Travel Card (T-Card) Training - Shared screen with speaker view
elizabeth trokey
Good afternoon! Thank you for joining us. The zoom recording our Q&A session and our presentation deck will be available under historical events on our events page: https://travel.slac.stanford.edu/pre-trip-checklist/upcoming-trainings
elizabeth trokey
Please use the Q&A function to ask questions. We will be answering them live after the presentation.
elizabeth trokey
Your attendance is being recorded and will be provided to your directorate's Business Manager
Carolyn Nelson
How does HR know who has an approved card?
elizabeth trokey
Travel that is partially paid by a third party - When travel expenses for SLAC are shared by SLAC and one or more external organizations, even if only a minority of the travel expenses are sponsored by SLAC, the trip is considered split. Split travel must be purchased through a SLAC booking channel. SLAC T-cards cannot be used to purchase split travel. SLAC will reimburse for the appropriate portion of the necessary travel expenses. The expenses must be outlined clearly in the expense report submission.
elizabeth trokey
Travel that is fully paid by a third party - SLAC resources may not be used to book, purchase or reimburse expenses for fully externally-sponsored travel. The use of the SLAC T-card is prohibited, and travel arrangements may not be booked via SLAC booking channels. Travel that is not funded by DOE but involves presentations/ SLAC scientific publications must be reported to the SLAC Office of Scientific and Technical Information.
Johannes Bauer
For ride share: Does this mean I must add the card number into my ride share up?
Carolyn Nelson
Can you please confirm that a department can use the department T card to pay for a conference?
Johannes Bauer
Can you explain what was driving this change, and in which we or SLAC are benefitting of us having to use this card?
Carolyn Nelson
We need to make sure HR knows who to collect these cards from when an employee terminates
Shawn Osier
what about the procurement of urgent equipment when you are in a different country? For example we had to purchase some hardware at a local store on my last trip to Chile. (example: tube bending equipment)
Johannes Bauer
To make sure I understand: Incidentals are not allowed with the T-card, but are not illegal as long as they are combined with proper charges and as long as I …
Carolyn Nelson
Thank you!
Johannes Bauer
as long as I manually take this out later?