Frequently Asked Questions
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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 canceled.
- 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 returned to their queue to make edits and resubmit.
- More information on Requests can be found in this Quickstart Guide.
- 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.
Travelers should submit expense reports 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.
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 the approved travel request amount)
- CAM
- Business Approver
- Travel Office
The invitation links which allow Sponsored Guests to log into Concur expire after one week. After this, you will have to reset the password for them.
For a canceled trip, if travelers are reimbursed through Concur but also receive refunds directly from the airline, hotel, conference, or other vendors, how should the traveler refund SLAC?
The traveler would write a check for fees reimbursed payable to “SLAC National Accelerator Laboratory” and send it to Accounting (Mailstop 16) using SLAC internal office mail.
Travelers can use the below for 100% leisure travel:
- Egencia is 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 of up to 10% off by registering here.
Yes, but SLAC will only cover business-related expenses. You may add up to one day of personal travel 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 Airfare Comparisons Quick Start Guide.
Airline flights, car rentals, and rail can only be booked through 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.
Please note that the 2:1 ratio does not apply to domestic travel.
Contact Us for More Information
Please view our Travel and Expense Policy for details about reimbursable and non-reimbursable expenses. For all travel expenses that are not reimbursable, you must not incur/reconcile a Travel Card (T-Card) expense or seek reimbursement.
