AAAS S&T Policy Fellowships

TABLE OF CONTENTS

1.  Roles and Responsibilities
2.  Approvals – Travel, Training and Career Coaching
3.  Concur
4.  Advances
5.  Fyle Expense Reports and Required Documentation
6.  Approvals – Fyle Expense Reports
7.  Federal Contract and Grant Travel
8.  Other Travel Considerations
9.  Air Travel
10. Ground Transportation
11. Local Travel
12. Lodging
13. Meals and Incidental Expenses
14. Miscellaneous Travel Expenses
15. Prohibited Travel Expenses

General Policy

The following policies and guidelines have been developed to meet federal requirements for financial oversight of government-funded programs and to comply as closely as possible with both STPF and government travel procedures. 

AAAS STPF will reimburse fellows for the actual expenses of pre-approved travel and training that are reasonable and necessary for the conduct of fellowship-related business. Caution and good judgment should be exercised by fellows when incurring business expenses. Fellows are expected to use reasonably economical lodging, meals and transportation that will meet their requirements, with due consideration to safety, comfort, and scheduling. 

AAAS STPF will not reimburse any expenses that exceed the original travel/training allocation of the fellowship unless the host office provides additional funds via a change to the funding instrument. A fully processed funding modification is required before the start of any fellowship-related travel or training that will exceed the amount of funding available (written or verbal approval is insufficient; documentation of the fund transfer is required). The addition of travel/training funds to a fellow's account must be initiated and processed by the fellowship host office. All reimbursements are subject to final approval from the AAAS grants department. 

Expense reports with all required documentation must be filed no later than 30 days from the conclusion of the trip/ training activity, OR within 30 days following the end of the fellowship, whichever is sooner. STPF cannot reimburse for any expenses incurred beyond the end date of the fellowship. Fellows will be required to take financial responsibility for any fellowship-related expenses that are not submitted for reimbursement with all required documentation by the 30^th calendar day following the end of each fellowship year (September 30^th). **There will be no exception for reimbursement requests received after September 30^th. **

Fellows who extend for a shorter period or who depart the fellowship early for any reason must submit for reimbursement with all required documentation by the 30th calendar day following the date their fellowship terminated. There will be no exception for reimbursement requests received more than 30 days after the fellowship termination date. 

No travel/training will be approved for the final two weeks of the fellowship. Should a fellow resign their fellowship after approval is received, that approval may be revoked. Renewing fellows seeking travel/training or career coaching approvals in advance of the upcoming fellowship year are not permitted to submit travel/training or career coaching requests prior to August 15^th. No funds should be expended without prior written approval from STPF Finance, and no funds are permitted to be expended prior to August 15^th.  

Procedures:

1.0 Roles and Responsibilities

1.1 Fellow – Submits requests for use of professional development funds and requests for reimbursement.

The fellow requesting use of professional development funds or reimbursement bears the responsibility to:

• Obtain approval vis FellowsCentral portal from both the agency and STPF prior to expending funds.
• Obtain and submit appropriate documentation of travel costs.
• Verify all expenses being reimbursed or paid by AAAS STPF are valid and in compliance with all STPF policies and procedures. 
• Verify flight and hotel arrangements to ensure the schedule and booking are correct. Charges associated with scheduling errors are not allowable. 

Professional development funds are defined as funds used for career coaching, training and travel.

By submitting an expense for reimbursement, the fellow is acknowledging acceptance of the terms and conditions of the reimbursement. The fellow is also attesting that the expenses for reimbursement have not been previously paid through a prior submitted Expense Report, STPF Travel Advance, by an outside agency or other third party.

Individuals enter travel status when they leave their base. Base is defined as the fellow’s primary residence or work location, whichever is closest to the travel destination. Work location is defined as the agency or office location to which a fellow is assigned.

1.2 Agency Approver

The Agency approver is the mentor or authorized person providing oversight for the fellow. The agency approver is responsible for:

• Reviewing travel, training or career coaching requests to ensure the request supports the fellowship, duties and goals of the office and/or agency.
• Attesting to the appropriateness of the request by responding to the system generated email.

