Travel Authorization Form_Expense Voucher _ Cost Estimate

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					                                        PROCEDURES FOR USING FERMILAB TRAVEL AUTHORIZATION
                                                       AND EXPENSE REPORT

The original 4-part TA/Expense Voucher has been replaced with a 2-part Excel form.
Travel Authorization Form: To be completed before the trip to ensure proper authorizations/signatures are in place.
Travel Expense Voucher: Used to capture and settle the actual trip costs after the trip is completed.
Instructions to use the TA/Expense Voucher Excel form. (Hit CTL+ F10 to view tabs)
1. Fill out the Travel Authorization (TAB 1).
2. Information on the Header (dark blue text) will automatically be added to the Travel Voucher (TAB 2)
3. For Multiple Itineraries use TABS 3 & 4.
4. For Per Diems Only Use Voucher on TAB 5.
5. Cost Estimate Sheet (TAB 6 ).

Trip Authorization
Travel Authorization section of the form must be fully completed and signed by the Travelers, Div/Sec/Ctr Head, and/or other designated
Approvers.

Once the Travel Authorization Form is completed in Excel and the proper signatures and authorizations obtained, the original Travel
Authorization Form and a Cost Estimate Sheet must be sent to the Travel Office prior to making travel plans.

U.S. Visa Applications Abroad
If you are a non-U.S. citizen and you will be applying for a visa while you are outside the U.S., please send an email with your tentative travel
itinerary and the location of the U.S. Embassy or Consulate you will be visiting to International Services at visaoffice@fnal.gov. International
Service can provide advice on current visa wait times and provide some documentation necessary for your visa application. COO approval is
required prior to submission of Foreign Travel Trip Request.

Travel Advance
When a travel advance is requested on the Travel Authorization form, the Cashier will be notified to process the advance.
Do not send the original or photocopies of the form directly to the Cashier.
Accounting requires a minimum of five working days in order to process requests for a travel advance.
Travel Advance will be sent via interoffice mail. If other arrangements are needed contact Cashier's Office at 630-840-5808. Retain a copy of
the Travel Authorization for your records. It will be required for the settlement process.
Non-employee travelers are generally not eligible for a travel advance.

Questions related to Travel Authorization should be directed to Travel Office at (630) 840-3398 or Mala Seshadri at (630) 840-8885.


Airlines Reservations. Air travel arrangements must be made through the Fermilab Travel Office
Airline reservations not made through the Fermilab travel Office require prior justification and approval in accordance with the FNAL Personnel
Policy Guide. It is your responsibility to pick up travel documents from the Fermilab Travel Office. All unused tickets must be promptly
returned for possible credit.

Hotel Reservations
Hotel Reservations made by Fermilab Travel Office are guaranteed. If you are unable to honor your reservations, and if you fail to cancel, you
will be held financially responsible. The phone number of the hotel is included on your itinerary for this purpose. Online Booking/Service Fees
are non-reimbursable.

Limousine Reservations
It is your responsibility to arrange for limousine service. If you are unable to honor your reservations and if you fail to cancel, you will be held
financially responsible. Fermilab has a contract with West Suburban Travelers Limousine, Inc.
For Reservations call 630-668-9600. When other transport service is used reimbursement is limited to West Suburban Contract rates.


Rental Vehicles
Rental vehicles require prior approval on the travel authorization form. Charges billed directly to the laboratory must be in conjunction with
official business travel. Compact cars and vehicles with manual transmission should be used when possible.
The Laboratory self-insures rather than purchasing the optional collision, liability, or medical coverage available on rental vehicles in the
United States, Canada, and most European countries. Employees who take these options do so at their own expense. GSA auto rental rates
that include additional liability coverage and collision damage waiver at no extra expense should be used when available to the traveler. The
traveler is to accept the car insurance provided by the rental agency while traveling in South America, Asia, Africa, and the Middle East.



