Top 10 Travel Mistakes
1. Incorrect locations for per diem rates
- Per Diem rates for lodging and meals and incidentals (M&IE) is based on the business location.
- This error usually results in incorrect reimbursements for M&IE.
2. Not taking deductions for meals provided
- For example: lunches or hosted dinners provided at meetings or conferences.
3. Not marking expenses as personal on personal days
- For example: portions of parking, lodging, rental car, meals directly related to personal days
4. Not providing comments that connect reimbursement claims to business needs
- Car rental upgrades.
- No lodging being claimed (stayed with family or friends).
- Report dates not matching DTA or FTA dates.
5. Missing Receipts, especially for registration
- Required: car rental, lodging, conference registration (agenda if available), Travel-Project Supplies (regardless of cost), etc.
- Itemized /detailed receipt for any claim (allowable or unallowable) $75 and over.
6. Not cross-referencing additional reports for the same trip/ related expense reports.
7. Submitting receipts that do not show accurate proof-of-payment.
Receipts should show:
- Method of purchase
- Susbstantial evidence that the full amount listed has been paid
8. Not using Egencia, the preferred SLAC booking tool
9. Purchasing non-reimbursable code-share airfare
- Tickets must have a U.S. Carrier's flight number for the code-share portion of the flight to be reimbursable
- Ticket issued by United, airplane operated by Air Canada, flight number United.
- Ticket issued by Air Canada, airplane operated by United, flight number Air Canada.
10. Traveling to a foreign country without pre-trip approval
- All foreign trips (including non-DOE funded ones) require pre-trip requests to be entered and approved in Concur. SLAC is required to attain DOE approval and U.S. State Deparment country clearance for every country visited.