Travel and Reimbursement

1
Travel and Reimbursement

• March 26, 2009
• Melissa Lim, BSD
• Sylvia Rupilius, BSD

2
Agenda

• Introductions
• Objective
• Important information
• Travel Guidelines
• Foreign Travel
• Advance Reimbursement
• Combining Personal with Business Travel
• Relocation
• Visitor Travel
• Q A

3
Introductions

• Your Name
• Department
• What kind of travel you mostly support

4
Objective

• Provide general guidance on SLAC Travel and
  Reimbursement policies and procedures to enable
  administrators to
• Correctly advise travelers
• Foster compliance
• Smoothen the reimbursement process

5
Important Information
6
Important to note

• SLAC is required to follow
• Stanford travel policies
• FAR 52.247-63
• Lodging and meals per diem policies in FTR
• Official Foreign Travel in DOE Order 551.1C and
• Conference Management in DOE Order 110.3A.
• Therefore, it is not accurate to refer to
  Stanfords admin guide alone. SLAC travel
  policies must be followed.

Continued on next page
7
Important to note (..cont.)

• Policies apply to employees and non-employees on
  authorized SLAC business.
• Travelers should exercise the same care in
  incurring expenses as they would in personal
  travel.
• Expenses must be submitted in a timely manner.
  (over 60 days taxable income)
• Communicate cancelled conference travel and/or
  foreign travel to the TRO immediately. (FTMS/CMS
  closeout, accurate reports).
• Communicate cancelled travel with airfare paid in
  advance to the TRO immediately.
• Cancelled domestic travel should be cancelled
  in the Domestic Travel System.
• ALL foreign travel for SLAC must have DOE
  approval and State Department country clearance
  BEFORE travel start date. Even for non-DOE
  funding. This is done through the Travel Office
  via DOEs FTMS.
• Conference attendance (non local) must have DOE
  approval.

8
Travel Guidelines http//www-group.slac.stanford.
edu/bsd/travel/travelGuidelines.html
9
Travel Approval

• All travel for SLAC
• Must be approved by the department head or
  designated approver.
• Requires completed Travel Authorization Forms.
• Avoid using acronyms and clearly state the
  business purpose.
• IN ADDITION TO ABOVE..
• Conference Attendance (non-local)
• Requires conference pre-approval from DOE

10
Travel Approval Deadlines

• Late FTA submission must have Late Waiver Form.

11
Travel Closeout

• Within 20 business days after return date.
• Submit Travel Expense Report (TER)
• Submission gt 60 days, reported as taxable income.
  (IRS rule)
• Cancelled Trips
• If Conference or Foreign travel, inform Travel
  Office immediately. (FTMS/CMS closeout, accurate
  reports)
• If Domestic travel, cancel in the online
  Domestic Travel System.
• Negative Consequences (if travel not closed out)
• Foreign travel not closed out in FTMS no
  further foreign travel allowed to be entered in
  FTMS until travel is closed out. (DOE Order 551.1
  C).
• Cannot meet DOEs CMS closeout deadline (DOE
  Order 110.3A).
• Inaccurate or incomplete data for reports.
• Airfare reimbursed in advance of travel not
  appropriately accounted for.
• Directorates travel commitments not updated
  (budgets tied up in travel that didnt happen).
• Wasted administrative effort to chase down travel
  statuses.

12
Transportation Airfare

• Coach class at lowest logical rate.
• Must be U.S. Flag Carrier
• To the extent that such a service is available
  (example)
• Even if its not the lowest cost.
• Ticket must have U.S. flight number. Example
• UAL 1123 or
• UAL 321 (operated by LH 12) if its a code
  share.
• Required Document Itinerary with proof of
  payment (i.e. credit card charge).

13
Transportation Personal Car

• Local
• Use most direct route.
• Online route map printout required if more than
  25 one way.
• Reimbursed at current mileage rate.
• Airport parking fees miles reimbursed up to
  cost of airport shuttle.
• Parking gt 1 day is reimbursed at long term
  parking rate.
• Receipts required Parking.
• Receipts not required Road/bridge tolls.
• If automobile is used in lieu of commercial air,
  need
• Directorate pre-approval.
• Printed airfare comparison (business-only dates
  and location).
• License/Insurance Certification Form.
• Please read more guidelines on the web

14
Transportation Rental car, others

• Rental Car
• Must have justification and be approved on Travel
  Authorization.
• Compact or economy size.
• Insurance
• Within continental U.S - Stanford is self
  insured, dont purchase more. Not reimbursable.
• Hawaii or foreign country - purchase insurance.
  Reimbursable.
• Frequent flyer tax (FFT), GPS not reimbursable.
• Personal days not reimbursable (proration
  applies).
• Ground Transportation
• Reimburse at the lower between airport shuttle
  or taxi plus tips.
• No receipts required if lt 25.
• Receipts required if gt 25

15
Per Diem Lodging

• Actual cost, up to FTR max. lodging per diem.
• Domestic FTR lodging rates are before taxes.
• Foreign FTR lodging rates include taxes.
• Single room rate.
• Stays gt 30 days in 1 location per diem rates
  are reduced at 55 and applies from first day.

