Travel Authorization Form_Expense Voucher _ Cost Estimate.xl

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					                                                              PROCEDURES FOR USING FERMILAB TRAVEL AUTHORIZATION FORM

                                                                                      AND EXPENSE VOUCHER


         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. Read Procedure Tab (Beige) to understand Fermi Policy and Rules.
         2. Use Cost Estimate Sheet ( Dark Green Tab) to determine cost of trip.
         3. Fill out the Travel Authorization (TAB 1) (Tabs 1 & 2 Must be Used Concurrently)
         4. Information on the Header (dark blue text) will automatically be added to the Travel Voucher (TAB 2)
         5. For Multiple Itineraries use TABS 3 & 4. (Must be Used Concurrently)
         6. Use Extended Cost Sheet (Lt Green) for trips with more than 6 Itineraries.
         7. Use TAB 5 & 6 (Orange Tabs) for Extended Travel (more than 6 Itineraries) (Must be Used Concurrently)
         8. Use TAB 7 & 8 (Lilac & Purple Tabs) for LOCAL Travel Only (Must be Used Concurrently)
         9. Use TAB 9 - (Yellow Tab) For Per Diems Only

         Trip Authorization
         Travel Authorization section of the form must be fully completed, signed, and dated by the Traveler, Div/Sec/Ctr Head, and/or other designated Approvers.
         Original Travel Authorization Form and a Cost Estimate Sheet must be sent to the Travel Office prior to making travel plans.
         ***NEW*** Once your Conference Regulator has determined the applicable exclusion code and signed the TA as the Conference Regulator, key in the exclusion
         code on your saved TA and you will notice that the Voucher shows EXCLUSION (Upper Right corner).
         If the event is a Conference, the Voucher defaults to CONFERENCE (Upper Right corner).


         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.

         Local Lodging
         The respective Division/Section/Center Head and the Chief Financial Officer must approve trips to locations within 50 miles of the Laboratory that necessitate
         overnight lodging. Travel Authorization must include a clear justification for the need for local lodging. Approval must be obtained from the Chief Financial Officer
         prior to booking hotel reservations.

         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, a copy of the TA, 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 the approved
         Travel Authorization is submitted. Be sure to include payments owed to Fermilab.

         Questions related to reimbursement should be directed to Accounting: For Employees: Lori Funk (630) 840-3045; For Visitors/Users: Elena Farago-Trofimuk (630)
         840-6795. Manager: Heide Burns (630-840-2678).
         **** REMINDER **** For foreign travel, send a copy of the Directorate Approved TA. See pdf copy uploaded in FTMS, Section II, line 26 in the traveler record.

**NEW** Trip Cancellation: When cost is incurred on a cancelled trip, mark "X" in the box in section F of the voucher. Provide a brief reason for cancellation.
        This will generate a "TRIP CANCELLED" message at the bottom of the Voucher page.
        Send cancelled voucher to Accounting along with proper receipts and required documentation.

         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.
         Per diem amounts must be reduced to reflect meals that are provided during conference attendance. Reductions in per diem need to be communicated to the
         voucher preparer prior to seeking reimbursement.
         A written justification is required if per diem is claimed for meals provided.

         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 Accounting :
         For Employees: Lori Funk (630) 840-3045; For Visitors/Users: Elena Farago-Trofimuk (630) 840-6795. Manager: Heide Burns (630-840-2678).




        Date Printed 7/20/2011                                                                                                 BSS Travel                                                Last Updated 8/03/09
                                                     Travel Cost Estimate Sheet

   NAME                                        FERMI ID #                           FTMS#
                                                                                                              Costs                Comments

                                                                       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                   $                   -


   City                                          # Days                    x Rate                   $                   -

                                                                             Per Diem Total =       $                   -

          Click here for Conference Registration Fee Form Registration Fee>>>>>

                                                              OTHER        (please 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.



