peer-reviewed open literature. Fellows are required to adhere to the host institution’s requirements for prior review and approval of all material, whether written or prepared for oral presentation. All publications must include appropriate acknowledgment of the NASA Postdoctoral Program appointment, the host institution, and ORAU. For more information, please see the Reports and Publications Acknowledgement.

Publication charges are not a part of the NPP award budget. Publication costs are usually borne by the NPP advisor or host institution. When preparing for publications, Fellows are encouraged to discuss the host institution’s publication policy with the NPP advisor and the NPP Center representative in advance.

Copyrights

ORAU does not assert any rights to copyrights made during the appointment. If a Fellow asserts copyright in the written works that arise from his/her research activities, the federal government and others acting on the government's behalf will obtain a paid-up license to reproduce the copyrighted work, distribute copies, prepare derivative works, perform publicly the copyrighted work, or display publicly the copyrighted work. Joint works will be owned by the Fellow and the federal government. In the case of copyright agreements for journal publications, the Fellow must conform to the host institution’s procedures for review and approval.

Patents

ORAU does not assert any rights to inventions made during the appointment. The Fellow is required, however, to report all inventions made as a result of the appointment promptly to the director or patent counsel of his/her host institution and also to ORAU. In cases where an invention is made jointly with an employee of the host institution, the Fellow may be asked to assign ownership rights to the host institution. In those cases, in consideration for his/her assignment of rights, the Fellow may be offered a share of any royalties that may result from the use or licensing of the invention.

For each invention to which a Fellow retains title, the federal government will obtain, at a minimum, a non-exclusive, non-transferable, irrevocable, paid-up worldwide license to practice, or to have practiced for or on behalf of the United States.

This information will be superseded by any requirements of the individual host institutions, and also is subject to applicable federal laws. The Fellow should discuss the host institution’s patent policies and procedures with the NPP advisor and NPP Center representative before beginning the research.

Before the Fellow may begin the NASA Postdoctoral Program appointment, he/she must have completed the requirements for a Ph.D. or doctoral research degree. If the Fellow has fully completed the degree requirements, but has not received the actual degree, the Fellow’s graduate dean, registrar, or recorder must provide a signed statement directly to ORAU verifying that all requirements for the doctorate degree have been met before the Fellow may begin the appointment.

If the Fellow is not a United States citizen, he/she must provide evidence to ORAU of an acceptable J-1 Visa status as a research scholar, lawful permanent resident (LPR) status, or Employment Authorization Document (EAD) with pending LPR status, before beginning the appointment. Non-U.S. citizens must have a Visa status that allows them to participate in the program for at least two years.

Some NPP facilities may require a security or visitor clearance before the Fellow can start the appointment (see Access to NASA Facilities). The Fellow will be notified in advance by the NPP Center representative if a clearance is required and will be provided instructions for meeting this requirement.

The Fellow may not begin the NPP appointment until all education and/or prior employment obligations have been met. ORAU will not issue an advance stipend check or start stipend payments until all required forms have been returned and prior obligations have been met.

The Fellow’s appointment start date should normally be within six (6) months of the date of the ORAU offer letter. The Fellow’s official ORAU offer letter will include the approximate start date that he/she has provided for the appointment. If the Fellow has special circumstances, including Visa requirements, which require the start date to be changed, the Fellow must notify the NPP advisor, NPP Center representative, and ORAU immediately. Any change to the Fellow’s start date must be approved by the NPP advisor and the NPP Center representative, and ORAU must be notified of the change.

If the advisor associated with the Fellow’s research opportunity must be changed because of illness, loss of project funding, retirement, change in research area, etc., the NPP Center representative must notify ORAU and provide the name of the new advisor. A Fellow’s request to change research advisor must be justified and discussed with the NPP Center representative. The new advisor must be in the same research area. The NPP Center representative will have the final approval of any change to the advisor, and must notify ORAU of any change.

If the Fellow believes that they need to change their approved research or management program, the Fellow must provide justification and receive written approval from the NPP advisor and the NPP Center representative. The NPP Center representative must immediately provide the written approval and a written description of the revised program to ORAU.

