Frequently Asked Questions

What class of fare must a traveler fly? What are the exceptions to the rule?

SLAC pays for air travel in coach or economy class for all domestic and most international flights. SLAC defines coach or economy class as: the lowest economy air fare which includes a reserved seat, one personal item, one carry-on bag and one checked bag. Business class is permissible for international flights with duration of 14 hours or more (including connecting domestic legs, excluding layover time).
 

Other classes of travel may be allowed based on documented medical needs. The disability or special need must be substantiated in writing by a medical authority and be preapproved by the SLAC Occupational Health Center.
 

Other exceptions include:

  • Upgraded through the redemption of personal points/miles (must be clearly documented on the itinerary attached to your Concur expense request)
  • No space available in coach-class within the period of business days*
 
*Documentation is required and is subject to the Controller’s approval.
A traveler doesn't have a foreign trip planned yet but would like to take the HTSOS training to be prepared. Can they take the training?

Yes, they can.

A traveler has a question about Concur.

All of our information on Concur can be found on our Quick Start Guide page.

A traveler is traveling to a foreign location for vacation. In what scenarios do they need to submit a foreign pre-trip request in Concur?

If you are traveling on vacation, but you happen to do some unrelated and incidental SLAC work while abroad (i.e. checking work email, calling into SLAC for a short phone conference or working on some work notes), that doesn't qualify as official SLAC travel. In this case, you do not need to report your foreign vacation. However, if you are combining your vacation with attending a conference or meeting with a collaborator to talk about SLAC business, then you will need to submit a foreign trip request in Concur.

A traveler prefers airline "A" over airline "B". Airline "B" has a lower fare for a similar itinerary. Does the traveler have to use airline "B"?

You can book Airline "A" if you document the cost of Airline "B" and pay the incremental difference with your personal funds or miles/points.

A traveler went to the airport late at night on Calendar Day 1, took a 1:00am red eye of 13 hours to a foreign destination on Calendar Day 2 and arrived on the morning of Calendar Day 3. How will M&IE for the travel days be calculated?

When you cross the international dateline (IDL), your actual elapsed travel time will be used to compute your per diem entitlement rather than calendar days. You will be paid 75% M&IE plus a day of M&IE for a total of 1.75 of M&IE for your travel days. In general, travel to most foreign destinations will be entitled 1.75 for the travel days to the foreign destination.

A traveler's trip was canceled and they had already purchased their airfare. What should they do to get reimbursed?

To get reimbursed for airfare that wasn't used, you will need to fill out an Unused Ticket Affidavit and attach it to your expense report along with the canceled flight itinerary.  Please note that any credit you receive for the cancelation must be used in the future for SLAC related travel.

Are there Hotel and Lodging Rate Maximums?

Yes, the nightly rate should not exceed per diem. In the event that rates at or below per diem are unavailable, you may expense a greater amount (not to exceed 300% of the per diem rate) with documenation and written justification within your Concur expense request.

Domestic Per Diem Rates I Alask and Hawaii Per Diem Rates I International Per Diem Rates

Are there specific airlines a traveler must fly on during a foreign trip?

Yes, travel must be on a U.S. Flag Carrier (FAR 52.247-63) according to the Fly America Act, unless limited exceptions apply. A traveler must abide by Fly America regardless of price or convenience. 

View the Fly America Act on our website for more information.

Can a traveler add extra days for personal reasons a business trip? What additional documents are required?

Yes, but SLAC will only cover the business related expenses. You may add up to one day of personal for every two days of business for foreign travel. Travel days may be counted as business days.

You will need to attach an airfare comparison to your Concur expense request indicating what the cost would have been for business travel only. You may refer to our Documenting Air Fare Comparisons Quick Start Guide.

Can a traveler book their airfare and lodging through a online travel vacation package?

For employees, our mandated travel booking channels do not offer vacation packages.

For those with an affiliation that is defined as an exception to our booking channel policy, they should only utilize booking tools that offer a clear itemization of expenses. Most often the organizations offering travel packages do not itemize individual components (i.e. airfare, lodging etc). Such reservations for business travel should only be booked after the traveler has confirmed that each component will be separately itemized (i.e. itemized hotel charges and airfare). Non itemized receipts are not sufficient documentation for reimbursement.

Can a traveler bring their spouse, family members or other people with them on my SLAC business related trips?

Yes, however, the travel expenses of a spouse, family member, or other person who accompanies the approved business traveler, are unallowable. Additionally, if there are personal days inclujded in the trip, you will be required to attach an air fare comparison to your Concur expense request indicating the cost of business only travel. You may refer to our Documenting Air Fare Comparisons Quick Start Guide.

Can a traveler claim meal per diem for local travel (a trip of less than 50 miles one way from SLAC)?

No, local travel does not qualify for meals. However, an exception may be approved for a traveler whose residence is less than 50 miles from the destination point when the assignment requires workdays in excess of 12 hours, thereby putting traveler safety at risk.