1.3 STPF Approver

The STPF approver is the individual authorized to approve the expenditures of fellows. The approver is responsible for:

• Reviewing Travel/Training requests and associated documentation to verify availability of funding, verification of required documentation, and allowability for expenses.
• Reviewing Fyle Expense Reports and associated documentation to verify that all expenses are allowable and adequately substantiated. The STPF approver is accountable for ensuring all approved expenses follow all STPF policies and procedures.
• Reviewing and approving Fyle Expense Reports in a timely manner.
• Approving Fyle Expense Reports and attesting to the appropriateness of the expenditures.

1.4 AAAS Finance

The AAAS Finance team members are responsible for the final review and approval of all reimbursement requests for payment. All reimbursements must be reasonable and supported by appropriate documentation and meet the criteria established by AAAS’ documented internal policies

2.0 Approvals – Requesting use of Professional Development Funds 

Fellows may not purchase or commit funds for fellowship-related career coaching, travel and/or training without prior written authorization from the fellow's agency approver/host office point of contact (POC) and STPF. Fellows must log into FellowsCentral to access the Professional Development Expenditure Requests under My Financials to complete the request(s). STPF will not provide approvals for use of professional development funds that arrive via email. 

The agency approval is through the system and will trigger STPF to provide subsequent approval. Approvals may take STPF up to 48 business hours from the time we receive approval from the offices. The authorization must be received, and approved, by STPF before incurring any expense or booking any travel or training activity. Failure to follow this stipulation will result in the fellow bearing the burden for costs not approved. Please plan accordingly to allow for the required approvals before incurring any costs.

*Career coaching additional requirements:

• Only the vendors listed on FellowsCentral are approved to provide professional coaching services for fellows using their travel/training funds. 
• Required Documentation: A completed Statement of Work (SOW) signed by both the fellow and the coach must be submitted to the STPF Finance through the Travel/Training Request Portal on FellowsCentral and attached to the Professional Development Fund Request. 

3.0 American Express Business Travel Services – Concur Online Booking System

Concur is AAAS’ online booking system made available as a courtesy for all fellows employed by AFPI. Note that the fellow is responsible for ensuring the flights are compliant with the STPF Travel/Training Policy.

• Domestic and International Airfare may be booked using the Concur Booking Tool which is directed billed to AAAS.
• Lodging and rental cars may be booked using the Concur Booking Tool however those costs will not be charged to the AAAS account.  Lodging and rental cars booked through Concur must be charged to the fellow’s personal credit card. 
• Fellows with international or complex itineraries are encouraged to contact the AMEX Travel Services agents via phone for assistance.
• Fellows are also allowed to book travel on their own but must provide full itineraries with detailed costs for reimbursement requests.
• Concur will not validate compliance, fellows are responsible for ensuring compliance. Failure to book a compliant flight will result in the fellow bearing the burden of the costs.
• Basic economy fares should not be used as that requires payment for seats and/or carry-on luggage.

4.0 Advances 

• Each advance is limited to $5,000 and you may only have one advance at a time.
• Travel advance amounts must be based on estimated travel costs; as such they should be round numbers (i.e., $15 and NOT $15.16).
• Your advance requested amount is subject to be reduced based on the discretion of the CFO.
• Your advance request amount should be lower than the total estimated amount for your trip.
• If you request an advance for multiple trips, the request should be made on one form, and you will receive one lump sum payment for the requested trips.
• When the travel advance includes multiple travel/training requests, the travel advancement request must specify the amount sought for each specific trip.
• The form must be attached to an advance request through Fyle. 
• All travel advance requests must include your travel approval and supporting documentation. If the advance is for multiple trips, you must include each travel approval document.
• No subsequent advance will be granted until your previous advance is reconciled with the AAAS STPF Finance office and the AAAS Grants office.