If, for any reason, the Fellow becomes unable or refuses to comply with the terms or objectives of this appointment, ORAU and/or NASA will withdraw or terminate the appointment upon such basis, as it deems proper.

ORAU and/or NASA reserves the right to withdraw or terminate an appointment that was offered as a result of misinformation given by the candidate or any reference, or as a result of any person withholding information that could have prevented the appointment.

The standard appointment period for an NPP Fellowship award is one (1) year. In most cases, appointments may be renewed for up to a total of three (3) years; however, not all NASA facilities renew appointments for a third year. Renewals are contingent on available funding and the continued relevance of the research to NASA’s goals and missions. The renewal of the appointment requires the Fellow to continue his or her existing research or research management program and is not for the purpose of undertaking a new research or research management program (unless the Fellow is transitioning from a Research Fellowship to a Management Fellowship).

The Fellow should begin discussions with the NPP advisor about renewing the appointment well in advance of the appointment end date. The renewal of the appointment is based on available funding, evaluation of the Fellow’s performance to date, the status of his/her program, and its continued relevance to NASA’s research goals.

An appointment renewal requires the submission of an application for renewal form, the advisor evaluation of Fellow form, and written approval by the NPP advisor and the NPP Center representative, as well as authorization of funding from NASA. Additional information about renewals is available on the Frequently Asked Questions page. ORAU will remind Fellows of the appointment end date and provide guidance on the appointment renewal process.

Since Fellows are not employees, they do not accumulate annual leave or sick leave. The Fellow’s NPP research activities and milestones should be planned to allow for brief or prolonged absence(s) from the appointment.

A Fellow may be excused from NPP research activities for brief periods due to illness, personal emergencies, or other unforeseen circumstances. The Fellow should communicate with the NPP advisor and NPP Center representative during these absences to discuss the impact, if any, on the NPP research activities and milestones. The monthly stipend will not be impacted and the Fellow’s appointment will not be extended by the period of absence.

A Fellow may also take brief breaks from NPP research activities for vacation. The Fellow’s NPP research activities and milestones should be planned to allow for such breaks. The Fellow should communicate these plans with the NPP advisor and NPP Center representative. The monthly stipend will not be impacted and the Fellow’s appointment will not be extended by the period of absence. 

A Fellow may take a prolonged break from NPP research activities for up to 12 weeks during the appointment period for a serious health condition, birth or adoption of a child, parental care, or other similar circumstances. Prior to the absence or as soon as possible thereafter, the Fellow should notify the NPP advisor, NPP Center representative, and ORAU of the absence. The Fellow and NPP advisor must assess the impact on the NPP research activities and milestones, if any. 

Other types of special or prestigious opportunities may create the potential for a prolonged, unpaid break from NPP, i.e., greater than, less than, or equal to 12 weeks. In such special circumstances, the Fellow must request a break-in-tenure waiver and receive approval from the NPP advisor, Center representative, and the funding source at NASA Headquarters before pursuing the break.

Option A: The Fellow may continue the monthly stipend during this prolonged absence. In this case, the Fellow’s appointment will not be extended by the period of absence. 

Option B: The Fellow may choose to suspend their stipend during this prolonged absence. In such cases, the appointment period will be extended by the period of absence. NASA will continue to pay its share of the health insurance, if the Fellow is already enrolled in the insurance through ORAU. The Fellow, however, must continue to pay their out-of-pocket portion of the premium during the unpaid absence. Premium payments may be deducted from stipend payments.

A Fellow who is called for jury duty during the appointment will continue to receive a stipend during the period of absence. Thus, a Fellow may receive from the courts only reasonable incidental expenses, such as those covering transportation and meals.

If the Fellow decides to terminate the appointment before the official end date, the Fellow must immediately inform the NPP advisor, the NPP Center representative, and ORAU. This notification must be submitted in writing, preferably at least 30 days before the early termination date. The final stipend payment will be calculated and pro-rated through the last day the Fellow will be physically at the appointment facility.