In this extraordinary circumstance, the traveler should submit a domestic travel authorization and include all of the following documentation when submitting an expense report:

  • A written justification, including back-up documentation for the length of each day in excess of 12 hours. Examples of back-up documentation might include an invitation letter, meeting or review agendas, beam time assignments, etc.
  • Documented approval of the exception by the appropriate member of the SMT
Can a traveler expense frequent traveler programs or memberships, including the purchase of or redemption of miles/points?

No, these are considered personal expenses and are unallowable. You must not incur/reconcile a Travel Card (T-card) expense or seek reimbursement for the purchase of or redemption of travel miles/points.

Can a traveler expense interest charges or late payments for their personal card (used for travel that isn't fully DOE funded) if my expense request is delayed?

No, these are considered personal expenses and are unallowable. You must not seek reimbursement for interest charges or late payments on personal credit cards.

Can a traveler expense laundry?

Yes, however, laundry costs can be expensed if the business trip exceeds six days. Trips to foreign countries and locations outside the continental U.S. (e.g., Hawaii, Alaska, etc.) do not qualify for laundry allowances.

Can a traveler expense personal amusement, social activities or entertainment?

No, these are considered personal expenses and are unallowable. You must not incur/reconcile a Travel Card (T-card) expense or seek reimbursement for personal amusement, social activities or entertainment.

Can a traveler expense purchases of carbon offsets or carbon credits?

No, these are considered personal expenses and are unallowable. You must not incur/reconcile a Travel Card (T-card) expense or seek reimbursement for carbon offsets or carbon credits.

Can a traveler expense traffic citations/parking tickets incurred during SLAC business travel while using a rental car, a personal vechile or a SLAC vehicle?

No, this is considered a personal expense and is unallowable. You must not incur/reconcile a Travel Card (T-card) expense or seek reimbursement for traffic citations/parking tickets.

Can a traveler expense Travel clubs, programs and fees, i.e., Trusted Traveler, Clear, Global Entry and TSA PreCheck?

No, these are considered personal expenses and are unallowable. You must not incur/reconcile a Travel Card (T-card) expense or seek reimbursement for Travel clubs, programs and fees, i.e., Trusted Traveler, Clear, Global Entry and TSA PreCheck.

Can a traveler expense travel to and from the airport?

SLAC will normally reimburse reasonable airline transportation expenses - Cost for transportation to and from the traveler’s home to the airport in the following instances:

  • Recording mileage from the work/home location to the airport when using a personal vehicle
  • Using a taxi, shuttle, or ride sharing service
  • Parking expenses incurred while on travel for either a personal or a rental vehicle
Can a traveler expense travel/trip insurance?

No, this is considered a personal expense and is unallowable. You must not incur/reconcile a Travel Card (T-card) expense or seek reimbursement for travel/trip insurance.

Can a traveler get a hotel for local travel (a trip of less than 50 miles one way from SLAC)?

No, local travel does not qualify for lodging. However, an exception may be approved for a traveler whose residence is less than 50 miles from the destination point when the assignment requires workdays in excess of 12 hours, thereby putting traveler safety at risk.

In this extraordinary circumstance, the traveler should submit a domestic travel authorization and include all of the following documentation when submitting an expense report:

  • A written justification, including back-up documentation for the length of each day in excess of 12 hours. Examples of back-up documentation might include an invitation letter, meeting or review agendas, beam time assignments, etc.
  • Documented approval of the exception by the appropriate member of the SMT
Can a traveler get reimbursed for an individual (spouse, family member or other person) accompanying them on a trip?

No, these are considered personal expenses and are unallowable. You must not incur/reconcile a Travel Card (T-card) expense or seek reimbursement for an individual (spouse, family member or other person) accompanying you on a trip.

Can a traveler reconcile their Travel Card (T-Card) expenses or be reimbursed before travel occurs?

No, reconciliation/reimbursement for travel expenses should not be requested until after travel is completed.

Can a traveler tip a taxi or ridesharing service (such as Uber or Lyft) driver?

Yes, per the Travel and Expense Policy section 5.10.1-2 tips are allowable up to 20% of the charge.

Can a traveler use a ridesharing service such as Uber or Lyft?

Yes, per the Travel and Expense Policy sections 5.5.5, 5.6.2.B.ii, and 5.10.1 ridesharing services such as Uber and Lyft are allowable expenses.

 

Can a traveler use a Travel Card (T-Card) for split travel?

When travel expenses for SLAC are shared by SLAC and one or more external organizations, even if only a minority of the travel expenses are sponsored by SLAC, the trip is considered split. Split travel must be purchased through a SLAC booking channel. SLAC T-cards cannot be used to purchase split travel. SLAC will pay for the appropriate portion of the necessary travel expenses. The expenses must be outlined clearly in the expense report submission. 

