Jefferson Lab > COO > HR
Privacy and Security Notice

Administrative Manual - 402 Travel

402.03 Travel Arrangements and Reimbursable Expenses

  1. GENERAL
  1. Reservations
    1. Travel reservations shall be made through the subcontractor travel agency with the following exception: the Travel Supervisor may designate authorized representatives to make selected local direct billed arrangements, including lodging and rental cars.
      1. All JLab employees must purchase business travel airline tickets through JLab's travel agency subcontractor.
      2. Any exceptions must be approved in advance by the Accounting Manager.
      3. If the employee does not purchase tickets through the JLab travel agency subcontractor, he/she may not be fully reimbursed for the cost of the ticket in accordance with the limits set by JLab's contract with DOE and the requirements of the contract with the travel agency.
    2. All travel reservations shall be made at the lowest practical rates available.
  2. Expenses
    1. Aside from per diem expenses, only out-of pocket expenses shall be reimbursed.
    2. The following expenses are reimbursable only when specified on the Travel Authorization form:
      1. Registration and banquet fees paid by the traveler.
      2. Fares for travel by rail or ocean vessel in lieu of airfare (not to exceed the lowest applicable coach class airfare).
    3. Business related expenses incurred on intervening Saturdays, Sundays, holidays, and standby days are reimbursable.
    4. Personal expenses incurred will not be reimbursed when personal leave is combined with business leave. When costs are pre-paid by JLab deductions from the allowed out-of-pocket expenses may occur.  Examples would be,
      1. Airfare - any added cost for extending the duration of a business trip may result in a higher airfare.  To substantiate allowable from non-allowable airfare costs an airline cost comparison not including the personal days of travel will be provided with the Expense Report.  The comparison should be dated the same day as the actual airline ticket purchased.
      2. Rental Car - charges will be pro-rated for the days of personal usage (i.e, total rental days = 7, cost = $560.00.  Two of those days are personal.  Personal deduction would  be 2/7 * 560 or $160.00).


        NOTE: Travelers who finish business on Friday and remain at the business location over part or all of the weekend may be reimbursed for allowable out-of-pocket expenses and per diem not to exceed the airfare savings resulting from the delayed return.  The same applies to travelers arriving on the weekend for business which starts on the following Monday. Complete the Travel Savings Justification form (Exhibit 402-08) to document the savings.
    5. Original receipts are required for single items over $75.00.
  3. Shared Funding

When another organization is reimbursing all or a portion of the costs associated with a business trip, then one of the following two procedures shall be followed:

    1. If all travel and reimbursements are administered by JSA/JLab, the traveler shall:
      1. Include a Letter of Intent with the Travel Authorization indicating which, if not all, expenses will be covered by the organization or personally by the traveler.
      2. Indicate on the Expense Report those expenses to be billed to the other organization, and provide an invoice mailing address for the organization, contact name, email address and telephone number. Travel Services will invoice the other organization for these expenses.
      3. Endorse over to JSA/JLab any funds provided directly to the traveler by the other organization, and attach the check to the Expense Report with a brief explanation if payment was made upon departure.
    2. If all travel and reimbursements are administered by the other organization, the traveler shall repay any travel advances or direct payments issued by JSA/JLab, using an Expense Report showing zero traveler expenses and the balance due to JSA/JLab.
  1. Refunds, Credits, or Coupons received by a traveler on a business trip (e.g., overbooked flights) shall be made payable to JSA/JLab.  Any refunds, credits, or coupons made payable to the traveler shall be endorsed to JSA/JLab and turned in to Travel Services.
  2. Lost or Stolen Tickets

Lost or stolen transportation tickets shall be reported immediately to Travel Services and to the issuing carrier (usually airline).  Travelers are liable for the cost of lost or stolen tickets that are not reported.

  1. Receipts
    1. Required Receipts
      1. Original receipts are required to obtain reimbursement for the following expenses:
        1. Airfare: e-receipt with full itinerary
        2. Car rental: itemized bill from rental agency (customer copy of rental agreement),
        3. Lodging: itemized bill (presented at check-out), and
        4. Other expense items exceeding $75.00 each: itemized bill or receip
      2. Receipts shall be attached to the completed Travel Expense Report and submitted to Travel Services for processing.
    2. Lost or Missing Receipts
      1. In the event that an original receipt is lost or was not received, the traveler shall be responsible for providing acceptable verification of the amount to be reimbursed.

