travel office
Travel Procedures
Approvals
Employees:
Domestic travel -- Travel Authorization and Expense Voucher must be approved by the Division/Section Heads and submitted to the Travel Office by employees. The authorization portion is to be completed with the signatures of the approver, the Division Conference Regulator and the Directorate authorization if needed. (see conference approval procedures).Foreign travel -- Tickets can be purchased once division head approval is received by the Travel Office. Tickets will not be released to the traveler until the Travel Office has Director's Office approval.
Domestic travel -- Users must be listed on the project authorization list to purchase airline tickets or charge any travel expenses to work packages. Users that do not have authorized person send e-mail to travel@fnal.gov to authorize charges for the trip.
Foreign travel -- must be approved by the Fermilab Directorate. You may call Rosa Foote at 630-840-2952 or send e-mail to rosa@fnal.gov. Rosa will instruct you on how to proceed with your travel plans. DOE funded accounts will require approval of the Request for Approval of Official Foreign Travel form to be completed. Debbie will inform the Travel Office once your trip is approved.
RESERVATIONS
Once the trip has been approved the traveler may fill out the travel reservation form and e-mail it to the Travel Office. Please use this form whenever possible. It has all the information that is required to book your travel. You may call the Travel Office at 630-840-3398 or fax your request to 630-840-5075 as well.Airline tickets:
Please book early! Advance reservations are usually required to receive the best rates. In most cases the advance booking requirement is 7, 14 or 21 days prior to the departure date and a Saturday night stay is required. The Travel Office will offer the least expensive fares to the traveler and inform the traveler of all the restrictions of the airfare. Please note that no airfare is guaranteed until the ticket has been purchased.Car Rentals:
Fermilab has central billing and government rates with Avis car rental. Ace car rental provides cars for Fermilab at Chicago/Ohare. We have a special rate and direct bill with Ace at this location only. Compact cars should be used whenever possible. Fermilab employees should not take insurance offered by rental car companies. You will be required to reimburse Fermilab for the charges if you opt to take the insurance. Users should check with their home institutions regarding coverage.Hotels:
Hotels are confirmed at the least expensive rate, which is usually the government rate unless the traveler is attending a conference. All rooms are guaranteed for late arrival when booked by the Travel Office. Hotel rooms that are not needed should be cancelled prior to the hotel cancellation policy.Limos:
The traveler should call West Suburban Limo directly to arrange limo service to and from the airports. You may call them at 630-668-9600. Please call the Fermilab security at ext. 3414 and inform them if you have a limo pickup scheduled on the site.