Date Printed 7/20/2011                                        BSS Travel                                                Last Updated 8/03/09
           For Travel Use Only                                                                                               For Acct Use Only


                                                  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 Stop                                                         Task Number
             Traveler's Email Address                                                         Travel Code
                           TA Preparer                                                  Expenditure Org
           Preparer's Phone | Email
    USER – Complete
   Address of Facility:

   Trip Purpose- If Conference:
     Please name conference
                                             Cost                                 Travel Advance
Travel Information                           Estimate                             Requested

     Departure Date>>>                                                             Return Date>>>
                Itinerary                           From: (City/Country)             To: (City/Country)                       Comments

       Itin 1     Date

       Itin 2     Date



    Car Rental and                     YES                                                                                                   Manual
     Justification
                                       NO                                                                                                   Automatic

Would you like the Travel Office to reserve your hotel?                    YES           NO        Enter FTR Max Lodging Rate>>

Will you be applying for a U.S. Visa while outside 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, 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:


     Number of Personal Days
        (all unofficial travel days)               From Date                        To Date                                  Destination



                                                         Traveler & Division Approvals (Type Names, then Print TA for Signatures & Dates)
                  Traveler Signature                                                                                   Date
                Supervisor Signature                                                                                   Date

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

                    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.




  Date Printed 7/20/2011                                                   BSS Travel                                                       Last Updated 8/03/09
                                                                                                                                                                                                      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 Stop                                                Mailstop>                                              Task Number
                  Traveler's Email Address                                                                                                        Travel Code
                                TA Preparer                                                                                                  Expenditure Org
                  Preparer's Phone | Email
                                                                                                                                                                                                              CONFERENCE
       If USER–Complete Address of Facility:
     Trip Purpose - If Conference:
       Please name conference

                                                                    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 TA (Tab 1)                                                                                                                                                   Acct

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

 1)

 2)

Comments:                                                                                                                                                                               Totals>>

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

                                                                                             x                       =                                      x             -         =

                                                                                             x                       =                                      x             -         =

                                                                                             x                       =                                      x             -         =
Comments:                                                                            (For Limo Add Day (1) x Limo Rate)                                                                 Totals>>

C.     Per Diem                        Domestic M&IE Breakdown                                         Foreign M&IE Breakdown                                          Per Diem Website

       From Dates               To Dates                                  City                                                          Total Days                     Rate/Day                           Amount

 1)                                                                                                                                                         x                                   =

 2)                                                                                                                                                         x                                   =

Comments:                                                                                                                                 Total is Minus (-) Meals Provided             Totals>>


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

         Itinerary #

         Itinerary #

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


E.     Lodging - Enter Total Amount per Hotel and # of Days - Rate/day is Calculated Including Tax
                                                                                                                                                                                                        Enter Total
       Date-From                 Date-To          City/State/Country                                 FTR Max. Rate                   Total Nights               Rate/Night (incl tax)                    Amount

 1)                                                                                                                                                         x             -                     =

 2)                                                                                                                                                         x             -                     =

Comments:                                                                                                                                                                                 Totals>>

F.     Other Expenses

       Taxis/Parking/Tolls

       Official Phone Calls (Split from Hotel Bill)

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

       Baggage Fees

       Misc (Explain)

        Put X in box if trip is cancelled                                 If costs were incurred, provide reason for cancellation here.                                                   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 By Host                                                                                               Auto calculates-Payee>           DUE TRAVELER

I CERTIFY THAT THE ABOVE INFORMATION IS CORRECT :                   _________________________________________________                                               Date _______________                        (Acct Use Only)
                                                                                                     Employee/Traveler                                                                                Processed By:

Designated Approver: ___________________________________________________ ID#______________ Date: _____________
                                                                                                                                                                                                      Date:
Designated Approver: ___________________________________________________ ID#______________ Date:______________




      Date Printed 7/20/2011                                                                                                 BSS Travel                                                                                       Last Updated 8/03/09
            For Travel Use Only                                                                                                For Acct Use Only

                                                     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 Stop                                                               Task Number
                Traveler's Email Address                                                            Travel Code
                        TA Preparer                                                             Expenditure Org
           Preparer's Phone | Email
   USER – Complete
  Address of Facility:
   Trip Purpose- If Conference:
     Please name conference
                                            Cost                                       Travel Advance
Travel Information                          Estimate                                     Requested

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

   Car Rental and                 YES                                                                                                        Manual
    Justification                 NO                                                                                                         Automatic

Would you like the Travel Office to reserve your hotel?                       YES          NO        Enter FTR Max 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:
Not applicable
     Number of Personal Days
         (all unofficial travel days)               From Date                          To Date                                  Destination



                                                            Traveler & Division Approvals (Type Names, then Print TA for Signatures & Dates)
                    Traveler Signature                                                                                         Date
                 Supervisor Signature                                                                                          Date

      Div/Sec/Ctr Head Signature                                                                                               Date
        Funding Officer Signature                                                                                              Date
                     Does this trip meet the definition                                                                        Excl.
                                                                                       YES               NO                    Code
                  of a “Conference” per DOE O 110.3A ?