Incidents/accidents involving a rental vehicle should be reported to the Travel Office as soon as possible.
Call 630-840-8885 or 630-840-3398 or Email: seshadri@fnal.gov
The lab has direct bill arrangements with our preferred rental companies, Avis Car Rental and Ace Car Rental.
Voucher Settlement
Upon completion of the trip, the Travel Expense Voucher and receipts must be forwarded to the Accounting Dept at MS 112 for
settlement/payment. The Accounting Dept will not finalize settlement/payment unless the original copy of the approved Expense Voucher and
copy of Travel Authorization is submitted. Be sure to include payments owed to Fermilab.


Receipts and Tipping
While on travel status, retain all travel receipts for transportation, lodging, tolls, and other businesses related expenses. Tips
are allowed only for taxis and limousines at a rate not to exceed 15%.
Per Diem

Reimbursement for per diem, including deductions for meals provided, should be calculated as shown in the links under Accounting website.
Website links are also available in the Travel Website under BSS.

Delinquent Advances

Fermilab reserves the right to withhold the full amount of an advance from the paycheck of the person to whom the advance was made, if the
use of the funds has not been accounted for within thirty (30) days after the completion date of the trip where an advance was issued.

Questions related to reimbursement should be directed to Lori Funk (630) 840-3045 or Heide Burns (630-840-2678).
            For Travel Use Only                                                                                                 For Acct Use Ony


                                                            30
                                                FERMI NATIONAL ACCELERATOR LABORATORY

                                                              Travel Authorization Form
                                                                                                                   Date:

Employee Information                      FNAL# >                                       FTMS # >
                       Traveler Name                                                        Div/Sec/Dept/Ctr
        Traveler ID# (incl. (V or N)                                                          Project Number
      Traveler's Phone/Mail Station                                                                 Task Number
             Traveler's Email Address                                                                Travel Code
                          TA Preparer     Cindy                                               Expenditure Org
            Preparer's Phone | Email      6656              cindy@fnal.gov
USER–Complete Address
of Facility:
                                          Total
Travel Information                        Cost Est.                                  Travel Advance Requested

     Departure Date>>>                                                                Return Date>>>
               Itinerary                         From: (City/Country)                                                        To: (City/Country)
   Itin 1         Date
   Itin 2         Date
   Itin 3         Date
                                                                         Car Rental Justification
                                  YES
      Car Rental                                                                                                                                   Manual
                                  NO                                                                                                           Automatic

             Trip Purpose                 Attend the DES Collaboration Meeting

                                                                                                             If Yes, enter FTR Maximum
Do you want Travel Office to reserve your hotel?                             YES                        NO   Lodging Rate>>>>>>>>>>>>

Will you be applying for a U.S. Visa while outside of the U.S.?                                                                   YES                NO

If YES, Airline ticket purchase requires COO approval: _________________________________________

Will Trip Be Reimbursed by Another Organization?               *Yes                      No            x      *Partially                 $
*If yes, please provide details regarding agreement (Name
of Organization, Items to be Funded by Org, etc.)

If Billing is required by Accounting Office, please supply detailed information:


      Personal/Vacation Days
         (Number of Days Taken)                  From Date                              To Date                                  Destination




                                                        Traveler/Division Approvals
                                  Traveler Signature                                                                            Date

                      Div/Sec/Ctr Head Signature                                                                                Date
                       Funding Officer's Signature                                                                              Date
                                            Conference Regulator/Directorate Approvals
                  Does this trip meet the definition                                                                         Excl.
               of a “Conference” per DOE O 110.3A ?                                     Yes                  No              Code

                 Division Conference Regulator Signature                                                                        Date
     Foreign Travel-Authorized by (Directorate) Signature                                                                       Date
                      Send the completed original TA and Cost Estimate to Travel Office for Reservations and Cash Advance.
                                                                                                                                                                                         For Acct Use Only
                                                                                   FERMI NATIONAL ACCELERATOR LABORATORY
                                                                                             Travel Expense Voucher
                                                                                                                                                                              Date:

