An air carrier which holds a certificate under 49U.S.C.41102 but does not include a foreign air carrier operating under a permit.

What is code-share?

When an airline uses the code of another airline in flight schedule displays.

What determines if a code-share is reimbursable as a U.S. Carrier?

The ticket has a U.S. Carrier's flight number for the code-share portion of the flight.

Reimbursable:

• Ticket issued by Lufthansa, airplane operated by Lufthansa, flight number United.

• Ticket issued by United, airplane operated by Lufthansa, flight number United.

Not Reimbursable:

• Ticket issued by United, airplane operated by United, flight number Lufthansa.

• Ticket issued by Lufthansa, airplane operated by United, flight number Lufthansa.

May I use a foreign carrier if it's less expensive than a U.S. Carrier or if the flight schedule is more convenient for me?

No.

Are there any exceptions to using a U.S. Carrier?

A U.S. flag air carrier does not provide service on a particular leg of the route but only to or from the nearest interchange point on a usually traveled route to connect with U.S. flag air carrier service.

What class of service must I fly? What are the exceptions to the rule?

Coach class.

Exceptions:

• Upgrade through the redemption of personal miles.

• The flight provides only premium class service (documentation required and approved by the CFO).

• There's no space available in coach-class within the period of business days (documentation required and approved by the CFO).

• There's a disability or medical condition or other special need (physician letter required and approved by the Director).

• Airfare is paid in full by a third party, non-government agency.

I prefer airline "A" over airline "B". Airline "B" has a lower fare for a similar itinerary. Do I have to use airline "B"?

Yes. As long as the lower fare is a U.S. Carrier with a U.S. Carrier flight number. Airline "A" may be used if the traveler pays for the incremental difference.

May I add extra days for personal reasons to the business location? What additional documents are required?

Yes, but you will not be reimbursed for additional expenses. You may add up to one day of personal travel for each day of business travel. If the number of vacation days exceed 7 days, CFO approval is required.

A printed airfare comparison with the actual business dates and normally traveled route to the business destination must be done at the time of booking the actual flight.

What type of receipt is required for airfare reimbursement?

A detailed invoice/itinerary that shows:

• all times of departure,

• flight numbers,

• class of service,

• fare basis,

• ticket or confirmation number,

• cost of the ticket,

• proof of payment (i.e. credit card charged).

Car Rental

Do I need authorization to rent a car? How do I get authorization?

Yes.

• Domestic travel: Travel authorization

·         Foreign travel: Foreign car & lodging approval form

·         Relocation: Offer letter

·         Visitor: Invitation letter

What size car rental does SLAC reimburse? What are the exceptions?

Compact or economy car

Exceptions:

·         Free upgrade

·         Transporting equipment

·         More than one SLAC supported traveler in the car

·         Medical reasons (with a physician’s letter and approved by the lab director)

·         Size and height of the traveler (waiver letter from A.D.)

Does SLAC have agreements with any car rental companies?

·         Payless (San Francisco only)

·         Enterprise (SLAC ID code: 23J2424)

·         Avis (SLAC ID code: ADW A382311)

For more detailed information go to: http://www-group.slac.stanford.edu/bsd/travel/carRental.html

Should I purchase insurance? What are the exceptions?

No. Stanford is self-insured. The purchase of any additional insurance will not be reimbursed. The exception is when travel is to a foreign country (includes Canada and Mexico) and to Hawaii.

Which insurance should I purchase when I travel to a foreign country (includes Canada and Mexico) or Hawaii?

·         Collision damage waiver

·         Loss damage waiver

•  Supplemental liability protection

What do I do if I get in an accident?

·         Request names, addresses, and phone numbers of all persons involved, including any witnesses; obtain name of legal owner of vehicle.

·         Do not admit liability or make any statement except to police officers.

·         Accidents on campus report to Stanford Police at (650) 723-9633.

·         Accidents off campus report to local Police.

·         Promptly notify Risk Management of auto accident: Stanford Risk Management, Phone: 650-723-0042, Fax: 650-723-9456

AMEX

Who can apply for an AMEX card?

