Frequently Asked Questions
You may access Travel Leaders Traveler Health and Safety Hotline by phone or email:
Email: healthandsafety@exlog-global.com
Phone: +1 646 257 4619 / +1 877 312 0505
Business Hours: 24 hours a day, 7 days a week
*It is highly recommended that travelers save these numbers and email in their cell phone contacts list*
Travel Leaders has partnered with Exlog-Global, a global risk management provider, to address critical traveler safety and security concerns.
The hotline is staffed by highly trained response coordinators, security specialists, and risk analysts, backed by an on-call duty officer. The hotline staff are available to support questions and concerns related to:
- Current travel requirements for specific destinations
- Insight into risk levels at specific destinations around lodging and meeting venues
- Guidance related to secure transportation
- Rapid response and assistance during a critical incident
- Advice on how to avoid or mitigate risk during a critical risk incident
- Basic health related advice prior to or during travel
- Non-critical medical assistance while on travel
- Please note that if you are experiencing a medical emergency that requires immediate attention, contact your local emergency number for assistance.
Pre-Travel
ORISE uses Concur to manage participants’ requests for travel approval. Refer to the Travel Request job aid for step-by-step instructions for completing requests, it can be found in the Job Aids section.
Travel cash advance is a cash advance made to a traveler prior to departure for travel when funds are needed for travel related expenses. Advances are intended to be used for ground transportation, meals, incidentals, and other expenses directly related to the travel activity.
You may request a cash advance for expenses incurred prior to or during your trip that ORISE may not pay in advance on your behalf. Requests may not exceed the cost of the trip. (See section 4.2 of the Participant Guidelines)
A cash advance may be requested in Concur on the Travel Request. Please refer to the Travel Request job aid for instructions.
Yes, after your Travel Request has been approved, you may purchase your ticket, or you may request ORISE to purchase the ticket on your behalf. It is recommended you allow ORISE to purchase your ticket. If you book your own ticket, you may incur costs that may not be reimbursable, and you may be responsible for the cost of the ticket if the trip is cancelled. Also, Travel Central will be unable to assist you if changes are needed to your ticket.
Yes, there are restrictions. Ticket purchases are limited to the lowest priced airfare to meet the business requirements. Upgrades are not reimbursable.
Refer to the Participant Travel Guide for more details.
No. Airbnb, VRBO, or similar lodging facilities are not an approved lodging option and therefore any associated costs are unallowable and will not be reimbursed. You may use the Concur Booking Tool to make your lodging reservations. You may also contact our Travel Central for assistance identifying appropriate lodging.
Yes, however restrictions apply. A cost comparison must be approved in advance of travel if you elect to drive your personal vehicle more than 350 miles one-way. A cost comparison is not needed if a justification exists for the use of a personal vehicle in lieu of air travel. For example, you are hosting a seminar that requires transporting boxes of training materials. More information can be found in the ORISE Participant Travel Guide under the Personally Owned Vehicle section.
Yes. You must make your reservation through Concur Online Booking Tool, use Enterprise or National, and provide ORISE’s corporate rate number XZ56018.
However, we encourage you to use ORISE’s contracted travel agency, Travel Leaders Corporate (TLC), to reserve your rental car. Reserving a rental car through TLC allows you to obtain discounted rates and Driver Protection and Liability Insurance that is provided to ORISE. This insurance is available at no additional cost only for vehicles rented in the U.S. and Puerto Rico through our corporate rate number.
For more information about rental cars and their associated fees/add-ons view the Rental Car information.
No, insurance costs are not reimbursable. For more information about rental cars and their associated fees/add-ons view the Rental Car information in Section 7.16 of the ORISE Participant Travel Guide.
Yes, the minimum age to rent a vehicle is 21 years-of-age. This restriction is established by car rental agencies.
Immediately contact Travel Central if your trip is cancelled. You are responsible to cancel your airline ticket and lodging and rental car reservations, or initiate cancellations through ORISE’s contracted travel agency, Travel Leaders Corporate (TLC), if you used the agency to make the reservations or booked using Concur Booking Tool. Travel Central will cancel your trip in Concur. An Expense Report may be required if you incurred allowable costs or received a cash advance.
You should direct questions related to your travel budget/allowance to your ORISE program point of contact.
You may be responsible for any costs that exceed your travel ceiling.
Yes. You may request a cash advance on the Travel Request. Once your trip is approved in Concur, ORISE can issue the payment to you. The registration payment receipt must be included in your Expense Report after your trip ends.
Yes, you must complete a Travel Request in Concur for virtual conferences, local conferences if there are cost associated with attendance to the conference, and in-person conferences requiring travel. The Travel Request should include all anticipated cost, such as registration fee, mileage, parking, tolls, etc.
Yes, if allowed by your program. You may submit membership fees on a non-travel request, and after approved you will submit an Expense Report as “non-travel expenses.” Contact your ORISE point of contact to discuss allowability.
Yes, however there are restrictions. The primary purpose of the travel must be business-related and personal travel must be incidental to the business requirement. An airfare cost comparison of business travel only vs. combined business and personal travel is required and must be completed by ORISE’s contracted travel agency, Travel Leaders Corporate (TLC). Carefully review other restrictions and requirements in the ORISE Participant Travel Guide under the Combining Personal and Business Travel section.
