travel office
Instructions for Travel Authorization Form
Traveler
Fill out Authorization portion of form. Also signify dates, destination, name of lodging preference, etc. (as applicable in Section A, B, or C of the travel expense voucher if it is desired that the Travel Office makes reservations. Reservations may also be requested from the Travel Office by telephone, memo, etc.The questions relating to conferences in the Authorization Section of the form must be completed and approved before the Travel Office will make any reservations.
Fermilab guarantees all hotel reservations. You should cancel the reservation prior to 6:00 p.m. if you are not going to use it. If you fail to cancel, you may be held financially responsible. The phone number of the hotel is included on your itinerary for this purpose.
It is your responsibility to arrange limo reservations and it is your responsibility to cancel limo reservations, if you decide not to use it. You will be held liable if you fail to comply.
Arrange for a pickup of tickets and travel advance check.
While in travel status retain receipts for transportation, lodging, tolls and all other business-connected expenses. Do not destroy unused portion of the airline ticket; return receipts to the Fermilab Travel Office for credit. Tips are allowed only for taxis and limousines (at a rate to approximate 15%).
Rental vehicles require prior approval on the travel voucher and resulting charges directed to the Laboratory must be in conjunction with official business travel. Compact cars should be used when possible. Alternate surface transportation may prove more economical and as convenient (i.e. taxis) and should be used if mileage will be minimal.
Fermilab Employees
Do not take insurance offered by rental car companies. You will be required to reimburse Fermilab for insurance on rental vehicles.Reimbursement for per diem should be calculated as shown in the Personnel Policy Guide.
Within ten days after return, complete the Travel Expense Voucher portion of the form with supporting documents and forward it to supervisor for approval.
Forward approved form to Accounting. Include payment for any amounts owed Fermilab.
For additional information and/or assistance, call the Fermilab Travel Office, ext. 3397.
Supervisor or Designated Approver
Signify trip approval by signing "Authorization" portion of form prior to the trip; and expense approval by signing "Travel Expense" portion of form upon completion of the trip.Travel Office
Arrange accommodations requested by traveler. Notify traveler when reservations are confirmed and/or tickets are ready for pickup.Accounting
Prepare advance check in the amount requested in the approved Authorization portion of the form. Mail check to employee's mail station one week prior to departure. Process approved forms for completed trips as follows: a) Prepare a check for amount owed traveler if any and forward to employee. b) Send settlement form to traveler and institute collection procedures if payment not remitted on time.NOTE: Employees should note that as a condition of issuance of an advance Fermilab reserves the right to withold the full amount of the advance from the paycheck of the person to whom the advance was made if the use of the funds has not been adequately accounted for within sixty (60) days after the completed date of the trip for which the advance was given.