If the Fellow chooses to terminate the initial appointment with less than twelve (12) months of participation, the Fellow must repay in full any relocation reimbursements and any stipend advances. The Fellow must also provide a final report (see Required Reporting by Fellows). The final report and repayments must be received by ORAU before the final stipend payment can be released.

J-1 Exchange Visitors

ORAU is required to notify the U.S. Department of State when an exchange visitor leaves the program earlier than 30 days before the ending date on the current DS-2019 form.

Before any stipend payments can be made, the Fellow must provide ORAU with a United States Social Security number (SSN) or a Tax Identification Number (TIN). Fellows who do not have a U.S. SSN or TIN must apply for one in the United States at a local office of the Social Security Administration.

If the Fellow’s appointment begins after the first day of the month or terminates before the final day of the month, the stipend for that month will be prorated based on the number of days of participation in that month.

Fellows can decide whether to have the stipend payments deposited electronically to a bank account or mailed to a home or other address. Direct deposit to a bank account is recommended to avoid delays.

ORAU will provide the Fellow’s final stipend payment after the final report has been submitted (see Required Reporting by Fellows) and a request for reimbursement of any outstanding travel expenses.

The Fellow may request an advance of up to 50% of the first month’s stipend. ORAU must receive a written request to npp@orau.org for the advance at least 30 days prior to the starting date. Once the Fellow has been officially certified to start their appointment, the advance in the amount requested has been approved, and all approved paperwork and banking information has been received and processed by ORAU, the advance amount requested can be included in the next stipend batching process in accordance with the established payment schedules. The stipend advance will be direct deposited into the Fellows banking account. A stipend advance is an allotted payment to defer living expenses until the first full stipend payment is received. To recover the amount of the stipend advance payment, ORAU will reduce the stipend payment by a fixed amount each month for the number of months specified by the Fellow (up to 10 months) beginning with the second month of the appointment. If the Fellow chooses to terminate the appointment before the stipend advance has been repaid, the Fellow must repay the stipend advance in full before the final stipend check will be released.

This section is provided for informational purposes only. It is not intended as legal or tax advice, or a definitive interpretation of the law.

Fellows in the NASA Postdoctoral Program, administered by ORAU, receive award payments from ORAU. Awards paid to Fellows will be reported to the Internal Revenue Service (IRS) by ORAU as “Miscellaneous Income-Prizes and Awards,” as defined in IRS Code Section 74. To be consistent with ORAU reporting, all payments by ORAU should be reported on the Federal income tax return, Form 1040, as “Other Income” and be identified as a “Fellowship Award.”

U.S. Citizens

Since NPP Fellows are not employees, and since Fellows receive awards (not wages), ORAU does not withhold state or federal taxes, social security, worker's compensation, or Medicare taxes from award payments for U.S. citizens. Travel expense reimbursements for Fellows are not reported to the IRS by ORAU. The NASA portion of the premium for health insurance obtained through ORAU is part of the Fellowship award and, therefore, is taxable. Effective 2018, relocation expense reimbursements are also taxable. Prior to 2018, relocation expense reimbursements were not taxable.

All U.S. citizen Fellows should consider consulting a tax professional and filing Form 1040-ES on a quarterly basis to pay estimated federal income taxes, in order to avoid late payment penalties.

Non-U.S. Citizens

ORAU may be required to withhold federal taxes from the stipends of non-U.S. citizen Fellows, who have non-immigrant Visa status, and report this deduction to the Internal Revenue Service (IRS) annually. The amount withheld is determined by the treaty between the country of citizenship and the United States, stipend level, Visa status, and other factors. Travel expense reimbursements for Fellows are not reported to the IRS by ORAU. The NASA portion of the premium for health insurance obtained through ORAU, however, is part of the Fellowship award and is taxable. Effective 2018, relocation expense reimbursements are also taxable. Prior to 2018, relocation expense reimbursements were not taxable.

