COVID-19 Travel Guidance

COVID Carousel Travel Guidance Page

Covid-19 Virus Molecule: Covid-19 Travel Guidance
COVID-19 Travel Guidance

 

COVID-19 Travel Approval Matrixes

SLAC employees are required to fill out the COVID-19 Vaccination Status Attestation for each travel request that is enterd in to Concur. Travel Requests are reviewed daily and routed for approval accordingly.

SLAC routes travel requests to HR for Sponsored Guests/Visitor's vaccine status validation twice a week every Monday and Wednesday morning at 9 AM. To ensure your guest's travel request is submitted for the week, please have the email to Travel@SLAC sent by end of day Tuesdays and Fridays.

File COVID Approval Requirements for Vaccinated Travelers 03 16 2022.docx

File COVID Approval Requirements for Non-Vaccinated Travelers 03 16 2022.docx

 

Approval Process and Mission Essential Travel Justification

Sponsored Guests will need to send proof of vaccination or an exemption (granted by their home institution) via secure email directly to Eric Shupert. In an effort to ensure PII compliance, this should not be managed by Department Travel Admins; the travelers should be emailing the information securely themselves. Travel@SLAC has an established internal process for employee vaccination verification and no additional action is needed by employees.

To request a travel exception for mission essential travel with respect to non-vaccinated travelers, please complete the Mission Essential Travel Justification Form and upload it to your completed Concur travel request. For Sponsored Guests/Visitors, please email the Mission Essential Travel Justification Form and a copy of the invitation letter to Travel@SLAC.

 

COVID-19 Inbound Relocation

Addtional approvals are required for relocation to SLAC prior to costs being incurred. For more information, please reach out to Travel@SLAC.

 

Virtual Conferences

Due to COVID-19 many conferences are being provided as virtual conferences. Although travel reimbursements may not be required or conference fees may be waived, please follow this guidance when planning virtual conference attendance:
Virtual Conference Clarification.

  • Please submit a Concur travel request for virtual conferences by selecting the “Domestic” or “Foreign” trip type, per DOE guidance Foreign virtual conferences are identified as being hosted, sponsored, or organized by Foreign entities.
  • Follow the Foreign identified Virtual Conference Approval Process and for more information review the March 2021 Travel Newsletter.

 

COVID-19 FAQs

Please visit Travel's FAQ page and sort on COVID-19 to view our COVID related questions and answers.

 

REQUIRED USE OF SLAC BOOKING CHANNELS

To expense SLAC-sponsored travel, travelers must use a SLAC T-card and the SLAC Travel Booking Channels when booking airfare, hotels or car rentals. There are some circumstances where faculty, staff, postdoctoral scholars and students may not be able to book airfare, hotel lodging and rental car through SLAC booking channels, such as: 

  • Conference hotels (which may be booked directly at the conference rate)
  • Laboratory and university guest houses
  • Airline ticket reissues or exchanges
  • New hires
  • Visitors
  • Sponsored Guests
  • Non CWR-SU employees such as Stanford University faculty, staff, students, postdocs and fellows

REQUIRED USE OF SLAC TRAVEL CARD

To expense SLAC-sponsored travel, travelers must use a SLAC Travel Card (T-Card) and the SLAC Travel Booking Channels when booking airfare, hotels or car rentals.

Exclusions to this policy include:

  • New hires
  • Visitors
  • Sponsored Guests
  • Non CWR-SU employees such as Stanford University faculty, staff, students, postdocs and fellows