                          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.




       Date Printed 7/20/2011                                                 BSS Travel                                                      Last Updated 8/03/09
                                                                                                                                                                                                             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 Stop                                                                                                        Task Number
                     Traveler's Email Address                                                                                                         Travel Code
                                  TA Preparer                                                                                                     Expenditure Org
                     Preparer's Phone | Email
                                                                                                                                                                                                                    CONFERENCE
         If USER–Complete Address of Facility:
Trip Purpose-If Conference:             Please
          name conference
                                                                        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 TA (Tab 3)

      Depart Date           From City                                   To: City, State, Country                                                                                                               Amount                       Acct
 1)
 2)
 3)
 4)
 5)
 6)
Comments:                                                                                                                                                                                     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
 1)                                                                                              x                       =                                    x               -           =
 2)                                                                                              x                       =                                    x               -           =
 3)                                                                                              x                       =                                    x               -           =
 4)                                                                                              x                       =                                    x               -           =
Comments:                                                                             (For Limo One-way add 1 x Limo Rate)                                                                    Totals>>
C. Per Diem                             Domestic M&IE Breakdown                                                                 Foreign M&IE Breakdown                                            Per Diem Website
                                                                                                                                                                                                 Per Diem Website
    Date-From                   Date-To                                                        City                                      Total Days                        Rate/Day                            Amount
 1)                                                                                                                                                           x                                    =
 2)                                                                                                                                                           x                                    =
 3)                                                                                                                                                           x                                    =
 4)                                                                                                                                                           x                                    =
 5)                                                                                                                                                           x                                    =
 6)                                                                                                                                                           x                                    =
Comments:                                                                                                                                 Total is Minus (-) Meals Provided                   Totals>>
D.    Meals provided          Qty Breakfast              Cost $                        Total                 Qty Lunch         Cost $       Total         Qty Dinner        Cost $               Total        Sub Total
     Itinerary #
     Itinerary #
     Itinerary #
Meal Totals>>                       <<<<<<<<<<<<<< Charges automatically 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          -                                                                           =
Comments:                                                                                                                                                                                      Totals>>
F. Other Expenses
      Taxis/Parking/Tolls
      Official Phone Calls (Split from Hotel Bill)
      Gas Charges for Car Rental:
      Registration Fee Paid By:                  Traveler           Fermi Check/Wire Transfer*                               Fermilab Procard*           Non DOE Funding            N/A

      Baggage Fees
      Misc (Explain)
        Put X in box if trip is cancelled                                      If costs were incurred, provide reason for cancellation here.                                                   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 By Host                           $                            -                                          Auto calculates-Payee>          DUE TRAVELER


I CERTIFY THAT THE ABOVE INFORMATION IS CORRECT:_________                                 ________________________________________________                              Date _________________
                                                                                                                         Employee/Traveler                                                                                (Acct Use Only)
                                                                                                                                                                                                           Processed By:
Designated Approver: ___________________________________________________ ID#______________ Date: __________________
                                                                                                                                                                                                           Date:
Designated Approver: ___________________________________________________ ID#______________ Date: __________________




       Date Printed 7/20/2011                                                                                     BSS Travel                                                                                       Last Updated 8/03/09
                                    Travel Cost Estimate Sheet
NAME                                 FERMI ID #                        FTMS#
                                                                                                            Costs                     Comments
                                                                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                             $                     -

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                             $                     -

City                                  # Days                  x Rate                             $                     -

City                                  # Days                  x Rate                             $                     -

City                                  # Days                  x Rate                             $                     -

City                                  # Days                  x Rate                             $                     -

                                                                     Per Diem Total =            $                     -
 Click here for Conference Registration Fee Form    Registration Fee>>>>>
                                                    OTHER        (please identify)>>>

       Subtotal: Ground Transportation, Hotel, Per Diem, Reg. Fee, other                         $                     -
                                                         Airfare Only >>>                        $                     -
                                                               TOTAL ESTIMATE                    $                    -
*Hotel and Per Diem allowances vary by city. For current rates check the GSA Website at:             (Including Airfare)
 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.