16
Per Diem Lodging (cont.)

• If lodging not available within max. rate
• provide 3 quotes from reasonable and available
  hotels (print information at time of booking).
• Approval from department head or designated
  approver required.
• Reimbursed at lowest quote up to 150 of FTR max.
  
• Conference hotel, may be reimbursed up to 300 of
  max. rate.
• Required document Itemized hotel receipt
  (obtained at checkout).

17
Per Diem Meals Incidentals

• Up to FTR max. MIE per diem.
• Travel days at 75 of full MIE.
• Meals included by others, conference fees and
  hotel rates must be deducted from per diem (even
  if you choose not to consume). See adjustment
  table online.
• Cost of optional meals at conferences will not be
  reimbursed beyond MIE per diem.
• Travel lt 12 hrs No meals.
• Travel gt 12 hrs but lt 24 hrs Only dinner.
• No receipts are required.

18
Other Expenses

• Reimbursable (receipts required)
• First check-in luggage.
• Second check-in luggage and more only if
  transporting SLAC materials. Even if first
  luggage is free.
• Laundry for domestic (within continental U.S.)
  travel only if gt 6 consecutive days.
• Not Reimbursable
• Insurance for life, flight, luggage, personal
  auto, car rental (except for Hawaii and foreign).

19
Foreign Travel
20
Foreign Travel (DOE Order 551.1C, Official
Foreign Travel)

• Pre Travel Requirements
• Foreign Travel Authorization (FTA).
• Even if the funding is by non-SLAC entities or
  non-DOE funds.
• DOE approval and country clearance from State
  Department via Foreign Travel Management System
  (FTMS).
• Is only approved when an FTMS number is received
  by email.
• Travel without prior DOE approval is not
  reimbursable.
• Awareness of safety and health issues of country
  visiting.
• Post Travel Requirements
• Must be closed out in FTMS (within 45 days). Not
  allowed further foreign travel until closed out.

21
Foreign Travel Sensitive Countries
55 days

• Submit FTA to TRO at least 55 days before
  departure to a sensitive country.
• FTMS approval is longer.
• Currently these countries are sensitive for
  reasons of national security, nonproliferation,
  or foreign policy.

22
Foreign Travel Expenses

• Foreign receipts must have the U.S. equivalent
  attached
• If a copy of an exchange receipt is provided,
  reimbursement will be at the rate on the receipt.
  
• If a copy of the traveler's credit card statement
  is included with receipts, well reimburse for
  the amount shown on the statement.
• Use the currency converter when an exchange
  receipt or credit card statement is not provided.
  On www.Oanda.com Use the date on the receipt
  and change interbank rate to typical credit
  card rate 2.

23
Advance Reimbursement of Airfare
24
Advance Reimbursement of Airfare

• Airfare can be reimbursed prior to the travel.
• Travel Authorization must be completed.
• Foreign travel must have FTMS approval.
• Conference attendance must be pre-approved by
  DOE.
• Required Documents
• Travel Expense Report (TER) with airfare related
  cost only,
• Approved Travel Authorization,
• Airfare receipt with detailed itinerary and proof
  of payment.
• Travelers must submit a second (revised) TER,
  with the rest of the travel expenses within 10
  days of the trip return to close out the trip.
• Department AMEX card custodians should submit the
  TER (signed by the traveler) within 3 working
  days.

Notify the Travel Office immediately if the trip
has been cancelled.
25
Combining Personal with Business Travel
26
Combining Personal with Business Travel

• There are specific guidelines. Know them well
  (posted on the website).
• Personal Travel may be reimbursed as business
  travel only when it is clearly established that
  the business travel is the primary purpose and
  the vacation incidental.
• Airfare
• Required to share the cost if personal days gt
  business days.
• Requires CFO approval if personal travel gt one
  week.
• If personal days increase airfare, traveler has
  to pay difference.
• If any portion of the vacation period precedes
  the business period and the business portion is
  canceled, the trip will be considered vacation
  and traveler will be responsible for all travel
  costs.
• Subsistence Expenses incurred on personal days
  will not be reimbursed
• Required Document Printed airfare comparison for
  business only dates and locations. Done at the
  time of booking the trip.

