Planning a Trip
  • Start the approval process by creating a new request via FellowsCentral: Submit a Travel/Training Approval Request 
    • At this stage you can do some research to get an idea of your costs for the trip and enter them in the system.
    • Ensure that your mentor approves and AAAS approves.
  • If you need an advance to reduce your out-of-pocket costs, please complete and sign a Travel Advance Request and submit it using Fyle.
  • You may book your flight or train using Concur or a separate website of your choice. Please note using Concur will reduce your out-of-pocket costs since it gets billed directly to AAAS.
  • If you need to provide comparable information, (because you are including personal travel) please use www.kayak.com to show all the possible options for your trip.
  • If you are including personal travel, you will need to make an appointment to meet with someone in STPF to make sure you have covered everything. Please submit a helpdesk ticket in FreshDesk and ask for a "Personal travel meeting"
  • Make arrangements for accommodations and anything else you may require such as transportation. (Please note preferred seating is not reimbursable)
  • If anything happens before, during or after the trip, let us know! Contact us via a help ticket on FreshDesk if your flight is delayed or cancelled, if your training gets cancelled or postponed, if you have any event that changes what you were initially approved for, Contact us!  We want to help you and make sure you are safe and can get fully reimbursed for any extra expenses. Contact us!


While on a Trip
  • Keep the necessary receipts as outlined in Travel & Training Policies and Guidelines.
  • Please note a receipt should show:  Who the vendor is, What items were purchased, Date the items were paid for and What method of payment was used.
  • Was your trip delayed? Did an unexpected event take place?
    • We understand that things happen. Simply send a support ticket explaining the situation. This helps us guide you and provide you with documentation for completing your Expense Report.


Back from a Trip/Training Completed


You must complete your Expense Report within 30 days of completing your trip, (or ending your training) . Follow the steps below to ensure you get reimbursed in a timely manner.
 

  1. Use your Fyle account to submit reimbursement requests.
  2. Upload your Concur receipt ( or whatever airline you used), which shows the full flight itinerary, the total airfare costs and any booking fees.  
  3. Include all receipts (taxis, metro, hotel, baggage, etc.). Upload all of your receipts. 
  4. You must detail any local travel with a start and ending location. (EX. home to airport, airport to hotel, hotel to conference center, airport back home)
  5.  Please note: The first and last days of travel will be recorded at 75% of the per diem rate. These are known as your "Travel Days".  They are calculated based on the per diem for the location you are traveling to. You can find domestic rates here and international rates here.
  6. To convert foreign travel expenses into US currency format, please attach a currency converter of your choosing.
  7. For mileage reimbursement, print out and attach a Google map showing the start and end locations along with the total mileage. For the current mileage rate, please click this link.
  8. If you had a travel advance, you must attach the advance form and direct deposit notice you received showing the full amount received.
  9. If you have any additional email communication or comparables, attach it to your expense report.(Attach it as a PDF under the category, "Additional Documentation")
  10. Use the instructions for Fyle to complete your expense report.

*Turnaround time is 30 days from the date we receive everything that an Expense Report must include.*