FY08 year-end TER submission by: September 12, 2008 (Friday-noon)
SLAC's 2008 fiscal year coming to a close on September 30, 2008
(Tuesday). The Travel Reimbursement Office will be bracing for a
flurry of activities in preparation for the closing of the
accounting books.
It will be invaluable to the Accounting Department if ALL
outstanding Travel Expense Reports (TERs) can be submitted to the
Travel Office by September 12, 2008 (Friday) at 12pm to be
reimbursed by September 30.
All other FY 08 travel that ends close to or after September 12
should still be submitted as soon as possible but the reimbursement
will have to wait until October.
New mileage rate effective from Friday, August 1, 2008
The new personal vehicle mileage has increased by 8 cents to 58.5 cents per mile effective from Friday, August 1, 2008. The Internal Revenue Service (IRS) announced the rate increase in June and the General Services Administration (GSA) has adopted the new rate effective from August 1, 2008. SLAC will reimburse at the new rate from August 1, 2008.
The Foreign, Domestic and Visitor Expense Reports will be updated and posted online to reflect the new rate. All reimbursements can be submitted using the updated forms irregardless of the travel dates. The Travel Office will make the necessary adjustments on submitted TERs to pay at the correct rates.
Travel Agency Update – Palo Alto Village Travel Becomes Summit Travel Group
Effective July 28, 2008, Palo Alto Village Travel has merged into Summit Travel Group. As one of SLAC's preferred travel agencies, Summit Travel Group provides personal, professional travel services 24 hours per day, 7 days a week, 365 days a year. Reservation information.
Travelport is now Orbitz for Business
SLAC's online booking tool for travel has a new name, Orbitz for Business. Your previous records with Travelport will still be accessible and the site will look essentially the same. Orbitz for Business is a full service online agency that offers many features and conveniences for SLAC travelers and travel arrangers:
- Receive Stanford negotiated discounts with United Airlines
- Set up personal profiles to store personal information and preferences
- Receive Care Alerts sent to the traveler, travel arranger, and family members via cell phone, email address or PDA with notification of flight changes and departure gates
- Access all trip information under traveler's profile, to retrieve information for reimbursement and reporting purposes
Jet Blue is now included in Orbitz for Business' flight matrix and Southwest Airlines will be included sometime in the first quarter of the year. SLAC preferred travel agencies.
Japan's New Immigration Procedures
Effective November 20, 2007, Japan will implement new immigration procedures which require submission of personal identification information at immigration control. Under the new immigration procedures, fingerprints and a facial photograph will be taken. After which, an immigration control officer shall conduct an examination hearing. In the event someone refuses to submit to these new procedures, that person will not be permitted to enter Japan, and will be required to leave the country. More information.
ALL SLAC Travel MUST be Pre-approved!
This includes travel not paid for by SLAC. Travel Guidelines.
Expense Reports Deadlines
Submit within 3 business days, travel expense reports (TER) with expenses charged to the department AMEX card. Submit within 20 days upon return, all other TERs with complete supportive documents.
Complete TERs submitted after 60 days will be reported as taxable income to the traveler. Travel expense reports.
Submit Complete Paperwork
Please remember to submit complete documentation with your travel expense reports. Incomplete expense reports will be placed on the pending or investigation pile and may get delayed.
Processing Time
Complete travel expense reports (TER) will be processed within 12 business days during non-peak travel seasons. Please do not call our office before then. Please expect delays if not all supportive documents have been submitted with your TERs. Travel expense reports.
Per Diem Rates at SLAC
| Current Year - FY2008 | FY2007 | ||
| Effective from | Rates | Effective from | Rates |
| 10/01/07 | $119 lodging, $59 Meals & Incidental Expenses (M&IE) | 10/01/06 | $110 lodging, $59 Meals & Incidental Expenses (M&IE) |
| 08/01/08 | 58.5¢ personal mileage | 03/15/07 | 48.5¢ personal mileage |
| 01/01/08 | 50.5¢ personal mileage | ||
| 10/01/07 | 48.5¢ personal mileage | ||
FY2009 rates will be $132 for lodging and $59 for M&IE effective from 10/01/08.
Location
2575 Sand Hill Road, Building 41, Room 219, Mailstop 16; Fax: 650-926-3857; Office Hours: 9:00 am - 12:00pm; 1:00 pm - 5:00 pm
