Travel Guidelines
General Guidelines
SLAC NATIONAL ACCELERATOR LABORATORY
is funded by the U.S. Department
of Energy, therefore all reimbursement for travel must adhere
to both DOE and Stanford University policies and guidelines.
Travel Expense Report (TER) Submission Timeline
- Within 20 business days after return date; for expenses charged on personal cards.
- Within 3 working days from charge date; for airfares charged on the Department Card. The rest of the expenses should be submitted within 3 working days after return date to closeout the trip.
- Submission after 60 days after return date will be reported as additional taxable income to the traveler.
Receipts
Dated original receipts are necessary for reimbursement. Credit card payment slips and credit card statements are not considered
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.
Pre-Approval
All Travel
All domestic and foreign travel must be pre-approved by the Department head. Approval
is obtained by completing a Travel Authorization Form:
Conference Travel
and
Submission
Conference attendance that includes travel requires
conference pre-approval
from DOE. In addition, the domestic or foreign
travel pre-approval process (use above links) must be
followed. The traveler is responsible for checking within their
department for additional departmental approval procedures.
Please submit your Conference Authorization for upcoming conferences first to your department head, and then to your Directorate Coordinator (listed below) 75 days in advance. If you are not sure if the meeting you are attending qualifies as a conference, please contact your Directorate Coordinator:
Group Directorate Coordinator PPA Debbie Tryforos SCCS, TIS, ES&H, HR, Facilities Denise Tarka ETS Barbara Hemstad SSRL Michelle Montalvo (alt: Stephanie Carlson) SIMES Corrina Peng PULSE Amita Gupta LCLS Helen O-Donnell OCFO, Director's Office Laurie Escudero
Foreign Travel Authorization Submission
Submit foreign travel authorizations to Travel
Reimbursement Office at least 55 days before departure to a sensitive country
and 45 days before departure to a non-sensitive country.
Sensitive Countries.
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IMPORTANT: Foreign travel paid by non-SLAC entities or non-DOE funds still require foreign travel approval.
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Foreign Travel is only approved when you receive an approval number from FTMS (Foreign Travel Management System) which will be emailed to you. If you travel without any FTMS approval, we may not be able to reimburse you.
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The travel expense report is due within 20 days of return. Completed trips must be closed out in FTMS or future travel may be denied by the DOE.
Guide to Travel Authorization and Closeout TRAVEL TYPE FORMS TO SUBMIT CLOSEOUT
within 20 business days after return (submit TER or inform the TRO if did not travel)
Conference Authorization
> 75 days
Domestic Travel Authorization
Foreign Travel Authorization
> 45 days (non-sensitive countries)
> 55 days (sensitive countries)
Domestic (non-conference) Yes Yes Foreign (non-conference) Yes Yes Domestic (conference) Yes Yes Yes Foreign (conference) Yes Yes Yes
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:
Even if this service is not the lowest cost.
A U.S. Carrier means the ticket has a U.S. Carrier's flight number.
A code-share agreement does not automatically qualify a flight as a U.S. Carrier. Air Travel FAQ
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 55¢ per mile.
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SLAC will also reimburse actual costs of parking (with receipt) and road/bridge tolls while en route. No receipts are required for road/bridge tolls.
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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.
FAQ - Car Rental.
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
Lodging costs and Meals & Incidental Expense (M&IE) are subject to the Federal Travel Regulations (FTR) maximum per diem rates.
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The domestic per diem rates generally change annually on October 1. These rates are specific to "high cost" areas.
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The foreign per diem rates change monthly. The traveler is responsible for checking the rates before departure.
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For stays of 30 days or longer in one location, the per diem rates are 55% of the published rate and apply from the first day.
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The domestic FTR lodging maximum rates are before taxes, whereas the foreign FTR lodging rates include taxes and will not be reimbursed separately.
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Laundry and dry cleaning expenses are included in the incidental portion of the per diem rate for travel to foreign and non-foreign (outside CONUS) areas, and may not be claimed as a separate expense. For travel within the CONUS area (48 contiguous states and the District of Columbia), the incidental portion of the per diem excludes laundry and dry cleaning so these expenses may be claimed separately when travel is longer than six days.
Lodging
Reimbursement is provided for actual lodging
cost. An itemized hotel receipt (folio) is
required for lodging reimbursement.
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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.
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The conference hotel, with Directorate pre-approval, may be reimbursed up to 300% of FTR maximum.
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When the business traveler and others whose attendance does not constitute a business purpose occupy a double hotel room, SLAC will reimburse the single room rate. The traveler is responsible for obtaining the single rate and including the information as a footnote even when the single rate and double rate are the same.
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In all cases, only reasonable and necessary accommodations will be reimbursed.
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.
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The first and last day of business travel are reimbursed at 75% of the full day M&IE rate.
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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 & foreign.
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Meals provided as part of conference registration must be deducted from the per diem. Even if you choose not to eat those meals, you cannot be reimbursed as SLAC has already paid for those meals. Costs of optional meals at conferences will not be reimbursed beyond the M&IE allowance.
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No meals will be reimbursed on trips that are less than 12 hours.
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Only dinner will be reimbursed on trips that are greater than 12 hours but less than 24 hours.
Conference Expenses
Attach a copy of the conference announcement with the registration details, including meals provided, to the expense report.
Conference registration is paid through the Registration Reimbursement Form. Questions regarding registration reimbursement should be directed to Lauren Barbieri at x2354.
Foreign Travel Expenses
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Foreign receipts must have the U.S. equivalent attached.
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If a copy of an exchange receipt is provided, reimbursement will be at the rate on the receipt.
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If a copy of the traveler's credit card statement is included with receipts, reimbursement will be for the amount shown on the statement.
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Use the currency converter when an exchange receipt or credit card statement is not provided. Use the date on the receipt and change interbank rate to typical credit card rate +2%.
Local Travel Expenses
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In general, trips of less than 50 miles one-way are considered local travel and do not qualify for an overnight stay. Exceptions with the appropriate justifications need to be approved by the Directorate and concurred by the CFO.
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Meals and gas are not reimbursable.
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Personal car mileage, tolls and public transportation can be reimbursed through the Petty Cash Office. Local Travel Reimbursement.
Other Expenses
Insurance costs such as life insurance, flight insurance, personal automobile insurance, car rental insurance (except for foreign countries and Hawaii as noted above), and baggage insurance are not reimbursable expenses.
Charges for first check-in baggage is reimbursable. Charges for second baggage and beyond are reimbursable only when the traveler is transporting SLAC materials; this still applies if the first check-in baggage is not charged by the airline.
All other expenses must have a receipt regardless of the dollar amount.
An explanation should be provided for any unusual expenses. Approval of full reimbursement is contingent upon meeting the guidelines and limitations established in Stanford's Administration Guide Memo 36.7 and The Federal Travel Regulations. The traveler is responsible for the accuracy and completeness of the travel expense report.