1 Welcome to LSST Travel!

2 Who am I? A leader in the travel industry with eight years non-profit travel experience working with various travel platforms and registration systems Coordinated travel for a nationwide program including events both clinical and scientific in nature; working with board members, sponsors and TV productions Spearheaded logistics for meetings and conferences ranging from I am currently responsible for ensuring all LSSTPO Travel complies with federal regulations, AURA, and LSST policies and procedures while taking a strategic approach to travel in assisting all travelers with reservations throughout the travel process - finalizing with TER’s I am a wife of 17 years and a mother to 7 year old twins, Brandon & Hailey!

3 My monkey’s!

4 The process: Before the Trip: Create a TR Finalize and Send for approval Once approved Travel will work to establish flight itinerary’s, hotel and ground transportation Final confirmations will be sent via and/or hardcopy if necessary During the trip: Providing notification of any schedule changes and help with rerouting Making approved changes in real-time; adding legs or changing the duration of travel After-hours emergency support After the Trip: TER review and forwarding for approvals and to accounting Safe Travels!!!

5 Creating a Travel Request (TR): To make an LSST travel request visit ( Reqless is an internal AURA system for use by AURA employees, an accommodation has been made to allow LSST to use Reqless for travel requests by project personnel working at non- AURA partner institutions. The following user names and passwords have been established for use by the various LSST subsystems to process travel requests in Reqless for non-AURA partners. Using LSST credentials applicable to you (see chart above) log into Reqless and go to Travel> Create NewReqless SubsystemUser NamePassword Data ManagementLSSTDML$$tr^vDM Systems EngineeringLSSTSEL$$tr^vSE EPOLSSTEPL$$tr^vEP Project Management OfficeLSSTPOL$$tr^vPO Board & CommitteesLSSTBCL$$tr^vBC Science Advisory CommitteeLSSTSACL$$tr^vSAC

6 Creating a TR Click create new request and fill in the blanks…

7 What to include: Estimate your expenses Average airfare based on past trips or provide proposed itinerary option Hotel total based on per diem Local per diem x days of travel; travels days reimbursed at.75% Itinerary Information Enter travel information, including airport preferences. Add legs to your itinerary Interactions Interactions allows you to add a preferred schedule to your TR or add comments for your trip Then save and send for approval

8 Required for your TER… Travel Summary Report Agenda or meeting notes Hotel folio (must show final charge and payment) Per Diem (.75% for first & last day travel, less meals provided) – we do not reimburse actual cost Airfare (include complete itinerary) Auto rental (include approved mileage calculator) Taxi (only to and from the airport) Mileage for Personal Auto $.575 per mile and include map showing distance from point to point Parking (include receipt) Communication (telephone, internet, etc.) Conference expense (include receipt) Submit detailed lodging Submit original receipts when possible, we’ll accept scanned copies – as long as you maintain hard copies for 5 years. The more you provide the quicker the reimbursement time…

9 TER Instructions: Do: Visit astronomy.org/Reqlesshttps://cas.aura- astronomy.org/Reqless Log-on using the appropriate subsystem user name (see above) Click “Complete Travel Expense Report” Fill out LSST TER Print, Sign and Mail with required documentation to my attention Consider: Airfare must contain sufficient detail to determine flight costs and added charges Lodging must contain final payment and method Car rental was approved and necessary Included printed maps with distance traveled for mileage reimbursement For more information visit LSST Travel Page LSST Travel Page

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