Can a traveler use a Travel Card (T-Card) for the entirety of a "Business Combined with Personal" trip and reimburse SLAC for the difference?

No, only SLAC business related expenses can be charged to the T-card. If there are additional days/nights for a hotel or car rental, they must be paid for using a personal card.

Can a traveler use a Travel Card (T-Card) for travel that is fully paid by a third party?

SLAC resources may not be used to book, purchase or reimburse expenses for fully externally-sponsored travel. The use of the SLAC T-card is prohibited, and travel arrangements may not be booked via SLAC booking channels. Travel that is not funded by DOE but involves presentations/ SLAC scientific publications must be reported to the SLAC Office of Scientific and Technical Information.

Can a traveler use their personal card for SLAC business travel?
  • Employees are required to use the SLAC issued Travel Card (T-Card) for airfare, hotel and car rentals when booking fully funded DOE travel. SLAC pays for reasonable and necessary expenses incurred by SLAC employees, affiliates and visitors in the course of SLAC-related business travel. Travelers should neither gain nor lose financially as a result of business travel on behalf of SLAC.
  • For Split Travel (travel that is partially or fully paid by a third party), the use of the SLAC Travel Card (T-card) is prohibited. A different card would need to be used.
  • For Business Combined with Personal travel, the use of a personal card is permitted when hotel stays and car rentals cannot be easily split between the business and personal components. The traveler can seek reimbursement after travel is completed.
  • New hires, visitors, sponsored guests, faculty (non CWR-SU employees), students (non CWR-SU employees), postdocs (non CWR-SU employees) and fellows are excluded from the booking channel and Travel Card (T-Card) requirements. Our SLAC Booking Channels and a Department Travel Card (T-card) can be utilized for these affiliates. However, it is not required. External booking sites and their personal card(s) may be used.
Can a travelr use their personal card or personal frequent flier miles to upgrade their air ticket?

Yes, you may travel on an upgraded class at your own expense or through the redemption of your personal frequent flier miles. Please note on your expense report when an upgraded class is taken and the way this class was paid (personal expense, mileage, ETC).

To ensure that these are separate, you can book your initial flight through our SLAC Travel booking channels. From there, you can visit the airline website directly with your ticket/confirmation number to process the upgrade.

Note: SLAC will not reimburse for any sort of upgraded class, seat upgrade or preferred seat

Can an employee use SLAC'S Travel Booking Channels for 100% leisure travel?

Travelers can use the below for 100% leisure travel

  • Egencia for hotel only (we've adjusted the checkout screen to remind people of this)
  • "Break for Business" leisure discount from United Corporate Direct. If you do not travel on behalf of SLAC and haven't enrolled in United Corporate Direct, you can take advantage of discounts up to 10% off by registering here.
Can an employee use SLAC's Travel Booking Channels when there is a personal component?

Airline flights, car rentals and rail can only be booked through SLAC Travel Booking Channels for SLAC-related business, to add a personal side trip to a business trip or to accompany SLAC travelers on a SLAC-related trip.

Can anyone visiting SLAC arrange for direct billing for travel expenses?

No. There is a list of approved Administrative Assistants that are authorized to make reservations for invited visitors. Contact travel@slac.stanford.edu for direct billing information.

Can visitors claim Meals & Incidentals (M&IE) per diem?

Non-employees are not allowed meal per diems. Expenses for non-employees will be paid based on actual costs (not to exceed the per diem rate) and must be supported by itemized receipts regardless of the amount. In order to be reimbursed, one of the following supporting documents are required to be submitted in the Concur expense report:

  • All actual receipts
  • Comments documented in Concur that itemize out each day's meals cost, using the actual costs regardless of whether or not they exceed per-diem
  • An email from the traveler that states the dollar amount they actually spent on meals (if they do not have meal receipts)
Do employees attending online courses or classes and requesting expenses using STAP funds need to submit a Concur request?

No, a Concur request does not need to be submitted for online courses or classes using STAP funds. An “Other reimbursement” expense report should be submitted directly in Concur. However, Virtual Conferences must have a Concur request as they are categorized differently than “courses/classes” and require additional approval. 

Do requests for virtual conferences need to be submitted in Concur?

Yes, a Concur request must be submitted for virtual conferences in Concur. View more information on virtual conferences. When submitting a concur request please choose “domestic” or “foreign” travel as the trip type based on the host location of the conference. 

Do travelers have access to Egencia at Stanford University when using Stanford University Funds?
  • If an employee is fully utilizing Stanford University Funds and they only have 1 job record at SLAC, they will not have access to Egencia through Stanford University. They would be considered a "visitor" and their travel would be considered an Exemption to Stanford's Travel Booking Policy
    • The use of SLAC's Egencia is prohibited because the fees associated to SLAC's access are paid for using SLAC DOE funds. 
    • The traveler can work with someone at the university to book under their Egencia Guest Profile with a Stanford Department Travel Card.
    • Alternatively, the traveler can use any travel site with their personal card and seek reimbursement post travel through Ofweb.

