If a particular travel situation is not addressed below, please contact the reimbursement or fellowship coordinator for clarification/approval before making arrangements. Thank you.
I. OBJECTIVE
Employees and non-employees will be reimbursed for the reasonable and necessary costs of travel incurred for Krell Institute business purposes using the rates and methods outlined below. Travelers are expected to use standard accommodations and services to the extent possible and will not be reimbursed for luxurious accommodations or unnecessary services. If the traveler participates in non-Krell work activities or takes vacation while on Krell travel status, the travel expenses will be prorated proportionately among the activities and reimbursement reduced appropriately.
II. TRAVEL GUIDELINES
1. Air
Airfare will be reimbursed at the actual cost charged by common carriers for coach-class service between the home and business-activity locations using usually traveled, commercial routes established by the airlines.
First or business class travel is prohibited under normal circumstances. Travelers will be required to submit comparison fares under certain circumstances (see #11 "Special Cases" below). The incremental cost of a non-stop flight, or flights with planned layovers, will not be reimbursed under normal circumstances if they exceed the comparison fares. Unless required by the timing of the business activity, travelers will not be expected to travel on Saturday in order to take advantage of lower airfares.
Travel and Transport Travel Agency Instructions for Fellows
Incoming, first-, second- and third-year fellows will be required to book their airfare reservations via Travel and Transport.
The reservation process is easy using Travel and Transport’s online reservation form or via their toll-free customer service line, 800-747-8182. Agents are available Monday through Friday, 8:00 a.m. - 5:00 p.m. central time. Be sure to completely fill out the form with your full name and date of birth as they appear on your government-issued ID (driver’s license or passport). To make the reservation process smoother and more efficient, the form also asks for seat preference, airline mileage numbers, preferred airport and airlines, etc.
Incoming, first-, second- and third-year fellows will be required to book their airfare reservations via Travel and Transport.
The reservation process is easy using Travel and Transport’s online reservation form or via their toll-free customer service line, 800-747-8182. Agents are available Monday through Friday, 8:00 a.m. - 5:00 p.m. central time. Be sure to completely fill out the form with your full name and date of birth as they appear on your government-issued ID (driver’s license or passport). To make the reservation process smoother and more efficient, the form also asks for seat preference, airline mileage numbers, preferred airport and airlines, etc.
After submitting your request, you can expect a prompt response from a travel agent with suggested itineraries. The Krell Institute’s meeting and reimbursement coordinators will be copied on these reservations and will verify they follow the aforementioned guidelines.
2. Drive Rather Than Fly
A traveler may choose to drive rather than fly for a business activity. Refer to #11 "Special Cases" for details.
3. Mileage Reimbursement
Mileage will be reimbursed at the federal mileage rate. Highway use tolls and parking will be reimbursed separately.
4. Rail or Bus
Rail or bus travel will be reimbursed based on actual, reasonable costs for coach-class service. First or business class service will not be reimbursed under normal circumstances.
Travel and Transport Travel Agency Instructions for Fellows
Incoming, first-, second- and third-year fellows will be required to book their train or bus reservations via Travel and Transport.
The reservation process is easy using Travel and Transport’s online reservation form or via their toll-free customer service line, 800-747-8182. Agents are available Monday through Friday, 8:00 a.m. - 5:00 p.m. central time. Be sure to completely fill out the form with your full name and date of birth as they appear on your government-issued ID (driver’s license or passport).
Incoming, first-, second- and third-year fellows will be required to book their train or bus reservations via Travel and Transport.
The reservation process is easy using Travel and Transport’s online reservation form or via their toll-free customer service line, 800-747-8182. Agents are available Monday through Friday, 8:00 a.m. - 5:00 p.m. central time. Be sure to completely fill out the form with your full name and date of birth as they appear on your government-issued ID (driver’s license or passport).
After submitting your request, you can expect a prompt response from a travel agent with suggested itineraries. The Krell Institute’s meeting and reimbursement coordinators will be copied on these reservations and will verify they follow the aforementioned guidelines.
5. To and From Airport Travel
Travelers will be reimbursed for roundtrip mileage to and from the airport and may be reimbursed for two roundtrips if they elect not to park a car at the airport while traveling.
6. Phone/Internet Service
Business-required phone calls and internet service fee costs will be reimbursed.
7. Lodging
All hotel rooms will be single rooms unless otherwise requested. The Krell Institute will direct bill single room and tax only. Krell will not be responsible for penalties due to early check out or failure to cancel. Any charges over single room and tax will be the responsibility of the occupant — in this case, fellows, alumni, practicum coordinators, invited guests, speakers, academic advisors and steering committee members.