Please allow up to 15 working days to process the advance and for the direct deposit to be received. To learn more about advance reconciliation please contact STPF finance by submitting a support ticket. 

5.0 Fyle Expense Reports and Required Documentation – Detailed instructions located here.

Fyle Expense Reports must be submitted after completion of the trip but within 30 days of travel. Fyle Expense Reports submitted after 30 days of the completion date of the trip may be treated as income subject to withholding as allowed under federal tax regulations (26 CFR 1.62-2) and applicable state tax regulations. 

For an expense to be approved and processed, the expense must be properly substantiated. Itemized receipts for all expenses greater than or equal to $25 are required, unless otherwise noted.

When receipts are unavailable, STPF may consider accepting the following documentation of incurred expenses:
 

Canceled check or imaged check copy from bank or online banking system

• Copy of bank statement or copy of cancelled check
• Customer copy credit card slip
• Credit card statement reflecting travel charges
• Bank statement which lists payee and amount

When the receipt for an expense greater than or equal to $25 is lost or otherwise unavailable, and all measures to obtain a copy have been exhausted, the fellow will be required to submit a missing receipt affidavit with the Fyle Expense Report.
 

The fellow submitting the Fyle Expense Report should maintain copies of all required documentation until payment is made in case questions arise.

**Reimbursements of any type may take up to 30 business days to process. **

6.0 Approvals – Fyle Expense Reports

To be reimbursed, the Fyle Expense Report must include an attached approval document and all required documentation.

Fyle Expense Reports submitted must be approved by the appropriate positions.

• STPF finance team review
• STPF Senior Grant Director
• STPF Director
• Final approval – AAAS Grants

At any point in the approval process, an approver may forward the Fyle Expense Report for additional approvals. Once the additional approval has been provided, the Fyle Expense Report will resume routing through the workflow.

By approving the Fyle Expense Report, the AAAS representative is certifying the submitted expenses are in accordance with AAAS Grant Policy, AAAS Finance Policies and the STPF Travel Training Policy. 

7.0 Contract and Grant Travel

The majority of STPF funding is provided by the federal government through contracts, grants and cooperative agreements and are subject to all required federal regulations and subject to multiple audits. Payment will be subject to STPF travel policies as well as any applicable AAAS policies.

AAAS STPF federal cooperative agreement, contract and grant funds may not, by federal law, be used to fund any entertainment expenses incurred during official travel.

International Travel - Travel is considered international when it occurs anywhere outside the United States of America, the District of Columbia or Puerto Rico.

 Before using federal contract or grant funds to travel internationally, fellows must review the terms and conditions for their funding agency that are available on FreshDesk regarding prior approval requirements associated with international travel. Federally sponsored travel outside of the continental U.S. does require the use of a U.S. carrier. Please contact STPF Finance for additional information regarding the application of the requirements listed below.

• Environmental Protection Agency (EPA) – International Travel
• National Institute of Justice (NIJ) – International Travel
• National Science Foundation (NSF) – International Travel

Fly America Act
The Fly America Act (FAA) requires the use of a U.S. air carrier for federally funded foreign travel. In some instances, a non-U.S. air carrier may be used if it meets one or more of the exception criteria listed in the Federal Travel Regulation (FTR) guidelines section 301-10.135-138.

Open Skies Agreement 

AAAS STPF does not allow due to various burdensome reporting and compliance requirements.

Telephone & Internet
 Internet access/use of computers, facsimile or scanning charges, and mailing/shipping expenses for fellowship-related expenses that are reasonable and necessary for conducting business while traveling are allowable.  For phone service while abroad any one of the following are allowable and reimbursable: an international calling card, international SIM card, or international cellular provider data/voice/text plan, up to $10/day.

International Passports and Visas

Expenses related to visa and passports required for business travel are allowable. Passports applications and renewal fees will be reimbursed only in cases when the fellow is required to travel internationally for fellowship-related business. 

Global entry

Only the one-time application fee (expedited fees, travel to interview, etc. are not reimbursable) and may ONLY be requested and reimbursed with an international travel request.
 

