effective date: travel and reimbursement 06/8/17 … accounting for the laboratory's travel...

Effective Date: 06/8/17

TravelandReimbursementPolicy/Procedure

of 23 Authority:ChiefFinancialOfficer

ManagementSystem:FinancialManagementOwner:Travel@SLAC

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1. Purpose TheTravelandReimbursementPolicyestablishestherequirementstopayfornecessaryandreasonabletravelexpensesincurredbypersonnelaftertheyobtainapprovalforauthorizedSLACbusiness,includingattendingconferences.TheintentofthispolicyisthatsuchpaymentsbefairandequitabletothetravelerandSLAC,andisconsistentwiththetravelexpenseandreimbursementreportingrequirementsofStanfordUniversity.Thisprocedurehasthefollowingsectionheadings:

1. Purpose2. Scope&Exclusions3.DefinitionsandAcronyms4. Responsibility5.Procedure6.DOEControlRisksAddressedPartiallyorEntirely7.SourceRequirementsDocuments8.AssociatedDocuments9.RevisionHistory

2. Scope&ExclusionsThispolicyappliestoallpersonneltravelingonauthorizedSLACbusiness,includingattendingconferences,andfollowsthegovernmentlawsandregulationsapplicabletotravelexpenseandtheapplicableemployeeincometaxreportingrequirements.TheSLACNationalAcceleratorLaboratoryisapartofStanfordUniversityandfundedbytheU.S.DepartmentofEnergy(DOE);therefore,allreimbursementsfortravelcostsneedadheretotheapplicableSLAC,StanfordUniversity,andDOEcontractuallyrequiredtravelpoliciesandprocedures.

ThepolicyofSLACistopayfornecessaryandreasonableexpensesincurredbyemployeesandapprovednon-employeeswhotravelonauthorizedLaboratorybusinessand/orattendworkrelatedconferences.Travelmustbeapprovedinadvanceofthetravel,usethemosteconomicalmeans,andbewithinperdiemguidelines.AirtransportationmustmeettherequirementsoftheFlyAmericaAct.Expensereportsmustbeappropriatelysupportedbydocumentation.TheprocessesarecoveredbelowandarealsofoundintheTravel@SLACwebsite.





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3.DefinitionsandAcronymsDOE:U.S.DepartmentofEnergy

FlyAmericaAct:travelersarerequiredbyFAR52.247-63touseU.S.flagaircarrierserviceforallairtravelfundedbytheU.S.Government

FTMS:ForeignTravelManagementSystem

M&IE:MealsandIncidentalExpenses

SMT:SeniorManagementTeam

Perdiem:Dailyallowanceforexpenses

CAM:CostAccountManager

4. ResponsibilityThisprocedurecoversanyoneincludingemployees,visitors,guests,contractors,andstudentswhoareauthorizedtotravelonofficialSLACbusinesspertheTravelandReimbursementPolicy.

Responsibilitiesrelatedtotravelincludethefollowingindividualsandgroups:

1. Travelersareresponsiblefor:

1. ComplyingwithSLACtravelpoliciesandprocedures

2. Obtainingpre-triprequestapprovalfromappropriatelevelofmanagement

3. SubmittinganExpenseReportinatimelymanner

2. Travel@SLACisresponsiblefor:

1. ReviewingExpenseReportstoverifycompliancewithSLACpoliciesandprocedures

2. ProvidingguidancetotravelerssotheyunderstandtheirresponsibilitiesforcompliancewiththeappropriateSLAC,StanfordUniversity,andU.S.Governmentpoliciesanddirectivesontravel.

3. Identifyingandcommunicatingtotravelersanyneworchangedtravelpoliciesorprocedures

3. Managementandapproversareresponsiblefor:

1. Authorizingtravelandexceptions,inaccordancewiththecurrentapprovalrequirements.

2. Ensuringtravelpurposesareappropriate,costeffectiveandimportanttothemissionofSLAC.

3. Supportingandassistingtravelersincompletingauthorizationsandexpensereports.





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Travelexpensesshouldusuallybechargedtothesameplaceastheassociatedtimeandeffort.Ifanemployeechargesthetravelexpensetoadifferentprojectactivitythanwheretheeffortwascharged,theemployeeandtheCostAccountManagershouldbepreparedtoprovideajustificationforwhytheexpenseswerebookedtoadifferentprojectactivity.

TheSLACNationalAcceleratorLaboratoryisapartofStanfordUniversityandfundedbytheU.S.DepartmentofEnergy;therefore,accountingfortheLaboratory'stravelexpensesneedstoadheretotherespectiveSLACandStanfordPolicies,DOErequirements,InternalRevenueService(IRS)regulations,andtheFederalFinancialAccountingStandardscoveringdomestictravelexpenseandreimbursement.

5.Procedure

ThisProcedurehasthefollowingsubsections:

I. GeneralII. TravelPre-AuthorizationIII. MakingTravelArrangementsIV. AirTravelV. Meals&LodgingVI. RentalCarsVII. PersonalTravelvs.SLACBusinessTravelVIII. PersonalTravelExpenseofSpouseandOthersIX. MiscellaneousOtherTravelExpensesX. SponsoredGuestsTravelExpensesXI. EmploymentInterviewTravelExpensesXII. StudentTravelExpensesXIII. RecordkeepingandReimbursementXIV. TravelReimbursementApprovalThresholds





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I. General

A. Theproceduresdescribedbelowprovidetherequirementsforallemployeesandnon-employees(sponsoredguests,contractors,students)tofollowwhoarerequiredandauthorizedtotravelonSLACbusiness.SLACguidelinescoveringpre-approvalsforthebusinesstrip,transportationexpenses,subsistenceexpenses(meals/lodging),andmiscellaneousothertravelexpensesarehighlightedbelow.Generalinformationcoveringtravelexpensedeadlines,expensereportsubmissionsiscoveredbelowandindetailattheTravel@SLACwebsite.

