Expense Report Rules for Visitors

WHAT YOU NEED TO KNOW ABOUT THE AURA/STSCI TRAVEL EXPENSE REPORT

Applicants for AURA employment, and official and scientific visitors as authorized 
in the Contract and in the AURA Policy Manual shall be reimbursed for actual and 
reasonable expenses upon the receipt of an approved Travel Expense Report.

WHEN IS THE TRAVEL EXPENSE REPORT DUE? 

A Travel Expense Report is due within ten (10) days of completion of a trip.

WHAT EXPENSES ARE NOT REIMBURSABLE? 

STScI will not reimburse a traveler for sales tax, travel insurance (this 
includes the optional coverage offered by Auto rental agencies), entertainment 
expenses (including alcohol and hotel movies), and all personal expenses 
not related to official business. These expenses will be deducted from the 
total amount reimbursed to the traveler. 

Please be aware as you make your arrangements that STScI is funded primarily 
by NASA and subject to stringent audit. Only "normal and reasonable" charges 
for goods and services are permitted. We are prohibited from incurring any 
charges that might be deemed unnecessary or "luxury" in nature. As an example, 
car rentals should compact models unless justification for a larger model, 
based on the number of business related passengers, is clearly documented.

WHAT IF A RECEIPT IS LOST? 

The traveler should submit all original receipts with the expense report. If receipts are lost, a detailed explanation of which receipts are not available should be written in the "Remarks" section on the Travel Expense Report, or on a separate sheet of paper if more space is needed. Generally, a traveler would not be reimbursed more than $25 for a lost receipt, unless alternate proof of payment is provided.

Meals are reimbursed on a Per Diem basis. You do not need to submit receipts for your meals. Here is the breakdown for your meals and incidentals while in Baltimore: MIE Breakdown

Please make sure when submitting a travel expense report that all the expenses 
are written on the appropriate lines (i.e., the hotel expense should not include 
telephone calls made or meals charged to the hotel room).

Effective January 1, 2007, the standard mileage rate is 48.5 cents per mile. This rate is to be used on all requests for reimbursement of personal vehicle mileage. This conforms with the standard rate established by the Internal Revenue Service and will remain in effect until further notice. Please note: this reimbursement is for miles incurred while driving your personal car for a STScI business purpose.

Please save the receipts you received when the funds were converted. If the receipt is unavailable or lost, please contact Ninel Serebreni at 410-338-4471 or e-mail serebren@stsci.edu. In the event of a lost receipt, the bank will have to be contacted and the current exchange rate used. Please do not use the conversion tables out on the Web. They do not always reflect the current bank rates. Note: All figures must be converted to U.S. dollars prior to being submitted.