Chief Financial Officer, CFO-TRVL
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GRA and UGS Program Travel PacketBack to GRA and UGS Program Travel Regulations This information packet is provided by the CFO-1 Travel Team to
assist you in planning your relocation to Los Alamos. For additional
information and clarification, please contact.
I. TRAVEL ARRANGEMENTS 1. Air Travel If you are traveling by air, the closest major airport to Los Alamos is the Albuquerque Sunport. Flight arrangements should be made to Albuquerque. There is a small airport in Santa Fe, but it does not offer service to all airlines. If a flight is available from your local airport to Santa Fe, it is reimbursable to arrange a flight to Santa Fe. 2. Travel from the Airport to Los Alamos Transportation from Albuquerque or Santa Fe can be completed by rental car or by shuttle bus. Rental cars can be picked up in Albuquerque and returned in Los Alamos if you have made arrangements with Budget Rent-a-Car. The Laboratory currently has a contract with Budget. The contract number is T453800. This contract covers you for insurance so you do not need to accept any insurance from Budget. A credit card is required to reserve a car and you must 21 years of age. There is a shuttle bus service from Albuquerque. RoadRunner Shuttle (505-424-3367) provides transportation from Albuquerque to Los Alamos. There is no taxi service in Los Alamos. However, there is a local bus service that can transport you from your residence to the Laboratory, if needed. Los Alamos Atomic City Transit If you are driving your private auto, please note that mileage reimbursement is based on the Rand McNally Standard Highway Mileage Guide between the authorized travel point and Los Alamos.
II. REIMBURSEMENT PROCEDURE 1. Incoming Travel If you are a new employee, a Form 1127-S - GRA & UGS Program Travel Authorization and Expense Worksheet will be given to you by the HR-Staffing Group when you report to work. Returning employees can print an online Form 1127-S at http://enterprise.lanl.gov/travel.htm . The following information is required on the Expense Worksheet for travel expenses to be processed:
Expense Worksheets submitted without this information will be returned to the employee. Expense Worksheets are processed in the order they are received, so bringing the Worksheet to the Travel Team in person may not expedite your reimbursement. In most cases, reimbursement for incoming travel will be completed within seven working days of receipt of the Worksheet, and a check will be sent to your mail stop. Airline tickets provided to you by the Laboratory are considered an advance on your travel account. If you do not file an Expense Worksheet within 15 days of arrival to the Laboratory, the travel account will be considered delinquent. Reimbursement will be provided for the purchase of a round-trip airline ticket upon arrival at the Laboratory. If you purchase a one-way ticket to get to Los Alamos, you should ask your organization to make arrangements with the Reservations Team (CFO-1) for your return ticket. If you choose to purchase your return ticket through an outside agency, your reimbursement will be limited to the official airfare quote from the Reservations Team. 2. Return Travel Reimbursement for return travel cannot be processed prior to your departure from the Laboratory at the end of your assignment. An Expense Worksheet must be taken with you and filled out with the actual trip information at the completion of your trip. This includes trips for which the reimbursement of a round-trip airline ticket was provided upon arrival at the Laboratory. You will need to obtain a group approval signature on the Expense Worksheet before you leave the Laboratory. In addition, it is very important that you verify the accounting codes (cost code, program code, etc.) with your organization. Invalid codes may delay the processing of your reimbursement. Worksheets submitted without codes cannot be processed. A return address is necessary for the Travel Team to mail your check to you. If there is no return address on the Expense Worksheet, your check will be sent to your organization’s mail stop. In most cases, reimbursement will be completed within seven working days after the Worksheet is received by the Travel Team (not including mail time). Faxing your Worksheet may not expedite your reimbursement as the original must still be mailed.
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