What expenditures need approval?
All expenditures need approval. Fellows may not purchase any items, or commit any funds for fellowship-related travel and/or training without prior written authorization from the fellow's agency representative and AAAS.
What information is needed for approval?
- Details of the planned professional travel/training.
- Destination and purpose of travel/training.
- Dates of travel/training.
- A budget estimate of the expenses to be covered.
The authorization must be received and approved by AAAS before incurring any expense or booking any travel or training activity.
Where do I request travel/training approval?
You can submit a request via FellowsCentral. Instructions can be found here: Submitting a Travel/Training Approval Request
STPF does not provide approvals for travel/training requests that arrive via email. Please use the system.
What happens if I do not receive approval prior to the trip?
When the policy is not followed, all expenses are the responsibility of the fellow.
When may I book with Concur?
After receiving full authorization, (from your mentor and STPF), fellows may use the AAAS-designated travel agency (Concur) to make flight arrangements.
Am I required to use Concur?
You may make other arrangements using the internet or you may contact the airline directly.
Fly America Act (FAA) Compliance - Travel
Everyone needs to be compliant. Further information on the Fly America Act (FAA) and AAAS’s policy in reference to your travel will be found on Page 6 of the Travel/Training Policy Document or on FreshDesk here.
If you have a question, please submit a ticket to Finance.
Do I need approval for a rental car?
Yes, all expenses need prior approval.
How long should I allow for approval?
Please allow three business days. (It's usually faster, but please plan as far in advance as possible.)