8.0 Other Travel Considerations

8.1 Trip Modification and Cancellation Fees

If conflicting fellowship business or compelling personal reasons (illness, death in the family) require cancellation of an official trip, credits and refunds should be applied back to AAAS STPF. Reimbursement may be requested for non-refundable out-of-pocket travel expenses incurred before the cancellation.

8.2 Combined Personal and Business Travel

If personal travel is combined with business travel, only the business portion of the trip is allowable. The individual should pay for the total expense out-of-pocket and submit the business portion of the expense for reimbursement.

In cases where official travel is interrupted or deviates from the most direct travel routes for personal reasons, AAAS STPF will not be responsible for any costs associated with the deviation unless prior approval is received and documented. 

To receive approval, you will need to attach a comparable (www.kayak.com or equivalent) to your travel approval request when you are adding personal travel to your work-related travel or your location of departure or return is somewhere other than the greater Washington, DC area. (The DMV). The flight comparable must reflect all available flights on all available carriers, spanning the official travel window. The document must reflect costs of multiple flights/train fares (3 or more) for work related travel and locations since the actual flight/ train fares being booked will include personal travel and/or have different departure/return locations. If the cost of the actual flight booked exceeds the lowest price in the comparable document the fellow will be responsible for the difference.

8.3 Rewards/Frequent Flyer Programs

AAAS STPF will not reimburse fellows for travel expenses paid for with rental car rewards, hotel points, frequent flyer miles, or other rewards programs. Fellows may retain accumulated rewards program benefits; however, if the fellow books a more expensive travel arrangement solely based on a rewards program, the cost differential is unallowable. Rewards program benefits cannot influence travel selections.

9.0 Air Travel

9.1 Fares, Upgrades, Fees

When traveling by commercial airline on official fellowship business, fellows should plan well in advance to obtain the most economical fare available. Only coach/economy fares are allowable. Any upgrades, early boarding fees, seat selection fees, ticket life insurance, and ticket cancellation insurance are not allowable. Baggage fees that are reasonable and appropriate for the purpose and length of the trip are allowable. Note all airfare options available in the Concur Booking Tool may not be allowable under the STPF Travel Policy and should be reviewed carefully.

Basic economy fares should not be used as that requires payment for seats and/or carry-on luggage.

9.2 Changes, Cancellations, and Unused Airline Tickets

It is the fellow’s responsibility to verify flight arrangements and ensure all bookings are correct. Charges associated with scheduling errors are not allowable for reimbursement. Fellows are responsible for any scheduling errors.

When travel plans change for any reason, the fellow should apply the unused ticket to any upcoming fellowship trips.

If the fellow chooses to change an air reservation for personal reasons, the flight change fee is not allowable for reimbursement.

9.3 Early Arrival/Late Departure Fees

If a fellow chooses to extend a portion of a trip to take advantage of reduced airfare, the fellow must reconcile the standard economy airfare with the reduced airfare, the additional hotel and meal expenses, and any other expenses that were incurred due to the change in either the arrival or departure time. The reconciliation should be submitted with the Fyle Expense Report.

10.0 Ground Transportation

10.1 Taxis, Shuttles, Ride Sharing Services

Taxis, rideshares (Uber/Lyft) and shuttles may be used for transport to/from the airport and to destinations related to fellowship activities when mass transit is not available or feasible. For Uber, Lyft or similar companies only regular economy class fare will be reimbursed (i.e., UberX and UberPool only). If there are unusual circumstances that require use of non-economy transportation, the fellow must provide a detailed rationale on the reimbursement request. AAAS reserves the right to decline reimbursement for non-economy ground transportation.

10.2 Rental Car

Car rentals may be undertaken only when other transportation is unavailable or impractical. AAAS will reimburse for the cost of the rental, basic insurance, gasoline, parking, and tolls, according to actual expenditures. Rental reimbursement is limited to economy or mid-size rates unless business requirements justify a larger, more costly vehicle. A business justification for car rentals must be provided in the travel approval request prior to renting a car. Without this approval, car rentals and associated costs will not be reimbursed. Written advance approval from the fellow's host office POC must be provided along with written justification on your Fyle expense report submission. 

