Projects Portal - LM-TSA Projects Information

Expense Guidelines (Online Expense Entry)

Alltech Online Expense System Reference Guide

Small Expense Code Description Chart

Large Expense Code Description Chart

Authorized Travel Expenses and Explanation When Deployed:

Within 50 miles of your home airport

Travel Over 50 miles and less than 200 miles

Travel Over 200 miles

Air Travel

Mileage

Car Rental

Airport Parking

Per Diem - Meals

Lodging

Laundry

Cell Phones & Charges

Internet

Miscellaneous Expense Items

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Within 50 miles of employee's official duty station:

Hotel and per diem is not authorized (unless the work day exceeds 12 hours, requires TOM approval). 

Commute/travel time does NOT count toward the 12-hour work day, and is also not a valid reason to waive the 50 mile hotel rule.

Mileage and tolls will not be reimbursed.

Airport/hotel parking is authorized, but is limited to $10 per day.

Travel Over 50-miles and less than 200-miles:

Hotel and per diem is authorized.  However, per diem is only authorized if hotel is provided by LM.

POV or rental car will be authorized by CSSC.

Mileage and tolls is authorized for POVs.

Airport/hotel parking is authorized, but is limited to $10 per day without approval in advance.

Airfare may be authorized and/or required by CSSC in certain circumstances. Taxi to/from home airport is authorized if less than long term airport parking for the deployment period. 

Travel Over 200 miles:

Hotel and per diem is authorized.

POV or rental car in lieu of airfare may be authorized by CSSC.  Approval in advance of travel must be received for POV.

Mileage and tolls is authorized for POVs.

Airport/hotel parking is authorized, but is limited to $10 per day without approval in advance.

Taxi to/from home airport is authorized if less than long term airport parking for the deployment period. 

Note: Lockheed Martin makes all travel arrangements for you.  They typically will have you drive if the distance is within 200 miles from your home.  However, it is Lockheed Martin's decision whether you will drive or fly.

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Air Travel

Lockheed Martin has dedicated "Planner/Schedulers" that make all travel arrangement for you.

They will use email as the primary source of communications to send travel information and your cell phones as a secondary contact point if there are problems.

In no situation shall an instructor book flight reservations.

The travel vendor will email the instructor and the CSSC with the itineraries.

The CSSC is not authorized to change any flight itineraries. They are required to seek approval through the LM Deployment department.

If a flight itinerary is not paid for, or an instructor’s flight was cancelled by the travel agency, the instructor should contact CSSC to resolve the problem.

Act of God cancellations should be handled by the instructor directly with the airline.

Note: Instructors are not authorized to contact the Travel Vendor to request any changes to their scheduled flights.

The instructors DO NOT HAVE AUTHORIZATION to change either their departure or return flight.

Please contact the CSSC for questions at (866) 416-4545.

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Mileage

Instructors will be expected to drive to all training locations within 200 miles of their home airport.

Mileage is reimbursable, unless you are traveling to your local airport.

Note: The minimum state or in country mandated insurance limits are required on all personal vehicles during vehicle use.

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Car Rental

If you have been assigned a car, you must return the rental car with a full tank of fuel.

Instructors are not authorized to opt for extra insurance on rental cars or upgrade cars for reimbursement (any upgrades are at the expense of the instructor).

Only fuel for normal transit to/from the hotel and training location is authorized. 

Notes:

Fuel used for personal reasons such as sightseeing on the weekend is not authorized.

Instructors should use the airport shuttle as much as possible when traveling to and from the training site to cut down on airport parking costs.

If an instructor is part of an accident in a rental car, they are required to obtain a police report and must contact their AAM or AM who will notify LM. Instructors should have all rental contract paperwork available when contacting their AAM or AM. It is also required that the instructor provide copies of rental agreement and police report to LM through their Instructor Manager.

Any citations received on rental cars will be the responsibility of the signor for the rental car.

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Airport Parking

Yes, airport parking expenses are reimbursable, provided that you have parked in the approved parking area.

Note: Please use the hotel shuttle transportation to the airport when available.  Parking at your local airport is reimbursable. Valet parking is NOT reimbursable.

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Per Diem - Meals

Travel to/from home: 75% of daily M&IE rate for work station assigned.

Travel from site to site: 100% daily M&IE rate (use rate for destination airport).

Per Diem rate for cities is located at: Per Diem List.

Notes: If Alltech, Lockheed or TSA purchases a meal for you, the allotted daily per diem amount for that meal should be deducted from your daily per diem total.

If you travel from one deployment airport directly to your next deployment airport per diem is billed at 100%.

Instructors are NOT authorized to receive Per Diem (lodging and meals) for any local travel.

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Lodging

The Lockheed Martin travel vendor will reserve all of the instructor hotels for the Training Team.

AT NO TIME IS IT ALLOWABLE FOR THE INSTRUCTOR TO CHOOSE THEIR HOTEL OF PREFERENCE AND EXPECT REIMBURSEMENT.

In the event an instructor arrives at a hotel and the hotel does not have a reservation or credit card on file, the instructor should call the CSSC Call Center (at 866-416-4545) immediately to determine a resolution.

If an instructor has concerns regarding the cleanliness or service of a hotel, they should email their AM/AAM. Instructor requests to change hotels must be submitted in writing and provide sufficient justification for incurring the cost of the change.

Any additional charges, due to changes made without CSSC approval, will be at the instructor’s expense.

If an instructor wishes to arrive early or stay after their scheduled deployment they are responsible for coordinating their own lodging and payment.

Neither the Lockheed Martin travel vendor nor instructors are authorized to extend or change hotels.

Notes: ONLY the room charge may be expensed directly to Lockheed Martin. 

Miscellaneous charges such as movies or food MUST be applied to your personal credit card and are not expendable items.

Parking for a rental car at the hotel is reimbursable, but must be charged on your personal credit card for reimbursement, and the number of days must be listed on your expense report.

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Laundry

Yes, Laundry is a reimbursable expense IF you have been deployed a minimum of 7 consecutive nights. 

You may expense up to $30.00 per week for laundry, cleaning and pressing of clothing.

A receipt is REQUIRED, along with a listing of the relevant deployment period.

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Cell Phones & Charges

Cell phone charges are authorized up to a maximum of $100.00 per month. 

An original receipt showing the dates of the calling period along with totals for the bill is required.  A copy of your bill is required to accompany your expense report in order to be reimbursed.

Note: You will need to calculate what portion of your monthly bill is actual business related calls and only bill that percentage. For example: If the employee is on a phone plan with 500 free minutes and they have 250 minutes of project related calls, 50% of the bill can be expensed.

The date range of the bill is required on your expense report.

The cost of purchasing a cell phone is not reimbursable.

Please remember to check your calling plan to ensure that you have nationwide coverage to minimize costs.

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Internet

Internet charges or phone charges for dial-up internet access is approved only if training location Internet access is not available.

High-speed internet access at a hotel must be pre-approved by the AAM.

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Miscellaneous Expense Items

Receipts and explanations are required for tolls, parking, approved office supplies, fuel, taxi and internet connections.

Tips are not an authorized expense.

The daily Per Diem amount includes $3.00 per day for incidental expense to cover items such as tipping, stamps, fax charges, which are not reimbursable items.

ALL Office Supplies MUST be pre-approved by the AAM and must include a comment on the expense report to include who approved the item and what was purchased.

ALL Miscellaneous items MUST be pre-approved and must include a comment on the expense report to include who approved the item and what was purchased.

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