Employee Info                                 FNAL#>>>                                                               FTMS #                                                                         Acct Notes
                          Traveler Name                                                                                           Div/Sec/Ctr/Dept.
             Traveler ID# (incl. (V or N)                                                                                           Project Number
           Traveler's Phone/Mail Station                                                                                              Task Number
                Traveler's Email Address                                                                                                Travel Code
                             TA Preparer Cindy                                                                                     Expenditure Org
               Preparer's Phone | Email 6656                     cindy@fnal.gov

      If USER–Complete Address of Facility:
                                                                 ALL Purple Colored Fields in Sections A-F are Automatically Calculated

 Departure Date                                                Return Date
                                                                                                                      Add *Star to items in the Asterisk column that are charged to Fermilab                *
A.    Air Travel            * First itinerary automatically transfers from Tab 1

      Depart Date           From City                            To: City, State, Country                                                                                                    Amount                  Acct

 1)

 2)

                                                                                                                                                                              Totals>>

B.    Private Auto/Limo/ Other Transport                                              Private Car/Limo                          Rental Car
                                                                                                                   SubTotal
          Date                 From City             To City     Act. Miles/Day              Mileage Rate          Mileage      Total Days             Rate/Day (incl tax) Sub total     Total Amount

                                                                                      x                      =                                    x             -         =

                                                                                      x                      =                                    x             -         =

                                                                                      x                      =                                    x             -         =

                                                                              (For Limo Add Day (1) x Limo Rate)                                                              Totals>>

C.    Per Diem                    GSA Domestic MI&E Breakdown                                                    GSA Foreign MI&E Breakdown
      From Dates               To Dates                                City                                                   Total Days                   Rate/Day                          Amount

 1)                                                                                                                                               x                               =

 2)                                                                                                                                               x                               =

                                                                                                                                Total is Minus (-) Meals Provided             Totals>>

D.    Meals provided        Qty Breakfast            Cost $                 Total               Qty Lunch           Cost $       Total       Qty Dinner        Cost $           Total       Sub Total

        Itinerary #     1

        Itinerary #     2

      Totals>>                                                   <<<<<<<<<<<<<<                 Charges deducted from Per Diem <<<<<<<<<<<<<<

E.    Lodging - Enter Total Amount per Hotel and # of Days - Rate/day is Calculated Including Tax

      Date-From                Date-To           City/State/Country                         FTR Max. Rate                     Total Nights            Rate/Night (incl tax)                      Amount

 1)                                                                                                                                               x             -                 =

 2)                                                                                                                                               x             -                 =

                                                                                                                                                                              Totals>>

F.    Other Expenses

      Taxis/Parking/Tolls

      Official Phone Calls (Split from Hotel Bill)

      Car Rental Gas
      Registration Fee Paid By:               Traveler         Fermi Check/Wire Transfer*                   Fermilab Procard*                Non DOE Funding        N/A

      Misc (Explain)

      Misc (Explain)

                                                                                                                                                                              Totals>>

      Deductions for Personal Use of Items Paid by Fermilab:

G.    Total Charges……………………………………………………………………………………………………………………………………………………….
Cash Advance - added from TA                                                                                     Total Advances; Pre-paid Charges, Host Reimbursable
Prepaid Charges-FNAL*
Funds Reimbursable to Fermilab                                                                                   Auto calculates-Payee>         DUE TRAVELER
                                                                                                                                                                                                   (Acct Use Only)
                                                            ______________________________________
I CERTIFY THAT THE ABOVE INFORMATION IS CORRECT: _____________                                                                                             Date ___________              Processed By:
                                                                                                                 Employee/Traveler

Designated Approver: ___________________________________________________ ID#______________ Date: __________________                                                                      Date:
            For Travel Use Ony                                                                                      For Acct Use Ony
                                                     FERMI NATIONAL ACCELERATOR LABORATORY
                                                              Travel Authorization Form