B. TheDepartmentofEnergy(DOE)andDepartmentofStatemustpre-authorizeallforeigntravel,whetherornotthetripisfundedbytheDOE.ThisrequirementappliestoallSLACemployees,aswellasStanfordemployeeswhoseeffortischargedtoSLACduringtheperiodwhenthetraveloccurs.

C. Ifthetraveler'sfirststopforSLACbusinessisatadomesticlocationbeforetravelingontoaforeigncountrylocationforSLACbusiness,thetravelerisrequiredtofollowtheprocessesrequiredforforeigntravel.

D. TravelbetweenahomeandSLACoffice,withintheSLACsite,andbetweenSLACandStanfordisacommutingcost,andnotareimbursablebusinessexpense.

II. Travel Pre-Authorization

A. AllofficialSLACtravelmustbepre-authorizedbytheTraveler'sSupervisorandCostAccountManager(CAM),andtheapprovaldocumentedpriortobeginningthetripandbeforethetravelerincursanytravelexpense.Apre-triprequestmustbecompletedandapprovedintheConcurTravelSystem.

ThelinktotheConcurTravelSystemislocatedattheTravel@SLACwebsite.

Approvalfortravelthatiscompletedafterthestartofthetripmustincludeanexplanationinthetravelauthorizationwhypre-authorizationwasnotobtained.Evenwiththeexplanation,thetravelisattheriskofthetravelerandmaynotbereimbursable.

B. TheDOEandDepartmentofStatemustpre-authorizeALLofficialforeigntravel,whetherornotthetripisfundedbytheDOE,inadditiontobeingpre-approvedbyboththetraveler’sSupervisorandCAM.TheforeigntravelisconsideredfullyapprovedwhenTravel@SLAChasapprovedintheConcurTravelSystem.





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Submissionforforeignpre-triprequestmustbemadebythetraveleratleast35calendardaysbeforethedeparturedate.

TheDOEandtheDepartmentofStaterequiresthatcountryclearancesbeobtainedforofficialtraveltoaforeigncountry,andtravelersmustrequestandreceiveacountryclearancefromtheU.S.Embassyinthecountrytobevisited.

TravelersshouldbeawareoftheU.S.Government’s“sensitivecountries”list,asitmaytakelongertoobtainDOEapprovalfortraveltoanyofthesecountries.

Travel@SLACobtainsDOEandDepartmentofStateapprovalandcountryclearancesthroughtheForeignTravelManagementSystem(FTMS)onbehalfofthetraveler.AnemailnotificationfromTravel@SLACandtheConcurTravelSystemwillbesenttothetraveleroncethetriphasbeenpre-approved.TravelwithoutDOEpre-approvalinFTMSisattheriskofthetraveler,andmaynotbereimbursable.

IftravelplanschangeafterDOEhaspre-approvedthetripinFTMStoincludeadditionaldaysandcountries,thetripmustbere-approved.Thepre-triprequestshouldberecalledintheConcurTravelSystemforeditingandresubmittedforapproval.

ForeignTravelConference-DOErequiresthattravelersattendingconferencessubmitconferenceagendasandpresentationnotesiftheyarespeakingattheconferences.Thesedocumentsshouldbeattachedwiththeforeignpre-triprequest.

ForeignTravelPre-Briefings–DOErequiresthattravelersobtainbriefingsbeforeembarkingonforeigntravelthatislongerthan30consecutivedaysdurationinonesinglecountry.ThebriefingisanonlinetrainingnamedS.A.F.E(ServingAbroadforFamiliesandEmployees)conductedbytheU.S.DepartmentofState.InformationsurroundingthisDOErequirementislocatedattheDepartmentofStateSafeTrainingwebsite.OtherDOEandStateDepartmentforeigntravelpre-triprequirementsarelistedintheforeigntravelwebpage.

Travelershouldbeawareoftheirresponsibilitytoreportsuspiciousbehaviorthatmayinvolveforeignintelligenceeffortsorotherinappropriateattemptstogatherinformation.PleaserefertotheCounterintelligencesiteformoreinformation.





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ImmunizationRequirements–Travelerstoforeignlocationsareexpectedtocomplywithapplicableimmunizationrequirementsassociatedwiththetravelunlessamedicalexceptionisgranted.Travel@SLACrecommendsthatalltravelersplanningtripstoforeigncountriesvisittheU.S.DepartmentofStatetravelwebsiteforcurrentupdatesonhealth,safety,andotherinformationconcerningtheforeigncountrytobevisited.

LateSubmissionsforforeigntravelapprovalthatarelessthan30calendardaysbeforetheproposeddeparturedatemaynotbeapprovedbytheDOE.

C. AllvisitortravelmustbeauthorizedinadvancebytheappropriatememberoftheSeniorManagementTeamoranindividualwithDesignatedSignatureAuthorityhostingthevisitingperson;also,therespectiveBusinessManagermustauthorizevisitorswhowillbestayingatSLACforlongerthansixmonths.

D. Conferenceattendancemustbepre-approvedbyTravel@SLAC.Pre-approvaltoattendaconferencecanbeobtainedbysubmittingapre-triprequestintheConcurTravelSystem.

E. Employeesmaynotauthorizetravelorapprovetravelexpensereimbursementforthemselvesorforthepersontowhomtheydirectlyorindirectlyreport.

F. SLACisnotobligatedtopayforanytravelexpensesincurredpriortothetravelerobtainingapprovedpre-triprequestsintheConcurTravelSystem.