Regular SLAC employees can apply for the AMEX Corporate Travel Card free of charge.

Departments may choose to open a department AMEX Corporate Travel Account and assign a Card Custodian to manage the card.

How do I apply for an AMEX card?

Contact the SLAC Travel Reimbursement Office for an application and for submission of the application when complete.

What is the difference between a Corporate Travel Card and a Department Corporate Travel Account?

The Corporate Travel Card is for individual use and may be used for both business and personal transactions. Cardholders are personally responsible for paying ALL charges on their cards. SLAC will not reimburse or pay late charges.

The Department Corporate Travel Account is limited in its use and is managed for a department by a Card Custodian.

Who can use the department card?

The department account is limited for use by those travelers who are not eligible for an individual AMEX Corporate Travel Card but are traveling on SLAC business; i.e. students, non-SLAC employees and occasional travelers.

What may I use the department card for?

• Airfare

• Reserve hotel room (may not be used to pay for room)

• Reserve rental car (may not be used to pay for rental car except Avis)

Do I have to use the SLAC preferred travel agencies with the department card?  What are the exceptions?

Yes. If the preferred agency is unable to obtain the lowest fare, the department card may be used outside the preferred agency. The department card Account Custodian must have pre-approval from the AMEX Program Administrator.

My trip is being paid for by another lab, may I use the department card to pay for my airfare?

No. The department card may only be used for trips paid by SLAC.

What is a GEB#? What is it for?

GEB is an Acronym for Global Electronic Billing #. A GEB # is required to charge an Avis car rental to the department account.

How do I obtain a GEB #?

• Obtain an application from the AMEX Program Administrator in the Travel Office.

• Fax the completed form to Avis.

• Avis confirms account information with the AMEX Program Administrator.

• Avis gives the GEB # to the Program Administrator who then relays the number to the Account Custodian.

How does the department card get paid?

The information is submitted with/on the travel expense report (TER) by the traveler and/or Card Custodian. Accounts Payable issues a check to AMEX

My account has been charged for airfare on a trip that isn’t taking place for a couple of months. What do I do?

The payment is still due so complete a TER for airfare. Submit a revised expense report for the rest of the travel expenses when the trip is complete.

What do I do if there is an error on the statement?

• The Card Custodian contacts AMEX to dispute the charge

• AMEX will give a courtesy credit while investigating the charge

• If the error is legitimate, the courtesy credit will become permanent

• If the error is not legitimate, it will revert to a charge and the custodian is responsible for payment

Do I have to pay the bill if I do not receive a statement?

• Yes, if there are charges due within that period

• Contact AMEX or check your account online

Can I manage my account online? 

Yes. Logon to AMEX and enter your account information.

Can everyone at SLAC arrange for a direct bill?

No. There is a list of approved Administrative Assistants that are authorized to make reservations for invited visitors.

Contact the Travel Reimbursement Office to get on the list.

Where are visitors required to lodge if SLAC is paying the expense? What kinds of exceptions are allowed?

The Stanford Guest House if the stay is less than 30 days; unless Stanford Guest House is sold out or the visitor has a valid reason for why the Guest House doesn’t meet the traveler’s needs (Associate Director pre-approval is required).

What expenses are allowable for direct billing? 

Room and Tax only. The Lodging Maximum for FY2008 is $119 plus tax.

What expenses are reimbursable?

Reimbursable:

• Internet fees for business use and business calls

• Microwaves and refrigerators are incidental expenses that are included in the Meal & Incidental per diem.  They are not reimbursable as a separate expense.

Not Reimbursable:

• Bike rentals

Which companies will directly bill SLAC? 

• Stanford Guest House

• Cardinal Hotel

• Pacific Inn of Redwood City

• Payless Car Rental

• Enterprise Car Rental

May the department AMEX be used to pay the bills?

No. The department AMEX may only be used to reserve lodging and car rentals but may not be used to pay the bill except for Avis Car Rental.

What kind of backup documentation MUST be submitted asap if a direct bill reservation is made?

• Charge Number

• Invitation letter or Guest Lecturer Form

• The Visitor Information Form with backup documents or Verification that the traveler checked-in with International services