Frequently Asked Questions

Yes, they can. Follow the instructions found in Security Requirements. 

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.

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 to 1.75 for the travel days to the foreign destination.

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.

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

• 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. 

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.

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 a 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 insurance (SLI)
• Emergency roadside assistance (ERA) or roadside assistance program (RAP) 

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

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 of the 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.