III. Making Travel Arrangements

A. SLACEgenciabookingtool-SLAChasnegotiatedrateswithpreferredtravelvendorsandthediscountsareloadedinEgencia.TravelersareencouragedtouseEgenciafortheirtravelarrangements.

EgenciaservicefeesarefullyreimbursablewhentravelisforapprovedSLACbusiness

SLACwillnotpaytravelcostsorfeesthatexceedthecostofsubstantiallysimilartravelavailablethroughEgenciaornegotiatedcontracts

TheSLACEgenciaoverviewislocatedattheTravel@SLACwebsite.

B. TravelerResponsibility–businessrulesintheEgenciabookingtooloraliveEgenciaagentmayassistthetravelerincomplyingwithSLACguidelines;however,thetraveleralwaysretainsfinalresponsibility.





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C. BusinessTravelReimbursement-Costsarereimbursedonlywhenitisclearlyestablishedthatworkistheprimarypurposeofthetrip.Forsituationswhenpersonaltraveliscombinedwithabusinesstrip,thetravelerisresponsibleforappropriatelysegregatingthepersonalcostsfromthereimbursablebusinessexpenses.Therulesforairfare,carrental,meals,andlodgingforatripthatcombinesbusinesstravelandpersonaltravel,arecoveredinSectionVIIIbelow.

D. GroundTransportation-Groundtransportationisrequiredforroundtripsupto200miles,whilecommercialairtravelisgenerallythemosteconomicalandpracticalforlongertrips.Groundtransportationincludesprivateautomobiles,rentalcars,taxicabs,trains,buses,etc.,andshouldbeusedwhenothermeansoftransportationareunavailable,morecostly,orimpractical.

E. Grouptravelinthesameaircraft,automobile,orothermodeoftransportationislimitedtofiveemployees,perthetermsandconditionsofStanfordUniversity'stravelinsurancecoveringSLACtravelers.

F. Cancellations-Travelerswhoareunabletohonorareservationareresponsibleforcancellingthearrangementssotheyareincompliancewiththeairline,hotel,etc.agreements.

UnusedAirlineTickets–Travelersareencouragedtorebookunusedticketswheneverpossible.Ifitisnotpossibletousetheticketthroughrebooking,thenitmaybepayablewithproperdocumentation.AnUnusedTicketAffidavitmustbecompletedandsubmittedwiththeexpensereportintheConcurTravelSystem.

Chargesorlostrefundsresultingfromfailuretocancelareservationwillnotbereimbursed,unlessthetravelerdemonstratesviawrittendocumentationthatthecircumstancesforthecancelationwereoutsidetheircontrol.

IV. Air Travel

A. FlyAmericaAct-SLACisrequiredbycontracttocomplywiththeFlyAmericaAct(FAR52.247-63).ThisactrequiresthatonlyU.S.flagcarriersshallbeusedbytravelersonauthorizedSLACbusiness-seetheFlyAmericaActpolicynotes.

InorderforthetravelertobereimbursedfromSLACfunds,theairlineticketmustbearaU.S.flagcarrierflightnumber.





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ExceptiontotheFlyAmericaAct-canoccurwhennoU.S.flagcarrierflightisavailableorthetripisfullyfundedthroughSLACbyanon-U.S.Governmentthirdparty,suchasaforeigngovernmentorinternationalagency.AnyexceptionstotheFlyAmericaActrulemustbefullydocumentedonaFlyAmericaActWaiverChecklistandattachedtotheexpensereportintheConcurTravelSystem.ThechecklistwaiverformcontainsthelistofexceptionsforflyingonaU.S.flagcarrier.

B. LowestCostAirfare-Alltravelersareexpectedtotravelatthelowestcostairfare.Criteriausedtodeterminethelowestcostairfare:

Leavesorarriveswithina1-hourwindowoneachsideoftheTraveler'sdesireddepartureorarrivaltime.

AllowstheTravelertochooseairports.

IsanonstopflightifrequestedbytheTraveler.

Doesnotincludecharterflights.

DoesnotrequirestayingoverSaturdaynightunlessrequestedbytheTraveler.

Doesnotincludecircuitousroutingwhenastopoverisrequired.

C. PremiumClassAirfare-SLACdoesnotreimbursetravelerforupgraded,businessorfirstclassairfareunlessnecessarytoaccommodateadisabilityorothermedicalneed,astravelersarerequiredtousecoachclassorsimilardiscountedairfareforalltravel.Thedisabilityorspecialneedmustbesubstantiatedinwritingbyamedicalauthorityandbepre-approvedbytheSLACOccupationalHealthCenter(contact650-926-2281toscheduleanappointment).Exceptionsaremadeforthefollowing:

WhentheTravelerprefersahigherthannormaleconomyclassairfareandhasnodisabilityormedicalneed,thepersonmustpaytheincrementalcostincrease.

TheTravelermustincludeaprintoutcomparisontothelowestcostcoachclassairfareatthetimeofbookingwiththeexpensereportsubmission.

TheTravelermayusetheirpersonalfrequentflyermilestoupgradefromcoachclassairfare,andprovidedocumentationevidencethatitisafreeupgradetothetraveler.

D. AdvancePurchase-Travelerswhopurchasetheirairfareforapre-approvedtripinadvanceoftraveling,canbereimbursedpriortotheirtravelingtothelocation.Travelersmustsubmitasecond(revised)expensereportinConcuruponcompletionofthetrip.





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E. ExcessBaggage-SLACwillreimbursetravelersforthecostofcheckingonepersonalbag.IfthetraveleristransportingSLACmaterialsoronanextendedbusinesstrip,thecostofexcessbaggageforbusinesspurposesisreimbursable.AnexplanationmustbeincludedwiththeirExpenseReport

submission.

