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.


What happens if something changes before, during or after my trip?

Contact us via a FreshDesk help ticket immediately! We know things can happen to delay your trip, or the training may be cancelled or postponed, or any number of mishaps. **Whatever happens, send us a quick little note so we can help you and help you get fully reimbursed**


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.)