| Do... |
Don't...
|
| obtain pre-approval to travel. |
travel without authorization. If you travel to a foreign country without official
travel approval from FTMS, we may not be able to reimburse you. |
| fly on a U.S. Carrier. The flight number must be a U.S. Carrier flight
number. Taking a flight on a plane operated by a U.S. Carrier does not make the flight reimbursable. It is the flight number
and not the physical plane that makes a flight a U.S. Carrier. |
fly on a non-U.S. Carrier. |
| compare airfare costs when driving or adding personal days. Obtain a
quote of the lowest available airfare from either a Stanford approved website or a one of the SLAC preferred travel agencies.
|
forget to do a flight comparison before departure. |
| obtain pre-approval to rent a car. Pre-approval should either be on the
travel authorization or invitation letter for visitors. |
forget to get pre-approval to rent a car. |
| rent a compact car. If you need to rent a larger car, an explanation for
the reason must be included on either the travel authorization or expense report. |
rent a car that is larger than a compact. |
| decline car rental insurance when traveling in the continental United States. |
purchase car insurance except foreign countries and Hawaii where insurance must be purchased from the rental
agency. |
| obtain pre-approval for a rest day. A rest day (not in excess of 24
hours) is only allowed with explicit Directorate approval if either the origin or destination is foreign, travel time with stopovers
exceeds 14 hours, travel is by a direct or usually traveled route, and travel is less than premium class service. |
add a rest day between travel and the business start date. |
| use the correct per diem rate. Standard rates apply if the city/county
is not on the GSA per diem website. |
use the wrong per diem rate. |
| bring the correct documentation
for your visa type if you are visiting SLAC. |
forget to bring visa documents. |
| submit original receipts for reimbursement. |
submit copies for reimbursement. |
| submit itemized receipts. Credit card payment receipts and statements
are not considered to be itemized receipts, and are generally not sufficient documentation standing alone. |
submit credit card receipts/statements in lieu of original, itemized receipts. |
