Frequently Asked Questions
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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 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 the 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.
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
For address changes, please use the Address Change Request Form.
All of our information on Concur can be found in our Quick Start Guide.
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.