Date Printed 7/20/2011                                           BSS Travel                                                    Last Updated 8/03/09
                   For Travel Use Only                                                                                                                                                          For Acct Use Only

                                                                                         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
USER – Complete Address of Facility:


 Trip Purpose- If Conference: Please
          name conference

                                                            Total
Travel Information                                          Cost Est.                                                                Travel Advance Requested

             Departure Date>>>                                                                                                            Return Date>>>
                       Itinerary                                               From: (City/Country)                                          To: (City/Country)                                   Comments

      Itin 1     Date

      Itin 2     Date

      Itin 3     Date

      Itin 4     Date

      Itin 5     Date

      Itin 6     Date

      Itin 7     Date

      Itin 8     Date

      Itin 9     Date

    Itin 10      Date

    Itin 11      Date

    Itin 12      Date
                                  YES                                                                                                                                                                      Manual
   Car Rental and
                                  NO                        Travler needs car to go to site s where public transportation is not available                                                                 Automatic
    Justification

Would you like the Travel Office to reserve your hotel?                                                                        YES                          NO            FTR Maximum 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: ______________________________________________________________
                                                                                                                * YES                         NO                                   Partially
Will Trip Be Reimbursed by Another Organization?                                                                                                                                                       $

*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:

             Number of Personal Days
                (all unofficial travel days)                                From Date                                                    To Date                                                 Destination




                                                                                  Traveler & Division Approvals                                (Type Names, then Print TA for Signatures & Dates)

                                  Traveler Signature                                                                                                                                           Date

                              Supervisor Signature                                                                                                                                             Date

                    Div/Sec/Ctr Head Signature                                                                                                                                                 Date

                       Funding Officer Signature                                                                                                                                               Date

                                                                                      Conference Regulator/Directorate Approvals
                                      Does this trip meet the definition
                                                                                                                                  YES                 NO
                                   of a “Conference” per DOE O 110.3A ?                                                                                                              Excl. 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.




            Date Printed 7/20/2011                                                                                                      BSS Travel                                                                     Last Updated 8/03/09
                                                                                                                                                                              For Accounting 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 Stop                                                                                Task Number
                       Traveler's Email Address                                                                                  Travel Code
                                     TA Preparer                                                                          Expenditure Org
                      Preparer's Phone | Email
                                                                                                                                                                                               CONFERENCE
           If USER–Complete Address of Facility:

Trip Purpose-If Conference:              Please
          name conference


     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 TA (Tab 5)

        Depart Date           From City                                To: City, State, Country                                                                                        Amount                        Acct
  1)
  2)
  3)
  4)
  5)
  6)
  7)
  8)
  9)
 10)
 11)
 12)
Comments:                                                                                                                                                              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                        Domestic M&IE Breakdown                                              Foreign M&IE Breakdown                                         Per Diem Website
        Date-From                 Date-To                                            City                              Total Days                     Rate/Day                         Amount
  1)                                                                                                                                     x                                  =
  2)                                                                                                                                     x                                  =
  3)                                                                                                                                     x                                  =
  4)                                                                                                                                     x                                  =
  5)                                                                                                                                     x                                  =
  6)                                                                                                                                     x                                  =
  7)                                                                                                                                     x                                  =
  8)                                                                                                                                     x                                  =
  9)                                                                                                                                     x                                  =
 10)                                                                                                                                     x                                  =
 11)                                                                                                                                     x                                  =
 12)                                                                                                                                     x                                  =
Comments:                                                                                                              Total is Minus (-) Meals Provided               Totals>>
D.    Meals provided    Qty Breakfast    Cost $       Subtotal      Qty Lunch    Cost $    Subtotal Qty Dinner     Cost $      Sub total                                                   Total
           Itinerary #
           Itinerary #
           Itinerary #
Meal 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          -             =
   7)                                                                                                    x          -             =
   8)                                                                                                    x          -             =
   9)                                                                                                    x          -             =
 10)                                                                                                     x          -             =
 11)                                                                                                     x          -             =
 12)                                                                                                     x          -             =
Comments:                                                                                                                                                               Totals>>
F.   Other Expenses
        Taxis/Parking/Tolls
        Official Phone Calls (Split from Hotel Bill)
        Gas Charges for Car Rental:
        Registration Fee Paid By:               Traveler             Fermi Check/Wire Transfer*           Fermilab Procard*         Non DOE Funding          N/A

        Baggage Fees
        Misc (Explain)
        Misc (Explain)
     Put X in box if trip is cancelled                                If costs were incurred, provide reason for cancellation here.                                     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
Funds Reimbursable By HostBy Host                                                                          Auto calculates-Payee>       DUE TRAVELER

