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I want to invite a visitor to SLAC, what do I do?
- Issue an invitation
- Use the Guest Lecturer Form if the visitor is coming to give a talk.
- Send an invitation letter issued by the division's Associate Director if the visitor is coming for a meeting, to collaborate on a project, etc. (See Robyn Mosset x4123 for sample letters).
- Employment issues an invitation letter for interviews.
- Send a copy of the invitation to Travel Reimbursement.
- Review the Visitor Guidelines.
- Review
"Do's and Don'ts" to avoid the most commonly made mistakes.
- Either make travel arrangements or guide your visitor on what travel expenses are reimbursable.
- The traveler must use a U.S. flag carrier to the extent that such service is available - even if this service is not the lowest cost (Note: A U.S. carrier means the ticket has a U.S. carrier's flight number. A code-share agreement does not make a flight a U.S. carrier.)
- For visits of less than 31 days, SLAC will provide reimbursement for lodging at the SLAC guest house (Directorate approval is required if the
visitor stays elsewhere).
- FY2009 federal travel reimbursement rate for travel to SLAC is $132 lodging & $59 meals & incidental expenses (M&IE)
- Visits of more than 30 days are reimbursed at 55% of
the federal reimbursement rate retroactive to the first
day of the visit (lodging $72.60; M&IE $32.45).
- Mileage 58.5¢ per mile
- SLAC has contracted car rental rates with Enterprise for
$24.99/day.
- Welcome your visitor
- Have your visitor either check in with International Services or fill out the Visitor Form.
- If the visitor is a US citizen or Legal Permanent Resident, you may forward all required paperwork directly to the Travel Reimbursement Office.
- If the visitor holds B-1 visa status or WB status AND is receiving reimbursements for 5 days or less, you may forward all required paperwork directly to the Travel Reimbursement Office.
- All other visitors seeking reimbursements MUST take their passport, I-94 card, and visa documents to the International Services Office to complete the check-in procedure during their visit.
- Travel Reimbursement cannot proceed with reimbursement of travel expenses until the visitor has checked in.
- Collect your visitor's receipts.
- Either complete an expense report or have your visitor complete one. Remember to have the traveler sign the form.
- Submit expense report to the Travel Reimbursement Office.
- Wish your visitor a safe trip home
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