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March 15, 2009

FAQ Topic: Travel

A) Getting to/from Sandia
B) Vouchering Intern Travel Expenses


A) GETTING TO/FROM SANDIA

NOTE: Download the INTERN TRAVEL GUIDELINES for further details pertaining to all travel.

Who is eligible for travel reimbursement?
Travel expenses are reimbursed only for those interns whose school site and permanent address are more than 50 miles from Sandia.

Which airport should I fly into?
We suggest flying into Oakland International airport as that would be the easiest in terms of commuting to Livermore. San Jose airport is a little further, and San Francisco is the farthest and most challenging of the three.

Whom do I contact to book my air travel?
You must use TBIZ for your ticket reservations, 1.866.SNL.TBIZ (1.866.765.8249). You are not authorized to purchase your own ticket elsewhere and will not be reimbursed should you do so.

What information will I need to provide to book my travel?
You will need a Recruiter Name and Applicant Password. You will find this information in the Travel Guidelines mailed in your hiring package. If you need to make reservations before receiving the guidelines, contact Catherine Marasco at 925.294.2475 for your name and password. Provide the booking agent with your name, address, phone number, and your travel dates.

What if I don’t know when I am returning home? Do I book a roundtrip or one-way ticket?
Book a roundtrip ticket. Talk to your mentor ahead of time to agree on a start and end date for your internship so that you can book a roundtrip flight. Once your roundtrip ticket is issued, any changes will be at YOUR expense unless the change is made for a business purpose.

What if I’m starting off with a personal business trip before coming to Sandia or returning home?
TBIZ will require Sandia authorization for travel that includes personal business. Please contact the SIP office before you start your trip to make those arrangements. Sandia will pay up to the maximum number of trip miles allowed. Anything over that, as a result of leisure/personal business, is the intern’s responsibility.

Will Sandia pay for a shuttle or car rental to and from the airport on my to Sandia?
Yes, Sandia will pay for a one-day AVIS rental car, or you can use a shuttle service. Please see the Travel Guidelines for details on how to make these arrangements.

Will Sandia pay for a shuttle or car rental to and from the airport on my way home from Sandia?
Yes. For a shuttle, see the list provided on the last page of the Travel Guidelines. For a rental car, call our on-site Avis car rental office at 925.371.0326. Reservations must be made at least one week in advance. Cars can be picked up at Sandia during the week (M–F, 7:30 a.m. to 3 p.m.), or in the Pleasanton office on weekends. Avis will require YOUR personal credit card. Be sure to fill the rental car with gas prior to returning the car. Sandia will reimburse you for a one-day car rental only. Save your rental car receipt. Rental car gas is NOT reimbursable.

Will Sandia cover travel expenses if I drive from my home/school to Sandia? How about for my return home?
Yes to both. You will be reimbursed mileage for the most direct route to Livermore, CA, at the corporate rate per mile for one auto, based on the Rand-McNally Travel Website Highway Mileage Guide (see Travel Guidelines for more information).

Up to how much will Sandia reimburse for meal expenses?
Sandia will reimburse meal expenses up to $30 per day. Receipts are not required for meal expenses.

Up to how much will Sandia reimburse for lodging expenses?
Sandia will reimburse reasonable (i.e., one night of lodging per city) and actual en-route lodging costs at a Per Diem rate only. For example, if you decide to spend two nights in the same city, you will NOT be reimbursed for the second night’s lodging costs. Check Travel Guidelines for specific information.


B) VOUCHERING INTERN TRAVEL EXPENSES

How do I get reimbursed for my incoming travel expenses to Sandia?
Download INCOMING TRAVEL EXPENSE VOUCHER FORM to receive reimbursement for travel expenses from home/school to Sandia. Return completed form to Jan Bachman at MS9904 or Building 911/Room 114H.

How do I get reimbursed for my travel expenses going back home?
Download OUTGOING TRAVEL EXPENSE VOUCHER FORM to receive reimbursement for travel expenses from Sandia to home/school. Complete form at the end of your trip and mail to:

Attn: Jan Bachman
Sandia National Labs/CA
P.O. Box 969, MS9904
Livermore, CA 94551-0969

What is “Per Diem?”
“Per Diem” is Latin for “by the day.” Within the context used above, it is a government set standard allowance for government employee’s daily travel expenses.

How should I handle handle my travel expenses if I will be on business travel for my last day(s) of work?
Your OMA and/or mentor will handle any of your business-related travel expenses. Speak with your OMA for more details.

To receive reimbursement for approved business travel expenses (e.g., hotel) charged to your personal credit card, ask your OMA to complete and submit a CONSULTANT AND OTHER NON-EMPLOYEE EXPENSE VOUCHER FORM (form SF-4601-C) at the conclusion of your trip. The Student Programs team at the Recruiting, Staffing, and University Partnerships department (8524) will only cover expenses related to your trip back home. If you will be heading back home directly from your business trip, and your OMA needs a project/task number to complete your reimbursement voucher for your trip back home, please ask him/her to contact Jan Bachman at 4-4660 or Catherine Marasco at 4-2475.