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Jefferson Science Fellowship
The National Academies
500 Fifth Street NW, W529
Washington, DC 20001

Phone: 202-334-2643
Fax: 202-334-2759
jsf@nas.edu
 

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Jefferson Science Fellows Travel Guide

Introduction

This page provides you with information regarding travel authorization and travel reimbursement. You must complete the documents described below to be reimbursed. Only allowable and incurred expenses will be reimbursed.

The NRC is required to follow all Federal Travel Regulations and the Fly America Act (FAA). For additional information concerning domestic travel please visit www.gsa.gov. For additional information concerning foreign travel please visit www.state.gov. For information on travel vaccinations please visit http://wwwnc.cdc.gov/travel/page/travel-clinics.htm#private.

If you have any travel questions or concerns, please feel free to contact Fellowship Office Travel at (202) 334-2909 or fotrav@nas.edu.

Travel Information

The following is a list of travel requirements for your Jefferson Science Fellowship.

1. All travel requires submission of a Travel Authorization (TA) form prior to travel. This form can be found on the Jefferson Fellows Travel Information web page. You must use a separate Travel Authorization form for each trip.

2. The Travel Authorization form must be signed by you and your State Department Supervisor. The Travel Authorization form should be submitted by email no later than 1 week in advance for domestic travel and 2 weeks in advance for international travel. International travel requires additional authorization from the National Academies’ Office of Contracts and Grants.

3. An approved Travel Authorization authorizes you to travel and incur necessary expenses in accordance with applicable laws and regulations. All expenses that are approved on the Travel Authorization and require reimbursement must adhere to the National Academies and Federal Government policies, regulations, and laws. Expenses that do not comply with the above will not be reimbursed.

4. A Travel Authorization form must include your full name, phone number(s), e-mail address, date of birth, gender and completed cost estimate section. Be sure to include the date(s) of travel, purpose of travel and itinerary. A Travel Authorization that is missing information will delay the approval process.

5. Cost estimates should be as accurate as possible and must include any expense for which you plan to request reimbursement from the National Academies. Expenses claimed on the Travel Expense Report that were not listed on the approved Travel Authorization form will require justification and additional approval.

6. The National Academies requires that you use Omega World Travel (OWT) for both domestic and international travel to ensure compliance with the Fly America Act. You may contact Omega World Travel Monday through Friday 8:30 a.m. to 5 p.m. EST at 866.740.0627 or email NAS@owt.net to make your travel arrangements.

7. OWT will provide you with an estimate of airfare and will assure that travel complies with FAA regulations. You may contact OWT at any time, but will not be able to book travel until your TA has been approved.

8. Allowable costs for lodging and meals are based on the prescribed maximum per diem rate established by the United States government for each location within or outside of the United States. Domestic (including Hawaii, Alaska, and United States Territories) per diem rates may be found at www.gsa.gov. Foreign per diem rates may be found at www.state.gov. If you are unable to obtain lodging at per diem, please contact fotrav@nas.edu as soon as possible.

9. Use of a rental car requires prior approval. Please include the justification for the rental car on the Travel Authorization Form. When you book a rental car with Omega, it will be billed directly. By using Omega World Travel, you will automatically be insured by the National Academies. The cost of additional insurance is at your own expense.

10. Should you choose to use your personal vehicle (POV) rather than a commercial airline, you will be reimbursed at the current government mileage rate plus any applicable tolls and/or parking expenses. Gasoline costs are included in the government mileage rate and will not be reimbursed separately. Reimbursement for travel by POV is limited to the cost of a comparable airfare.

11. When personal travel is combined with official State Department travel, any change in travel cost must be documented by Omega World Travel. Any increase in travel cost, including airfare and applicable change fees, as a result of combining personal and business travel is your financial responsibility. Personal travel days will not be covered under per diem.

12. If you require a change in itinerary due to a missed connection, canceled flight, or other circumstance, you must contact Omega World Travel. The 24 hour toll-free number is 1-800-685-6342. Please reference ID# S-93Q0-NASAS. Any changes to the original Travel Authorization Form, including cancellations, changes to travel dates, or changes in estimated cost, should be reported to Fellowship Office Travel Unit at 202.334.2909 or fotrav@nas.edu as soon as possible.

13. The National Academies emergency travel insurance is provided by Ambassador Travel Assistance. Additional insurance costs will be your financial responsibility.

14. Upon completion of travel, please visit Concur Solutions at www.concursolutions.com to enter in your travel expenses in order to be reimbursed. Go here for instructions on how to submit out-of-pocket travel expenses.

15. To be reimbursed for expenses incurred during travel, you must submit valid itemized receipts for expenses $75 and over; receipts are uploaded with your Travel Expense Report in Concur. Receipts with handwritten notations, corrections, or changes will not be accepted. All expenses must be converted to United States dollars, and foreign receipts must be accompanied by an English translation.

16. Air or rail receipts should be obtained from Omega World Travel. A valid receipt includes the following:

- Your name
- Itinerary and or Invoice
- Airline flight number and name of the air carrier issuing the ticket
- Transportation cost and tax information
- Total expense
- Form of payment (unless Direct Billed)
- Zero balance or other notation indicating full payment was made

17. You are authorized to receive reimbursement for fees for the first checked bag, which will be treated as an airline fee.

18. Receipts are required for lodging expenses, regardless of cost. When sharing lodging, be sure that your name is listed on the receipt. A valid lodging receipt includes the following:

- Your name
- Provider of and date(s) of service
- Room and tax rates
- Total expense
- Form of payment (conversion rate if applicable)
- Zero balance or other notation indicating full payment was made

19. You are required to break out actual expenses for breakfast, lunch and dinner. A detailed, itemized receipt is required for any meal over $75. If the cost of the meal includes alcoholic beverages, that cost is not reimbursable and should be subtracted from the total meal cost.

20. You must submit the final, detailed rental vehicle receipt. A valid rental vehicle receipt must include:

- Your name
- Rental rate and applicable taxes and fees
- Date(s) of rental
- Total cost
- Form of payment
- Zero balance or other notation indicating full payment was made

21. Conference registration fee receipts come in various formats. Any receipt submitted for reimbursement must include the following:

- Your name
- Name and date of conference
- Services included in fee
- Total expense
- Form of payment
- Zero balance or other notation indicating that full payment was made

22. In the absence of an original receipt, you may submit a copy of your Credit/Debit Card Statement which clearly shows payment of services.

23. Third party payments (when another person or entity pays the expense on your behalf and you reimburse that party) cannot be reimbursed.

24. No claims are allowed for personal expenses such as entertainment, sightseeing, tours, personal telephone calls, or laundry/dry cleaning.

25. The reimbursement process is a coordinated effort between the Fellowships Office Travel Unit, the National Academies’ Travel Office and Travel Accounting Department. The reimbursement process takes approximately 4 weeks from the time our office processes the Travel Expense Report to the time the check is processed. Missing and/or incomplete receipts and/or travel documentation will delay reimbursement.

If you have any questions about this document or other travel concerns please contact fotrav@nas.edu.