Contact Us  |  Search:  
The National Academies of Sciences, Engineering and Medicine
Research Associateship Programs
Fellowships Office
Policy and Global Affairs
RAP Home Programs Fellowships Office & Resources
Quick Links

* * * * * * * * * * * * * * * * * *

Contact Us
Research Associateship Programs
500 Fifth Street, NW (Keck 576)
Washington DC 20001

Tel: 202-334-2760
Fax: 202-334-2759

* * * * * * * * * * * * * * * * * *

Coordinator by Agency
Find your program coordinator here


2015 November Review

Application period opens
September 1

Submission deadline is 
November 1

(5:00 PM ET)

Support document deadline is November
(5:00 PM ET)

If a deadline falls on a weekend, it moves to the next business day.


 RAP Home  >  Associate Travel Information  >  Electronic TER Instructions

Electronic Travel Expense Report Instructions

The National Academies now supports a web-based reimbursement system. Completion of a Travel Expense Report (TER) is necessary in order to receive reimbursement for any travel expenses incurred. Your TER should be completed within 10 days of the completion of travel. If a travel advance was issued for the trip, the advance must be accounted for upon the completion of travel.  Associates must use the web-based system to request reimbursement of your out-of-pocket expenses, go to

Signing in and Setting up your Account

Your user name is "A" plus your Associate ID # (i.e. The Associate ID number is listed on your award letter and approved Travel Authorization form; contact if you are unable to locate that number. Your initial password is 'welcome.' You will be prompted to change your password the first time you access your account.

Starting a New Expense Report
To create a new expense report, click on "Expense" (the 2nd tab next to the Concur logo) and then " Create New  Report." (You may see other reports listed. These are expense reports that you previously created in this system.) Complete the requested report information. You must complete all fields with a red bar on the left. After you complete the information, click "Next" at the bottom of the screen.

A page will appear asking for your itinerary information. First enter your travel from your home to your meeting. Second enter your return travel from your meeting to your home. Use AM and PM to designate the times for your flights. Please enter the time you left your home or your hotel to arrive at the airport. E.g. if your flight is at 12:00pm and it takes 30 minutes to arrive at the airport you may enter 9:30am. Once you have entered all itineraries for this trip, click "Save Itineraries" and then "Next" at the bottom of the screen. Now you are ready to enter your out of pocket expenses.

Enter your out of pocket expenses from your receipts.
The easiest way to enter expenses is to click the category on the right and enter your expenses. All expenses are subject to a reasonableness test. If the "Total Expenses Included In Per Diem" exceeds the allowed per diem, amount expenses may or may not be reimbursed.

a. Do not use dollar signs ($).
b. A "transaction date" is the date the bill was paid. E.g., if you stayed in a hotel on June 15-16 and checked out on the 17th, the transaction date is the 17th.
c. If the Academies paid any expenses, skip that category. However, if you paid for your own hotel, you must itemize the room and taxes. For international travel, room rates and taxes are combined. The form is designed to provide conversion rates where necessary.
d. Itemized receipts for lodging, meals, airfare, car rental, gas, etc.
e. An actual dollar amount must be entered for each meal. Alcohol is not reimbursable.

Attaching Receipts
Itemized receipts for any expense $75 or more are required Receipts are always required for lodging, transportation, registration and abstract submittal fees, excess and unaccompanied baggage, rental car and rental car gasoline expenses regardless of cost. You may attach receipts in 2 ways: In the upper left, click on "Receipts” and Attach Receipt Images. You may then attach receipts you already have scanned to your computer. Alternatively, click on "Print" and print the fax cover page. Use this page as your cover page and fax receipts; those receipts will attach to your expense report. Please follow instructions on how to fax on the fax cover page. All expenses reported on the TER with a foreign language receipt must be translated into English.

What Qualifies as a Valid Receipt?

All receipts must adhere to The National Academies' Accounting policies. 

Receipts are required for lodging expenses regardless of cost. A valid hotel/lodging receipt contains the following information:

  • Associate's name
  • Provider of and date(s) of service
  • Room and tax rates
  • Total expense
  • Form of payment
  • Zero balance or other notation indicating full payment has been made

All Airline tickets must be obtained using Omega World Travel. Receipts should contain the following:

  • Traveler's name
  • Flight itinerary
  • Cost of flight and tax information
  • Total expense
  • Form of payment
  • Zero balance or other notation indicating full payment has been made

Conference Registration Fees
Registration receipts come in various forms. Any receipt submitted for reimbursement should contain the following:

  • Associate's name
  • Name and date of conference
  • Services included in fee
  • Total expense
  • Form of payment
  • Zero balance or other notation indicating that full payment has been made 

Completing your Expense Report
After you have entered all your out-of-pocket expenses, the actions you have taken will automatically save, so you can Log Out at that time.

IMPORTANT: Please send an email to stating that you have completed your expense report. Your expense report will not be processed until this email is received.

Do NOT hit the submit button (for accounting use only).

You can view your expense report in various formats. Simply click on "View" and choose a format. To view the total amount of reimbursement requested, click on "Details, Totals."