Acceptable verification includes:

        1. Written confirmation of the travel expense from the travel agency, airline, car rental agency, hotel, or other vendor (direct billings to JSA/JLab are also acceptable), or
        2. Itemized written verification of charges that make up the amount being claimed accompanied by,
          1. Cancelled check, or
          2. Credit card charge receipt, or
          3. Credit card statement.
      1. In the absence of acceptable verification as listed above, the traveler shall be liable personally for the costs incurred.  Special circumstances shall be explained in writing on a Request for Reimbursement of Missing Original Receipt form signed by the traveler, and authorized for exception to this policy by the Accounting Manager.

B. TRANSPORTATION

  1. Actual expenses for official travel by public carrier are reimbursable (original receipt required).
    1. All JLab employees must purchase business travel airline tickets through JLab's subcontractor travel agency.  Any exceptions must be approved by the Accounting Manager in advance of travel.
    2. When air travel cannot be arranged through the JSA/JLab subcontractor travel agency, JLab funded visitors may be reimbursed for coach class airfare via a scheduled U.S. flag air carrier airline for the most direct practical route between points of business (original receipt and itinerary is required for reimbursement).
  2. JSA/JLab travelers on official business will be reimbursed for the following transportation expenses:
    1. Transportation between home or work and a common carrier terminal, including:
      1. Taxi or airport shuttle fee, or
      2. Use of a personal vehicle
        i.  will be reimbursed mileage, from the point-of-origin or the
        daily work site to the carrier's terminal, whichever is less, at
        the rate published in the Tax Professionals section of the Internal Revenue Service (IRS) website: (http://www.irs.gov/taxpros/article/0,,id=156624,00.html).
        ii.  ,Tolls and parking will be reimbursed at actual costs (original receipt required if over $75.00)
      3. If traveling overnight, short-term airport parking shall not be utilized.  Exceptions must be approved by the Accounting Manager.
    2. Use of a personal automobile for local business travel to obtain training or attend an event, such as a conference.
      1. Mileage will be reimbursed, from the point-of-origin or the daily work site to the final destination, whichever is less, at the rate published in the Tax Professionals section of the IRS website:  (http://www.irs.gov/taxpros/article/0,,id=156624,00.html)
      2. Tolls and parking will be reimbursed at actual costs.
      3. Local transportation at the business destination, i.e. taxi, train, bus, subway.
  3. Air
    1. U.S. Flag Air carriers shall be used for all domestic travel. With proper documentation and written approval foreign travel may be accomplished through the use of a U.S. Flag Air Carrier or a Foreign Carrier with an Open Skies Agreement in accordance with FAR 47.403-2 and FTR 301-10,135(b).
    2. All air travel reservations paid for with contract funds shall be made at the lowest available coach class rates. Upgraded/preferred coach seating options is generally a traveler's personal choice and therefore is at the traveler's personal expense. First-class or business-class airfare will only be approved under the following circumstances:
      1. No other space is available in time to accomplish the trip's purpose, or
      2. The traveler has a handicap or physical impairment which necessitates other than coach class accommodations, or
      3. The overall savings would offset the added cost, or
      4. Travel by coach class rates requires circuitous routing, greatly increased duration of the flight, or travel during unreasonable hours.
    3. Airline tickets that will not be used must be cancelled with the airlines prior to departure time.  All unused paper tickets or portions of a paper ticket must be returned to Travel Services.  Travel Services will determine if the ticket has any residual value and will hold it for future JLab travel.
  4. Rail or Ocean
    1. Rail (other than for local transportation) or ocean travel is reimbursable only when approved in advance on the Travel Authorization.
    2. Reimbursement shall not exceed the lowest applicable coach class airfare.
    3. The traveler may arrange rail transportation in foreign countries.
  5. Car
    When business travel by car is more economical then by air the JLab traveler is expected to request a government or state-owned vehicle from Facilities Management prior to using other means of transportation.  When a laboratory vehicle is not available a rental car would be the preferred method of transportation if it is also the most reasonable use of the traveler's time.
    1. Rental Car
      1. Rental car reservations shall be made through the JLab subcontractor travel agency or JLab account representative. The rental car confirmation number will be listed on the traveler's itinerary.
      2. Travelers may be reimbursed for rental car expenses when reservations cannot be arranged through the subcontractor travel agency.  Justification shall accompany the Expense Report and reimbursement normally shall not exceed the applicable standard daily rate for rental cars billed directly to JSA/JLab.
      3. The standard for rental car reservation shall be what is commonly termed a mid-size car.  Travelers may request other classes of vehicles for special purposes with the prior approval of the Accounting Manager.
      4. Optional equipment and upgrades will be the financial responsibility of the renter, except as otherwise stipulated in this section.
      5. Individuals traveling together shall share rental cars whenever possible.
        1. The traveler whose name appears on the receipt shall include the expense on his or her Expense Report.
