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

APS/CNM Users Meeting Invited Speaker Travel Instructions

 

Process for Arranging Travel

1. REQUEST YOUR TRAVEL NUMBER: 

  • Ask your workshop organizer for your travel allowance dollar amount
  • E-mail apstravel@anl.gov with the following information:
    • Name of the workshop or session you are speaking at
    • Complete home address (include apartment # if applicable, required for reimbursement check)
    • Citizenship
    • Institutional affiliation

2. ONCE YOU HAVE THE TRAVEL NUMBER, YOU MUST BOOK YOUR TRAVEL THROUGH ARGONNE'S TRAVEL MANAGMENT COMPANY - ADTRAV: 
What is covered by your travel allowance (up to but not exceeding your travel allowance amount)?

  • Airfare (US carriers only, must be booked through Adtrav)
  • Baggage fees (but NOT seat selection or seat upgrade costs)
  • Lodging expenses (Lodging can be booked without Adtrav. Whether staying at the Argonne Guest House or offsite, the maximum reimbursable amount is subject to GSA rates for DuPage county, currently $119 per night.)
  • Ground transportation costs (see below)
  • Per diem
  • Call or e-mail Adtrav: 855-218-1513 or anl.travel@adtrav.com
 
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 300 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 and the one-way trip distance of 300 miles. All rental cars must be book through Adtrav. Pre-paid refueling options for rental vehicles are not allowable; therefore, Argonne will not reimburse these costs. Traveler-purchased insurance costs are not reimbursable.
 
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: paymentforms@anl.gov        or        SECURE fax: 630-252-8270

Reimbursement Information
Please save all of your receipts and submit to apstravel@anl.gov within 3 months of the meeting. 
 
Tax Information

Travel cost 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 apsuser@anl.gov or 630-252-9090.