 

Does a traveler book a hotel if their trip is longer than 30 days?

Long term travel is defined as when a travel period is 30 days or longer. In these instances, the traveler is required to use the per diem reimbursement method, and the per diem rate is reduced to 55 percent for the trip. The assumption is that when staying 30 days or longer, a traveler can find cheaper accommodations than regular hotel rates.

  • When an individual's original estimated travel is for more than 30 days in one location, these reduced rates of 55% of the per diem rate apply from the first day.
  • When an individual in travel status at a location is granted extension to a trip originally estimated to be less than 30 days, the 30-days-or-less rate applies for the first 30 days and the more-than-30-days rate of 55% applies from the 31st day through the end of the trip.   

The use of the SLAC Travel Booking Channels and the Travel Card (T-card) would not be permitted in this circumstance. Travelers and preparers can refer to the Handling meals and lodging for a Trip Over 30 Days Quick Start Guide.

    Does a traveler have to book Basic Economy fares that does not allow seat selections and use of overhead bins?

    No, you are not required to choose basic economy fares. These fares are not what is expected of our travelers and do not need to be included in any fare comparison documentation for expense reimbursement.

    Does a traveler need authorization to rent a car? If so, how do they get authorization?

    Yes, travelers need to obtain authorization to rent a car. 

    • Domestic travel: travel authorization
    • Relocation: offer letter
    • Visitor: invitation letter
    Does a traveler need to provide an airfare comparison if they choose to drive to their destination instead?

    Equivalent Airfare: A traveler may choose to use an automobile or other surface transportation for personal reasons even if air travel is the appropriate mode of transportation.  For this situation, surface transportation expenses may not exceed the airfare SLAC would have paid if air travel along with the normal cost of ground transportation to and from airports had been used. The cost of meals, lodging, tolls, ferries, and parking while in transit via surface transportation may be claimed (per diemf or meals)/expensed if the total amount reimbursed does not exceed the equivalent airfare.


    Equivalent Airfare can be obtained from Egencia and is determined as:

     

    1. Coach class fare plus ground transportation.
    2. U.S. flag carrier and at least seven days advance purchase.
    3. Screenshot of airfare comparison attached to the Concur expense report.
    4. For two or more individuals traveling together on business, the sum of all airfare and ground transportation amounts are used.
    Does a traveler need to submit an expense report for unused Egencia flights since they were purchased on a SLAC Travel Card?

    Please do submit an expense report to reconcile the T card transaction.

    Does Stanford University's Business Travel Accident Insurance cover COVID-19 infection?

    Stanford's Business Travel Accident Insurance covers accidental death and dismemberment while traveling on business. It does not cover COVID-19 infection.

    Does the 2:1 business to personal day rule also apply to domestic travel?

    Please note that the 2:1 ratio does not apply to domestic travel.

    For a cancelled trip, if travelers are reimbursed through Concur but also receive refunds directly from the airline, hotel, conference, or other venders, how should the traveler refund SLAC?

    The traveler would provide write a check, payable to “SLAC National Accelerator Laboratory” for fees reimbursed and sent to Accounting (Mailstop 9) using SLAC internal office mail.

    How can a traveler sign up to take the HTSOS training?

    You can begin the sign up process by following the instructions found on the Security Requirements webpage.

    How does a traveler calculate the trip distance when using their personal vehicle?

    The most direct route is defined as not more than 105% of the most direct mileage indicated by Google Maps. Expense for ground transportation is calculated depending on if the trip originates in or outside of normal business hours (usually defined as weekdays, 8:00 a.m. to 5:00 p.m.).

    • When the trip occurs during weekends, holidays or outside of normal business hours, the traveler should calculate the distance using their home address.
    • When the trip occurs during business hours, calculate the distance from the traveler’s SLAC worksite. If the trip did not include a business stop at their SLAC worksite, the traveler should use their home address as the starting point when that distance is less.
    How does a traveler claim Meals & Incidental Expenses (M&IE) when travel is longer than 30 days?

    Long term travel is defined as when a travel period is 30 days or longer. In these instances, the per diem rate is reduced to 55 percent for the trip.

    Travelers and preparers can refer to the Handling meals and lodging for a Trip Over 30 Days Quick Start Guide.

      How does a traveler deduct meals provided (meals from business meetings and conferences) from their per diem request?

      Meals provided to employees during travel should be deducted from the per diem amount that they are claiming. For guidance on deductions, refer to the Deducting Provided Meals Quick Start Guide.

      How does a traveler know whether an expense is allowable or not?

      Please view our Travel and Expense Policy for information about reimbursable and non reimbursable expenses. 

      For individual questions you may reach out to the Travel Office at: travel@slac.stanford.edu.

      How does a traveler provide hotels with proof of "Us Government on Duty Travel ID?"

