Travel Front Page Carousel
Trip Approval, Booking, and Reimbursement
New Announcements
Announcement 02/08/2023: ESH announced a COVID Update on 01/27/2023. We’ve updated our COVID-19 website to reflect that travelers should review the COVID-19 Resource Center prior to departure.
Travelers are no longer required to provide proof of vaccination or fill out an attestation.
Previously, we updated the configurations in Concur to route ALL requests for Travel Reimbursement Office (TRO) Approval due to COVID Safety Protocols. This was to ensure that our office validated compliance with the protocols. As of today, 02/08/2023, only requests indicating conference attendance and foreign travel will route for TRO Approval. Domestic requests will no longer route to our office after all the required approvals (Supervisor/CAM/BA/ALD). This is consistent with the configurations we had prior to COVID.
The Foreign Travel website has been updated to ensure continuity with previously enforced purchasing practices - Travelers and Arrangers requesting an international trip should review the Submitting a Travel Request section.
The landing page of Concur has been updated under Company Notes to re-iterate the need to review the resource center prior to travel.
Lastly, the Sample letters for Sponsored Guests/Visitors have been updated in accordance with this updated guidance.
- For Sponsored Guests/Visitors coming to a US location, there is no need to send a copy of the invite letter to travel@slac.stanford.edu.
- For Sponsored Guests/Visitors traveling to a destination outside of the US on behalf of SLAC, please send a copy of the invite letter to travel@slac.stanford.edu so that we can help you determine if a Foreign Travel Authorization (FTA) is required.
- The DOE defines Foreign Travel as “approved travel (whether wholly or partly on official business) from the United States (including Alaska, Hawaii, the Commonwealths of Puerto Rico and the Northern Mariana Islands, and the territories and possessions of the United States) to a foreign country and return or travel between foreign countries by persons, including foreign nationals, or persons whose salaries or travel expenses or both will ultimately be funded in whole or in part by DOE/NNSA from its appropriations. Official foreign travel may also include travel funded by non-DOE or non-NNSA sources for which the traveler represents the Department or NNSA or conducts business on behalf of the U.S. Government.”
- A purchased flight itinerary should be attached to the email sent to travel@slac.stanford.edu in addition to the Foreign Travel Authorization (FTA).
Old Announcements
Annoncement 11/30/2022: The SLAC Travel Office will be closed during the winter shutdown. Our office will shut down at the close of business on Tuesday, December 20, 2022, and will start back up on Wednesday, January 4, 2023. During this time, the Travel Team will be offline and unavailable to answer questions or process transactions.
Please submit travel requests, expense reports, Travel Card applications or any other reimbursements to our office prior to December 9th so we can process items with a sufficient amount of time before the shutdown and address any challenges as needed.
Announcement 09/01/2022: Further changes to COVID Safety Protocols effective 09/01/2022 were announced by ESH. We've updated our COVID-19 website to reflect these changes. All travelers will be required to fill out the COVID-19 Resource Center Attestation to ensure we have a shared understanding of our current travel guidelines. The Foreign Travel website has been updated to ensure continuity with previously enforced purchasing practices - Travelers and Arrangers requesting an international trip should review the Submitting a Travel Request section. The landing page of Concur has been updated under Company Notes in an effort to re-iterate the requirement to travel. Lastly, the Sample letters for Sponsored Guests/Visitors have been updated in accordance with this updated guidance.
Announcement 04/08/2022: A reminder that in order to expense SLAC-sponsored travel, travelers must use a SLAC T-Card and the SLAC Travel Booking Channels when booking airfare, lodging or car rentals. Additional details can be found in this SLAC Today Memorandum.
Announcement 02/25/2022: Effective February 24, 2022, The DOE is no longer requiring DOE Site Office Approval for vaccinated travelers. This is the most current guidance we've received.
Please review our updated matrixes for Vaccinated and Non-Vaccinated Travelers on the COVID-19 webpage. Should you need any further guidance, please feel free to contact us.
Announcement 01/06/2022: A memorandum was provided by the Department of Energy re-delegating authority for domestic travel approvals to SLAC on December 6, 2021. The memorandum can be found here: Memorandum For Office of Science Laboratory Directors.
Announcement 10/08/2021: If expenses (Travel Card reconciliations and reimbursements) are not submitted within 60 days of the traveler returning from their trip, justification is required in Concur and may be subject to tax reporting under IRS rules. Secondly, Stanford University recently announced a change to their travel restrictions to be in a limited travel phase. Note that the University travel restart is distinct from SLAC travel recovery phases.
Announcement 06/19/2021: To view important information regarding travel restrictions and remote working, view the June 19, 2020 SLAC Today Announcement.
Announcement 03/01/2021: With travel likely to be severely restricted through much of FY 2021, the Office of Science (SC) recognizes that there are an increasing number of opportunities for researchers to participate in virtual scientific conferences, workshops, seminars, and similar activities. Please read the full guidance 
Virtual Conferences.pdf.
Concur + Booking Channels
Per Diem Rates
*SLAC per diem rates are based on Santa Clara County
What's New
- Upcoming Trainings
- Moving Company Direct Billing Process Flowchart
- Travel and Travel Card Policy Updates Coming in Oct2021 - SLAC Today Article
- BSD Resource Page *VPN connection is needed to access this internal link
- U.S. Resident Payment Request - User Guide.pdf
- Foreign Resident Payment Request - User Guide.pdf
- Relocation Live Training PPT
- Foreign Virtual Conference - March SLAC Today Article
- Lab Guidance International Virtual Meetings
- Powerpoint: Concur Admin Tutorial for Requests, Expense Reports, and Sponsored Guest Accounts
- New COVID-19 Travel Guidance Webpage
- Travel Restrictions- June 19 SLAC Today Article