All non-U.S. citizen Fellows should consider filing Form 1040-ES on a quarterly basis to pay estimated Federal income taxes in order to avoid late payment penalties.

U.S. Citizens

For Fellows who are U.S. citizens and reside more than 50 miles from the assigned NASA facility, limited reimbursement of expenses for relocating from the Fellow’s current residence address to the area of the assigned NASA facility will be provided, when allowed by the federal travel regulations and ORAU/NPP travel guidelines, as applicable. The relocation allowance may include only the following:

• Movement of household goods and personal belongings by a commercial moving company or U-Haul; if applicable, movement of one personal vehicle by a commercial moving company, unless it is less expensive for movement of a second personal vehicle by a commercial moving company than it is to pay the current mileage rate for travel by personal vehicle for the most expeditious and direct route as verified by Rand McNally, MapQuest, Apple Maps, Google, etc.;
• The least expensive airfare for the Fellow and immediate family (spouse and legal dependents), if applicable; or the current mileage rate for travel by personal vehicle for the most expeditious and direct route as verified by Rand McNally, Apple Maps, MapQuest, Google, etc.;
• Up to 12 nights of temporary lodging (reimbursed at the standard GSA lodging rate of $98/night), either en route or at the relocation destination, while locating permanent housing (Airbnb and VRBO are not approved lodging options; any cost associated with reserving or lodging at an Airbnb or VRBO facility is unallowable and will not be reimbursed);
• Up to 12.5 days of per diem for meals and incidentals (reduced rates for family members);
• Up to 7 days for a rental car at the relocation destination, if required and pre- approved by ORAU; no optional insurance coverage such as Loss Damage Waiver (LDW), Personal Accident Insurance (PAI), Collision Damage Waiver (CDW), Safe Move on U-Hauls, etc., will be reimbursed;
• Ground transportation to/from the airport(s), if needed.

Expenses for ‘house hunting’ prior to the inbound move are not included in the relocation allowance. If a Fellow chooses to make a house hunting trip, however, a reimbursement may be requested from the relocation allowance, if approved in advance by ORAU. The total number of days used for lodging, per diem, and rental car for ‘house hunting’ and inbound move combined may not exceed the maximum numbers of days referenced above.

ORAU staff will provide additional information regarding commercial moves and allowable expenses for relocation. ORAU must provide pre-approval for the use of a rental car at the relocation destination. Fellows should contact ORAU before any relocation plans are made to ensure that proposed travel expenses meet all the guidelines and are reimbursable.

Non-U.S. Citizens Residing Outside the U.S.

For Fellows residing outside the United States, Canada or Mexico, limited reimbursement of expenses for relocating from the Fellow’s current residence address to the area of the assigned NASA facility will be provided, when allowed by the federal travel regulations and ORAU/NPP travel guidelines, as applicable. The relocation allowance includes only the following:

• The least expensive airfare for the Fellow and immediate family (spouse and legal dependents), if applicable, for the most direct route on a U.S. flagship carrier (required by the federal Fly America Act);
• Ground transportation to/from the airport(s), if required;
• Shipment of up to 200 pounds of unaccompanied baggage per adult and up to 100 pounds of unaccompanied baggage per child (unaccompanied baggage is in addition to the suitcases/baggage associated with the Fellow’s airfare and includes small personal items such as clothing, linens, dishes, cooking utensils, books, toys, etc., that are packed in boxes or crates and shipped by air or sea freight.);
• Up to 12 nights of temporary lodging (reimbursed at the standard GSA lodging rate of $98/night) while locating permanent housing (Airbnb and VRBO are not approved lodging options; any cost associated with reserving or lodging at an Airbnb or VRBO facility is unallowable and will not be reimbursed);
• Up to 12.5 days of per diem (includes travel time to the U.S.; reduced rates for family members);
• Up to 14 days for a rental car at the relocation destination, if required and pre-approved by ORAU; no optional insurance coverage, such as loss damage waiver (LDW), Personal Accident Insurance (PAI), Collision Damage Waiver (CDW), Safe Move on U-Hauls, etc., will be reimbursed, unless it is required by the rental car agency (the coverage is not ‘optional’ and cannot be ‘declined’). If the rental agency requires the insurance as a requirement to rent a car to a non-U.S. citizen Fellow, the Fellow must provide ORAU with the appropriate documentation from the rental car agency in order to receive reimbursement for the cost of the insurance.