      Travelers can present their SLAC Badge and a copy of our PDF icon DOE Contracting Officer’s Official Travel Letter.pdf

      How does taking personal days work on foreign trips?

      When taking personal days on foreign travel, a traveler may not exceed a two business day to one personal day ratio (2:1). Travel days are counted as business days. (See the business days FAQ for information on what constitutes a business day.)

      • Example: If a traveler’s business trip is six days, the maximum personal time they can take is three days.

      If a traveler’s total trip is an odd number of days, the total number of days should be rounded down when calculating the 2:1 ratio.

      • Example: If a traveler’s business trip is nine days, a traveler would round the total down to eight, and would be allowed four personal days.

      Exceptions to this 2:1 rule require Associate Lab Director Approval. Please email travel@slac.stanford.edu for more information regarding exceptions to this rule.

      Note: The 2:1 rule only applies to foreign travel. Domestic travel does not have to follow this rule.

      If a traveler applies for a Travel Card (T-Card), can they still earn miles and points?

      Employees can add their loyalty programs to our SLAC Travel Booking Channels which will allow them to earn rewards directly with the airlines. You may refer to our How to Add a Loyalty Program Quick Start Guide.

      If a traveler decides to extend their foreign trip exceeding the 2:1 ratio, will their expenses be reimbursable?

      No. Business and personal travel expenses will not be reimbursed for any foreign trip if the number of personal days exceeds the 2:1 business to personal days ratio.

      In Concur, what is the difference between “close/inactivate”, “cancelling”, and “recalling” a travel request?

      The “Close/Inactivate” request option only appears after the travel request is approved. This option should be selected if an approved trip will no longer be taken. The “Cancel” option should be selected if your trip has not been fully approved and needs to be cancelled. The “Recall” button can only be used for a request that has not been fully approved. Recalling a request allows users to have the request return to their queue to make edits and resubmit. More information on Requests can be found in this Request Quickstart Guide

      Is alcohol an allowable expense?

      No, we can not use DOE funds to purchase alcohol. Alcohol expenses are unallowable. Travelers (employees and visitors) must not incur/reconcile a Travel Card (T-card) expense or seek reimbursement for the purchase of alcohol.

      Is it necessary to submit a travel request in Concur, where the fees are paid with a P-Card?
      • Yes, please submit a request in Concur for the expenses incurred to get proper Supervisors and Management approval. 
      • Per the travel policy, the request should be submitted in Concur and approved by the Supervisor and CAM prior to incurring any expenses.
      • In addition, travel highly recommends you attain a Travel Card for these expense types. More information on attaining a travel card can be found here.
      Is relocation currently allowed?

      Relocation bonuses will continue and will not be affected by COVID-19. New employees relocating must still comply with company policy however every case is different and will be dealt with based on its unique situations. Please contact your hiring manager and Human resources specialist for any specific questions.

      Is the Stanford Guest House Open?

      The Guest House is now open in limited capacity due to COVID-19.  Reservations are being accepted for eligible affiliates, including approved guests of SLAC and qualifying individuals traveling to Stanford University and Stanford Health Care. Please note that as of 8/11/21, All visitors coming to Stanford must meet at least one of two criteria: 1) be fully vaccinated against COVID-19, 2) receive a negative COVID-19 test within 72 hours prior to arrival onsite.

      Please call (650) 926-2800 for qualifications and reservations.

      Is travel with Stanford University considered "split?"

      When travel expenses for SLAC are shared by SLAC and Stanford University, even if only a minority of the travel expenses are sponsored by SLAC, the trip is considered split.

      Should a travel expense report be submitted if an airfare refund from the airline may be received?
      • The traveler should make every attempt to receive the refund from the airline before submitting an expense report. If a refund cannot be received please submit an Unused Air Ticket Affidavit
      • For visitors who are unable to receive refunds from the airline for their flight, please submit a Visitor Unused Air Ticket Affidavit
      Should a traveler purchase additional car rental insurance? What are the exceptions?

      Only the driver named on the car rental agreement is covered by the rental agency's basic insurance. The driver on the agreement may not leave the state in which it is rented without the rental agency's permission.

      In addition, Stanford University self-insures against risk for all employees and students who rent a car from any agency while on SLAC business within the continental U.S (this includes Alaska). Copies of the university's Certificate of Self-Insurance can be obtained through Stanford's Office of Risk Management. The university’s insurance policy does not cover visitors, so they should opt for Loss damage waiver (LDW), Collision damage waiver (CDW), etc.

      Additional Car Rental Insurance

      • SLAC travelers should not elect additional car rental insurance within the continental United States (this includes Alaska). 
      • SLAC travelers should accept additional car rental insurance in foreign countries and Hawaii.

      Additional insurance coverage includes the following:

      • Loss damage waiver (LDW)
      • Collision damage waiver (CDW)
      • Personal accident insurance (PAI)
      • Personal effects coverage
      • Liability coverage or supplemental liability iInsurance (SLI)
      • Emergency roadside assistance (ERA) or roadside assistance program (RAP) 
      What are the DOE Sensitive and T3 countries?
      What are the requirements on returning to SLAC after performing domestic or foreign travel?

