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Travel Authorization Form_Expense Voucher _ Cost Estimate

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					                                                                              PROCEDURES FOR USING FERMILAB TRAVEL AUTHORIZATION FORM
                                                                                               AND EXPENSE VOUCHER


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 ( Light 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 transfer to the Travel Voucher (TAB 2)
5. For Multiple Itineraries use TABS 3 (Light Pink) & 4. Dark Pink (Must be Used Concurrently)
6. Use Extended Cost Sheet (Dark Green) for trips with 6 or more Itineraries.
7. Use TAB 5 & 6 (Lilac & Purple Tabs) for LOCAL Travel Only (Must be Used Concurrently)
8. Use TAB 7 - (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.

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 29 in the traveler record.


***NEW*** For Trips Less Than 24 Hours Duration - For Accounting purposes new fields have been added to put the Start and End time of the trips.
These fields are located in the all vouchers except Tab 4 Extended.




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, 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 7/26/2011                                                                                                    BSS Travel Procedure                                                                                             Last Updated 07/01/11
                                                             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 $          $              -
   >>>>>>>




             Lodging*

             City                                        # Nights                   x Rate                     $              -

             City                                        # Nights                   x Rate                     $              -

             City                                        # Nights                   x Rate                     $              -
   Diem




             City                                        # Nights                   x Rate                     $              -

             City                                        # Nights                   x Rate                     $              -



                                                                                             Hotel Total =     $              -
   Per




             M&IE

             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 7/26/2011                                              BSS Travel Cost Estimate                                         Last Updated 07/01/11
               For Travel Use Only                                                                                                                                 For Acct Use Only
     Date                   Reviewed By:
                                                                    FERMI NATIONAL ACCELERATOR LABORATORY
                                                                            Travel Authorization Form
                                                                                                                                           Date:

Employee Information                                FNAL# >                                                                 FTMS # >
                                 Traveler Name                                                                          Div/Sec/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:
                                                                                                                                                                                       If Conference:
      Trip Purpose- If Conference:                                                                                                                                                     Traveler's Role
   Name of Conference in Full & Title of
         Paper or Presentation

            (Max. 575 characters & spaces)


                                                                                                   1st                                     2nd
                                                    Total Cost                                     Conf                                    Conf                         Travel
Travel Information                                  Est.                                           Cost                                    Cost                         Adv.

            Departure Date>>>                                                                           Return Date>>>
                                                                                                                                                                                         Additional Conf.
                    Itinerary                                 From: (City/Country)                         To: (City/Country)                                Comments                         Costs

      Itin 1 Date
      Itin 2 Date
      Itin 3 Date
      Itin 4 Date
       Car Rental                       YES                                                                                                                                                  Manual
     and Justification                  NO                                                                                                                                                  Automatic
                                                                                                   YES                 NO                          Enter FTR Max Lodging Rate>>
Would you like the Travel Office to reserve your hotel?
Will you be applying for a U.S. Visa while outside 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, 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, Regulator, & Supervisor Review and Approval                                          ( Type Name, and Print TA for Signatures & Dates)

               Foreign Travel-Based on DOE Guidelines - Is this trip submitted LATE? (Less than 30 days before departure)?                                                             YES               NO

                             ForeignTravel: Trips submitted late will be taken into consideration with no guarantee of approval.
     In accordance with DOE and FRA requirements, all Fermilab authors submitting paper(s) should request a CONF number from Fermilab's Technical Publications and
                                                Submission System. Contact techpubs@fnal.gov for more information.

                         Traveler Signature                                                                                                                               Date

                     Supervisor Signature                                                                                                                                 Date
                                                                                                                              Excl.
                                                           YES                NO                 N/A or USER
    Conference Regulator Approval                                                                                           Code >>


   Conference Regulator Signature                                                                                                                                         Date
                                                                 Division & Directorate Review and Approvals                                       (Type Names, and Print TA for Signatures & Dates)

             Funding Officer Signature                                                                                                                                    Date

                  Div/Sec/Ctr Signature                                                                                                                                   Date
(Directorate Authorized)
Foreign Travel Signature                                                                                                                                                  Date
                                                      Send the completed original TA and Cost Estimate to Travel Office for Reservations and Cash Advance.