There will be no reimbursement for costs incurred for the shipment of household goods (furniture, appliances, automobiles, etc.) from a foreign country to the United States.

ORAU staff will provide additional information regarding allowable expenses for inbound relocation and preapproval for the use of a rental car at the relocation destination. Fellows should contact ORAU before any relocation plans are made to ensure that proposed travel expenses meet all the guidelines and are reimbursable.

Non-U.S. Citizens or Lawful Permanent Residents Residing in the U.S., Canada, or Mexico

If a non-U.S. citizen Fellow or lawful permanent resident Fellow resides in the United States, Canada, or Mexico at the time the ORAU offer is made and has a residence address that is more than 50 miles from the assigned NASA facility, limited reimbursement of expenses for relocating from the Fellow’s current residence address to the area of the NASA facility will be provided, when allowed by the federal travel regulations and ORAU/NPP travel guidelines.

The relocation allowance may only include only the following:

• Movement of household goods and personal belongings by a commercial moving company or U-Haul; if applicable, movement of one personal vehicle by a commercial moving company, unless it is less expensive for movement of a second personal vehicle by a commercial moving company than it is to pay the current mileage rate for travel by personal vehicle for the most expeditious and direct route as verified by Rand McNally, MapQuest, Apple Maps, Google, etc.;
• The least expensive airfare for the Fellow and immediate family (spouse and legal dependents), if applicable; or the current mileage rate for travel by personal vehicle for the most expeditious and direct route as verified by Rand McNally, MapQuest, Apple Maps, Google, etc.;
• Up to 12 nights of temporary lodging (reimbursed at the standard GSA lodging rate of $98/night), either en route or at the relocation destination, while locating permanent housing (Airbnb and VRBO are not approved lodging options; any cost associated with reserving or lodging at an Airbnb or VRBO facility is unallowable and will not be reimbursed);
• Up to 12.5 days of per diem (reduced rates for family members);
• Residents of the United States only: Up to 7 days for a rental car at the relocation destination, if required and pre-approved by ORAU; no optional insurance coverage such as Loss Damage Waiver (LDW), Personal Accident Insurance (PAI), Collision Damage Waiver (CDW), Safe Move on U-Hauls, etc., will be reimbursed;
• Residents of Canada and Mexico only: Up to 14 days for a rental car at the relocation destination, if required and pre-approved by ORAU; no optional insurance coverage such as Loss Damage Waiver (LDW), Personal Accident Insurance (PAI), Collision Damage Waiver (CDW), Safe Move on U-Hauls, etc., will be reimbursed;
• Ground transportation to/from the airport(s), if needed.

Travel for ‘house hunting’ prior to the inbound move must be approved by ORAU. Expenses incurred are considered part of the relocation allowance. The total number of days used for lodging, per diem, and rental car for ‘house hunting’ and inbound move combined may not exceed the maximum numbers of days referenced above. ORAU staff will provide additional information regarding commercial moves and allowable expenses for relocation and provide pre-approval for the use of a rental car at the relocation destination. Fellows should contact ORAU before any relocation plans are made.

U.S. Citizens

There is no relocation allowance for U.S. citizens at the end of their tenure. However, Senior Fellows on sabbatical may qualify for limited reimbursement, to be determined on a case-by-case basis.