27
Relocation
28
Relocation

• Follow Travel Guidelines.
• Most are one-way relocation (read on web).
• Travel to SLAC by private car or moving of
  vehicle only if the Human Resources Department
  authorizes it in the offer letter.
• Subjected to IRS Publication 521 Moving Expenses
  http//www.irs.gov/pub/irs-pdf/p521.pdf
• Some portion of relocation is taxable.
• Submission gt 60 days will be considered taxable
  income.
• Moving after 1 year from employment start date
  will be considered taxable income.
• Anything not listed in the SLAC policy is not
  reimbursable.
• New employees can call Melissa x4346 for
  questions.

29
Visitor Travel

• Objective
• How to invite a visitor?
• How to avoid reimbursement delays?
• Direct bills
• Invitation letter
• Check in documents guide
• Which Visa Type?
• Problems if wrong visa type.

30
Objective

• Understand how to invite visitors
• Know what documentation to collect/submit
• Know where to find resources
• Avoid headaches and disappointed visitors

31
How to invite a visitor?

• Before Visit
• Issue an invitation
• Guest Lecturer Form (for lectures, talk).
• Invitation Letter.
• Issued by divisions Associate Director (for
  meetings, collaboration, reviews, etc)
• Issued by HR Employment (for job interview).
• Send a copy to TRO
• Make travel arrangements or provide guidance to
  visitor.
• During Visit
• Check-in process
• Get visitor to fill out Visitor Form and sign on
  blank TER if submitting expenses on visitors
  behalf.
• Collect appropriate copies of visa documentation
  or
• Send visitor to check in with International
  Office.

32
How to avoid reimbursement delays

• BEFORE submission to the TRO
• Ensure that all required documents are collected
  or signed at check in.
• Ensure that complete documentation and receipts
  are submitted with TER.
• Check that travel is within business dates only
  (1 day before, 1 day after).
• Airfare comparison should be included if there
  are non-business days.
• Extended business dates should have Associate
  Director approval (i.e. in revised Invitation
  Letter/Guest Lecturer Form or email approval with
  explanation).
• Include 3 hotel comparisons for lodging above per
  diem.
• Include online map route printout if mileage is gt
  25 each way.
• Check that travel is in compliance with SLAC
  travel policy.
• Non-compliant expenses should include specific
  reimbursement instructions to TRO.

33
Direct Bills

• For visitors only.
• Contact Melissa to get on approved admin list
• Submit documents
• Charge Number
• Invitation letter or Guest Lecturer Form
• The Visitor Information Form with backup
  documents or Verification that the traveler
  checked-in with International services
• Submit as soon as you have them. Dont wait for
  receipts to get mailed to you. The bills are
  SLACs liability and have to be paid.

34
An Invitation Letter should clearly state

• Trip purpose and the benefit to SLAC
• Think of it from the point of view of SLAC's
  justification to the DOE why they should fund the
  trip.
• Business dates
• Link to Visitor Travel Guidelines
• http//www-group.slac.stanford.edu/bsd/travel/visi
  torGuidelines.html
• What expenses SLAC will pay for
• Airfare
• must mention required use of U.S. flag carrier at
  the lowest logical coach fare.
• Car rental
• must mention compact/economy size Stanford is
  self-insured and no additional insurance should
  be purchased Insurance is not reimbursable.
• Link to SLAC discounted rate with Enterprise Rent
  a Car
• Lodging
• Stanford Guest House should be used.
• If SGH not available, lodging within local per
  diem rate (TRO recommend only with advanced
  notification to admin).
• Meals
• MIE per diem.
• Reimbursement contingent on correct visa type
• Sample letter from Robyn Mosset (International
  Office)
• Link to Visa Guidelines

35
Documents Guide
36
Check-In with admins Documents Guide
NB I-94 is only available while the visitor is
physically in the U.S. Its surrendered to
customs at departure.

• All other visitors must check in with the Intl
  Services (bldg 41, rm 240) with
• passport, I-94 and appropriate visa documents

37
Which VISA Type?

• VISA Guidelines
• http//www-group.slac.stanford.edu/hr/i/guidelines
  .htm
• WB or B-1 (5 days (or less) stay duration)
• Admin can collect docs and submit to
  International Services
• J-1, H1B, F-1, O, and TN
• Visitor need to see International Services upon
  arrival

38
Foreign Visitors

• Obtain correct stamp at customs, on entry to the
  U.S.
• Extremely important so that visitor can get paid,
  because its against the law to pay a tourist
• Wrong Visa Type by Customs Contact International
  Services Immediately
• SLAC cannot reimburse any expenses if the I-94
  card shows a status that does not permit funding.
  

39
Q A