Car Class and Features
Rental of an economy or standard sized vehicle is allowable. Larger vehicles may be allowable if there are three or more individuals traveling together, if the fellow is transporting a large amount of equipment, or if another valid business need exists and must be documented and pre-approved.

Fuel for Rented Automobiles
Fellows should decline the pre-paid fuel option and refuel the rental car prior to returning to the rental agency. The cost of business-related fuel for rental cars is allowable.

Documentation
The receipt and rental agreement, regardless of amount, must be attached to the Fyle Expense Report. Receipts for refueling the rental car must be submitted. If a vehicle is being used for both personal and fellowship travel, note the proportion of personal use on the receipt/agreement. Only the portion related to official fellowship business will be allowable.

Insurance
The purchase of basic insurance is allowed when an automobile is rented if you do not have auto insurance and/or your auto policy does not cover a car rental. Prior to leaving the rental car location, the vehicle must be inspected, and any damage is to be noted on the rental agreement and acknowledged in writing by a representative of the rental car company. When returning the vehicle, the vehicle should be inspected and if any damage was sustained while in the possession of the renter.

10.3 Private Vehicle

Use of personal automobiles for business travel is reimbursable when it is the most economical mode of transportation or when safety issues justify the additional cost.

Mileage Reimbursement

The fellow will be reimbursed up to the current GSA/IRS authorized mileage rate for miles incurred. The GSA/IRS mileage rate applies to electric and hybrid-electric automobiles, as well as gasoline and diesel-powered vehicles. Current GSA/IRS mileage rates are available here.

AAAS STPF will reimburse the round-trip mileage between the fellow’s base and destination or for the actual miles traveled from origin to destination and back, whichever is less. Mileage related to a commute from the fellow’s home to his or her primary work location is not allowable.

Airfare-In-Lieu of Mileage
Reimbursement for round trip mileage cannot exceed the cost of a round-trip flight. Reimbursement will be made at the current mileage rate or the lowest discounted airfare whichever is lower. This is called airfare-in-lieu of mileage.

Travel within the District of Columbia, Maryland and Northern Virginia (DMV)
 Frequent local travel within the DMV should be paid with the Metro allotment provided to fellows employed via AFPI or under an MOU. Travel to and from a work location cannot be reimbursed. 

10.4 Bus or Rail

Travel by bus or rail is allowable when it is less expensive than alternative transportation. Rail fare that exceeds the cost of the 14-day advance purchase of a coach/economy airfare will only be allowed up to the airfare amount. Receipts, including method of payment, must be submitted with the Fyle Expense Report.

10.5 Tolls and Parking Charges

When private vehicles or rental cars are used for official travel, any parking and/or toll charges incurred are allowable. Valet parking is only allowed when no other option is available or when safety concerns justify the use. An explanation for valet parking will be required with the Fyle Expense Report.

11.0 Local Travel

When a fellow travels within a 50-mile radius of their base for official fellowship business, there are limited options for being reimbursed.

11.1 Local Reimbursement

Reimbursement will be provided for conference registration fees, allowable ground transportation, and parking fees if approved.

11.2 Local Per Diem 

Is not allowable and will not be reimbursed

11.2.1 Local Overnight Stay 

Is not allowable and will not be reimbursed.

12.0 Lodging

Accommodations should be prudently planned to serve the best interests of the fellowship at the most reasonable cost. Lodging may be booked through the Concur Booking Tool or personally.  AAAS STPF will allow actual costs of lodging up to the federally approved per diem rate (before taxes). Rates more than the per diem rate require prior approval requiring additional explanation from the fellow as to why the lodging rate was necessary.

An itemized folio is required to substantiate all lodging expenses. The dates of occupancy, the number of nights, and the total amount charged for lodging must be indicated on the folio. 

