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University Service Accounts (USAs) at BNL

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Travel Request Process at BNL

Steps in Processing Foreign Travel on USAs

  • pdf (last modified 2/23/17)


  • Conference Management Excel Spreadsheet
    *Note: Travelers should not incur any related costs for conferences until approvals for attendance have been first obtained. Funding used for the trip cannot exceed the reported estimated costs, i.e. “total DOE Expenses” (registration + travel cost) submitted on the conference projection spreadsheet.
  • Online Itinerary Request Form: link and instructions
    *Please note: Travel on USAs must be booked by BNL Travel Office. Use the online Itinerary Request Form to initiate the booking process.
  • DOE F 551.1 Request for Approval of Foreign Travel
    *Note: Please complete section I (new traveler only), II and III in its entirety and return the form via FAX to (631) 344-5078 with attention to Suzanne Junk. (Do not send it by email)
  • U.S. ATLAS USAs Travel Request Form (last modified 3/22/16)   The FTMS no. will be entered by the Program Office.
    *Note: Please complete the form in its entirety, including to enter the city and country under “Per Diem Location” and “Lodging Location”. If any personal day(s) will be used on the trip, indicate the date(s) under “Per Diem”.
  • For FTMS request: please provide (1) trip itinerary received from BNL Travel Office; (2) meeting host (contact person, affiliation and phone no.); (3) lodging/after hours contact (name, address and phone no.); and (4) agenda for the meeting or the conference being attended.
  • If traveler will be giving any oral presentation: please provide "talk title, the person's name and affiliation, and abstract of the talk" in pdf format.
  • Exception Waiver Form (required when travel request is submitted late, to be signed at the Lab)
  • Note: Travelers requiring lodging in Geneva, Switzerland are required to stay at one of the hotels as approved by Regional Security Office (RSO), or CERN hostel. See the latest RSO approved hotels list here (last modified 11/19/15).
  • Traveler should not expend any related travel costs, including airline tickets, until FTMS trip request has received the approval of the BNL Fiscal Officer (i.e. “initial Lab approval”); and should not depart on foreign travel until the trip has received final DOE approval from the FTMS.
  • U.S. ATLAS Travel Reimbursement Request Form (for use with USAs only) (last modified 3/22/16)   Foreign and domestic travel will follow the same reimbursement procedures. Please see "Steps in Processing Foreign Travel on USAs" (step 12-18) for details.