                                                                                                         Date:
Employee Information                       FNAL# >                               FTMS # >
                       Traveler Name                                                Div/Sec/Dept/Ctr
      Traveler ID# (incl. (V or N)                                                     Project Number
    Traveler's Phone/Mail Station                                                        Task Number
             Traveler's Email Address                                                     Travel Code
                         TA Preparer                                                 Expenditure Org
            Preparer's Phone | Email
If USER–Complete
Address of Facility:
                                           Total                                  Travel Advance
Travel Information                         Cost Est.                                Requested

    Departure Date>>>                                                          Return Date>>>
               Itinerary                           From: (City/Country)                                           To: (City/Country)
   Itin 1         Date
   Itin 2         Date
   Itin 3         Date
   Itin 4         Date
   Itin 5         Date
   Itin 6         Date

                                 YES           Car Rental Justification
     Car Rental                                                                                                                        Manual
                                 NO                                                                                                 Automatic


               Trip Purpose

                                                                                                  If Yes, enter FTR Maximum
                                                          YES                            NO
Do you want Travel Office to reserve your hotel?                                                  Lodging Rate>>>

Will you be applying for a U.S. Visa while outside of the U.S.?                                                    YES                   NO

If YES, Airline ticket purchase requires COO approval: _________________________________________

Will Trip Be Reimbursed by Another Organization?                   *Yes           No                 *Partially                 $
*If yes, please provide details regarding agreement (Name of
Organization, Items to be Funded by Org, etc.,)
If Billing is required by Accounting Office, please supply detailed information:


Personal/Vacation Days (Number
              of Days Taken)                         From Date                   To Date                             Destination



                                                         Traveler/Division Approvals
                                  Traveler Signature                                                                     Date
                     Div/Sec/Ctr Head Signature                                                                          Date
                     Funding Officer's Signature                                                                         Date
                                     Conference Regulator/Directorate Approvals
                   Does this trip meet the definition                                                                 Excl.
                of a “Conference” per DOE O 110.3A ?                             Yes               No                 Code

                    Division Conference Regulator Signature                                                              Date
       Foreign Travel-Authorized by (Directorate) Signature
                                                                                                                         Date
                     Send the completed original TA and Cost Estimate to Travel Office for Reservations and Cash Advance.
                                                                                                                                                                            For Acct Use Only


                                                                FERMI NATIONAL ACCELERATOR LABORATORY
                                                                          Travel Expense Voucher
                                                                                                                                                  Date:
Employee Info                                        FNAL#                                                                         FTMS #                                               Acct Notes
                         Traveler Name                                                                              Div/Sec/Ctr/Dept.
              Traveler ID# (incl. (V or N)                                                                           Project Number
           Traveler's Phone/Mail Station                                                                                Task Number
               Traveler's Email Address                                                                                  Travel Code
                             TA Preparer                                                                             Expenditure Org
               Preparer's Phone | Email
      If USER–Complete Address of Facility:
                                                                 ALL Purple Colored Fields in Sections A-F are Automatically Calculated

Departure Date                                                 Return Date                                Add *Star to items in the Asterisk column that are charged to Fermilab                 *
A.    Air Travel            Note: First itinerary automatically transfers from Tab 3

      Depart Date           From City                            To: City, State, Country                                                                                        Amount                 Acct
 1)
 2)
 3)
 4)
 5)
 6)
                                                                                                                                                                Totals>>

B.    Private Auto/Limo/ Other Transport                              Private Car/Limo                            Rental Car
                                                                      Act.             Mileage         SubTotal
          Date               From City               To City       Miles/Day            Rate           Mileage    Total Days             Rate/Day (incl tax) Sub total       Total Amount
                                                                                x                =                                   x           -          =
                                                                                x                =                                   x           -          =
                                                                                x                =                                   x           -          =
                                                                                x                =                                   x           -          =
                                                                    (For Limo One-way add 1 x Limo Rate)                                                        Totals>>
C.    Per Diem                  GSA Domestic MI&E Breakdown                                      GSA Foreign MI&E Breakdown
      Date-From               Date-To                                        City                                 Total Days                  Rate/Day                           Amount
 1)                                                                                                                                  x                              =
 2)                                                                                                                                  x                              =
 3)                                                                                                                                  x                              =
 4)                                                                                                                                  x                              =
 5)                                                                                                                                  x                              =
 6)                                                                                                                                  x                              =

