General Travel

  1. Will weekends and holidays be counted as business days or personal days?
  2. What per diem rate applies when the return trip crosses midnight?
  3. Will I be reimbursed for non-business days added to reduce overall cost?
  4. Can I take an indirect route for a business trip for personal reasons, and if so, how does that impact my reimbursement?
  5. How soon should a traveler expect to receive reimbursement?
  6. Does the Laboratory lend hotspots or cell phones when I am on business travel?
  7. What cost center should I use when a 3rd party is paying for my trip?
  8. I would like to extend the business trip with some personal days. What days of my trip will be considered business and what days will be considered personal?
  9. How do I pay for my travel arrangements?
  10. What is the difference between the domestic vs. foreign travel approval process? 

 

1. Will weekends and holidays be counted as business days or personal days?

Weekends, holidays and other necessary standby days may be counted as business days only if they fall between business travel days. If non-business days are at the beginning or end of a traveler’s business activity, and the traveler arrives early or remains at the business destination for non-business reasons more than 24 hours before or after the business activity, those days will be counted as personal days.


 

2. What per diem rate applies when the return trip crosses midnight?

Travelers should use the per diem rate of the last night they spent in a hotel. When arriving back at home after midnight, that new day counts as the final travel day for M&IE purposes. The final day of the trip is reduced to 75%.


 

3. Will I be reimbursed for non-business days added to reduce overall cost?

If there is a compelling business reason to do so (e.g., lower overall costs due to major spikes in airfare), the Laboratory will reimburse expenses for extra days either at the beginning or the end of a business trip. These types of requests require a cost analysis to be performed in advance of approval.


 

4. Can I take an indirect route for a business trip for personal reasons, and if so, how does that impact my reimbursement?

If you take an indirect route or you interrupt a direct route for personal travel reasons when on business travel, the airfare will be reimbursed based on the lesser of the actual amount or the cost that would have been incurred by traveling the direct route. The Travel Agency can provide this cost comparison.


 

5. How soon should a traveler expect to receive reimbursement?

Assuming that the Expense Report received by Accounting is complete and accurate, it will take approximately two weeks to process and another week for a payment to come through.


 

6. Does the Laboratory lend hotspots or cell phones when I am on business travel?

Yes, contact the telecommunications@pppl.gov or X3435 to reserve a hotspot or cell phone.


 

7. What cost center should I use when a 3rd party is paying for my trip?

Contact the Travel Office with the following information, and the Travel Office will provide the appropriate cost center to be charged:

  • Will PPPL be prepaying the travel expense and getting reimbursed by a) the 3rd party or b) the traveler; or
  • Will the 3rd party arrange and book the travel arrangements for the traveler?

 

8. I would like to extend the business trip with some personal days. What days of my trip will be considered business and what days will be considered personal?

Refer to this document for specific scenario of your travel plans to identify your business vs. personal days.


 

9. How do I pay for my travel arrangements?

Your online profile stores the credit cards you input. Please be sure to identify a default card for each travel type (air, hotel, etc.). This site is secure and fully encrypted. You will have a choice of which credit card you wish to use when making the reservation. Please confirm all your credit card information is set up in your profile. If the information is missing you will not be able to continue with your reservation. Internet fares require credit card numbers at the point of sale.


 

10. What is the difference between the domestic vs. foreign travel approval process? 

Refer to this document for the step by step approval processes.