In order for SAIC to reimburse authorized travel expenses, each supported traveler must submit an SAIC Travel Expense Report, with all receipts, to SAIC's Accounts Payable department. Since it would be difficult to explain to every traveler how to correctly complete this form, especially since it requires certain numbers not readily available to non-SAIC employees, the SAIC Project Support Office (PSO) will fill out the expense report form for all travelers. In order to do this, each traveler needs to provide certain required details. The method of doing this is through the Travel Summary Sheet.
Download a copy of the Travel Summary Sheet and fill out the applicable information. The only purpose of this form is to provide enough information so that the SAIC PSO can complete a Travel Expense Report Form, so do not be concerned about format. If you think you have additional information not addressed on the Travel Summary Sheet, add it to the "Other Expenses/Explanations" section or include it on a separate sheet. Then mail the Travel Summary Sheet and all receipts to the SAIC PSO (the address is on the sheet). Upon receipt, SAIC PSO will fill out an expense report and fax it to you for signature. This is your opportunity to check for errors and to question any costs that are not being allowed. If the expense report is correct, fax it back to SAIC so that it can be submitted to their Accounts Payable department. Depending on the volume of expense reports being processed, checks should be received about 3 weeks after the signed expense report is faxed back to SAIC.
The Travel Summary Sheet assumes a single travel site even though many travelers will have several sites (Dryden both before and after the mission, Kiruna, C-141 layover location, etc). In these cases, ensure that the date you arrive and depart each location is listed. If you take personal time during the travel period, ensure that both the date and time that personal time started and stopped are listed. The Travel Summary Sheet may not "flow" well for other information; just ensure that all expenses are listed somewhere in a manner that the SAIC PSO will be able to understand.
Please make sure you do not omit the following:
The SAIC Travel Instructions which were e-mailed to most travelers and which are posted on this web site give details on allowable expenses and required receipts.
For any questions concerning travel reimbursement, or to obtain hardcopies of any forms you are unable to download, please contact Roy Chesson at 757-827-4686 or r.w.chesson@larc.nasa.gov .