Divisions are involved with several aspects of subcontractor travel:
- The division should identify in the Requisition / Scope of Work that subcontractor travel will be reimbursed by the Laboratory. This allows Procurement to include the relevant travel clauses in the subcontract.
- If foreign travel will be reimbursed, the division technical coordinator will work with the Travel Department to obtain prior DOE approval for the travel. Approval normally takes 21 to 30 days. The division will work with the Travel Department to communicate this approval to the subcontractor.
- When certifying an invoice, if travel costs are included, the certifier must have the costs reviewed and certified by the Travel Department prior to the certification. Any portion of travel costs that are not certified are to be deducted from the total invoice amount. The certifier requests a copy of the invoice from Disbursements. To obtain approval from the Travel Department, the certifier forwards a copy of the claimed travel expenses as detailed in the invoice to the Travel Department.
Procurement includes applicable travel clauses in the subcontract. The subcontractor is responsible for complying with the travel terms and conditions of the subcontract, submitting a claim, and following Travel Reimbursement Expense Guidelines, when made part of the subcontract. For travel performed by subcontractors who are DOE prime contracts, the host institution is responsible for the complete travel transaction. The Laboratory accepts travel guidelines from subcontractors working under NIH grants and other Federal contracts and grants.