8. Per Diem
Meals and incidental expenses will be reimbursed using the federal Meals & Incidental Expenses (M&IE) per diem rates established by the U.S. General Services Administration (GSA). Full-day per diem will be paid for travel beginning before 8:00 a.m. and extending past 6:00 p.m. Partial days will be reimbursed based on being in travel status during breakfast (8:00 a.m.), lunch (12:00 p.m.) or dinner (6:00 p.m.). Travelers will not be paid full per diem when meals are provided by third parties or included in the event fee. Other per diem rates may be used if required by the funding source or program manager.
9. Ground Transportation
See Travel Planning page on the 2014 program review website.
10. Parking
Airport, hotel, and other commercial parking charges will be reimbursed in full if required and incurred as part of event-related travel. Parking will not be reimbursed for any days taken as vacation or personal time.
Travelers should contact Krell for pre-approval of travel arrangements in any of the following special cases:
-
First Class/Direct Flights
The Krell Institute will not reimburse travelers for the additional costs of first class airfare under normal circumstances. The cost of direct flights will be reimbursed if the traveler submits documentation showing that the cost of the direct flight was the same or less than non-direct service. -
Drive Rather Than Fly
A traveler may choose to drive rather than fly for a business activity. If a traveler chooses to drive, the total cost of travel by car (including mileage, meals, lodging, tolls, parking, etc.) will be compared to the cost of travel by airplane and reimbursement will be limited to the lower of the two costs. Saturday night stay airfare savings will be used in the calculation if the activity would have required a Saturday night stay. En route lodging will be reimbursed if the distance driven is 500 miles or more per day. -
Planned Layover
Any planned travel which includes an intentional layover (or intermediate stay) must be submitted to the Krell Institute in advance for review and approval. -
Point-to-Point Travel
Any travel which is not point to point should be submitted to the Krell Institute in advance for review and approval. -
Foreign Travel/Foreign Air Carriers
Travelers will be required to follow the Federal Travel Regulation (FTR) regarding the use of U.S. air carriers for international travel. Travelers must have their foreign travel pre-approved by the Krell Institute in order to be reimbursed. -
Saturday Night Stay
Saturday night stays frequently reduce airfare costs but cause hotel, per diem, and other costs to increase. The traveler may choose to include a Saturday night stay if the total cost, including lodging and per diem, does not exceed what the total cost would have been without a Saturday stay. It is the responsibility of the traveler to document this cost savings. A Saturday night stay may be required under special circumstance due to the timing or location of the business activity or because of budgetary constraints.
12. Baggage Fees
The Krell Institute will reimburse for one checked bag per flight. A fee for a second or additional personal checked bag will not be reimbursed under normal circumstances. If equipment/materials for the meeting are checked as baggage rather than being shipped prior to the meeting, the fee for this will also be covered. If special circumstances require the traveler to have more than one personal checked bag, the traveler will need to notify the reimbursement coordinator and provide appropriate supporting documentation.
III. NON-REUMBURSABLE TRAVEL COSTS
The following costs are generally not reimbursable. If the charges were incurred as a result of special circumstances and the traveler submits an explanation of the charges and request for reimbursement, the Krell Institute will consider the request.
- Flight Change/Cancellation Fees
- Extra Baggage Fees
- Hotel Early Departure Fees
IV. RECEIPT REQUIREMENTS
Reimbursement requests must be supported by appropriate receipts. Original receipts are preferred but copies of electronic documents will also be accepted. The following are required for reimbursement:
- Airfare/Train Fare: original passenger receipt, or in the case of an e-ticket, an invoice showing the cost and zero balance due if not pre-paid by the Krell Institute
- Mileage: location traveled to/from and mileage to/from that location
- Driving Expenses: receipt for tolls and other driving expenses over $30
- Taxi/Shuttle/Parking: receipt if over $30
- Hotel: original hotel bill if not direct billed to the Krell Institute
- Other Costs: receipt if cost exceeds $30
- Per Diem: date and time of departure and return
- Phone Calls: business related calls are reimbursable; a receipt showing the calls and justification is required
- Internet Connection Charges: receipt showing cost of connection must be provided
V. REIMBURSEMENT REQUESTS
Requests for reimbursement of travel expenses should be submitted to the Krell Institute no later than sixty (60) days following travel with an official deadline of Friday, August 29, 2014. If the request cannot be submitted within 60 days, the traveler should contact Krell and request an extension of the time period. Krell will normally reimburse travelers within two weeks of the receipt of complete, appropriately documented requests.
Again, if a particular travel situation has not been addressed in this policy, please contact the reimbursement or fellowship coordinator for clarification/approval before making arrangements. Thank you.