The Advanced Photon Source
a U.S. Department of Energy Office of Science User Facility

APS/CNM Users Meeting Invited Speaker Travel Instructions

Obtain Your Travel Number and Book Your Travel

Airfare, car rental (if needed), and hotel if you are staying off-site (e.g., NOT at the Argonne Guest House) MUST be booked through the Argonne travel group.

Request your travel number before calling Adtrav: 866-862-3957

  • TO REQUEST YOUR TRAVEL NUMBER: E-mail with the following information:
    • Travel allowance ($) provided by workshop organizer
    • Name of the workshop or session you are speaking at
    • Complete home address (include apartment # if applicable, required for reimbursement check)
    • Citizenship
    • Institutional affiliation

Your assigned travel number is required to book air tickets and rental car (if needed).

Other Ground Transportation Options
  • Personal Cars- Mileage, gasoline, and tolls are reimbursable to the extent they do not exceed the cost of airfare. One-way trip distance cannot exceed 250 miles.
  • Uber/Lyft- Ridesharing options between Chicago area airports and the Argonne are reimbursable.
  • Limo/Taxi- Limousine or taxi expenses are reimbursable provided they are reasonable.
  • Train- The expense of train travel is reimbursable to the extent the cost does not exceed the cost of airfare.
  • Rental Cars- Rental cars between Chicago area airports and Argonne National Laboratory are reimbursable. Cars rented from other locations are reimbursable to the extent the total cost does not exceed the cost of airfare. The type of rental car must be a compact size and at the most economical rate possible. Gasoline must either be pre-purchased or the vehicle is to be returned full. For vehicles returned that require gasoline, the reimbursement will be limited to the pre-purchase rate. Traveler-purchased insurance costs are not reimbursable.

Local transportation resource information is available here.

E-Deposit for Reimbursements

If you would like to receive your reimbursement by e-deposit to a bank account--- please make sure to complete this form ASAP, then fax or e-mail ONLY to the secure Accounting Department contacts to protect personal information. 

SECURE e-mail:        or        SECURE fax: 630-252-8270

Reimbursement Information

Please save all of your receipts and submit to within 3 months of the meeting. 

What is covered by your travel allowance (up to but not exceeding your travel allowance amount)?

• Baggage fees (but NOT seat upgrade costs)

• Air travel (US carriers only, must be booked through ADTRAV)

• Lodging expenses (subject to GSA rates for DuPage county)

• Ground transportation costs (see above)

• Per diem

Tax Information

Travel costs reimbursements do not have any tax consequences for either U.S. or non-U.S. citizens—no 1099 form will be sent to you from Argonne.

Funds are either sent as a check or deposited in your bank directly from UChicago Argonne, LLC.



To comment on the contents, please contact or 630-252-9090.