Visitor Guidelines for reimbursable travel expenses
STANFORD LINEAR ACCELERATOR CENTER, funded by the U.S. Department of Energy, therefore all reimbursements for travel must adhere to both DOE and Stanford University policies and guidelines
Travel Guidelines for Visitors
Expenses should be submitted within 20 business days upon completion of travel. Expense reports submitted to the Travel Reimbursement Office after 60 days will be reported as additional income to the traveler.
Dated, original receipts are necessary for reimbursement. Credit card payment slips and credit card statements are not considered to be itemized receipts for tickets, lodging, and car rental and therefore, are generally not sufficient documentation standing alone.
If SLAC and another institution are sharing travel expenses, please note this on the Expense Report, including the name of the institution and attach a copy of the expense report submitted to the other institution.
Transportation Expenses
Airfare: Travel will be reimbursed at the lowest available airfare on coach class ticketed with a U.S. carrier's flight number.
Itinerary/Invoice or e-receipt, showing proof of payment is acceptable for airfare reimbursement.
TRAVEL MUST BE ON A U.S. FLAG CARRIER TO THE EXTENT THAT SUCH SERVICE IS AVAILABLE:
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Even if this service is not the lowest cost.
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A U.S. Carrier means the ticket has a U.S. Carrier's flight number.
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A code-share agreement does not automatically qualify a flight as a U.S. Carrier.
Personal Car: Travel will be reimbursed on a direct route mileage basis for the cost of using a car for trips of less than one day when driving is more appropriate than flying.
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The current mileage reimbursement rate is 50.5¢ per mile.
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SLAC will also reimburse actual costs of parking (with receipt) and road/bridge tolls while en route.
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Airport parking fees plus mileage reimbursement are limited to the equivalent cost of shuttle service to/from the airport.
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See additional information for using an automobile in lieu of air travel when air travel is generally most appropriate.
Rental Car: The actual cost of a compact car rental (when approved on the travel authorization) will be reimbursed for the portion of the trip that is official business.
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When a rental invoice includes days of personal use, the total will be prorated based on the number of days for personal use and the number of days for business use.
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Stanford University carries insurance coverage for travelers who rent a car for approved SLAC business. No car insurance will be reimbursed for travel within the continental United States.
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When renting a car in Hawaii or a foreign country, the traveler must purchase the rental agency's insurance. The cost of such insurance is reimbursable.
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Frequent Flyer Mileage tax (FFT) is not a reimbursable expense.
SLAC Discounted Car Rental Reservation.
Other Ground Transportation: The actual cost of public transportation, airport shuttles, and taxi to and from airports will be reimbursed (SLAC pays the lower of airport shuttle or taxi plus tip). Receipts must be provided for shuttle and taxi costs over $25.
Miscellaneous: Airport parking over one day is reimbursed at the long-term parking rate. Airport parking fees plus mileage reimbursement are limited to the equivalent cost of shuttle service to/from the airport. Receipts are required for parking, and for gasoline expenses.
Personal Travel: If your trip is not 100% business, please review the guidelines for combining personal travel with business travel.
Subsistence Expenses
Subsistence allowance is applicable to trips of 100 miles or more, and over 12 hours in length.
For visits that are more than 30 days, the lodging and M&IE expenses reimbursement is capped at 55% of the FTR standard rate. The reduction is effective from the first day of the trip.
Lodging: For visits of less than 30 days, SLAC will provide reimbursement for lodging at the Stanford Guest House.
Alternative lodging accommodations should only be arranged with advance approval. If lodging is unavailable at or below the FTR maximum, then you need to provide three quotes from reasonable and available, area lodging facilities; and with Department Head approval, will be reimbursed at the lowest quote up to 150% of the FTR maximum.
An itemized lodging receipt is required for lodging reimbursement.
Meals & Incidental Expenses (M&IE): Receipts are not required for M&IE. M&IE can only be reimbursed up to the Federal M&IE allowance rate. Current rate at SLAC is $119 lodging and $59 M&IE. Domestic per diem
- The first and last day of business travel are reimbursed at 75% of the full day M&IE rate.
- Meals provided by others, such as those included in registration fees or in hotel rates, must be deducted from the per diem. The adjustment is made using the tables provided by the GSA: domestic.
- Only dinner will be reimbursed on trips that are greater than 12 hours but less than 24 hours.
Unusual expenses: An explanation should be given for any unusual expenses.
Approval of full reimbursement is contingent upon meeting the guidelines and limitations established in Stanford's Administrative Guide Memo 36.7 and The Federal Travel Regulations. The traveler is responsible for the accuracy and completeness of the travel expense report.
Currency Conversion
The $U.S. equivalent should be included on receipts for purchases in foreign currencies. A SLAC approved currency converter is available at Oanda. Change interbank rate to typical credit card rate +2%.
SLAC Visitor Information
For general visitor reimbursement and visa information, please visit Visitor Travel.
Please call the Travel Reimbursement Office at (650) 926-4346 if you have any questions.