        2. Rental of larger commercially-rented vehicles is authorized when more than two individuals are traveling together and the single vehicle rental results in cost savings compared to the cost of renting more than one vehicle at the rate for a mid-size automobile
        3. All drivers must be listed on the rental agreement.
      6. Travelers shall not purchase the extra collision or liability insurance coverage offered by U.S. rental car agencies for a rental car used for a domestic business trip.  JSA has purchased collision and liability insurance for all travelers at JSA/JLab.  However, if a portion of the rental car is used for personal business, the traveler may elect to purchase the additional coverage at his/her own expense.
      7. Travelers who rent a car in connection with official foreign travel are advised to accept the vehicle damage insurance only.  Although JSA/JLab's insurance does provide automobile liability coverage abroad (other vehicles, their occupants, etc.), it does not pay for your vehicle's damage. Additionally, many countries require insurance coverage that is not optional.  The cost of this insurance will be assumed by JSA/JLab.  Insurance procedures, terminology, and minimum insurance limits vary somewhat from country to country, so if it is unclear which insurance option provides damage coverage, accept all of them.
    2. Government and State-Owned Vehicles
      1. Employees who drive government or state-owned vehicles shall use the credit card assigned to the vehicle to purchase gas, oil, etc.  Original credit card receipts shall be turned in to the Facilities and Logistics Department (See section 301.03 of this manual entitled Laboratory Vehicles.)
      2. Incidental expenses such as tolls and parking fees are reimbursable and should be included on the traveler's Expense Report.
    3. Private or Personal Transportation
      1. For insurance purposes, JLab travelers shall not travel in private aircraft or on motorcycles while on official business.
      2. Travelers may request authorization to drive their personal vehicles on business when:
        1. Public transportation or a government or state-owned vehicle is unavailable or impractical,
        2. An emergency prohibits the traveler from waiting for available public transportation,
        3. Travel by personal vehicle allows the traveler to make the best use of work time,
        4. The traveler is authorized to combine personal travel with a business trip, or
        5. The cost of driving is less than the cost of the lowest available airfare or rental car.
      3. When a traveler drives his/her personal vehicle for the convenience of JSA/JLab, then the traveler may be reimbursed, at the direction of management,
        1. Mileage at the current full POV rate published by IRS plus parking fees and tolls, and
        2. Subsistence expenses en route for actual lodging (original receipt required) and per diem, not to exceed the maximum allowances in effect for the lodging or business location.
      4. When a traveler drives his/her personal vehicle for his/her convenience, then the traveler may be reimbursed, with the prior approval of management:
        1. Mileage
          1. Use of a personal vehicle will be reimbursed mileage at the current reduced POV rate published by IRS,plus parking fees and tolls enroute, when the cost is deemed to be no higher than other preferred modes of transportation acceptable at Jefferson Lab
        2. Per diem and lodging expenses for the business portion of the trip only, including nominal air travel time (available from Travel Services).  Lodging and per diem costs associated with added travel time are not reimbursable.
        3. The traveler shall pay all additional expenses related to the added travel time.
      5. Local business travel shall be reimbursed mileage at the current POV rate published by IRS based on availability and cost of other preferred modes of transportation, plus any tolls and parking fees.
      6. Local business travel within a 50-mile radius of JLab may be reimbursed from home or work to the business location, whichever is less, at the current POV rate published by IRS, based on availability and cost of other preferred modes of transportation, plus any tolls and parking fees.  Per diem for meals and incidental expenses is not allowed for travel within a 125-mile radius of JLab unless overnight lodging is required.
    4. Traffic Accidents
      1. A traveler who is in an accident involving a personal or rental vehicle while on business travel shall report it as soon as possible to:
        1. Police department that has jurisdiction (state, county or local),
        2. Personal car insurance agent or rental car agency, and
        3. Immediate supervisor, who shall then notify JSA/JLab's Legal Counsel and the JSA/JLab Risk Manager.
      2. A traveler who is in an accident involving a state-owned vehicle shall report it as soon as possible to:
        1. Police department that has jurisdiction (state, county or local) and
        2. Immediate supervisor, who shall then notify JSA/JLab's Legal Counsel and the JSA/JLab Risk Manager.
      3. A traveler who is in an automobile accident while on official JSA/JLab business may disclose that insurance is provided by JSA.  However, policy limits should not be disclosed, nor should any admissions be made concerning liability for the accident.
    5. JSA/JLab Hosted Visitors
      1. If JSA/JLab is defraying the cost of a rental car for a laboratory-hosted visitor and the visitor incurs expenses for a traffic violation, it is the visitor's responsibility to bear the cost.
      2. If the laboratory-hosted visitor is driving a rental car paid for by JSA/JLab and forfeits his/her driver's license as a result of receiving a traffic violation, it is the visitor's responsibility to notify his JLab host and travel coordinator so that immediate arrangements can be made to return the vehicle to the rental car agency.  The visitor is responsible for bearing all costs incurred subsequent to the forfeiture of his/her driver's license.

