Travel

For information and questions, please visit the ORAU Travel Central website.

ORISE may cover your travel costs for conferences, training events, sampling expeditions, and other travel that will promote the educational goals of the appointment, provided that your mentor approves the trip’s destination, purpose and estimated cost. Please check with your ORISE program coordinator to learn about the types of travel that your program may fund. Participant travel will be in accordance with the ORAU Travel Policy.

Planning your trip

As soon as a trip is planned and has been verbally approved by your mentor, you should complete the online Travel Authorization Request form (TAR). Make your cost estimates as complete and accurate as possible to avoid unnecessary complications in the approval process. Print the final page of the TAR and have it signed by your mentor. Scan and email the completed form to the ORAU Travel Team.

Once ORISE has received your TAR and your mentor’s approval, we will begin processing your travel request. Our travel agent will locate the most cost-effective airfare that meets your scheduling needs, and e-mail the itinerary to you for your approval. No tickets will be purchased until you have approved them.

Rental vehicles will be approved only if there is a business justification, and other modes of transportation are not available. We strongly recommend that you allow ORISE to reserve the rental vehicle for you, so the vehicle will be covered under our corporate insurance policy. Insurance policies purchased through the rental company are not reimbursable. More information on approved expenses may be found in the ORAU Travel Manual.

Due to DOE restrictions on conference attendance and although you submit your TAR on time, you may not be approved to attend the conference. Therefore you are urged to submit your Travel Authorization Request form as early as possible.

Cash Advances

If you pay your own registration fee (for conferences, training sessions, etc.), ORISE can reimburse you that cost before the trip has been completed. Please submit proof of payment and indicate the cost of the registration in the cash advance section of the TAR. You will receive this advance shortly after we have processed your TAR.

You may also request a cash advance up to the amount of your per diem. This advance will be direct deposited into your account shortly before your departure. To find per diem rates for various localities, visit the GSA website or contact the ORAU Travel Team.

If you receive a cash advance, and your trip is cancelled or the costs are less than estimated, you will be required to return the advance to ORISE.

ORISE cannot prepay hotel costs.

Travel Reimbursements

Within ten days of the completion of your trip, please complete the Travel Expense Statement (TES). Please scan and email all necessary receipts to sawdtravel@orau.org.

Original receipts are required; we will not be able to process your reimbursement until we receive them.

Once we have received all of the necessary documents, you can expect to receive your reimbursement in approximately two weeks. It will be direct deposited into the same account where you receive your other payments.