Non-U.S. Citizen Fellows Who Relocated from a Foreign Country

Non-U.S. citizen Fellows who relocated from outside the United States will be provided a limited allowance for outbound relocation expenses to return to their home city and country when their appointments terminate. The allowance for outbound relocation will be the balance of funds that remains after the inbound relocation expenses have been deducted. The outbound relocation allowance includes the following:

• The least expensive airfare for the Fellow and immediate family (spouse and legal dependents) on a U.S. flagship carrier (required by the federal Fly America Act) for the most direct route;
• Ground transportation to/from the airport(s), if required.
• Shipment of up to 200 pounds of unaccompanied baggage per adult and up to 100 pounds of unaccompanied baggage per child (unaccompanied baggage is in addition to the suitcases/baggage associated with the Fellow’s airfare and includes small items such as clothing, linens, dishes, cooking utensils, books, toys, etc., that are packed in boxes or crates and shipped by air or sea freight);
• Per diem for the travel days (reduced rate for family members).

There will be no reimbursement for costs incurred for the shipment of household goods (furniture, appliances, automobiles, etc.) from the United States to a foreign country. The Fellow will have up to 30 days to complete the outbound move. The travel expense report and original receipts should be submitted to ORAU within five (5) days of the arrival in the home country.

Non-U.S. Citizen Fellows or Lawful Permanent Residents Who Resided Within the United States

Non-U.S. citizen Fellows who were already residing in the United States when the ORAU offer was made and accepted will not be reimbursed for outbound moving expenses to another destination in the United States or to their home countries upon completion of their NPP appointments.

The Fellow may select individual or family health insurance coverage through ORAU. The cost of this health insurance is shared by the Fellow and NASA. Information about the health insurance available through ORAU will be provided with the fellowship offer.

While in the United States, all exchange visitors and their dependent families are required to have health insurance that meets U.S. Department of State requirements for exchange visitors, including coverage for repatriation and medical evacuation. This information will be provided to non-U.S. citizens with the fellowship offer.

During the term of appointment, ORAU provides the Fellow with accident and death/dismemberment insurance (worker's compensation-type insurance), which provides coverage while the Fellow is engaged in normal research or research management activities related to the appointment. This insurance covers allowable expenses that are not covered by a personal health insurance policy. This insurance also covers relocation of remains for non-U.S. citizens up to a maximum amount of $7,500.

Fellows must immediately report any injury received while engaged in appointment-related research or research management activities to the NPP advisor, the NPP Center representative, and the ORAU NPP director. When necessary, the Fellow should seek emergency treatment immediately using the personal health insurance card and notify the NPP advisor, NPP Center representative and ORAU of the injury and treatment. ORAU will initiate the procedure to cover any allowable medical expenses under the appropriate worker’s compensation-type insurance.

A non-U.S. citizen who has been awarded an NPP appointment may apply for an exchange visitor Visa as a J-1 research scholar under the sponsorship assigned to ORAU by the U.S. Department of State. Upon written request, a DS-2019 Form (Certificate of Eligibility for Exchange Visitor J-1 Status), will be issued by ORAU. ORAU cannot issue the DS-2019 form until the Fellow has provided written acceptance of the NPP appointment offer and proof of the doctoral degree.

• A Fellow outside of the United States may apply for an exchange visitor J-1 Visa at a United States embassy or consulate.
• A Fellow in the United States on a valid status under Other Sponsorship must transfer the status to ORAU sponsorship. Transfers require that the research field remain the same and that the Fellow has the agreement of the current J-1 sponsor. Once a transfer is requested, ORAU and the Fellow’s current sponsor will complete the transfer process.
• A Fellow in the United States on any other status may apply to the U.S. Citizenship and Immigration Services (USCIS) for a change of status.
• The Fellow may begin or continue the NPP appointment only after written USCIS approval has been received.

All exchange visitors are subject to strict legal limitations on the length of stay in the United States. Currently, research scholars may stay up to 60 months.

By law, all exchange visitors are required to hold health insurance and repatriation and medical evacuation insurance for themselves and their dependents throughout their appointment. Health insurance may be obtained through ORAU (see Health and Accident Insurance). J-2 dependents may hold other health, insurance, as long as it meets U.S. Department of State requirements for exchange visitors.