C. LODGING AND SUBSISTENCE

  1. General
    1. Travelers may be reimbursed for actual lodging expenses plus a fixed per diem, not to exceed the maximum allowable rate for the business location.  Travel begins with departure from the point of origination and ends with arrival back at the point of origination.
    2. The maximum allowable reimbursement for lodging and per diem is based on the business location defined as a location where the traveler has a valid business or business-related purpose.  If lodging is not available at the business location, reimbursement will be made for the closest location where lodging is available.
  2. Lodging
    1. Lodging will be reimbursed at the single room rate unless more than one authorized JLab business traveler shares a room with another authorized JLab business traveler.
    2. Travelers who expect to remain in the same location for more than 2 weeks should request lodging at weekly or monthly rates.
    3. When possible, travelers shall make lodging reservations through the JSA/JLab travel agency subcontractor, which is obligated to confirm and guarantee lodging rates in advance, including tax.
    4. When the lodging rate exceeds the published GSA rate for the business or lodging location an Actual Lodging form (Exhibit 402-06) must be submitted to Travel Services for pre-approval of the rate.
  3. Per Diem
    1. The per diem rate covers all meals, fees and tips associated with lodging and meals, laundry and dry cleaning, personal baggage handling, and other incidental expenses.
      1. Laundry and valet services are reimbursable separately when travel exceeds 4 business days.
      2. Travelers need not submit actual receipts for per diem expenses.
    2. The per diem rate paid shall be based on the traveler's business location at the end of the day (12 midnight), except:
      1. When the traveler is in transit (driving, flying, riding on a train, etc.) to the first business location at midnight, then the per diem rate of the first business location shall be applied.
      2. When the traveler is in transit (driving, flying, riding on a train, etc.) to the next business location at midnight, then the per diem rate for the previous business location shall be applied.
      3. On the day of return, the per diem rate applicable to the preceding business location shall be applied.
      4. When the traveler arrives at final destination (point-of-origin) after mid-night, the per diem rate for the last business location shall be applied.
        1. The day of departure from last destination will be paid at the full days per diem rate.

           

        1. The day of arrival will be 75% of the per diem rate when the time of arrival, between 12:01am - 8:00am  is noted on the expense report.
    1. Only one per diem rate shall be used to calculate the allowance for a given day.
    2. No per diem shall be allowed for travel within a 125-mile radius of JLab, unless overnight lodging is required.
  1. Continental United States (CONUS)
    1. For travel within the continental United States (48 contiguous United States and the District of Columbia), the total reimbursement for each day, excluding tax on lodging, may not exceed the maximum allowable for that location as listed on the GSA per diem rate website.
    2. If the traveler's destination is not listed on the GSA Per Diem rate website, the maximum reimbursement for lodging and per diem allowed will be the standard GSA per diem rate as stated in the GSA per diem rate table.
    3. JSA/JLab travelers on official business may be eligible to receive government rates at participating hotels, and the discounted Fed rate should be requested when making reservations.  If the hotel requires proof of employment at a DOE facility, the traveler should present his/her JLab employee ID badge.
    4. Lodging at a hotel that does offer the Fed rate to government contracts can be reimbursed up to 300% over the maximum allowable rate for the location where lodging was booked in advance.  (Travelers shall submit a Request for Approval of Reimbursement for Actual and Meal Expenses Form (Exhibit 402-6) with the Travel Authorization explaining the circumstances.
  2. Outside Continental United States (OCONUS)