                                 Qty                                                                              Total is Minus (-) Meals Provided
                                                                                                                                  Qty                           Totals>>
D.    Meals provided Breakfast        Cost $         Total       Qty Lunch     Cost $    Total     Dinner       Cost $        Total                                             Sub Total
       Itinerary #
       Itinerary #
       Itinerary #
      Totals>>                      <<<<<<<<<<<<<< Charges deducted from Per Diem <<<<<<<<<<<<<<
E.    Lodging - Enter Total Amount per Hotel and # of Days - Rate/day is Calculated Including Tax
      Date-From         Date-To     City/State/Country        FTR Max. Rate           Total Nights      Rate/Night (incl tax)                                                    Amount
 1)                                                                                                   x          -             =
 2)                                                                                                   x          -             =
 3)                                                                                                   x          -             =
 4)                                                                                                   x          -             =
 5)                                                                                                   x          -             =
 6)                                                                                                   x          -             =
                                                                                                                                                                 Totals>>
F.    Other Expenses
      Taxis/Parking/Tolls
      Official Phone Calls (Split from Hotel Bill)
      Car Rental Gas
      Registration Fee Paid By:               Traveler         Fermi Check/Wire Transfer*            Fermilab Procard*         Non DOE Funding        N/A
      Misc (Explain)
      Misc (Explain)
                                                                                                                                                                 Totals>>
      Deductions for Personal Use of Items Paid by Fermilab:
G.    Total Charges……………………………………………………………………………………………………………………………………………………….

Cash Advance - added from TA                                                                              Total Advances; Pre-paid Charges, Host Reimbursable
Prepaid Charges-FNAL*
Funds Reimbursable to Fermilab                                                                        Auto calculates-Payee>      DUE TRAVELER
                                                                                                                                                                                      (Acct Use Only)
                                                          ______________________________________ Date ___________
I CERTIFY THAT THE ABOVE INFORMATION IS CORRECT: _____________
                                                                                                     Employee/Traveler


Designated Approver: ___________________________________________________ ID#______________ Date: __________________                                                         Date:
                                                                                                                                                                                                                        For Acct Use Only
                                                                                 FERMI NATIONAL ACCELERATOR LABORATORY
                                                                                         Per Diem Expense Voucher

                                                                                                                                                                                                  Date:
 Employee Info                                                                                                                                                                                                                        Acct Notes

                                   Traveler Name                                                                                                 Div/Sec/Ctr/Dept.

                    Traveler ID# (incl. (V or N)                                                                                                   Project Number

               Traveler's Phone/Mail Station                                                                                                          Task Number

                     Traveler's Email Address                                                                                                           Travel Code

                                       TA Preparer                                                                                              Expenditure Org

                      Preparer's Phone | Email

      If USER–Complete Address of Facility:
                                                                              ALL Purple Colored Fields in Sections A-F are Automatically Calculated

 Departure Date                                               Return Date
                                                                                                                                            Add *Star to items in the Asterisk column that are charged to Fermilab
                                                                                                                                                                                                                                             *
A.   Air Travel

     Depart Date                   From City                                  To: City, State, Country                                                                                                                   Amount                    Acct

1)

2)

                                                                                                                                                                                                  Totals>>
B. Private Auto/Limo/ Other Transport                                            Private Car/Limo                                                Rental Car
                                                                                  Actual                                         SubTotal             Total
           Date                      From City                  To City        Mileage/Day           Mileage Rate                Mileage              Days                 Rate/Day (incl tax)      Sub total           Total Amount


                                                                                                x                      =                                               x            -         =

                                                                                                x                      =                                               x            -         =

                                                                                           (For Limo Add Day (1) x Limo Rate)                                                                     Totals>>
C. Per Diem                              GSA Domestic MI&E Breakdown                                                        GSA Foreign MI&E Breakdown