Date Printed 7/26/2011                                                                         BSS Travel TAB 1-TA                                                                               Last Updated 07/01/11
                                                                                                                                                                                                                                                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                                                    MS                                                                    Task Number
                              Traveler's Email Address                                                                                                                         Travel Code
                                           TA Preparer                                                                                                                  Expenditure Org
                              Preparer's Phone | Email
                                                                                                                                                                                                                                                         CONFERENCE
If USER–Complete Address of Facility
                                                                                                                                                                                                                                                         If Conference:
                    Trip Purpose:
                                                                                                                                                                                                                                                         Traveler's Role
                (automatically copied
                   from Tab 1-TA)


                                                                                         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)

 3)

 4)

Comments:                                                                                                                                                                                                            Totals>>

B.    Ground Transportation                                                                                   Private Car and/or Limo                                                          Rental Car                                       Totals
                                                                                             Act.                      Mileage                        SubTotal                                     Rate/Day
              Date                       From City                       To City          Miles/Day                     Rate                          Mileage          Total Days                  (incl tax)   =       Sub total          Total Amount

 1)                                                                                                           x                           =                                              x             -        =

 2)                                                                                                           x                           =                                              x             -        =

 3)                                                                                                           x                           =                                              x             -        =

 4)                                                                                                           x                           =                                              x             -        =
                                                                                                              (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                                FOR TRIPS <24 HOURS IN DURATION                         Total Days                  Rate/Day                                     Amount

 1)                                                                                                     Enter                        Enter                                               x                                 =
                                                                                                        Depart                       Return
 2)                                                                                                                                                                                      x                                 =
                                                                                                        Time>>>                      Time>>>
 3)                                                                                                                                                                                      x                                 =
 4)                                                                                                                                                                                      x                                 =

Comments:                                                                                                                                                                                                            Totals>>

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

                Itinerary #

                Itinerary #

                Itinerary #

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

Comments:
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)                      Enter Total Amount

 1)                                                                                                                                                                                      x                 -                =

 2)                                                                                                                                                                                      x                 -                =

 3)                                                                                                                                                                                      x                 -                =

 4)                                                                                                                                                                                      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)
                                                                                         If costs were incurred, provide reason for
      Put X in this box if trip is cancelled >>>                                         cancellation here.                                                                                                            Totals>>

      Deductions for Personal Use of Items Paid by Fermi:>

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                                                                                  Processed By:


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

Designated Approver: ___________________________________________________ ID#______________ Date:______________




Deduction for the balance due to lab from previous trip (ending date:____________ ) V# ___________Amount: ___________




Date Printed 7/26/2011                                                                                                                              BSS Travel TAB 2-Voucher                                                                                                      Last Updated 07/01/11
                                           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                   $                 -
   Diem




             City                                 # Nights                  x Rate                   $                 -
             City                                 # Nights                  x Rate                   $                 -
                                                                                  Hotel Total =      $                -
             M&IE
             City                                 # Days                    x Rate                   $                 -
   Per




             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 7/26/2011                                     BSS Travel Cost Est_Extended                                         Last Updated 07/01/11
           For Travel Use Only                                                                                                                      For Acct Use Only
    Date             Reviewed By:
                                                               FERMI NATIONAL ACCELERATOR LABORATORY
                                                                       Travel Authorization Form
                                                                                                                                       Date:

Employee Information                                     FNAL# >                                              FTMS #>
                  Traveler Name                                                                             Div/Sec/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 –Address of Facility:
   Trip Purpose- If Conference:                                                                                                                                          If Conference:
 Name of Conference in Full & Title of                                                                                                                                   Traveler's Role
       Paper or Presentation

       (Max. 575 characters & spaces)

