Frequently Asked Questions
Do you have a Travel question?
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Notify Travel Office and complete the following steps to reconcile the erroneous transaction:
1. Reconcile the TCard transaction in Concur:
- Create a Concur travel expense report for the transaction.
- In this instance, there will not be a Concur travel request associated with the expense report.
- In the Concur expense report header, select Trip Type: "Other Reimbursement" and Policy: "Other Reimbursement"
In the Concur expense report header you must allocate the expense report to an unallowable Project Activity (PA).
If you are not sure which unallowable PA to use, then you would need to contact your department's finance team, or your directorate business manager to obtain the unallowable PA code, then enter it into your Concur expense report header.
- Create the expense report and then in your Manage Expenses Library in Concur add the erroneous charges to the new report.
2. Reimburse SLAC - using Check Deposit Guidelines (SLAC only)
Your travel card should not be used for paying conference or registration fees. One alternative is to pay using your personal credit card and submit the receipts for reimbursement after your travel concludes. Another option is to use a departmental PCard. Please consult with your directorate admin to determine if the PCard option is available.
No, reconciliation/reimbursement for travel expenses should not be requested until after travel is completed.
No, only SLAC business-related expenses can be charged to the TCard. If there are additional days/nights for a hotel or car rental, they must be paid for using a personal card.
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 Booking Channel. SLAC TCards 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.
SLAC resources may not be used to book, purchase, or reimburse expenses for fully externally-sponsored travel. The use of the SLAC TCard is prohibited, and travel arrangements may not be booked via 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.
Employees can add their loyalty programs to our 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.
In conjunction with the required use of our Booking Channels, the Travel Card (TCard) is required for use by employees when booking airfare, hotels, and car rentals.
The TCard is also permitted for the following expenses:
- 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
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 (TCard) expense or seek reimbursement.