V. Meals & Lodging

A. MealsandIncidentalExpensesarereimbursedatfederalperdiemrates.Exceptfornon-employeesorsponsoredguestswhosemealsarereimbursedatactualcost,uptothefederalperdiemrates.

B. Lodgingexpensesarereimbursedatactualcostsnottoexceedfederalperdiemrates.

C. Perdiemrates-Thetravelerisresponsibleforcheckingthefederalperdiemratesbeforedeparture,notingthatdomesticperdiemratesareupdatedannuallyandforeignperdiemratesareupdatedmonthly.WhenatripincludesmorethanoneSLACbusinessdestinationandthecitiesinvolvedhavedifferentperdiemrates,theperdiemrateforeachcalendarday(beginningat12:01AM)isdeterminedbythelocationwherethelodgingsareobtainedforthatnight.

Geneva,Switzerland(CERN)isatareducedperdiemasindicatedontheTravel@SLACforeigntravelwebpage.

D. MealsandIncidentalExpenses(M&IE)-Perdiemamountsforthefirstandlastdayofthetriparereimbursedat75%oftheM&IErateapplicableforthebusinessdestinationcityvisited.Thelocationwherelodgingsareobtainedforthefirstandlastnightdeterminetherateforthedepartureandreturndays,respectively.

Employeesmustexcludethecostofmealsprovidedbyothersfromtheperdiemrate,suchasmealsthatarepartofaregistration,mealsprovidedbythebusinesssite,ormealspaiddirectlybySLAC.Complimentarymealsprovidedbyahotel/moteldonotimpactyourperdiem.

ReceiptsarenotrequiredforM&IEexpensesincurreduptothestandardperdiemrates.

Meals,internetaccess,andotherincidentalspostedonahotelbillareconsideredM&IEandmiscellaneouscostsandrecordedundertheappropriateexpensereportheading(notunderLodging).





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Anyexceptionsinexcessofthestandardperdiemratesmustbesupportedbyreceiptsandajustification.Exceptionswillbeapprovedonacase-by-casebasisbytheTravelManager.

E. LodgingExpenses-Amountsarereimbursedattheactualcostandwithintheperdiemrate.

Iflodgingisunavailableatorbelowtheperdiemmaximum,adetailedwrittenjustificationmustbeincludedwiththeExpenseReport.Thetravelerwillbereimbursedupto300%oftheperdiemmaximum.

Conferencehotellodgingmaybereimbursedupto300%oftheperdiemmaximumwithpre-approval.

RefertoSectionIX-CofthisProcedureforreimbursementruleswhenthebusinesstravelerandotherswhoseattendancedoesnotconstituteabusinesspurposeoccupyadoubleoccupancyhotelroom.

Travelersmustsubmitanitemizedhotelreceiptforlodgingreimbursement;non-lodgingexpensessuchasmealsandinternetaccessmustbeclaimedundertheappropriateexpenseheading(M&IE,miscellaneousexpense,etc.)

F. TripsOver30Days-SLACfollowsStanfordUniversity'spolicyforbusinesstravelover30consecutivedaysinonelocation.Whenthecircumstancesofthetravelaresuchthatthetravelercanreasonablybeexpectedtoincurexpensescomparabletothosearisingfromtheuseofestablishmentscateringtothelong-termvisitororfromtheuseofnoncommercialfacilities(e.g.,house-trailersorcampingequipment),thetravelerispaiduptoabasicperdiemallowanceof55%oftheratefortheappropriategeographicarea.

Whenanindividual'soriginalestimatedtravelisformorethan30daysinonelocation,thesereducedratesof55%oftheperdiemrateapplyfromthefirstday.

Whenanindividualintravelstatusatalocationisgrantedextensiontoatriporiginallyestimatedtobelessthan30days,the30-days-or-lessrateappliesforthefirst30daysandthemore-than-30-daysrateof55%appliesfromthe31stdaythroughtheendofthetrip.

G. Non-BusinessStandbyDays-Weekends,holidays,andothernecessarystandbydaysmaybecountedasbusinessdaysonlyiftheyfallbetweenbusinesstraveldays.Ifthenon-businessdayareatthebeginningorendofatraveler'sbusinessactivityandthetravelerarrivesearlyorremainsatthebusinessdestinationfornon-businessreasonsmorethan24hoursbeforeorafterthebusinessactivity,reimbursementisnotallowedfortheadditionaldays.





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Theonlyexceptioniswhentravelisatalowertotalcostifthetravelerstaysoveraweekendorholiday,orotheradditionaldays,becauseofreducedairfare.

Thetravelermustmeetthefollowingconditionsinordertobereimbursedfornon-businesstravel:

Documenttotalcostsavingsatthetimeofbookingtheairfare,comparingactualcosttocostofcoachairfarecoveringbusinessdaysonlyandincludetheprintedinformationintheExpenseReport;

Theextradaysmustbeatonebusinesslocationonlywhenthebusinesstripcoversmorethanonelocation.

H. LocalTravel-Atripoflessthan50milesonewayfromSLACisconsideredlocaltravelanddoesnotqualifyformealsand/orlodging.ThereimbursementforlodgingisallowableusingDOEfundsonlyifthetravelauthorizationorinvitationletter(i.e.ifforavisitor)containsdocumentationthat thetraveldistancebetweenthedestinationpointandthetraveler’sresidenceis50milesorlongerandawrittenjustificationfortheneedforlodgingisreviewedandapprovedbytheappropriatememberoftheSeniorManagementteam.Anexceptionmaybeapprovedforatravelerwhoseresidenceislessthan50milesfromthedestinationpointwhentheassignmentrequiresworkdaysinexcessof12hours,puttingtravelersafetyatrisk.Inthisextraordinarycircumstance,thetravelershouldsubmitadomestictravelauthorizationandincludethefollowingdocumentationwhensubmittinganexpensereport:

Awrittenjustification,includingback-updocumentationforthelengthofeachdayinexcessof12hours.Examplesofback-updocumentationmightincludeaninvitationletter,meetingorreviewagendas,beamtimeassignments,etc.