                                                                                            1st                               2nd
                                                                                            Conf                              Conf                       Travel
Travel Information                            Total Cost Est.                               Cost                              Cost                       Adv.
                  Departure Date>>                                                                 Return Date>>
                                                                                                                                                                              Add'l Conf.
                Itinerary                               From: (City/Country)                       To: (City/Country)                      Comments                             Costs
       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
  Car Rental and                    YES                                                                                                                                        Manual
   Justification                   NO                                                                                                                                          Automatic

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


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


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




                                                               Traveler, Regulator & Supervisor Review and Approval                             (Type Name, and Print TA for Signatures & Dates)

Foreign Travel-Based on DOE Guidelines - Is this trip submitted LATE? (Less than 30 days before departure)?                                                   YES                 NO

                                 ForeignTravel: Trips submitted late will be taken into consideration with no guarantee of approval.
  In accordance with DOE and FRA requirements, all Fermilab authors submitting paper(s) should request a CONF number from Fermilab's Technical Publications and Submission System.
                                                                  Contact techpubs@fnal.gov for more information.


                     Traveler Signature                                                                                                                      Date

                 Supervisor Signature                                                                                                                        Date

    Conference Regulator Approval                       YES                 NO      N/A or USER           Exclusion Code >>>>


   Conference Regulator Signature                                                                                                                            Date
                                                                             Division & Directorate Review and Approvals                       (Type Names, and Print TA for Signatures & Dates)


           Funding Officer Signature                                                                                                                         Date

        Div/Sec/Ctr Head Signature                                                                                                                           Date

(Directorate Authorized)   Foreign Travel Signature                                                                                                          Date
                                             Send the completed original TA and Cost Estimate to Travel Office for Reservations and Cash Advance.




Date Printed 7/26/2011                                                                  BSS Travel Tab 3-TA-Ext                                                                         Last Updated 07/01/11
                                                                                                                                                                                                                                                                          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                                                                                                                                       Notes                                                                                   CONFERENCE
                                     User:Complete Address of Facility:
                                                                                                                                                                                                                                                                                                                          If Conference:
                          Trip Purpose-                                                                                                                                                                                                                                                                                   Traveler's Role
               (automatically copied from Tab 3- TA)
                                                                                                                                                                                                                                                                                                                 Session Chair


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

      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)
        7)
        8)
        9)
       10)
      Comments:                                                                                                                                                                                                                                      Totals>>
      B.     Private Auto/Limo/ Other Transport                                                                                  Private Car/Limo                                                                          Rental Car                                                      Totals
                                                                                                      Actual                     Mileage                                                                                 Rate/Day (incl
                         Date                         From City                     To City          Miles/Day                    Rate                   SubTotal Mileage              Total Days                             tax)                         Sub total                     Total Amt.

        1)                                                                                                               x                       =                                                            x                 -              =

        2)                                                                                                               x                       =                                                            x                 -              =

        3)                                                                                                               x                       =                                                            x                 -              =

        4)                                                                                                               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                                                 =

      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                 -                               =

      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 incurred, provide reason for cancellation>>                                                                                                                         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: __________________




      Deduction for the balance due to lab from previous trip (ending date:__________________________ ) V# _________________________Amount: ____________________




Date Printed 7/26/2011                                                                                                                                            BSS Travel TAB 4 -Voucher_Ext                                                                                                                                             Last Updated 07/01/11
                For Travel Use Only                                                                                                                              For Acct Use Only
     Date                   Reviewed By:
                                                                 FERMI NATIONAL ACCELERATOR LABORATORY
                                                                              LOCAL TRAVEL
                                                                       Travel Authorization For Lodging
                                                                                 (50 Miles or Less)
                                                                                                                                                                  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

                                                   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

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

 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:


             In accordance with DOE and FRA requirements, all Fermilab authors submitting paper(s) should request a CONF number from Fermilab's Technical Publications and Submission System.
                                                                             Contact techpubs@fnal.gov for more information.


