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ARD Administration Department

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AD SLACPortal > Accelerator Research Division > ARD Administration Department > Travel

​AD Travel Requests

All travel will be funneled through the AD Travel Administrator - Deborah Lilly (x3514; dlilly@slac.stanford.edu).
AD Travel Admin is responsible for:
    • Conference Approval Form; conference spreadsheet
    • Assisting travelers with paperwork
    • FTMS data entry (DOE foreign trip approval)
    • AD Travel Log – (staff and visitor travel to be logged)
    • Notifying Travelers of CAF approval
    • TER – foreign and domestic
    • Picking up and dispersing reimbursement checks
Check with Travel Admin to determine if your trip is considered a “conference.” She has a checklist of questions for you to answer. (Is my event a conference? https://www-internal.slac.stanford.edu/ocfo/bu/conferenceInfo.html

Requests for Travel

Domestic Travel:

  • Traveler to enter request for travel using the online form
  • Approvals: Supervisor → CAM (Cost Account Manager) and/or WBS Manager (for charge number on which you are traveling) → Division Manager → AD Finance → Deborah Lilly → Travel
    • NOTE: CAM, WBS Manager and AD Finance approvers must be manually inserted to the online travel form.

Foreign Travel (paper form)

  • Traveler: Complete the Foreign Travel Authorization forms. Fill out electronically and save it to your drive. Print out for further approvals. Traveler and Supervisor approval signatures should be obtained prior to delivering to Travel Admin.
  • Approvals: Traveler → Supervisor → CAM and/or WBS Manager (for charge number on which you are traveling) → Division Manager → AD Finance → ALD →Deborah Lilly → Travel
Travelers are responsible for making their own airline reservations, hotel and rental car reservations.
APPROVAL FOR TRAVEL IS NOT AUTOMATIC. ALL APPROVERS MUST SIGN OFF ON TRAVEL REQUEST IN ORDER TO BE FULLY APPROVED.

DOE APPROVAL FOR CONFERENCES: (aka CAF)

Travel Admin will put a call out via email to the division admins and travelers to begin collecting the information required on the CAF no later than 75 days before the event begins. The CAF will be submitted to the Conference Management Office and then to the DOE 55 days in advance of the conference. NOTE: If you know you will be traveling to conference, please submit your information to Deborah as soon as you can.
Information needed for the CAF is similar to what is used on the foreign travel request. Below is a partial list of information needed:
 
·Where will you be going? Conference - need name; Lab, vendor visit, etc.
· What role are you playing: site visit, collaborative meeting with like minds at other labs; invited speaker, general attendance, committee member, etc.
· What group will you be representing: ARD (which program within ARD), LCLS core, Spear, LCLS directorate.
· What charge number will be used for travel
· URL for conference
· Short Bio of yourself. THIS IS THE EXACT FORMAT REQUIRED BY DOE.
 
EXAMPLE: Fox, John is an Electrical Engineer in the Accelerator Microwave Technology Research Department in the Accelerator Directorate, and an adjunct Professor in the Applied Physics department at Stanford. He is on the Scientific Program Committee and will be presenting papers on recent work for LHC entitled "SPS Ecloud Instabilities - Analysis of Machine Studies and Implications for Ecloud Feedback"

Arrangements and Expense Reports

  • Travelers are responsible for making their own arrangements. Be aware of the SLAC and DOE guidelines for travel. Review these guidelines on the Travel Website http://www-group.slac.stanford.edu/ocfo/travel/default.htm .
  • Traveler to submit all expenses to Travel Admin who prepares TER and tracks reimbursement through payment.
 

SLAC Travel Reimbursement Office

SLAC SLAC National Accelerator Laboratory, Menlo Park, CA
Operated by Stanford University for the U.S. Dept. of Energy