If the Fellow is currently in the United States as a lawful permanent resident (Immigrant Visa), and holds a valid green card without restrictions on length of stay and employment, the Fellow may continue in that status. If the Fellow has applied for and expects to receive the green card, the Fellow must provide ORAU with evidence of this authorization for employment before beginning or continuing the appointment.

All exchange visitors, lawful permanent residents (LPR), and Fellows with EAD-AOS must immediately provide ORAU with any changes in the following:

• Home or appointment facility address
• Immigration
• Dependents (spouse and/or children)
• Marital status
• Health insurance coverage

All non-U.S. citizens who move to a new home address must notify the USCIS within ten (10) days or be subject to severe penalties.

Before any stipend payments can be made, the Fellow must provide ORAU with a United States Social Security number (SSN) or a Tax Identification Number (TIN). Fellows who do not have a U.S. SSN or TIN must apply for one in the United States at a local office of the Social Security Administration.

All travel by non-U.S. citizen Fellows, research-related or personal, either within or outside the United States, must be pre-approved by the NPP advisor and NPP Center representative and coordinated through ORAU before the Fellow is authorized to travel. The NPP Center representative must provide ORAU with approval of the Fellow’s research-related travel at least three (3) weeks in advance of the departure date for domestic travel and four (4) weeks for foreign travel.

All non-U.S. citizen Fellows who plan to travel outside the United States, must have the following documents in order to re-enter the United States:

Exchange Visitors:

• Valid passport containing a valid United States J-1 Visa
• DS-2019 forms, endorsed for travel by an ORAU responsible officer or alternate (if the Fellow’s J-2 dependents travel, they also must have a travel endorsement on their DS-2019 forms)
• Letter from ORAU, signed by an ORAU responsible officer (or alternate), stating that the Fellow is in good standing in the program

EAD-AOS:

• Valid passport with applicable admission stamps
• EAD card with advance parole

LPR:

• Green card

For more information, please refer to the Travel Notes section at the bottom of the Travel During Appointment page.

If the Fellow has a non-immigrant status, ORAU may be required to withhold income tax from the monthly stipend and to report this deduction to the Internal Revenue Service (IRS) annually. The amount withheld, if any, depends on stipend level, country of citizenship, immigration status, tax treaty, etc. ORAU will notify any Fellow that is included in an IRS required withholding category when the first stipend check is issued.

ORAU is required to notify the U.S. Department of State when an exchange visitor leaves the program earlier than 30 days before the ending date on the current DS-2019 form.

The ORAU Travel Central website provides information about how to successfully submit travel requests and travel expense reports for reimbursement. In addition, find information about travel guidelines, useful links, required forms and an FAQ section that provides answers to common questions about travel.

Visit the Travel Central website

The NPP Fellowship appointment provides $10,000 per appointment year for professional development (subject to prorating), including meeting and conference participation. The primary purpose of attending conferences and professional meetings is to present the results of the Fellow’s NPP research through a poster or paper or by making an oral presentation.

If the Fellow combines personal travel days with business travel (i.e., travel in support of the NPP research), the number of personal travel days cannot exceed the number of business travel days. In addition, at the time of booking, a cost comparison must be obtained of the estimated expenses for the business-only travel versus the business-personal travel. The cost comparison must be attached to the fellow's travel report. If the addition of personal travel increases the overall cost of the trip, the Fellow will be responsible for paying the difference. If a dated simulation is not provided with the expense report, the cost of the airfare will be split between ORAU and the fellow based on the number of business and personal days. For example, total number of travel days 10 | Business days 7 | Personal days 3; the program would pay/reimburse 70% of the airfare cost and the participant would pay for the remaining 30%. For clarification on counting business days vs. personal days for a particular trip, please contact NPPTravel@orau.org.