                                                   Traveler, Regulator & Supervisor Review and Approval                              (Type Name, and Print TA for Signatures & Dates)


                              Traveler Signature                                                                                                                                Date

                            Supervisor Signature                                                                                                                                Date
                                                                                                                       Excl.
            Conference Regulator Approval                 YES              NO                     N/A or USER          Code >


          Conference Regulator Signature                                                                                                                                        Date
                                                                 Division & Directorate Review and Approvals                        (Type Names, and Print TA for Signatures & Dates)


                   Funding Officer Signature                                                                                                                                      Date


                Div/Sec/Ctr Head Signature                                                                                                                                        Date


 (Directorate Authorized)   Foreign Travel Signature                                                                                                                              Date


          Chief Financial Officer Signature                                                                                                                                       Date

                                             Send the completed original TA and Cost Estimate to Travel Office for Reservations and Cash Advance.




Date Printed 7/26/2011                                                             BSS Travel TAB 5-TA- LOCALTravel                                                                         Last Updated 07/01/11
                                                                                                                                                                                                              For Acct Use Only

                                                                                      FERMI NATIONAL ACCELERATOR LABORATORY
                                                                                         Travel Expense Voucher - LOCAL Travel 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 -
   Automatically copied from TA-
              Tab 5
                                                                     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                                   Rate/Day                               Total
              Date             From City                To City        Miles/Day                      Rate                  Mileage       Total Days                   (incl tax) = Sub 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
                                                                                                 FOR TRIPS <24 HOURS IN DURATION
         From Dates             To Dates                  City                                                                             Total Days                  Rate/Day                              Amount

    1)                                                                                                                                                         x                                  =
                                                                                        Enter                   Enter
                                                                                        Depart                  Return
    2)                                                                                                                                                         x                                  =
                                                                                        Time>>                  Time>>
   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 #
                                                                         Charges automatically deducted from Per Diem >>>>>>>>>                                                  Meal Totals>>


   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:

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

         Misc (Explain)

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




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

   Designated Approver: ___________________________________________________ ID#______________ Date: _______________


   Designated Approver: ___________________________________________________ ID#______________ Date: _______________




   Deduction for the balance due to lab from previous trip (ending date:__________ ) V# _________Amount: ___________




Date Printed 7/26/2011                                                                                         BSS Travel TAB 6-Voucher-LOCAL                                                                                                    Last Updated 07/01/11
                                                                                                                                                                                                                        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

     User: Complete Address of Facility:


                     Trip Purpose:

                                                                            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                                Totals
                                                                                Actual       Mileag                                   SubTotal           Total                      Rate/Day                              Total
               Date                   From City                To City       Mileage/Day     e Rate                                   Mileage            Days                       (incl tax)            Sub total     Amount

     1)                                                                                                  x                 =                                               x             -            =

     2)                                                                                                  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
                                                                                                                      FOR TRIPS <24 HOURS IN DURATION
           From Dates                 To Dates                           City                                                                                                      Total Days              Rate/Day     Amount
      1)                                                                                                     Enter                   Enter                                                            x
                                                                                                             Depart                  Return
      2)                                                                                                     Time>                   Time>                                                            x

                                                                                                                                                                                                          Totals>>

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

                Itinerary #

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

     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:>>>>>
                                                         Fermilab           Fermi Check/Wire Transfer*                  Fermilab Procard*                    Non DOE Funding                    N/A
     Registration Fee Paid By:

     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 Funds

     Prepaid Charges-FNAL*                               $                                  -

     Funds Reimbursable By Host                          $                                  -                              Auto calculates-Payee>                  DUE TRAVELER




                                                                ________________________________________________ Date _________________
     I CERTIFY THAT THE ABOVE INFORMATION IS CORRECT:________________________

                                                                                                                  Employee/Traveler                                                                                          (Acct Use Only)
                                                                                                                                                                                                                       Processed By:
     Designated Approver: ___________________________________________________ ID#______________ Date: __________________
                                                                                                                                                                                                                       Date:



     Designated Approver: ___________________________________________________ ID#______________ Date: __________________




     Deduction for the balance due to lab from previous trip (ending date:__________ ) V# ______________Amount: ________________




Date Printed 7/26/2011                                                                                                   BSS Travel TAB 7-Per Diem Voucher                                                                                              Last Updated 07/01/11

				
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