Travel Tips and Forms

We welcome visitors at all of the SAGE locations. For information about how to make arrangements for your visit - airports, hotels, transportation - please follow the links below.

• SAGE Headquarters - Washington D.C.
• SAGE Data Management Center - Seattle, Washington
• PASSCAL Instrument Center - New Mexico Tech, Socorro, NM

Travel Authorization Request

Submit a Travel Authorization Form.

Travel Policy

For routine SAGE staff and committee travel, SAGE will reimburse travel meals and incidental expenses (M&IE) on a per diem basis, using the applicable U.S. government rates.  SAGE program travel (e.g., interns, experiment support) may have other guidelines, so please consult SAGE Financial Services (admin@iris.edu) or your program travel coordinator for details.

1. The domestic CONUS per diem rates can be found on the GSA website.
2. The Department of Defense sets rates for Alaska, Hawaii, U.S. Territories, and Possessions (OCONUS rates).
3. The State Department sets foreign rates.

The per diem rate is determined by the destination city as listed on the travel authorization form.

• The first and last day of travel is calculated at 75%.
• Deduct any meals provided/paid by others using the M&IE breakdown tables.

SAGE Travel Policies and Procedures can be downloaded in pdf format.

Travel Expense Report

NOTE: SAGE staff members should submit travel/expense reports through SAP Concur Expense.  Contact admin@iris.edu for more information, if necessary.

If you have traveled for SAGE, you can download the Travel Expense Report template in Excel.

• Travel Expense Report Form - standard per diem
• Travel Expense Report Form  - actual costs (for travel not eligible for per diem reimbursement)

Effective July 1, 2022 – IRS standard mileage rate for the use of a car is $0.625 per mile for business miles driven.

Airline tickets must identify a U.S. flag air carrier designator code and flight number or submit a JUSTIFICATION FOR USE OF FOREIGN-FLAG AIR CARRIER form (only available in pdf) with your travel expense report.

Please note:

• Expense reports should be submitted within two weeks of return from travel.
• Expenses submitted for reimbursement 30 days or more after the ending date of travel must include a written justification for the delay in submission.
• Expenses submitted for reimbursement 90 days or more after the ending date of travel are not eligible for reimbursement.
• Expense reports must be SIGNED and clearly show the destination and purpose of the business travel.