DocumentedapprovaloftheexceptionbytheappropriatememberoftheSeniorManagementteam.

VI. Rental Cars

A. EconomicalConsideration-SLACwillreimbursethetravelerforthecostofrentingacompact,intermediateorstandardsizecarandtherespectivecosts(e.g.,gasoline)tooperateduringtherentalperiod,aslongasrentingthevehicleisthemosteconomicalmodeoftransportationcomparedtotaxis,shuttleservices,andothermethodsofavailablegroundtransportation.





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Forlargersizerentalcars,thetravelerneedstoprovidewrittenexplanationfortherentalcarupgradewhensubmittingtheirExpenseReport.Examplesoftheneedforarentalcarupgradeincludes:1)twoormoreSLACtravelers;2)extrabaggage;3)inclementweatherconditions.

GPSisreimbursable.OtheradditionalrentalcarexpensessuchasFrequentFlyer“Tax”arenotreimbursable.

B. RentalAgreement-Shouldincludethename"StanfordUniversity"(forinsurancereasons),alongwiththetraveler'snameonthecarrentalagreement.

C. DriverandLocationLimitations-therentalcardriversarelimitedtotheapprovedtravelernamesontheagreement;also,thegeographicareaofbusinesstravelislimitedtothetermsandconditionsoftheagreement(e.g.,geographic/statelocationscovered).

D. AccidentNotification-intheeventofanaccident,theStanfordDirectorofRiskManagementistobepromptlynotified.SeeStanfordUniversityAdministrativeGuideMemo8.4.2,VehicleUse,section6.

E. AdditionalInsurance-Travelersshouldnotpurchaseandwillnotbereimbursedforadditionalinsurancethroughthecarrentalagencywhenrentingacarwithinthe48U.S.continentalstates.

ThetravelerisrequiredtopurchaserentalinsurancefromthecarrentalagencywhentravelingonSLACbusinessinaforeigncountryorinAlaskaandHawaii.ThecostofcarrentalagencyinsurancewhiletravelingonbusinessinaforeigncountryorAlaskaorHawaiiisreimbursable.Theinsurancepurchasedistocoverthefollowing:

Collisiondamagewaiver

Lossdamagewaiver

Supplementalliabilityprotection





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VII. Other Transportation

A. PrivateAutomobile-TravelbyprivateautomobilebasedonactualmilesdrivenisreimbursedatthestandardInternalRevenueService(IRS)mileagerateatthetimeoftravel.

ThestandardmileageallowanceisinlieuofactualautomobileoperatingexpensesincurredwhileusingtheprivateautomobileforSLACbusinesstravel,andisreimbursedtoonepersononlyiftherearetwoormoretravelers.

Inadditiontothestandardmileageallowance,necessaryandreasonablechargesforthefollowingautomobiletravel-relatedcostsareallowed:tolls,ferries,parking,bridges,andtunnels.

Trafficand/orparkingticketchargeswillnotbereimbursed.

Reimbursementforprivateautomobileusewillnotbemorethan105%ofmilesdeterminedbyanInternetmappingsitesuchasGoogleorthebuilt-inmaptoolintheConcurTravelSystem.

MileagemustbecomputedfromhomewheneverthetripdoesnotinvolveabusinessstopattheSLACofficeandthedistancefromhomeislessthanthedistancefromtheSLACoffice.

EmployeesusingprivateautomobilesforSLACbusinessmustconformtoStanfordUniversity'spolicyoninsuranceandaccidents-seeSections1.b,6,7.band8ofStanfordUniversityGuideMemo8.4.2,VehicleUse.

B. EquivalentAirfare-Atravelermaychoosetouseanautomobileorothersurfacetransportationforpersonalreasonsevenifairtravelistheappropriatemodeoftransportation.Forthissituation,surfacetransportationreimbursementmaynotexceedtheairfareSLACwouldhavepaidifairtravelalongwiththenormalcostofgroundtransportationtoandfromairportshadbeenused.Thecostofmeals,lodging,tolls,ferries,andparkingwhileintransitviasurfacetransportationmaybereimbursedifthetotalamountreimburseddoesnotexceedtheequivalentairfare.EquivalentAirfaredeterminedas:

CoachClassfareplusgroundtransportation.

U.S.flagcarrierand7daysadvancepurchase.





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Printoutofairfarecomparisonfromonlinetravelsitedated7dayspriortoactualtravelisincludedwiththeExpenseReport(ifpost-traveldatedairfarecomparisonissubmitted,theTravel@SLACwillrecalculateandreimbursebasedonthelowerofthetwoequivalentairfares).

Fortwoormoreindividualstravelingtogetheronbusiness,thesumofallairfareandgroundtransportationamountsareused.

C. TripsExceedingOneDay-SLACpaysthemileageallowance,meals,lodging,andautomobile-relatedexpensesiftravelbyautomobileisthemosteconomicalmodeoftransportationavailable.Otherwisetheleastexpensivemodeoftransportationwillbereimbursed.

Thetravelermustbasetheirmileagerequestonanaveragedrivingdistanceof400milesadaybythemostdirectroute,ortheactualnumberofdaystaken,whicheverisless.

Transportationreimbursementistoonepersononlyiftherearetwoormoretravelers.

D. OtherMethodsofTransportation-includesrail,non-localbus,andcommercialvesselswhenapprovedinadvancebythetraveler'sappropriatememberoftheSeniorManagementTeam.SLACreimbursesfortheseothermethodsoftransportationuptothecostofequivalentairfareasdefinedinthisProcedure.