      The requirements for returning from domestic or foreign travel can be found here

      What can a Travel Card (T-Card) be used for?

      In conjunction with the required use of our SLAC Travel Booking Channels, the Travel Card (T-Card) is required for use by employees when booking air fare, hotels and car rentals. The T-card is also permitted for additional expense types; it can be used for all of the below.

      • Air, rail, bus, taxi, rideshare services, and shuttle transportation  
      • Car reservations/rentals and automobile-related expenses, such as fuel, tolls, and parking
      • Hotel reservations, guarantees and accommodations
      What companies/expenses can be used for direct billing?

      Lodging:

      • Stanford Guest House
      • Cardinal Hotel
      • Pacific Inn of Redwood City
      • The Red Cottage Inn

      Lodging direct bills should only include room and taxes, amenities should not be direct billed to SLAC.

       

      Relocation:

      • Steven Worldwide Van Lines
      • Ace World Wide (Atlas Van lines)
      What determines if a code-share is reimbursable as a U.S. Carrier?

      Codesharing is when an airline ticket is issued by one airline but operated by another. When a U.S. flag carrier leases seats on a foreign carrier and the ticketing code is from the U.S. airline, it meets the Fly America Act requirements. Any airline used by the U.S. airline as a codeshare is approved.

      For example:

          Delta Flight 6717 operated by Aeroflot Russian Airlines meets the requirements for Fly America Act.
          The same flight purchased as AEROFLOT Russian Airlines 107 does not meet Fly America Act requirements.

      An itinerary, invoice or boarding pass normally provides proof of codeshare. If there is no documentation showing the U.S. carrier code and flight number, the flight cannot be charged using DOE funds.

      What does a traveler do if they get in an accident while renting a car?

      In the event of an accident involving a car rented for SLAC business, the traveler should:

      • Not discuss or admit liability or make any statement, except to police officers.
      • Obtain names, addresses, and phone numbers of all persons involved, including any witnesses.
      • Request the name, address and phone number of the legal owner of each vehicle involved.
      • For accidents, report to the local police.
      • For accidents on Stanford property, report to Stanford Police at (650) 723-9633
      • Promptly notify Risk Management of the accident by submitting the information electronically to Risk Management. The traveler may also call (650) 723-4555. Refer involved parties to Risk Management for insurance responses.

       

      What if a traveler needs to book at a Conference Hotel?

      Conference hotels may be booked directly with the hotel at the conference rate using the SLAC Travel Card.

      If lodging is at a conference hotel and is unavailable at (or below) the per diem maximum, a detailed written justification should be included with the Concur expense report. 300% of the per diem maximum, excluding any related taxes, may be allowable at the discretion of SLAC.

      What if a traveler uses their own vehicle for SLAC business?

      SLAC pays a standard rate per mile to the owner/operator of a personal vehicle for business travel based on the actual driving distance by the most direct route. When one or more individuals are traveling together in the same personal vehicle, SLAC only reimburses the owner or operator of the vehicle.

      The standard mileage rate includes the cost of all actual automobile expenses, such as fuel and lubrication, towing charges, physical damage to the vehicle, repairs, replacements, tires, depreciation, insurance, etc.

      In addition to the standard mileage rate, necessary and reasonable charges for the following automobile-related expenses are allowed: tolls, ferries, parking, bridges, tunnels, and liability and physical damage insurance coverage for driving in foreign countries or Hawaii. Traffic ticket and parking ticket expenses are personal and will not be paid by SLAC.

      What if a traveler's travel time exceeds one business day while using a vehicle?

      SLAC pays mileage allowance, meals, lodging, and automobile-related expenses if travel by vehicle is the most economical mode of transportation available. Otherwise, the least expensive mode of transportation will be allowed based on an airfare comparison.

      A.    The traveler should base their mileage request on an average driving distance of 400 miles a day by the most direct route, or the actual number of days taken, whichever is less.
      B.    For two or more travelers, transportation expenses must be allocated to one traveler’s expense report.

      What if there are incidentals that can't be easily separated on a traveler's hotel folio?

      Non-lodging expenses such as internet access should be claimed under the appropriate Concur expense heading (miscellaneous expense), excluding lodging or other related taxes.

      If there are unallowable items such as room service or entertainment (movies, video games, etc.), a manual adjustment should be entered so that the amount can be deducted from you personally. If the personal expense cannot be completely offset by an expense report in the Concur Travel System, please notify the Travel@SLAC and immediately write a check payable to SLAC. Checks can be sent to the below address.

      2575 Sand Hill Rd. MS 09

      ATTN: SLAC Travel Office

      Menlo Park, CA 94025

      What is the approval flow in Concur for Trip Requests and Expense Reports?