The above-stated nightly limits apply to lodging reserved through a home-sharing or rental service (AirBNB, VRBO, etc.).  Add-on fees such cleaning fees for home share services like Airbnb, HomeAway, VRBO, FlipKey are not allowable.

13.0 Meals and Incidental Expenses

Meals and incidentals for partial day trips for fellows with no overnight stay will be reimbursed depending upon the length of travel.  Partial day per diems will apply regardless of the travel destination.

Meals and incidental expenses (M&IE) will be reimbursed for fellows for out-of-state overnight travel using a per diem method of a flat sum to cover expenses for each travel day. This amount is a per diem and will be paid to the fellow based on the days of travel and the travel destination.

Incidental expenses covered by the M&IE per diem include fees and tips given to porters, baggage carriers, hotel staff, and staff on ships.

• The U.S. General Services Administration (GSA) establishes per diem rates for destinations within the Continental United States (CONUS). GSA rates can be found on the GSA website at www.gsa.gov/perdiem. If the city or county of the travel destination is not listed, then the standard CONUS M&IE rate applies.
• The U.S. Department of Defense (DOD) establishes per diem rates for overseas non-foreign areas such as Alaska, Hawaii, Puerto Rico, and Guam. The DOD rates can be found on the DOD’s Per Diem, Travel, and Transportation Allowance website at www.defensetravel.dod.mil.
• The U.S. State Department establishes per diem rates for the foreign overseas locations (for example, Canada, Aruba, Bahamas, Europe, etc.). The State Department rates can be found on State Department’s website at https://aoprals.state.gov by selecting the country of the travel destination and searching for the appropriate city or region of travel.

On the first and last travel day, fellows are only eligible for 75 percent of the total M&IE rate for the travel destination.

The GSA provides a breakout of each per diem rate into separate amounts for breakfast, lunch, dinner, and incidental expenses. If a fellows’ trip includes meals that are already paid for by the agency or a third party (such as through a registration fee for a conference), the fellow should use the GSA meal amounts to deduct those meals from the per diem.

14.0 Miscellaneous Travel Expenses

Conferences
To claim reimbursement for conference registration fees, the fellow should submit any available conference URL, conference brochures or other literature documenting the expense. A receipt, including the dollar amount and proof of payment must be submitted with the Fyle Expense Report.

Gratuities and Tips

Gratuities are covered by GSA per diems. Any gratuities not covered by per diems and paid to food servers, taxi drivers, room cleaning staff, etc. deemed by administration to be reasonable and necessary are allowable. A gratuity of 15% is the generally accepted amount, but there may be cases in which 15% is exceeded. Gratuities exceeding 20% will require the next level of approval acknowledgement.

Laundry Expenses
Expenses related to laundry and/or dry-cleaning charges that are reasonable and necessary will be allowable only when travel exceeds seven or more consecutive nights, and the charges were incurred while traveling.

Stay with Family or Friends
STPF does not reimburse for stays with family or friends but will allow a token of appreciation like providing a meal or groceries (please contact STPF finance prior to expending these funds).

Non-Travel Expenses
Non-travel expenses, such as class materials (books, reference materials or access to web-based systems) are ONLY allowable if needed for an approved course, workshop, or trip and may require pre-approval.

15.0 Prohibited Travel Expenses

The following expenses are examples of items that are not allowable.

• Purchases of alcoholic beverages.
• Expenses related to personal travel.
• Travel expenses incurred by spouses, companions, or other family members except as required by law related to dependent care travel provisions. 
• Medical expenses. 
• Costs of safe charges, in-room movies, and recreational activities (even when such activities are part of a business meeting or conference) and excursions.
• Charges of traffic or parking violations, or other expenses incurred such as lost keys or keys locked in vehicles.

For more information contact the STPF Finance staff by submitting a support ticket via Freshdesk

Here is the link for Fyle for your expense report submissions: https://app.fylehq.com/app/accounts/#/signin