Non-Employee Travel

Non-Employees Defined

Invited Guests

Invited guests are usually professional individuals who travel on behalf of PPPL for a short period of time to present a lecture, attend a meeting, participate in research, or conduct some other type of business that is beneficial to the laboratory. Travel is usually completed in less than thirty days. If an Invited Guest is traveling under a consultant agreement with the laboratory, the funding department is advised to contact the Procurement Office to ensure that travel expenses have been authorized as a part of the agreement.

Retirees

Retirees are former PPPL employees who travel on behalf of PPPL to lend their expertise to research, a meeting or any other type of business valuable to PPPL.  During the pre-approval process, retirees must attach an explanation of the benefit that PPPL will receive from the proposed travel to their Office spreadsheet iconTravel Approval Request Form.  See Approval Chart for the signature authority needed.

Interviewees 

Interviewees are candidates for open positions at the laboratory which have been posted by the Human Resources Department.  Travel expenses incurred for employment interviews are authorized, when necessary, to recruit key personnel for positions at PPPL.

  • Any travel allowance for interviewees must be determined and approved by Human Resources prior to any offer of assistance.
  • An approved Office spreadsheet iconTravel Approval Request Form, completed by the individual hosting the interviewee, documenting the authorized travel expenses with Human Resources' approval noted, is required.

Travel Procedure

checkmark smPre-Approval

A pre-trip authorization, Office spreadsheet iconTravel Approval Request Form,  is required for non-employees. If travel is domestic, follow the procedures under Domestic Travel. If travel is to or between foreign countries, follow the procedures under Foreign Travel.  Additional approval from the Department of Energy is required for international travel.


checkmark smReimbursement

Generally, non-employees may be reimbursed for actual, necessary expenses up to what is allowed by policy. It is important that the department inform the guest, before he/she incurs any expenses, what will be reimbursed by laboratory funds. By including this information in the letter of invitation, it avoids any potential misunderstanding of financial responsibility. 

Air Tickets

Travel arrangements may be made through the PPPL Travel Office in order to have tickets charged to the laboratory's central airline billing account.   Federal Travel  Regulations require that U.S. carriers be used for travel that is to be reimbursed from federal grants and contracts. This policy is called the Fly America Act.

Guests coming from a foreign country to the U.S. must have tickets displaying a U.S. carrier code and flight number in order to be reimbursable. Additional information regarding this requirement may be found on the Fly America Act link above.


checkmark smTravel Voucher Forms

Non-employee travelers are required to submit a completed Office spreadsheet iconTravel Voucher Form to the host's attention upon the completion of travel.  Receipt requirements are the same as for employees. For more information, go to Get Reimbursed.