Frequently Asked Questions

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 immediately and follow the Check Deposit Guideline(SLAC Only). 

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.

SLAC pays for air travel in coach or economy class for all domestic and most international flights. SLAC defines coach or economy class as the lowest economy airfare which includes a reserved seat, one personal item, one carry-on bag, and one checked bag. Business class is permissible for international flights with a duration of 14 hours or more (including connecting domestic legs, excluding layover time).

Other classes of travel may be allowed based on documented medical needs. The disability or special need must be substantiated in writing by a medical authority and be pre-approved by the SLAC Occupational Health Center.

Other exceptions include:

• Upgraded through the redemption of personal points/miles (must be clearly documented on the itinerary attached to your Concur expense request)
• No space available in coach class within the period of business days. Documentation of this is required and is subject to the Controller’s approval.

No, you are not required to choose basic economy fares. These fares are not what is expected of our travelers and do not need to be included in any fare comparison documentation for expense reimbursement.

You can book Airline "A" if you document the cost of Airline "B" and pay the incremental difference with your personal funds or miles/points.

To get reimbursed for airfare that wasn't used, you will need to fill out an Unused Ticket Affidavit and attach it to your expense report along with the canceled flight itinerary.  Please note that any credit you receive for the cancellation must be used in the future for SLAC-related travel.

Our mandated travel booking channels do not offer vacation packages for employees.

For those with an affiliation that is defined as an exception to our booking channel policy, they should only utilize booking tools that offer a clear itemization of expenses. Most often the organizations offering travel packages need to itemize individual components (i.e. airfare, lodging, etc). 

Such reservations for business travel should only be booked after the traveler has confirmed that each component will be separately itemized (i.e. itemized hotel charges and airfare). Non-itemized receipts are not sufficient documentation for reimbursement.