International Travel Information

Expense Account General Guidelines

No later than 60 days following participation in a trade show, sales mission, or trade mission, please provide SEC with the original copies of the following:

1. Ground transportation - This includes taxis, trains, subways, etc. Please write the original location and final destination on each receipt.

2. Hotel folios – Hotel folios show a breakdown of each day’s expenses accrued at the hotel. If your hotel does not provide you with a folio upon your checkout, you must ask for it specifically.

3. Airline receipts - This does not mean boarding passes. SEC requires airline passenger receipts (also called ARC receipts) that break down all the taxes, fees, and base fares. A travel agent invoice is not acceptable, as the taxes aren’t broken down. An online booking confirmation is also not acceptable.

4. Business card - Please include a business card so that SEC can contact you with any questions regarding your expense account.

Travel Details

International travel is funded by the US Department of Agriculture, Foreign Agriculture Service, Foreign Market Development and Market Access Programs (USDA FAS FMD and MAP programs). As such, there are a number of requirements for reimbursement governed by these two programs and some may be completed by SEC staff prior to and during trip planning. Full travel requirements are established by the USDA FAS.

Preparation for Travel: Visas

Countries such as China, India, Australia, and others require a visa for US travelers. Please check the countries you are traveling to for any visa requirements. Visa services can be found at: www.zvs.com. 

Preparation for Travel: Expense Account Guidelines

• Your travel expenses will be covered for the days you travel as long as the travel is related to FAS / SEC promotional/ technical activities.
• No need to keep meal receipts: your meal costs are covered under a daily per diem rate for the city that you are staying in. Use the above table to see per diem rates.
• Keep receipts for all your on-ground travel expenses. This includes taxi, bus, and train travel.

Preparation for Travel: 3 – 6 weeks prior to travel

Notify SEC of intent to travel. Please include the following:

Preparation for Travel: Airline Information

• You must book through SEC’s approved travel agent, Uptown Landing & Travel. The agents at Uptown know SEC protocol and smooth the process. The following 2 bullet points are for your information; Uptown Landing is aware of SEC rules and regulations.
• Airlines are moving away from a hard copy passenger receipt (ARC) as proof of airline travel.  Nevertheless, you still need a document that shows the airfare calculation (base fare, taxes, and fees listed separately).  If you have a frequent flyer account with the airlines, the e-ticket and receipt you can print will show the fare calculation.  Online and travel agent invoices and receipts, bulk fare, travel consolidator tickets, copies of tickets, and boarding passes are NOT acceptable to FAS auditors as proof of travel and are NOT reimbursable.
• Air travel on US flag carriers is required when travel is between the US and a foreign country or when available outside the US.  Code share flights must be purchased through the US carrier and show the US carrier flight number.  This requirement is not influenced by factors of cost, convenience, or personal travel preference. 

While Travelling: Hotels, Communication, and Taxis

• The hotel will give you a folio upon check-out. Keep it (do not submit your credit card statement or hotel reservation). FAS will pay the actual hotel room rate, up to the per diem amount. Do not use hotel discounters or agency travel packages because you will not be able to get the hotel folio that is required by the USDA FAS regulations. 
• FAS regulations allow telephone/Internet charges of $15.00 per day.  A traveler on a 10 day trip would be allowed up to $150 of phone/internet charges.
• Keep your taxi/metro receipts! They are reimbursable if buisness related.

Upon Return: Reimbursement Submittal

No later than 60 days after return to the U.S., submit expense reimbursement request to the Portland SEC office. This includes originals of the following:

• Airline ticket passenger receipt (ARC) will be submitted by Uptown Landing
• Hotel folio(s)
• Transportation receipts (taxis, buses, subways, hotel cars, local flights)
• Car mileage to/from airport (shown by a printout of Google maps routing)
• Airport parking receipt
• Personal business card
• A post-travel document will be sent to each participant. This form must be completed in order to finalize the reimbursement paperwork.

Note: All expenses are subject to an after the fact audit by SEC staff and an annual FAS compliance audit. Expenses may be disallowed after the fact. Any SEC member whose expenses are disallowed by the FAS annual audit will be liable for the difference.