Travelers to Alaska, Hawaii, U.S. territories and possessions, and international destinations shall be reimbursed for subsistence expenses (lodging, meals and incidental expenses) up to the maximum daily rate for the destination allowed by Department of State foreign per diem rates in effect at the time of travel (available from the IRS per diem website for Alaska, Hawaii and Puerto Rico or Department of State foreign per diem rate schedules).

  1. Partial-Day Per Diem

Travelers will be reimbursed at 75% of the applicable daily per diem rate on their day of departure and day of return to the point of origin.

  1. Lodging/Per Diem Exceptions
    1. Travelers staying at a conference hotel may be reimbursed for actual subsistence expenses (lodging and meals) exceeding the maximum allowable daily rate of 125% of the GSA published rate  Travelers shall submit a Request for Approval of Reimbursement for Actual and Meal Expenses Form (Exhibit 402-6) with the Travel Authorization.
    2. When the applicable maximum lodging/per diem rate is inadequate due to special and/or unusual situations, the traveler may be reimbursed for actual expenses in excess of the maximum allowable daily rate.  These costs must be justified to and approved by the Accounting Manager or her designed agent before travel begins by submitting a Request for Approval for Actual Lodging and Meals Expenses Form, (Exhibit 402-6).
    3. Travelers must itemize their actual meal and incidental expenses on the Expense Report when requesting reimbursement for actual subsistence expenses.
    4. Reimbursement for lodging and per diem expenses under this provision shall not exceed 300% of the applicable maximum daily rate for lodging and per diem.

D. COMMUNICATIONS EXPENSES

  1. Business-related telephone, FAX, internet access fees, copying, and postage costs shall be reimbursed.
  2. Personal telephone calls while on official business travel will be reimbursed as follows:
    1. Domestic (CONUS): $4.00 per day or $12.00 per week (7 days)
    2. Outside the United States (OCONUS): $8.00 per day or $24.00 per week (7 days).
    3. The reimbursable amounts noted above may be used to purchase low-cost   prepaid calling cards.
    4. EMERGENCY Personal calls made due to urgent or emergency situations may be reimbursed provided an explanation is given on your travel expense report.     
    5. Reimbursable maximum phone costs include all line access, surcharges, taxes, etc.)
    6. Frequent or foreign travelers should contact the Lab's Telecommunications Coordinator to request a JLab cell phone.  (Some foreign countries, such as Russia, require a cell phone number as a contact.)
    7. Personal cell phone costs are not reimbursable.
  3. Business-related long-distance calls should be made in the following order of preference:
    1. Direct distance dialing (station-to-station),
    2. Operator-assisted calls.
  4. Wi-Fi service provider charges will be paid in lieu of business and/or personal telephone charges when,
    1. Flights are two or more hours in duration
    2. Lodging property does not include Wi-Fi in their Fed Room rate.
  5. Communications charges other than telephone charges shall be itemized in the Miscellaneous section of the Expense Report.

E. OTHER REIMBURSABLE EXPENSES

  1. Currency exchange fees:  Travelers shall submit foreign currency exchange receipts and indicate the exchange rate used on the Travel Expense Report.  When no exchange rate is indicated on the Expense Report, currency conversion to U.S. dollars will be obtained from the OANDA.com website based on the published foreign exchange rate on the date of arrival in the foreign country.
  2. Passport, passport photographs, visa, inoculation charges, work permits;
  3. Travelers check fees;
  4. Laundry and valet service, when travel exceeds 4 business days;
  5. Baggage handling, storage, transfer and checking fees, except tips for personal baggage handling for non-disabled travelers;
  6. Reasonable costs of professional, business-related reference materials;
  7. Reasonable costs of incidental materials required to conduct the business for which the traveler was sent, e.g., film to photograph fabrication processes, etc.


Return to Administrative Manual