Frequently Asked Questions

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 documentation and written justification within your Concur expense request.

Please reference the following sites for per diem rates:

• Domestic Per Diem Rates
• Alaska and Hawaii Per Diem Rates 
• International Per Diem Rates

• Stanford Guest house
• The 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.

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 backup documentation for the length of each day in excess of 12 hours. Examples of backup documentation include an invitation letter, meeting or review agendas, beam time assignments, etc.
• Documented approval of the exception by the appropriate member of the SMT

Conference hotels may be booked directly with the hotel at the conference rate using the SLAC Travel Card. If lodging at a conference hotel is unavailable at (or below) the per diem maximum, a detailed written justification should be included with the Concur expense report. Up to 300% of the per diem maximum, excluding any related taxes, may be allowable at the discretion of SLAC.

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 Travel and immediately write a check payable to SLAC. 

Checks can be sent to the following address:

• 2575 Sand Hill Rd. MS 16 ATTN: SLAC Travel Office Menlo Park, CA 94025

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

An itemized bill/folio showing all charges and proof of payment including the following information:

• Check-in and check-out date
• An itemized list of expenses (room charges, fees, taxes)
• Proof of payment (the type of card used and the last 4 digits of the card number)

Travelers can present their SLAC Badge and a copy of the Official Government Travel of the Contractor.