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Welcome to LSST Travel!

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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 6-800• 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!

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My monkey’s!

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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 email 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!!!

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Creating a Travel Request (TR):• To make an LSST travel request visit (https://cas.aura-astronomy.org/Reqless). 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 New

Subsystem User Name Password Data Management LSSTDM L$$tr^vDM Systems Engineering LSSTSE L$$tr^vSE EPO LSSTEP L$$tr^vEP Project Management Office LSSTPO L$$tr^vPO Board & Committees LSSTBC L$$tr^vBC

Science Advisory Committee LSSTSAC L$$tr^vSAC

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Creating a TRClick create new request and fill in the blanks…

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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

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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…

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TER Instructions:• Do:

Visit https://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

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