Frequently Asked Questions

SLAC resources may not be used to book, purchase, or reimburse expenses for fully externally-sponsored travel. The use of the SLAC T-Card 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 (T-Card) is required for use by employees when booking airfare, hotels, and car rentals. 

The T-card 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

The cardholder should contact JP Morgan at the number on the back of the card and provide the updated Cardholder Address (Card Delivery).

The Home Address should remain as: 

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

The cardholder will be asked to provide the below information:

• The 4-digit PIN that they provided on their application (for applicants who applied prior to 10/04/2021, this is most likely the last four digits of your SSN/TIN)
• The last 4 of their SLAC employee ID (this is listed as the system ID in the SLAC Directory)

All of our information on Concur can be found in our Quick Start Guide.

No, a Concur request does not need to be submitted for online courses or classes using STAP funds. An “Other reimbursement” expense report should be submitted directly in Concur. However, Virtual Conferences must have a Concur request as they are categorized differently than “courses/classes” and require additional approval. 

Yes, a Concur request must be submitted for virtual conferences in Concur. View more information on virtual conferences. When submitting a concur request please choose “domestic” or “foreign” travel as the trip type based on the host location of the conference.