If a particular travel situation is not addressed below, please contact the reimbursement coordinator for clarification/approval before making arrangements. Thank you.
Employees and non-employees will be reimbursed for the reasonable and necessary costs of travel incurred for Krell Institute (Krell) 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, travel expenses will be prorated proportionately among the activities and the reimbursement reduced appropriately.
Travelers must contact Krell's reimbursement coordinator for approval of any special needs or unusual circumstances prior to incurring any travel costs.
II. TRAVEL GUIDELINES
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. Additional costs associated with first or business class travel are prohibited. Furthermore, any incremental costs associated with non-stop itineraries or flights with planned layovers will not be reimbursed under normal circumstances. Travelers will be required to submit comparison fares under certain circumstances (see #9 "Special Cases" below). 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. Fees for upgraded/optional seating or other airline services will not be reimbursed under normal circumstances and thus must be approved in advance of purchase.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. to 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 #9 "Special Cases" for details.
3. 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. to 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.
4. To and From Airport Travel
Travelers will be reimbursed for round-trip mileage at the federal mileage rate to and from the airport and may be reimbursed for two round trips if they elect not to park a car at the airport while traveling. Standard taxi and shuttle services may be used for travel to and from the airport in lieu of personal automobile use. Fares for limousine or car service in excess of standard taxi or shuttle service fare will not be reimbursed.
The hotel will bill Krell directly for all guest rooms. All guest rooms will be single rooms and any charges above single occupancy room and tax will be the responsibility of the traveler. Krell will not be responsible for penalties due to early check out or failure to cancel.
6. Per Diem
Meals and incidental expenses will be reimbursed using the federal Meals & Incidental Expenses (M&IE) per diem rates established by GSA. An overnight stay is required before per diem will be paid. 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. Specific to the annual program review, per diem will not be reimbursed for meals provided at the event (e.g., breakfasts and lunches).
7. Ground Transportation
See the Travel Planning page for recommendations and other details. Rental car expenses will not be reimbursed.
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.
9. Special Cases
For the special cases listed below, a comparison fare must be submitted and travelers will be required to contact Krell's reimbursement coordinator in advance of booking travel. Comparison fares will be based on one-stop travel on the business activity dates, between 6 a.m. and 8 p.m., purchased at least 21 days in advance. Cost in excess of the lowest fare will not be reimbursed.
First Class/Direct Flights
The Krell Institute will not reimburse travelers for the additional costs of first or business class airfare. The cost of direct flights will be reimbursed if the approved comparison documentation shows that the cost of the non-stop option was the same or less than one-stop 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. Mileage will be reimbursed at the federal mileage rate.
Travel Before or After the Business Activity
Travel should occur on or as close as possible to the actual activity dates. Travel the day prior to and/or day after the activity will be allowed if necessary. Any planned travel which includes an intentional layover (or intermediate stay) must be submitted to the reimbursement coordinator in advance for review and approval.
Unusual Routing or Upgraded/Optional Seating
Any travel which involves an unusual route or upgraded/optional seating must be submitted to the reimbursement coordinator in advance for review and approval. Requests based on medical need or disability must include a written statement from a competent medical authority authorizing the special accommodation.
Foreign Travel/Foreign Air Carriers
International travel must follow the Federal Travel Regulations (FTR) commonly referred to as the Fly America Act. This requires the use of U.S. air carriers. An exception is provided when an Open Skies Agreement is in place between the United States and European Union (EU). Travelers must have their foreign travel pre-approved by the reimbursement coordinator 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 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 contact Krell's reimbursement coordinator for prior approval. 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.
10. 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, this additional fee will be reimbursed. 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-REIMBURSABLE 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, Krell will consider the request.
- Flight change/cancellation fees
- Extra baggage fees
- Hotel early departure fees
- Poster printing (fellows should use academic allowance funds in this case)
- Upgraded seating location, legroom or priority seating fees
- Limousine or car service fees in excess of standard taxi/shuttle fares
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: 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: 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
- Internet Connection Charges: hotel bill showing cost of connection must be provided
V. REIMBURSEMENT REQUESTS
Requests for reimbursement of travel expenses should be submitted to the reimbursement coordinator no later than sixty (60) days following travel with an official deadline of Friday, September 20, 2019. 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.
Reimbursement submissions will be accepted via:
- USPS Mail: Krell Institute, Attn: Reimbursement Coordinator, 1609 Golden Aspen Drive, Suite 101, Ames, IA 50010
- Fax: (515) 956-3699
Again, if a particular travel situation has not been addressed in this policy, please contact the reimbursement coordinator for clarification/approval before making arrangements. Thank you.