SLAC Staff Training Assistance Program (STAP)

Training Reimbursement Payment Instructions

*Please note that the usual processing time for requests is seven to ten working days.

The instructions vary according to what payment method you are using. Please select from the following:

• Purchase Card
• Send a check to a school/organization
• Reimburse an employee who paid for the class
• Class through Executrain
• Conference at SLAC
• Continuing Studies Course at Stanford
• Stanford Educational & Training Opportunities Class

Forms: Please read instructions before completing the training payment or reimbursement requests on the SLAC Training System.

* Upon receiving all required paperwork, the Training Development Office will complete STAP and training approval and forward the entire package to the Budget office for processing.

Please note:

• Operations Directorate Training Request forms utilizing a division charge number must have the Associate Director or designee.
• All PSD Training Requests require approval from PSD/SSRL Business Services.

Instructions for a Charge to a Government Purchase Card

After obtaining the appropriate approval signatures (either manual or electronic), please mail the following items to the Training & Development Office, Mail Stop 11:

• Approved request from the SLAC Training System
• A description of the course/conference/workshop that you will be attending
• A copy of the class/course/conference registration form or confirmation if available

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Instructions for a check to be paid to School/Organization/Conference Sponsor

After obtaining the appropriate approval signatures (either manual or electronic); please mail the following items to the Training & Development Office, Mail Stop 11:

• Approved request from the SLAC Training System
• A description of the course/conference/workshop that you will be attending, also be sure that the description includes the fee, what the fee covers, and who needs to be paid (school/org. name & address)
• A copy of the class/course/conference registration form or confirmation if available

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Instructions for reimbursing an individual

After obtaining the appropriate approval signatures (either manual or electronic); please mail the following items to the Training & Development Office, Mail Stop 11:

• Approved request from the SLAC Training System
• A description of the course/conference/workshop that you will be attending; also be sure that the description includes the fee, and what the fee covers
• A copy of the class/course/conference registration form or confirmation if available
• Any receipts available proving that the employee incurred the expense. Please note that the receipt needs to show how the transaction was paid (credit card, cash or check).  If a credit card statement is provided, the statement must show the name of the card holder.

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Instructions for a class through Executrain

After obtaining the appropriate approval signatures (either manual or electronic), please mail the following items to the Training & Development Office, Mail Stop 11:

• Approved request from the SLAC Training System
• A description of the course/conference/workshop that you will be attending
• A copy of the class/course/conference registration form or confirmation if available

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Instructions for a conference at SLAC

After obtaining the appropriate approval signatures (either manual or electronic), please mail the following items to the Training & Development Office, Mail Stop 11:

• Approved request from the SLAC Training System
• A description of the course/conference/workshop that you will be attending
• A copy of the class/course/conference registration form or confirmation if available

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Instructions for a Continuing Studies Course at Stanford

After obtaining the appropriate approval signatures (either manual or electronic), please mail the following items to the Training & Development Office, Mail Stop 11:

• Approved request from the SLAC Training System, no approval needed

Instructions for a Stanford Educational & Training Opportunities Class

After obtaining the appropriate approval signatures (either manual or electronic), please mail the following items to the Training & Development Office, Mail Stop 11:

• A copy of the registration form used to register OR enter 'Record Division Specific Training' request on the SLAC Training System
• A description of the course/conference/workshop that you will be attending