     From Dates                     To Dates                                                  City                                                 Total Days                  Rate/Day                                   Amount


1)                                                                                                                                                                     x                              =

2)                                                                                                                                                                     x                              =

                                                                                                                                                 Total is Minus (-) Meals Provided                Totals>>

D.   Meals provided               Qty Breakfast                Cost $              Total                  Qty Lunch               Cost $             Total        Qty Dinner      Cost $              Total               Sub Total


          Itinerary #     1

     Totals>>                                                                 <<<<<<<<<<<<<<                         Charges deducted from Pier Diem <<<<<<<<<<<<<<

E.   Lodging - Enter Total Amount per Hotel and # of Days - Rate/day is Calculated Including Tax

        Date-From                    Date-To             City/State/Country                      FTR Max. Rate                                   Total Nights           Rate/Night (incl tax)                                      Amount

1)                                                                                                                                                                     x            -                     =

2)                                                                                                                                                                     x            -                     =

                                                                                                                                                                                                   Totals>>
F.   Other Expenses

     Taxis/Parking/Tolls

     Official Phone Calls (Split from Hotel Bill)

     Car Rental Gas
     Registration Fee Paid By:              Traveler             Fermi Check/Wire Transfer*                Fermilab Procard*                         Non DOE Funding                    N/A


     Misc (Explain)

     Misc (Explain)

                                                                                                                                                                                                   Totals>>

     Deductions for Personal Use of Items Paid by Fermilab:

G.   Total Charges……………………………………………………………………………………………………………………………………………………….

Cash Advance - added from TA                                                                                        Total Advances, Pre-paid Charges, Host Reimbursable

Prepaid Charges-FNAL*
Funds Reimbursable to Fermilab                                                                                      Auto calculates-Payee>                DUE TRAVELER

                                                                                                                                                                                                                                (Acct Use Only)

I CERTIFY THAT THE ABOVE INFORMATION IS CORRECT:                                                                                                                               Date _____________________
                                                                                                                               Employee/Traveler



Designated Approver: ___________________________________________________ ID#______________ Date: __________________                                                                                             Date:
                                         Travel Cost Estimate Sheet
                                               FERMILAB
NAME                                              ID #                             FTMS#

                                                            AIRFARE ESTIMATE
                                                            AIRFARE ESTIMATE
                                                                              Airfare SubTotal     $                    -

                                                                 TRAIN
                                                  OTHER TRANSPORTATION
                                                                 LIMOS
                                                            RENTAL CAR
                                                          Ground Transportation Sub-total $        $                         -

Hotel *

City                                             # Nights                 x Rate                   $                   -


City                                             # Nights                 x Rate                   $                   -


City                                             # Nights                 x Rate                   $                   -


City                                             # Nights                 x Rate                   $                   -

                                                                                   Hotel Total =   $                   -
Per Diem *
City                                             # Days                   x Rate                   $                   -

City                                             # Days                   x Rate                   $                   -

City                                             # Days                   x Rate            -      $                   -

City                                             # Days                   x Rate                   $                   -

                                                 # Days                   x Rate                   $                   -


                                                                             Per Diem Total =      $                   -

          Click here for Conference Registration Fee Form Registration Fee>>>>>
                                                             OTHER (identify)>>>>>
           Subtotal: Ground Transportation, Hotel, Per Diem, Reg. Fee, other                       $                   -
                                                             Airfare Only >>>                      $                   -
                                                                        TOTAL ESTIMATE             $                   -
                                                                                                       (Including Airfare)
*Hotel and Per Diem allowances vary by city. For current rates check the GSA Website at:
               Domestic Per Diem Rates              Foreign Per Diem Rates

For CURRENCY EXCHANGE RATES use the Web at:                  Oanda - Currency Conversion
                          Please submit this Cost Estimate with your Travel Authorization form.
                                                                                                   BSS Travel 9/24/08

				
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