These requirements apply to all kinds of official Berkeley Lab journey and comply with the rules and tips of the DOE as required by Contract 31 and the FAR. In addition, some components of the FTR are additionally included into the policy. This coverage applies to all travel carried out underneath Contract 31, whatever the funding supply. The DOE program workplace, or a non-DOE organization funding a trip, may have extra necessities, which travelers are liable for meeting. A traveler obtains reimbursement for UCSC travel-related bills paid out-of-pocket by reporting expenses on the Post Travel Expense type inside forty five days of trip completion.
If the divisionâ€™s pcard is not obtainable, the worker could use his/her personal bank card and be reimbursed by the University. If the worker pays the ticket in a month prior to the travel dates, with acceptable department approval, the worker may be reimbursed instantly after the ticket is paid by submitting an expense report. The expense report quantity ought to be documented within the notes part within the following expense report that contains the opposite journey expenses. If the worker pays the ticket in the same month because the journey dates, reimbursement will be carried out on an expense report together with the opposite travel bills from the trip. You is not going to be eligible for a substitute corporate bank card, or for money advances from UCSC. Future journey associated bills might be reimbursed by submitting a Post Travel Expense kind inside 45 days of journey completion.
Airfare charged to the company bank card and prepaid hotel and registration prices are thought of an advance and taxes shall be withheld if the Expense Report is not submitted within one hundred twenty days from the tip of the trip. For airline reservations booked through the Lab travel company, vacationers are required to provide a private credit card for any personal airfare prices on the time of reservation. There is a value for this service, which is the responsibility of the worker/traveler. This is known as “Split-Ticketing.” Agency charges and/or additional airfare charged to private bank cards for split-ticketing is not going to be reimbursed if a visit is canceled. Refer to the UC Travel Reimbursement Policy G-28, p. 39, Section V.H.2.e â€œSpecial Travel Situations â€“ Foreign Visiting Scholarsâ€ for added particulars. Also see the GLACIER Guide for allowable payments per visa varieties.
Travelers ought to keep away from purchasing lodging lodging from third-party online distributors requiring lodging costs to be paid in-full previous to arrival. In the occasion travel plans are changed or canceled, third-party distributors aren’t required to concern a refund, and you will not be reimbursed for the price. Purchasing airline tickets for official NDSU business travel could also be done by the traveler by way of the airlineâ€™s website or some other travel service web site. In this case the divisionâ€™s pcard is the best methodology of fee.