      Travel requests (pre-approvals) route to:

      • Supervisor
      • CAM
      • Travel Office

       

      Expense reports route to:

      • Supervisor (if the expense report exceeds the threshold of being 10% or $100 over approved travel request amount)
      • CAM
      • Business Approver
      • Travel Office
      What is the distinction between a Concur expense report being submitted within 10 days and one submitted within 60 days?

      Traveler should submit expense report as soon as they return from their trip. If they submit the report after 60 days, it will be considered taxable income per IRS. Travelers must provide an adequate justification in Concur as to why their expense report was submitted after 60 days per policy

      What is the Fly America Act and Open Skies Agreement? What are the exceptions that allow a traveler to fly on a foreign carrier?

      For information about the Fly America Act/Open Skies Agreement and exceptions please visit our Fly America Act page.

      • For a visual representation of the Fly America Act please view the following flowchart.
      What is the schedule like for FACT? Can I guarantee when my training will happen?

      FACT training occurs every week, Monday through Friday, except for weeks with a federal holiday. While we hope training can be received the week of your preference, we recommend adding alternate dates for your course when filling out our application form, as trainings can fill up.

      What key information does a preparer need in the justification when a traveler uses a different charge number for travel expenses rather than effort?

      The key information we need is a detailed business justification as to why their charge number for travel expenses is different from the effort. As long as this is included in the expense report as a comment, and the respective FA for the PA approve, that is all that is needed.

      What rules and guidelines are there for Telecommuting?

      Currently domestic or foreign telecommuting from locations other than your primary work location is not defined as business travel, the following situations do not reflect business travel and should be worked with your HR business partner. The guidance provided for telecommuters can be found in SLAC’s COVID-19 Resource Center.

      What size car rental does SLAC allow? What are the exceptions?

      Before renting a car, the traveler should consider shuttle services, ride services and taxis, particularly for transportation between airport and lodging, which are typically more economical options. When the use of a rental car is the most economical form of transportation, SLAC will pay rental fees for compact, intermediate or standard size automobiles and automobile-related expenses, such as fuel, tolls and parking.

      Non-standard rental car options, such as vans, SUVs and 4x4s can be expensed with appropriate business justification, which should be included in the Concur expense request. Exceptions include:

      • Free upgrade (must provide documentation indicating there is not cost difference)
      • Transporting SLAC equipment
      • More than one SLAC supported traveler in the car
      • Physical and medical limitations (must be pre-approved by the SLAC Occupational Health Center)

       

      What type of receipt is required for airfare expenses?

      An itinerary, invoice, ticket or receipt (including printouts of electronic versions of these documents) that shows proof of payment (e.g., card being charged) must be included when reporting airfare expenses. The receipt for airfare must be attached to your Concur expense request.

      Documentation must include all the following information, or the request will be returned:

      •     Dates of travel
      •     Time of departure
      •     Flight numbers
      •     Class of service
      •     Fare basis
      •     Ticket number or confirmation code
      •     Cost of ticket
      •     Proof of payment (the type of card used and the last 4 digits of the card number)
      What type of receipt is required for car rental expenses?

      A reimbursable car rental receipt must show the following information:

      • Car rental dates
      • Car rental company
      • Car rental class (EX: A, B, CCAR, ICAR)
      • Itemization with individual taxes and fees shown
      • Total cost
      • Proof of payment (the type of card used and the last 4 digits of the card number)
      What type of receipt is required for lodging expenses?

      An itemized bill/folio showing all charges and proof of payment

      • Check in and check out date
      • Itemized list of expenses (room charge, fees, taxes)
      • Proof of payment (the type of card used and the last 4 digits of the card number)
      When can visitors come back onto SLAC?

      Visitors and children will not be allowed on site during this period. Users should not plan to travel to SLAC unless they have complied with advance registration and training requirements and confirmed that their visit has been authorized by the user office. Visit the LCLS User Office for more information.

      When does a traveler need to provide documentation of a fare comparison?

      SLAC Travel Booking Channels are the required booking method for employees booking air travel. Generally, documentation of fare comparison is not required when the business trip is booked according to SLAC's Travel and Expense Policy. Fare comparison documentation is required when any of the following occur:

      •    The trip includes a personal component
      •    The itinerary is an indirect route
      •    The fare class is out of policy
      •    The most economical method of transportation is not selected for a trip, for example, a rental car is selected instead of air travel

      The fare comparison documentation is most often in the form of a screenshot. The search results should be taken the same day of booking from a SLAC booking channel. The screenshot must visibly note the time and date of the search (i.e., from the taskbar on your desktop); include a broad set of search results (e.g., all applicable carriers); and should display the applicable parameters, such as the most direct route, excluding any personal stops and the appropriate fare class (e.g., coach, non-refundable). The expense report must include an attachment with the fare comparison documentation.

