Frequently Asked Questions

The Travel Request form is located on the Forms page of the website as well as the Quick Links section. You can also find it here.

Yes, however the primary purpose of the travel must be business-related and personal travel must be incidental to the business requirement. Expenses for lodging, M&IE and other associated travel costs will not be reimbursed for locations other than the city of business. More information about personal travel can be found here.

Travel Central prefers to arrange your airline ticket for you via our contracted travel agency, Travel Leaders Corporate (TLC); however, you also have the option to purchase your own ticket. Whichever purchasing option you choose, you will still need to enter the estimated cost of the airline ticket on your travel request to account for the cost of airfare in your total travel estimate.

All Expense Reports are audited and reimbursement amounts are adjusted as needed according to the ORAU Travel Policy. Note that the most common errors are: miscalculations of per diem, missing receipts, and unallowable costs (particularly on rental cars). You may contact Travel Central for questions regarding reimbursement discrepancies.

No, our contracted Travel Agency, Travel Leaders Corporate or TLC, MUST purchase all airfare for foreign trips in order to ensure compliance with the Fly America Act. If you purchase your own ticket, you are taking the risk that the cost may not be reimbursed.

Domestic travel per diem rates and meal breakdowns to deduct any meals that are provided while on travel can be found on the GSA websites linked below.

For emergencies that require a reservation to be changed, and our contracted travel agency, TLC, made your reservation, please call and/or email them immediately for direction.

In addition, please contact your Travel Central and program POC.

Yes, however, we encourage you to book your rental vehicle reservation through our authorized travel agency, TLC, to obtain discounted rates plus Driver Protection and Liability Insurance that is provided to ORAU (this is only available at no additional cost for vehicles rented in the U.S. and Puerto Rico).

No, insurance costs are not reimbursable. For more information about rental cars and their associated fees/add-ons view the Rental Car information.

Yes, baggage fees are reimbursable if the airline carrier charges for checking the first bag or for a carry-on bag. Some carriers will not charge for the first bag, but will charge for each additional checked bag. If an adequate business reason is provided in the comment field on the travel expense report, ORAU will reimburse the traveler for additional baggage charges (for example, the second bag contained meeting materials or an additional bag was needed due to length of trip).

Most airline carriers have a weight and size limit per bag, and there is an additional charge for each bag over the limit. You are is responsible for checking with the airline(s) prior to departure to determine the baggage charges, weight limits on baggage, and other charges that may be imposed at check-in. These additional charges will only be reimbursed if there is a sufficient business need to support the cost.

To request reimbursement for travel expenses, you will need to complete a travel reimbursement form that can be found on the Forms section of the website.

Within ten (10) business days after the return date of your trip.

It normally takes around ten (10) days to receive reimbursement for your travel expenses. However, please keep in mind that if an expense report was submitted incomplete it may take longer.

A cash advance can be requested on the Travel Request form.

You can request an advance reimbursement on the travel request form, and once you trip is approved we can issue the payment to you to cover the cost of the registration fee. Please keep in mind, that the receipt for the registration payment will be required as part of your travel expense report after your trip ends.

All expense reports are audited and reimbursement amounts are adjusted as needed according to the ORISE Travel Policy. The most common errors on expense reports are miscalculations of per diem, missing receipts, and unallowable costs. You will receive a copy of the final expense report, and if you have questions you can contact the Travel Central Team.

Yes, however restrictions apply. A cost comparison must be approved in advance of travel if the traveler elects to drive their personal vehicle more than 350 miles one-way. A cost comparison is not needed if a justification exists for the use of a POV in lieu of air travel. For example, traveler is hosting a seminar that requires transporting boxes of training materials. More information can be found in the Personally Owned Vehicle section of the site.

No, Airbnb is not an approved lodging option. Any cost associated with reserving or lodging at an Airbnb facility is unallowable and will not be reimbursed.

To request reimbursement for travel expenses, you will need to complete a travel reimbursement form that can be found on the Forms section of the website.