I CERTIFY THAT THE ABOVE INFORMATION IS CORRECT: _____________ ______________________________________                                              Date ___________
                                                                                                          Employee/Traveler                                                                        (Acct Use Only)
                                                                                                                                                                                   Processed By:
Designated Approver: ___________________________________________________ ID#______________ Date: __________________
                                                                                                                                                                                   Date:
Designated Approver: ___________________________________________________ ID#______________ Date: __________________




            Date Printed 7/20/2011                                                                                                              BSS Travel                                                                  Last Updated 8/03/09
            For Travel Use Only                                                                                                           For Acct Use Only

                                                            FERMI NATIONAL ACCELERATOR LABORATORY
                                                                         LOCAL TRAVEL
                                                                 Travel Authorization For Lodging

                                                                                                                            Date:
Employee Information
                       Traveler Name                                                                 Div/Sec/Dept/Ctr

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

         Traveler's Phone/Mail Stop                                                                       Task Number

               Traveler's Email Address                                                                    Travel Code

                          TA Preparer                                                                 Expenditure Org
           Preparer's Phone | Email
USER – Complete Address
       of Facility:
      Trip Purpose - If
  Conference: Please name
         conference
                                            Total
Travel Information                          Cost Est.                                       Travel Advance Requested


      Departure Date>>>                                                                     Return Date>>>
                Itinerary                                From: City/State                         To: City/State                             Comments

        Date

        Date

                              Provide proper explanation for the need of local lodging for CFO approval purposes.




                                   YES                                                                                                                    Manual
     Car Rental and
      Justification                NO                                                                                                                     Automatic



Would you like the Travel Office to reserve your hotel?                       YES            NO            Enter FTR Max Lodging Rate>>


Will Trip Be Reimbursed by Another Organization?                               YES           NO                      *PARTIALLY
*If yes, 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:


                                                                       Traveler & Division Approvals (Type Names, then Print TA for Signatures & Dates)

                   Traveler Signature                                                                                                 Date

                Supervisor Signature                                                                                                  Date

      Div/Sec/Ctr Head Signature                                                                                                      Date

        Funding Officer Signature                                                                                                     Date

  Chief Financial Officer Signature                                                                                                   Date
                                                        Conference Regulator/Directorate Approvals
                      Does this trip meet the definition                                     YES            NO
                   of a “Conference” per DOE O 110.3A ?                                                                             Excl. Code

                      Division Conference Regulator Signature
                                                                                                                                      Date
                                                 Completed original TA is required for Travel Office to book Reservations




        Date Printed 7/20/2011                                                             BSS Travel                                                                 Last Updated 8/03/09
                                                                                                                                                                                    For Acct Use Only
                                                                          FERMI NATIONAL ACCELERATOR LABORATORY
                                                                              Travel Expense Voucher-LOCALTravel Only
                                                                                         (50 Miles) or Less)
                                                                                                                                                                       Date:

Employee Info                                                                                                                                                                                    Acct Notes

Traveler Name                                                                                                           Div/Sec/Ctr/Dept.
       Traveler ID# (incl. (V or N)                                                                                       Project Number
        Traveler's Phone/Mail Stop                                         Mailstop                                         Task Number
          Traveler's Email Address                                                                                            Travel Code
                       TA Preparer                                                                                       Expenditure Org
          Preparer's Phone | Email
                                                                                                                                                                                            CONFERENCE
       If USER–Complete Address of Facility:
 Trip Purpose- If Conference:
   Please name conference
                                                             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.     Private Auto/Limo/ Other Transport                                                                                                                                                                      Acct
                                                                             Private Car/Limo                                                 Rental Car

                                                                Act.                      Mileage        SubTotal          Total                     Rate/Day
           Date                From City          To City    Miles/Day                     Rate          Mileage           Days                      (incl tax) = Sub total Total Amount

                                                                               x                     =                                    x              -         =

                                                                               x                     =                                    x              -         =

                                                                               x                     =                                    x              -         =
Comments:                                                           (For Limo Add Day (1) x Limo Rate)                                                                 Totals>>
B.     Per Diem                      Domestic M&IE Breakdown                                        Per Diem Website
       From Dates              To Dates                         City                                                    Total Days                   Rate/Day                          Amount
 1)                                                                                                                                       x                                    =
 2)                                                                                                                                       x                                    =

Comments:                                                                                                                Total is Minus (-) Meals Provided             Totals>>
   Meals                          Qty                                                                                                  Qty
C. provided                    Breakfast         Cost $           Subtotal                Qty Lunch        Cost $        Subtotal Dinner            Cost $              Sub total        Total
        Itinerary #
        Itinerary #
Meal Totals>>                                                <<<<<<<<<<<<<<                   Charges automatically deducted from Per Diem <<<<<<<<<<<<<<