      NOTE: If the attached screenshot is dated post-travel, Travel@SLAC will calculate an online comparison at the time of processing and will pay based on the lesser of their own comparison or that provided by the traveler. For guidance on documenting a fare comparison, refer to the How to Document an Air Fare Comparison Quick Start Guide.

      When will a traveler be reimbursed?

      After submission, your report will be approved by the Business Administrator as well as the Travel Team. In some cases for non-citizens, ISO will be first to approve.

      Then after all approvals are received, you will see funds posted to your account in 3-5 business days.

      Note: The funds in your account will be labeled as Concur.

      Where are visitors required to lodge if SLAC is paying the expense? What kinds of exceptions are allowed?

      Visitors are required to stay at the Stanford Guest House, unless it is sold out or the visitor has a valid reason for why the Guest House doesn’t meet the traveler’s needs.

      If a traveler does not stay at the Stanford Guest House, the lodging may not exceed the per diem rate

      Where can a traveler find the current per diem rates for Meals & Incidentals?
      Where can a traveler find up to date information on business travel during COVID-19?

      The latest information can be found on the COVID-19 Travel Guidance webpage. 

      Where can a traveler get help with acquiring a visa?

      Contact CIBT for assistance on obtaining a visa for the country to which you are traveling.

      Where can an employee go for health advice and necessary vaccinations?

      Check with your physician or the SLAC Occupational Health Center (OHC) at x228. Ensure that you are aware of safety and health issues of the country you are visiting.

      For more detailed information, visit Centers for Disease Control and Prevention's (CDC): Travelers Health Page

      Which additional car rental insurance should a traveler purchase when they travel to a foreign country, including Canada and Mexico, or in Hawaii?

      Only the driver named on the car rental agreement is covered by the rental agency's basic insurance. The driver on the agreement may not leave the state in which it is rented without the rental agency's permission.

      In addition, Stanford University self-insures against risk for all employees and students who rent a car from any agency while on SLAC business within the continental U.S (this includes Alaska). Copies of the university's Certificate of Self-Insurance can be obtained through Stanford's Office of Risk Management. The university’s insurance policy does not cover visitors, so they should opt for Loss damage waiver (LDW), Collision damage waiver (CDW), etc.

      Additional Car Rental Insurance

      • SLAC travelers should not elect additional car rental insurance within the continental United States. 
      • SLAC travelers should accept additional car rental insurance in foreign countries and Hawaii.

      Additional insurance coverage includes the following:

      • Loss damage waiver (LDW)
      • Collision damage waiver (CDW)
      • Personal accident insurance (PAI)
      • Personal effects coverage
      • Liability coverage or supplemental liability iInsurance (SLI)
      • Emergency roadside assistance (ERA) or roadside assistance program (RAP) 
      Which companies will directly bill SLAC?

      Stanford Guest House

      Cardinal Hotel

      Pacific Inn of Redwood City

      The Red Cottage Inn

      Who should a Travel Card (T-Card) cardholder contact if they need to update their address?

      The cardholder should contact JP Morgan at the number on the back of the card and provide the updated Cardholder Address (Card Delivery).

      The Home Address should remain as is: 2575 Sand Hill Rd. MS 09 SLAC Travel Office Menlo Park, CA 94025

      The cardholder will be asked to provide the below information

      • The 4 digit PIN that they provided on their application (for applicants who applied prior to 10/04/2021, this is most likely the last four digits of your SSN/TIN)
      • The last 4 of their SLAC employee ID (this is listed as the system ID in the SLAC Directory)
      Why can my Sponsored Guest not log into Concur?

      The invitation links which allows Sponsored Guests to log into Concur expire after one week. After this you will have to reset the password for them. 

      Why is a traveler's meal per diem on the first and last day of travel less than other days?

      Amounts received on the first and last day of travel equal 75% of total M&IE in accordance with GSA guidelines.

      Will SLAC pay for a passport, visa, immunizations, etc. with respect to staff traveling to a foreign location?

      In addition to air travel, ground transportation, lodging and meal per diems for foreign business travel, SLAC will pay these other business and travel expenses: actual costs of acquiring passports, visas, tourist cards, necessary photographs, birth certificates, required inoculations, immunizations, health cards and fees for the conversion of funds to foreign currencies.

      Will SLAC pay for a traveler's COVID test when returning to the US from foreign travel?

      Yes, the expense incurred for COVID testing when returning to the US from approved foreign travel, is allowable.

      Will there be relocation policy changes due to COVID?

      Every relocation is unique and exceptions will be determined on a case to case basis. They must still comply with the current relocation policy. For any question in regards to COVID-19 impacting your relocation, please contact the HR  and your hiring manager.

      Will weekends and holidays be counted as business days or personal days?

      Weekends, holidays and other necessary standby days may be counted as business days only if they fall between business travel days. If non-business days are at the beginning or end of a traveler’s business activity, and the traveler arrives early or remains at the business destination for non-business reasons more than 24 hours before or after the business activity, those days will be counted as personal days.