VIII. Personal Travel vs. SLAC Business Travel

A. Pre-Authorization-Travelerisallowedtocombinepersonalwithbusinesstravel.Personaldaysshouldbenotedoneitherthetravelauthorizationorontheexpensereport.Personaldaysrelatedtoforeigntravelmustbeindicatedonthetravelauthorization.ThetravelerisresponsibleforallcostsoverandabovetheexpensesincurredduringthetimeperiodonSLACbusiness,unlesscostsareoffsetbyairfaresavingsasdescribedinSectionV.GofthisProcedure.SeedetailscoveredattheTravel@SLACwebsite.

PersonalleaveinconjunctionwithSLACandworkforothers(WFO)foreigntravelmaynotexceedaonepersonaldaytotwobusinessdaysratio(1:2).Traveldaystoandfromabusinesslocationwillbeconsideredbusinessdays.





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AnyexceptiononforeigntravelwherepersonaldaysismorethantheallowableonepersonaldaytotwobusinessdaysratiorequiresALDapprovaltocontacttheDOEforpre-approvalinFTMS.IfDOEapprovesthetrip,businesstravelexpensesbutnotairfarewillbereimbursedforbusinessdays.Travelexpensesforbothpersonalandbusinessdayswillnotbereimbursedifpre-approvalfromDOEisnotobtainedorisdenied.

B. ExpenseReceipts-thetraveler'sbusinessexpensereceiptsturnedinontheexpensereportmustindicatethedatesofexpenditure.Receiptsforpersonaltravelarenottobeattachedtotheexpensereportandtherespectivepersonalcostsarenotreimbursabletothetraveler.Ifareceipt(e.g.hotelbill)ispartbusinessandpartpersonalitshouldbeattachedandappropriatelyannotated.

C. ExpensesPayablebyOthers-IfthecostofbusinesstravelbytheSLACtravelerissharedwithanotherorganizationorentity,SLACwillpayfortheappropriateportionofthenecessarytravelexpenses.

Whenanotherorganizationorentitypaysforlodging,meals,etc.,thetravelermustreducetheperdiemappropriately.

D. IndirectRoutesoradditionofpersonaldays-IfthetravelertakesanindirectrouteorinterruptsadirectrouteforpersonaltravelreasonsorhaspersonaldaysaddedtobusinessdayswhentravelingonSLACbusiness,thereimbursementforairfarewillbethelesseroftheactualamount,orthecostthatwouldhavebeenincurredbytravelingthedirectrouteortravelingforbusinessdaysonly.

Thechargethatwouldhavebeenincurredforadirectrouteorforbusinessdaysonlymustbedocumentedatthetimeofbookingtheactualflight,andbebasedonthedatesrequiredforbusinesstravelonly.

AprintoutoftheairfarecomparisonsmustbefromanonlinetravelsiteortheSLACEgenciasite,andistobeattachedtothetraveler'sexpensereport.

E. RentalCars-Thecostofpersonaluseofarentalcarincludinggasoline,mustbesubtractedfromthetotalbillbeforerequestingreimbursement.

Thepersonalportioniscalculatedbyproratingthenumberofdaysrentedforpersonaluseandthenumberofdaysforbusinessuse.

Extrarentalcarinsurancecostsincurredwhileinthe48U.S.Continentalstatesisapersonalexpense.





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TheinsurancecostsincurrediftravelinginaforeigncountryorAlaskaorHawaiiistoalsobeproratedbetweenpersonalandbusiness,withthepersonalamountasaSLACnon-reimbursableamount.

F. CanceledTrip-ifabusinesstrip,orthebusinessportionofacombinedpersonal/businesstripisrescheduledorcancelledforSLACbusinessreasons,theassociatedbusinesscostsofthetravel,includingcancellationfees,arereimbursabletothetraveler.

IX. Personal Travel Expense of Spouse and Others

A. Non-SLACspouse,familymember,orotherperson-Thetravelexpensesofanon-SLACspouse,familymember,orotherpersonwhoaccompaniestheapprovedbusinesstraveler,arenotreimbursablebySLAC.

B. Exceptions-Anyrequestforanexceptionduetoextraordinarycircumstancesmustbepre-approvedbytheLabDirectorinadvanceofthetravel.

C. HotelRates-Whenthebusinesstravelerandotherswhoseattendancedoesnotconstituteabusinesspurposeoccupyadoubleoccupancyhotelroom,SLACwillreimburseatthesingleoccupancyhotelroomrate.Thetravelerisresponsibleforobtainingthesingleoccupancyroomrateandshowingtheamountevenwhenthesinglerateanddoubleratearebothwithintheperdiemrate.Thesinglevs.doubleoccupancyroomratemustbedocumentedintheExpenseReport.Ifthesingleroomrateisnotprovided,theamountreimbursedwillbeat85%ofthedoubleroomrate.

X. Miscellaneous Other Travel Expenses

A. MiscellaneousOther-Allowable,miscellaneouscostsessentialtothepurposeoftheauthorizedtravelmustbesubmittedforreimbursementonthesameExpenseReportastheothertravelexpenses.

B. Allowable&EssentialCostsinclude:

Telephone,Fax,andComputerconnections-Actualcostsofnecessaryandreasonablebusinesstelephonecalls,faxes,andcomputerconnectionsareallowable.Singletelephonecallsorotherexpensescostingmorethan$75mustbeitemizedbybusinesspurposewiththenameofthepersoncalled.





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Insurance-Insurancecostscoveringlife,baggage,flights,andpersonalautomobilearenotreimbursedbySLAC.

