Round trip relocation assistance
SLAC NATIONAL ACCELERATOR LABORATORY Funded by the U.S. Department of Energy and, therefore all reimbursements for travel have to adhere to both DOE and Stanford University policies and guidelines.
ROUND TRIP RELOCATION ASSISTANCE
Key scientific and technical people who are to be employed by the SLAC National Accelerator Laboratory for a limited period may be eligible for reimbursement of their travel expenses when and to the extent agreed to by the Human Resources Department in its official offer letter. If a person is employed for fewer than 30 days, no reimbursement will be made for dependents.
Reimbursement will be made for round trip expenses incurred by the new employee between the point of hire and SLAC to the extent that these expenses have not been, nor will be, reimbursed by other organizations.
Should the invitee decide to remain in the SLAC area more than one month following the termination of the appointment to SLAC, no reimbursement will be made for return relocation expenses.
If the return is to a destination other than the point of hire, reimbursement for actual expenses will be allowed to the extent that they do not exceed the round trip expenses between the point of hire and SLAC.
| 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.) U.S. Flag Carriers must be used for transoceanic flights. |
1. New employees may make transportation arrangements for themselves, their spouse/same sex domestic partner, their dependent children living at home, and their personal household effects, or they may contact the SLAC Travel Reimbursement Office for assistance.
2. Actual transportation expenses by common carrier will be paid at the most economical rate, but not more than the lowest logical available airfare for the employee and dependents, regardless of the mode of travel.
3. a. A new employee may travel to SLAC by private car if the Human Resources Department authorizes it in the offer letter.
- The employee is expected to maintain an average of 400 miles a day on trips of more than one day, except when prevented from doing so by circumstances beyond the new employee's control.
- Reimbursement will be at a rate of 55 cents a mile, plus road and bridge tolls if any, based on the actual driving distance by the most direct route to the destination not more than the standard Rand-McNally highway mileage plus five percent.
- Odometer readings for both the beginning and the end of the trip are required.
b. In certain instances, when authorized by the Human Resources Department offer letter, one car may be driven to SLAC by the new employee or family member, with other members traveling by common carrier. Such authorization is subject to other limitations stated in these "Reimbursable Costs." The cost of hiring someone to drive a car will not be reimbursed.
4. Reasonable reimbursement will be made for the cost of transportation to and from air, rail, or boat terminals. Shuttle service is available at all Bay Area terminals. If private car is used, reimbursement will be at the rate of 55 cents a mile, plus road and bridge tolls, if any.
5. No reimbursement will be made for shipping animals (other than household pets); boats; airplanes; vacation trailers; recreational vehicles; canned, frozen and bulk foodstuffs; wine; building supplies; plants; storage sheds; farm equipment; firewood.
6. If the new employee is on loan from another DOE contractor, reimbursement for travel and subsistence expenses will be made by the lending organization in accordance with its own travel policy and billed to SLAC.
7. A new employee is expected to pay for relocation expenses and apply for reimbursement after reporting to work, unless arrangements are made with the Travel Reimbursement Office prior to relocation. SLAC will not pay directly any invoices relating to employee relocation under any other circumstances.
8. A new employee who would find it financially inconvenient to pay all travel expenses against later reimbursement should contact the Human Resources Department to make arrangements.
9. After reporting to work, a new employee claiming reimbursement must present receipts and complete a Travel Expense Report of all expenses claimed. The expense report must be submitted within 30 days of relocation.