Travel funds may be used for the following:

• Travel to field sites, observatories, or other facilities to collect samples or research-related data or to network/collaborate with experts in the Fellow’s research area
• Required training (including registration fees) related to the research
• Other types of training that may be mandated by the hosting organization
• Payment of membership fees in professional societies
• Payment for publication charges or abstract fees
• Printing or laminating posters or handouts
• Research-related or other types of personal professional development training or experiences

Travel funds cannot be used for the following:

• Purchase of equipment
• Purchase of other materials and supplies
• Airbnb or VRBO as these are not approved lodging options

Any books, workbooks, software, equipment, or other materials required for training or other professional development that are not included in the registration or course type fee, normally must be provided by the NPP Advisor. Any unallowable expenses that may be necessary to accomplish the purpose of the professional travel or other professional development normally must be covered by the NPP Advisor or the host institution.

ORAU provides an online travel system that the Fellow must use to request the following:

• Authorization for travel arrangements related to research, and
• Reimbursement for travel expenses.

The Fellow must complete a travel request that includes all destinations, dates, and justifications for travel and provides estimated costs of all expenses that may be incurred. Personal travel dates and destinations must be included on the travel request. ORAU will contact the NPP advisor and NPP Center representative for their approval prior to travel. ORAU requires at least three (3) weeks in advance of domestic travel and six (6) weeks in advance for foreign travel. The Fellow will be notified electronically when ORAU has approved the travel request. Once the electronic notification is received, the Fellow is approved to travel.

In order to receive reimbursement for travel expenses, the Fellow must complete an electronic expense report and upload copies of all receipts within five (5) days of travel conclusion. Receipts must include the Fellow’s name, date, and amount of the expense and must indicate that full payment has been made. Credit card statements are not acceptable in lieu of original receipts. Reimbursement of all travel expenses will be based on the federal travel regulations and the ORAU’s travel guidelines.

All personal travel must be pre-approved by the NPP advisor and NPP Center representative at the assigned facility. The NPP Center representative must notify ORAU of any personal travel that will result in an unpaid absence from the Center at least two weeks in advance of the Fellow’s departure date. In case of unexpected emergencies that necessitate sudden travel, the Fellow should notify their advisor, Center representative and ORAU as soon as possible.

Foreign Travel Reports

All NPP Fellows (U.S. citizens and non-U.S. citizens) engaged in programmatic travel outside of the United States during the appointment period must complete and submit a foreign travel report for each international trip no later than 30 days after the conclusion of travel.

Visa Documents for Travel Outside the United States

In addition to a valid passport, travel outside the United States may require a travel Visa for the country the Fellow will be visiting. The Fellow must allow enough time before travel to obtain the appropriate Visa.

Non-U.S. Citizens and Travel Outside the United States

If the Fellow is a non-U.S. citizen planning to travel outside the United States, he/she must have the following documents to re-enter the United States:

• Valid passport containing a valid United States J-1 entry Visa;
• DS-2019 forms, endorsed for travel by an ORAU responsible officer (or alternate);
• Letter from ORAU, signed by an ORAU responsible officer (or alternate), stating that the Fellow is in good standing in the program.

Travel Notes

• Foreign visitors entering the United States are entered into the U.S. Customs and Border Protection (CBP) Non Immigrant Information System (NIIS) by a CBP Officer at the port of entry. Arrival and departure information records of nonimmigrant aliens entering and departing the United States are maintained in the CBP's NIIS. If you want more information or to print your I-94 date record, please visit the Customs and Border Protection's/I-94 website.
• If the Fellow’s J-1 entry Visa in his/her passport has expired at the time of travel abroad, the Fellow must obtain a new Visa at a United States embassy or consulate in the country visited. Recently, security checks for all Visa applicants have caused delays in Visa issuance of up to three (3) months.
• Visitors to Canada, Mexico, or parts of the Caribbean, who will be there for less than 30 days, are exempt from this requirement and may return to the United States, as long as they hold valid documentation.  
• Citizens from certain countries may be subject to additional security checks before a new Visa can be granted. Allow adequate time for this process to take place. Travel day(s) to obtain a new J-1 entry Visa (travel Visa) are considered personal days; therefore, associated lodging, per diem, and other expenses are not reimbursable.
• If the Fellow’s J-2 spouse or family travels, they must also have travel endorsement on their DS-2019 forms and a letter from ORAU in order to be re-admitted in J-2 status.