Visitor Guidelines for reimbursable travel expenses
Transportation
Expenses
Subsistence Expenses
Currency Conversion
SLAC Visitor Information
SLAC NATIONAL ACCELERATOR LABORATORY, 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 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 SLAC 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.
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.
Air Travel FAQ
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SLAC airfare
coverage for travel days includes: 1 day before the business start
day and 1 day after business end day. If traveler arrives earlier or
leaves later, an airfare comparison printout (see example below)
must be submitted along with the actual airfare itinerary. If the
additional non-business days increase the cost of the airfare, the
traveler is responsible for the cost difference.
Example:
The invitation date is from Jan 5 (Monday) to Jan 7 (Wednesday). The
traveler arrived Jan 3 to spend Saturday for non-SLAC business
purpose and departed Jan 7. The airfare comparison printout should
have the dates for Jan 4 arrival and Jan 7 departure. This will be
compared against the actual airfare. The lower of the two will be
reimbursed.
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.
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When renting from SLAC local airports, use SLAC negotiated rates
by booking through our discount codes.
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.
Lodging costs and Meals & Incidental Expense (M&IE) are subject
to the Federal Travel Regulations (FTR) maximum per diem rates. 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
Reimbursement is provided for actual lodging
cost. An itemized hotel receipt (folio) is
required for lodging reimbursement.
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For visits of less than 30 days, SLAC
will provide reimbursement for lodging at the
Stanford Guest House.
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Alternative lodging accommodations should only be arranged with
advanced 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.
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
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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.
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.
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%.
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.
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