Laundry-laundrycostswillnotbereimbursedunlessthetripexceedssixdays.TripstoforeigncountriesandlocationsoutsidethecontinentalU.S.(e.g.Hawaii,Alaska,etc)donotqualifyforlaundryreimbursement.

PersonalExpenses-costsnotdirectlyrelatedtoandrequiredforofficialSLACtravelarenotreimbursable.

XI. Sponsored Guests Travel Expenses

A. SponsoredGuestsExpenses–SponsoredguestsmustcomplywithSLACTravelPolicyandProcedures.ThesponsoringmemberoftheSeniorManagementTeamwillissueaVisitorInvitationLetter,pre-authorizingsponsoredgueststotravelonbehalfofSLACandprovidingaspecificdescriptionofwhichtravelexpenseswillbereimbursed,whichtravelexpenseswillbedirectbilledtoSLAC(ifany),businessdatesofreimbursement,andlimitationsonamount.JustificationbythememberoftheSeniorManagementTeamneedstoindicatethebenefitsSLACobtainsbypayingforthesponsoredguest'stravelcosts.SLACisnotobligatedtoreimburseanysponsoredguestsfortravelcostsunlesstheletterisauthorizedbeforethetimeoftravel.

SponsoredGuestExpenseReport-Asponsoredguest’sprofilemustbecreatedorreactivatedintheConcurTravelSystembyanauthorizedadministratorofthehostingdirectorate.ThesponsoredguestoraSLACdelegatecanthencreateanExpenseReportwithanattachedVisitorLetterinConcurforreimbursement.

B. ForeignSponsoredGuests-ForeignsponsoredguestsseekingapprovedtravelreimbursementsfromSLACorforwhomSLACdirectlypaysfortheirtravelexpenses,MUSTgototheInternationalServicesOfficetocompletethecheck-inprocedureduringtheirvisit.

Travel@SLACcannotproceedwiththereimbursementoftravelexpensesuntilthevisitorhascheckedin.Thefollowingarerequiredduringcheck-in1)passport2)I-94card3)appropriatevisadocuments.TheVisaDocumentGuidelinesprovidesmoredetails.

C. StanfordGuestHouse-VisitorstoSLACwhowillbereimbursedforlodgingarerequiredtostayattheStanfordGuestHouse,unlesstherearenoavailablerooms.





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XII. Employment Interview Travel Expenses

A. ProspectiveEmployee-TravelexpensesincurredforemploymentinterviewsareauthorizedwhennecessarytorecruitkeypersonnelforworkpositionsatSLAC.

WrittenInvitation-TravelexpensesareallowedtotheextentauthorizedinaformalwritteninvitationtotheprospectiveemployeeandaresubjecttotheSLACTravelPolicyandProcedurescostlimitationsforthepurposesofreimbursement,includingpre-approvalbeforethetravelerincursexpensesintherecruitmentprocess.

Other-Travelexpensesincurredbyspouseswhoaccompanytheprospectiveemployeearealsoallowedtotheextentauthorizedinthewritteninvitationtotheprospectiveemployee.

XIII. Student Travel Expenses

A. Studentsmaybereimbursedforbusinesstravelwhetherornottheyareemployees.Inmostcases,suchreimbursementsarenottax-reportabletotheInternalRevenueServiceasincometothestudent,provideddocumentationisavailableshowingthatthetravelwasforofficialSLACbusiness.

B. RefertotheStanfordAdministrativeGuideMemo5.4.2section3.b.13formoredetailsonStudentTravelandTaxissues.

XIV. Recordkeeping and Reimbursement

A. ExpenseReportPreparation-ThetravelerisrequiredtoprepareanExpenseReporttoaccountforalltravelcoststhataretobechargedtoSLAC.

ThecompletedExpenseReportshouldbesubmittedwithin10workingdaysafterreturningfromeachtrip.

ForExpenseReportsubmissionsoccurringafter60daysofthetravelerreturningfromtheirtrip,adetailedexplanationforthedelayisrequired,aspaymentmaybesubjecttotaxreportingunderIRSrules.

IfallexpensescannotbesubmittedononeExpenseReport,subsequentrequestsmustreferencetheinitialExpenseReportsubmission.





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TheExpenseReportmustincludethefollowinginformation:

Purpose-descriptionofthedirectrelationshipofthetraveltoanofficialSLACfunction,includingthepurposeforanystopoversenroutetobusinesslocation;

TravelDates-alldaysfromdateofdeparturethroughthereturndatemustbeincludedintheExpenseReport.PersonaldaysmustbedocumentedontheExpenseReport,ifincurred;

Expenses-costsfortransportation,hotels,mealsandmiscellaneousotherexpensesmustbelistedbydateandlocationofoccurrenceontheExpenseReport.

TheExpenseReportcanbesubmittedintheConcurTravelSystemandmustbeprecededbyanapprovedpre-triprequestinConcur.

B. Recordkeeping-Travelermustsubmitallreceiptsforairfare,hotels,carrentals,andanyunusualexpensesregardlessofdollaramount,withtheirexpensereportsubmission.ThetravelerdoesnotneedtosubmitreceiptsforreimbursementofM&IEorotherexpensesforamountsunder$75;however,theamountsclaimedmustbeaccurate.

Documentation-SLACfollowsIRSrules;thetravelermustincludethedate,cost,andbusinessreasonfortheexpendituresontheirexpensereport.

ExpenseReceipts-Datedoriginalreceiptsorinvoicesforexpensesof$75ormore,airfare,carrentalandlodgingmustbeprovidedasbackuptoaproperlycompletedExpenseReport,asevidenceofpayment.