Domestic travel per diem rates and meal breakdowns are located at these U.S. General Services Administration websites:
If you are a foreign national, you will need to contact our Immigration Office before you travel.
International Travel
Some programs allow international travel. Contact your ORISE point of contact to discuss allowability.
Foreign per diem rates may be found on the U.S. Department of State Office of Allowances’ website.
Laundry and dry-cleaning expenses are part of the incidental portion of the meals and incidental expenses rate for foreign areas and may not be claimed as a separate expense.
Travelers must use regular passports and are not permitted to use “official passports.” Travelers are responsible for obtaining their own passports, but the cost of obtaining or renewing a passport for official travel may be reimbursed on the Expense Report.
You are responsible for obtaining or renewing the appropriate visa for the countries to be visited. For visa information visit the U.S. Department of State’s website.
No. ORISE’s contracted travel agency, Travel Leaders Corporate (TLC), must purchase the airline ticket to ensure compliance with the Fly America Act.
We recommend submitting your travel request 45 days in advance to ensure sufficient time to process the trip.
If you are a foreign national, you will need to contact our Immigration Office for documentation you will need to return to the States.
When a traveler’s assignment involves a stay in excess of 30 days at one location, the per diem rate will be reduced to no more than 55% of the applicable per diem rate for the locality. Actual lodging costs or 55% of the lodging ceiling for the location will be reimbursed. Travelers staying in a country 30 or more days may require a medical clearance.
Post-Travel
To request reimbursement for travel expenses, you will need to complete an Expense Report in Concur. A Job Aid with step-by-step instructions for completing the Expense Report can be found in the Job Aids section.
Submit your Expense Report within 10 business days after the return date of your trip.
It normally takes around 10 business days to receive reimbursement for your travel expenses after an Expense Report is submitted and the audit is completed.
NOTE: Expense Reports are audited for completeness and compliance. Your Expense Report may be returned for corrections during the audit process.
You will receive reimbursement via direct deposit if you provided your ORISE program contact a completed Electronic Funds Transfer form.
You will receive a check at the address you provided your ORISE program contact if you have not provided a completed Electronic Funds Transfer form.
Yes. You must upload the receipt for your airline ticket on your Expense Report and you must include the cost of the agency fee. Refer to the Expense Report job aid for step-by-step instructions.
The agency fee is ORAU’s contracted agency’s, Traveler Leaders Corp (TLC), fee for processing the airline ticket. This fee must be included on your Expense Report.
Yes. An Expense Report must be completed to collect receipts for expenses, account for all expenses and process the correct reimbursement.
If you received a cash advance for more than the total of your travel expenses, then the excess cash advance must be paid back. You may pay it back by credit card or by stipend deduction. Contact Travel Central for repayment instructions.
Yes. Meals that are provided, such as meals included in a conference registration fee, paid for by a third party or furnished by the government, must be deducted on the Expense Report. Refer to the Expense Report job aid for instructions.
Yes, baggage fees are reimbursable for the first checked or first carry-on bag.
Fees for additional bags, exceeded weight or exceeded size may be reimbursable if there is a sufficient business reason to support the cost and the reason is provided on the Expense Report.
All Expense Reports are audited according to the ORAU Travel Policy and may result in adjusted reimbursement amounts. You may contact Travel Central for questions regarding reimbursement discrepancies. You may be contacted during the audit process to provide additional information or receipts.
NOTE: The most common errors resulting in adjusted amounts are per diem miscalculations, missing receipts, and unallowable costs (particularly on rental cars). You should enter comments on your Expense Report alerting auditors of unusual circumstances for example, lodging is not included because you stayed with a relative.
Relocation
Typical relocations occur within 30 days of the appointment start date, any relocation occurring more than 30 days prior to the appointment start date should be approved in advance by your ORISE point of contact.
Relocation expenses will be reimbursed after your appointment has officially started, you submit an Expense Report in Concur, and the audit is completed.
NOTE: Expense Reports are audited for completeness and compliance. Your Expense Report may be returned for corrections during the audit process. Refer to the Expense Report job aid to complete an Expense Report.
Yes, you may purchase your ticket. However, tickets purchased before accepting the appointment letter are not reimbursable. Actual travel may not begin before 30 days of your appointment start date.
It is recommended you allow ORISE to purchase your ticket. If you book your own ticket, you may incur costs that may not be reimbursable and Travel Central will be unable to assist you if changes are needed to your ticket.
Contact Travel Central for international relocations.
“Standard CONUS” rate means the per diem amount that is applicable for all U.S. locations that do not have a stated U.S. General Services Administration meals and incidental expenses (GSA M&IE) rate.
Yes, you can cover the difference.
No. You may use a legitimate moving business and must provide legitimate business receipts with your Expense Report.
Yes. Shipping your car may be reimbursed up to the amount in your relocation allowance and if a U.S. shipping company carrier was used. However, insurance is not reimbursable.
No, furniture purchases are not an allowable expense.
If you used the Concur Booking Tool or ORISE’s contracted travel agency, Travel Leaders Corporate (TLC), you may contact TLC to change your reservations. Contact them immediately at:
Telephone: 888-403-1983 - Local: 919-786-0885
Email: orau@tlcorporate.com (Please copy Travel Central and your program point of contact.)
Business Hours: Monday - Friday 8:00AM - 5:00PM ET
Use the telephone number above for after-hours services.
You are responsible to make changes to your reservation if you made your own reservations