General Policy Statement

It is Ocean Leadership's responsibility to provide timely, meaningful and accurate information to assist the travelers, as well as provide travelers with arrangements that are efficient and effective. As a traveler, your responsibility is to adhere to the policies contained within this handbook, by obtaining travel authorizations, documenting expenses, and applying for reimbursement.

CORE-Division Travel

We have not yet merged travel systems, so if you are traveling on behalf of a CORE division program (Census of Marine Life, National Ocean Sciences Bowl, National Oceanographic Partnership Program, or Centers for Ocean Sciences Education Excellence) please adhere to the CORE division travel policy.  Currently, if you are traveling for a CORE division program, you will continue to follow the CORE travel policy and utilize databasics (http://databasics.coreocean.org/tesite/te_start.jsp) the online travel reimbursement system.  If you have any questions please contact Maureen Crane at mcrane@oceanleadership.org.

JOI-Division Travel

If you are traveling on behalf of a JOI division program (ocean drilling, OOI, U.S. Scientific Support, or JOI Learning) please use the forms below.  If after reviewing the following documentation you have any questions or are in need of help please contact Julie Farver at jfarver@oceanleadership.org.

Authorization Advance approval is required for all travel for which expenses are to be paid or reimbursed. Ocean Leadership will authorize all requests for travel and must approve all requests for exceptions to this policy.  For Ocean Leadership employees, a Travel Authorization form must be submitted to the Ocean Leadership Travel Office with the appropriate approval from the employee’s supervisor and Program Manager.  For travelers who are not Ocean Leadership employees, the appropriate Ocean Leadership authority will complete a travel authorization. Travelers who attend meetings arranged by the Ocean Leadership Travel Office will receive meeting and travel logistical information via email. This information will indicate whether the traveler’s expenses are to be reimbursed by Ocean Leadership. Advances Travelers may request an advance of funds by submitting a Travel Advance Request. The standard travel advance is based on a per diem rate that covers the expense of meals, consistent with the guidelines described in the Reimbursement of Travel Expenses section. Additional advance funds for lodging, airline tickets, and other reimbursable travel expenses may be requested. 

To ensure timely processing, a travel advance request should be submitted to the Travel Office at least two weeks prior to commencement of travel. A check will be mailed to the traveler. Advances must be identified on the Travel Expense Report, which is discussed in the following section. Reimbursement Claims for reimbursement of expenses incurred should be submitted to the Travel Office using a completed Travel Expense Report. The Travel Office will review the report and may request additional explanation or documentation in order to fulfill Ocean Leadership's contractual obligations to the US Federal government. Ocean Leadership's goal is to process Travel Expense Reports, including reimbursement to the traveler, within 15 working days of receipt. For detailed information regarding our travel reimbursement policy, please see the Reimbursement section. Download a complete copy of Ocean Leadership's Travel Policy. (PDF: 229KB)