Visitor Travel
General_information
Foreign Travel on Behalf of SLAC
General information
All visitors (including contractors and vendors) must follow the SLAC travel guidelines or the travel expenses may not be reimbursable. Visitor Travel Guidelines.
The traveler must use an 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.)
U.S. Visitors
If the visitor is a US citizen or Legal Permanent Resident, the following may be submitted to the Travel Reimbursement Office to be reimbursed:
- a filled out SLAC Visitor Information Form,
- a filled out and signed Visitor Travel Expense Report with original receipts attached,
- an invitation letter or guest lecturer form, and
- a copy of the green card (for legal residents only)
Foreign Visitors
The foreign visitor is responsible for ensuring that the correct stamp is obtained at the customs, on entry to the U.S. SLAC cannot reimburse any expenses if the I-94 card shows a status that does not permit funding. Visa Document Guidelines.
For B-1 or WB Visa holders who are receiving reimbursements for 5 days or less, the following may be submitted to the Travel Reimbursement Office:
- a filled out SLAC Visitor Information Form,
- a filled out and signed Visitor Travel Expense Report with original receipts attached,
- an invitation letter or guest lecturer form,
- a copy of the passport,
- a copy of the I-94 card, and
- visa stamp (for B-1 visa only).
For all other visitors (including B-1 and WB holders staying for 5 days or more) seeking reimbursements, they MUST go to the International Services Office (A&E Bldg 41, Rm 240) to complete the check-in procedure during their visit. The Travel Reimbursement Office cannot proceed with the reimbursement of travel expenses until the visitor has checked in. The following are required during check-in:
- passport,
- I-94 card, and
- appropriate visa documents. Visa Document Guidelines
Contractors and Vendors
Travel expenses for Vendors who travel on behalf of SLAC through a Purchase Order, should submit their expenses to the company they work for. The company should then invoice SLAC for the travel expenses. Vendor expenses are not reimbursed through the Travel Reimbursement Office.
Foreign Travel on behalf of SLAC
NON-SLAC employees who travel to foreign countries on behalf of SLAC must complete a Foreign Travel Authorization (you do not need to fill this out if you are a visitor coming to SLAC from another country). Foreign Travel.
You must receive an approval number from the FTMS (Foreign Travel Management System) before departure or we may not be able to reimburse you.
To invite visitors to SLAC
Click here to learn more about what you should do if you want to invite a visitor to SLAC.
