Foreign travel often requires pre-approval by the sponsoring agency.
We must allow 6-8 weeks for this process, so please discuss with your
admin person as early as possible.
We recommend that you check the allowable lodging limit for your destination
to be sure your hotel is within the limit. Click here
for more information.
Usually travelers depart on the day of or the day before their meeting
or observing run is scheduled to begin. If you need to leave more than
one day ahead, please explain why in the Special Requests box.
Normally the only time an employee can request a cash advance is if
he/she has pre-paid a conference registration fee using a government
credit card or personal funds. Otherwise, only Predocs, Postdocs, and
Visiting Scientists can receive advances because they’re not entitled
to government credit cards.
For trips reimbursed by outside agencies (aka “Travel-01”) please provide
a letter or email from the agency explicitly outlining what expenses
they will pay and how to request reimbursement. If SAO purchased the
air tickets, the traveler must repay SAO within 30 days of return regardless
of whether the outside agency has reimbursed the traveler.
Travel reports are always due within three working days of return.