ForeigntravelreceiptsmusthavetheU.S.dollarequivalentattached.Ifacopyofanexchangereceiptisprovided,reimbursementwillbeattherateonthereceipt.Ifacopyofthetraveler’screditcardstatementisincludedwiththereceipts,reimbursementwillbefortheamountshownonthestatement.

CurrencyConverter–Whenanexchangereceiptorcreditcardstatementisnotprovided,reimbursementwillbeattherateprovidedbythecurrencyconversiontoolintheConcurTravelSystem.

Electronicimagesofreceipts-ElectronicimagesattachedtotheExpenseReportareconsideredthedocumentofrecord,andtheoriginatorshoulddestroytheoriginalpaperreceiptsonceTravel@SLAChascompletedprocessingandtheExpenseReporthasbeenpaid





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CreditCardStatements-areproofofpayment,butarenotconsideredtobeitemizedreceipts,andaregenerallynotenoughdocumentationstandingalone.

CheckPayment-ifproofofpaymentbycheckisrequired,acopyofthecancelledcheckorbankstatementissufficient.

Examples-expensereceiptexamples:

TransportationTickets-passengercopiesofair,rail,bus,andboatticketsindicatingdatesandtimesofdeparture,ticket/confirmationnumbers,classofservice,farebasis,andcostofticketalongwithproofofpayment(e.g.,cardbeingcharged);

RentalCarAgreements/Bills-originalcarrentalagreementsorinvoicesshowingproofofpayment;

HotelBills-itemizedlodgingbillorexpresscheckoutitemizingreceiptsshowingcreditcardbeingcharged.Therewillbenoreimbursementofmealschargedtothelodgingbill-mealsarepaidaspartofM&IEperdiem;

GroundTransportation-expensesunder$75arereimbursedwithoutareceipt-theamountsclaimedmustbeaccurate.

C. MissingReceipts-Thetravelerneedstoobtainaduplicateofamissingreceiptfromtherespectivebillingagency(i.e.,airline,hotel,rentalcar).Ifarequiredoriginalreceiptisnotavailable,thetravelermustcompleteareceiptaffidavitintheConcurTravelSystem.

D. ImproperlyCompletedForms-ThetravelerisresponsiblefortheaccuracyandcompletenessoftheExpenseReportandsubmittedbackupreceipts.

Iftherequestisnotproperlycompleted,reimbursementwillbedelayed.

Travel@SLACneedstoreceiveallrequiredbackupdocumentsbeforeareimbursementcanbeprocessed.

E. TravelExpensesandArrangementstobeReimbursedbyOthers-Thetravelermustsubmitwrittenexplanationsforreimbursementtobereceivedfromothersources.

Theexplanationmustclearlydetailallexpensesforthetrip,andincludethesourcename,address,andamounts,eventhoughSLACwillreimburseonlytheportionattributabletoSLAC.





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ForeignvisitorstoSLACneedtoreportintotheInternationalServicesofficewhetherornottheyarereimburseddirectlyorbySLAContheirbehalf.

F. ExpenseReportApproval–expensereportsareroutedforapprovalintheConcurTravelSystembeforebeingreviewedbytheTravelteam.

Nooneisallowedtoapprovetravelexpensesforherself/himselforforanindividualtowhomsheorhereportstodirectlyorindirectly.

Regardlessofapprovalconfirmation,bysigningtherequestforreimbursement,thetravelerisattestingthattheexpensesrelatetoSLACbusinessandcomplywiththeSLACTravelandReimbursementPolicy,andthatalldiscounts,reductions,trade-ins,oroffsetswhatsoever,whichreducetheexpenseactuallyincurredarereflectedinthereimbursementrequest.

XV. Travel Reimbursement Approval Thresholds

A. Thefollowingthresholdsforapprovalsapplyforreimbursingtravelersfortrips;allExpenseReportsthatrequireapprovaloftheCFO,DeputyCFO,orControlleristofirstberoutedtotheTravelDepartmentManager.

Travelunder$2,500fordomestic/visitoror$4,000forforeign-Approvalbytrainedprocessor(determinedbytheTravelManager).

Travelfrom$2,500to$5,000fordomestic/visitoror$4,000to$5,000forforeign-ApprovalbytheTravelManager.

Travelover$5,000-ApprovalbyController

Inaddition,additionalapprovalsarerequiredinthefollowinginstances:

Situation ApproverException-upgradedairclass CFOorController

LabDirectorStanfordUniversityViceProvostforAcademicAffairs





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6.DOEControlRisksAddressedPartiallyorEntirely

• Ifunauthorizedtraveloccurs,thentheremaybeadverseprogrambudgetimpacts.Employeesmaybeheldresponsibleforrepaymentofunauthorizedtravelcostsandmaybesubjecttodisciplinaryaction.

• Iftheuntimelysubmissionandapprovaloftravelvouchersoccurs,thentheDepartmentmaybeinviolation

ofthePromptPaymentActandthetravelerwouldbeinviolationoftheFederalTravelRegulation.Thismayalsoresultinanimproperpaymentoranuntimelyde-obligationoffundsconsistentwiththetravelcontrols(i.e.,greaterthan6monthsold).

7.SourceRequirementsDocuments• StanfordAdministrativeGuide5.4.2TravelExpenses

• FAR52.247-63PreferenceforU.S.FlagAirCarriers

• DOEOrder551.1DForeignTravel

• H.39ConferenceManagement(Sep2015)

• SSOMemo–LocalTravelException(over50miles)

• SSOMemo–LocalTravelException(50milesorless)

8.AssociatedDocuments• FlyAmericaActWaiverChecklist





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9.RevisionHistory

Revision ReleaseDate Author DescriptionofChange

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2/9/2011

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6/8/2017

MelissaLim

MelissaLim

MelissaLim

MelissaLim

MelissaLim

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MelissaLim

MelissaLim

Originalrelease

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