D. Lodging - Enter Total Amount per Hotel and # of Days - Rate/day is Calculated Including Tax
                                                                                                                                                                                     Enter Total
       Date-From               Date-To          City/State/Country                 FTR Max. Rate                        Total Nights       Rate/Night (incl tax)                      Amount

 1)                                                                                                                                       x              -                     =

 2)                                                                                                                                       x              -                     =
Comments:                                                                                                                                                              Totals>>
E.     Other Expenses
       Taxis/Parking/Tolls
       Official Phone Calls (Split from Hotel Bill)
       Gas Charges for Car Rental:
       Registration Fee Paid By:               Traveler      Fermi Check/Wire Transfer*             Fermilab Procard*              Non DOE Funding           N/A

       Misc (Explain)
       Misc (Explain)
     Put X in box if trip is cancelled                            If costs were incurred, provide reason for cancellation here.                                         Totals>>

       Deductions for Personal Use of Items Paid by Fermilab:
F.     Total Charges……………………………………………………………………………………………………………………………………………………….

Cash Advance-added from TA                       $                   -                                   Total Advances; Pre-paid Charges, Host Reimbursable
Prepaid Charges-FNAL*                            $                   -
Funds Reimbursable By Host                       $                   -                                   Auto calculates-Payee>         DUE TRAVELER

                                                     _________________________________________________ Date _______________
I CERTIFY THAT THE ABOVE INFORMATION IS CORRECT:_________                                                                                                                                    (Acct Use Only)
                                                                        Employee/Traveler                                                                                           Processed By:

Designated Approver: ___________________________________________________ ID#______________ Date: _______________
                                                                                                                                                                                    Date:
Designated Approver: ___________________________________________________ ID#______________ Date: _______________




      Date Printed 7/20/2011                                                                              BSS Travel                                                                                Last Updated 8/03/09
                                                                                                                                                                                                                   For Acct Use Only
                                                                             FERMI NATIONAL ACCELERATOR LABORATORY
                                                                                     Per Diem Expense Voucher

                                                                                                                                                                                          Date:

 Employee Info                                                       Travel Authorization is Not Required For Per Diems Only                                                                                                   Acct Notes


         Traveler Name                                                                                                                  Div/Sec/Ctr/Dept.

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

                    Traveler's Phone/Mail Stop                                                                                              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
                                                                                                                                  Add *Star to items in the Asterisk column that are charged to Fermilab
 Departure Date                                         Return Date
A.    Air Travel

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

1)

2)

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

                                                                                         x                  =                                                 x             -         =

                                                                                         x                  =                                                 x             -         =

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

C. Per Diem                                            Domestic M&IE Breakdown                                        Foreign M&IE Breakdown                                                          Per Diem Website

      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 $           Subtotal                Qty Lunch          Cost $            Subtotal      Qty Dinner          Cost $            Sub total                 Total

           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             -                     =

                                                                                                                                                                                           Totals>>
F.    Other Expenses

      Taxis/Parking/Tolls

      Official Phone Calls (Split from Hotel Bill)
      Gas Charges for Car Rental:
      Registration Fee Paid By:                      Fermilab         Fermi Check/Wire Transfer*            Fermilab Procard*               Non DOE Funding                     N/A


      Baggage Fees

      Misc (Explain)
                                                                                                                                                                                           Totals>>

      Deductions for Personal Use of Items Paid by Fermilab:

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

Cash Advance                                          $                          -                       Total Advances, Pre-paid Charges, Host Reimbursable

Prepaid Charges-FNAL*                                 $                          -

Funds Reimbursable By Host                                                                               Auto calculates-Payee>                    DUE TRAVELER


                                                                       ________________________________________________
I CERTIFY THAT THE ABOVE INFORMATION IS CORRECT:________________________                                                                                              Date _________________
                                                                                         Employee/Traveler                                                                                                                      (Acct Use Only)
                                                                                                                                                                                                           Processed By:
Designated Approver: ___________________________________________________ ID#______________ Date: __________________
                                                                                                                                                                                                           Date:


Designated Approver: ___________________________________________________ ID#______________ Date: __________________




         Date Printed 7/20/2011                                                                                           BSS Travel                                                                                                          Last Updated 8/03/09

				
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