Manage a Trip
Before Travel
Read the SLAC Travel Policy and Procedures. In order to get reimbursed, your booking must comply with the SLAC travel policy.
• SLAC employees are required to use a Travel Card (TCard) for official business travel on behalf of SLAC.
• Most applicants receive their new TCard within two weeks of approval.
• The three expense types that must be paid for with the TCard are airfare, lodging, and car rentals.
All trips begin with a request in Concur.
• For Domestic trips, we recommend one submitting a request one month prior to the date of departure.
• For Foreign trips, there is added approvals and requirements, we advise submitting the request at least 45 days before your departure date.
Special Considerations
The travel process varies depending on the type of travel. Explore the specifics for foreign travel and sponsored guests.
SLAC travelers must receive SLAC and/or DOE approval to conduct official international travel prior to departure. Travel Office will begin the electronic Country Clearance (eCC) process as soon as a trip request is submitted in Concur and reaches the travel office queue.
Additional Rules May Apply
For trips outside the United States, check out our Foreign Travel Submission Guidelines for additional approval steps and regulations.
Did you know SLAC will reimburse sponsored guests for travel costs?
Like all other travelers, sponsored guests are required to adhere to SLAC's Travel and Expense Policy.
Sponsored guests should direct any travel-related questions specific to their visit to their SLAC host. For general travel inquiries, please contact the Travel Office.
Local Travel
For trips within 50 miles of SLAC, including conferences, check out our Travel Policy on the reimbursement guidelines. Meals & Incidental and most lodging expenses are not reimbursable.
After Travel
Submit Expenses
To get reimbursed, you are required to provide a receipt for expenses related to airfare, hotel, or car rental. Enter your bank information in Concur if you are using it for the first time.
Check per diem rates:
- Domestic per diem rates
- Alaska and Hawaii per diem rates
- International per diem rates
- Meals & Incidentals (M&IE) Breakdowns
SLAC Policies require travelers to submit expense reports in Concur within 10 working days after returning from each trip. Expense reports should be submitted within 60 days of the traveler returning from their trip. Explore Quick Start Guides for more information about Concur.
Not a SLAC employee?
Expenses for non-employees will be paid based on actual costs (not to exceed the per diem rate) and must be supported by itemized receipts regardless of the amount. In order to be reimbursed, one of the following supporting documents are required to be submitted in the Concur expense report:
- All actual receipts
- Comments documented in Concur that itemize out each day's meals cost, using the actual costs regardless of whether or not they exceed per diem
- An email from the traveler that states the dollar amount they actually spent on meals (if they do not have meal receipts)
