Institute for Gravitation and the CosmosTravel OverviewInstitute travel is subject to the policies and procedures set forth by Penn State University. Details of this policy are available at: www.travel.psu.edu/travelpolicy/overview.html. Travel reimbursed under research and federal grants may be subject to more restrictive guidelines. All travel approvals and reimbursements are processed through Randi Neshteruk or Kathy Smith. All travel arrangements must be purchased through a University approved source. Travel arrangements purchased using an outside vendor may not be reimbursed. The University has provided four options:
All four agencies provide a wide range of services and can assist you in confirming your flights, car rental and lodging reservations. Agents can also provide you with information on obtaining passports, visas and tourist cards. I need to make travel arrangements. Where do I start? Written approval from your faculty advisor must be submitted to either Kathy or Randi prior to confirming your arrangements. Include the reason for your travel, as well as an outlined itinerary. All flight arrangements must be made through a Penn State contracted agency. How do I pay for my airline tickets? Airline tickets purchased through an approved vendor may be direct billed to the department. Please be sure to let your agent know you are with Penn State and want to direct bill your air tickets. Once you have confirmed your reservations submit a final invoice including your complete travel itinerary and cost including service fees for approval and payment to either Kathy and Randi. Remember airline reservations are only valid for 24 hours and are not guaranteed until purchased. How do I pay for my other travel expenses? Only airline tickets can be direct-billed to the University at this time. Additional travel expenses must be paid by the traveler and reimbursed once travel is completed. I found a less expensive flight through an outside vendor. How can I purchase this ticket? In order to comply with the Penn State travel policy and ensure reimbursement, you must complete the following steps. Using Travelport, Penn State's air reservation system, recreate the exact itinerary you have found. Check the price with Travelport if it is priced the same you must purchase the ticket through Travelport. If the Travelport itinerary is still priced higher you must print the Travelport itinerary as comparison and proof that you could not find the same low fare for the exact same itinerary. You can then return to your original itinerary through the outside vendor and using your personal credit card you may purchase the ticket. You will then need to submit your Travelport comparison itinerary and your actual itinerary upon completion of your travel for reimbursement. My airfare will be reimbursed by a federal grant. Are there any additional restrictions? Yes, all those traveling on federal grants must comply with the Fly America Act which states that you must travel on a U.S. flag carrier for all international air travel when available. Non-compliance will result in a denial of your reimbursement request. Full details of the Fly America agreement are also available on the Travel Services web page. I am not a U.S. citizen. How do I verify what documentation is required for my travel? If you are a nonresident of the United States, it is essential that you inform Randi and contact International Scholar and Faculty Visa Services (ISFVS) at Penn State (865-0423) before traveling outside the U.S. Obtaining a valid passport and/or visa is the responsibility of the traveler. You may check the travel requirements with any of the contracted Travel Agencies or with country conciliates directly. Most airline tickets are non-refundable so please be sure you have met all travel requirements before purchasing your tickets. What do I need to know about booking a car or hotel? Hotel and car rental reservations may be confirmed directly through the vendor. Most hotels offer discounts to Penn State travelers, traveling on business. Please be sure to request a University discount when making your reservations. Car rental reservations must be made with National Rent a Car. The University contract offers special discount rates as well as additional insurance included at no extra cost. The corporate discount number for National is 5160279 and must be provided to the reservation agent at the time of booking. If National is unavailable you must provide written documentation explaining the reason for using an alternative company. What receipts do I need to ensure I am reimbursed for my travel costs?
An original receipt should be obtained for every reimbursable travel expense incurred. Common expenses such as taxis, tolls, parking, gas for rental car should be included along with your airfare and hotel receipts. A more detailed list of reimbursable expenses is available on the Travel Services web site. I have all the necessary receipts, now what? You must complete an employee travel worksheet reimbursement form. This form is available as a PDF at Employee Travel Reimbursement form The form is self-explanatory, if filled out on-line the calculations will be performed for you. The per-diem calculator is available to you on the Travel Services web site under "reimbursement rates". Please be sure to use the settlement calculators either CONUS for continental U.S. or OCONUS outside continental U.S. to estimate your per-diem reimbursement. I have completed the reimbursement form and calculated the per-diem due. How do I request reimbursement? A printed signed and dated copy of your travel reimbursement request form along with a copy of your per-diem calculation page including the correct destination and travel dates and all necessary receipts should be submitted to either Kathy or Randi for completion and submission. All receipts must be originals. How long do I have to submit my travel receipts? All travel reimbursements should be submitted within 14 days of your return for prompt processing. Receipts submitted after 120 days of your return may not be processed. How and when can I expect to receive my reimbursement? Most reimbursements are processed promptly and are direct deposited to your bank account on file with Penn State. Under normal circumstances reimbursements are received within 14 to 21 days of submission. In order to assure prompt processing of your request review the policies and be sure to include all the necessary documentation and receipts. |