SCA Travel Guidelines

Travel Budget:

The budget for travel costs is set at $650 (roundtrip).  Travel costs exceeding $650 will be approved under special circumstances, such as when the intern is required to bring a car to the field site, when flying outside the continental United States (Alaska and Hawaii), flying to remote areas, the intern is selected late by the hosting agency or when a training is required as part of the internship.  If an intern submits a Travel Budget Form with a cost greater than $650, she or he may be expected to pay for travel in advance and will be reimbursed $650 by SCA.  As indicated, such overages to the budget will be approved based on mitigating circumstances.

Traveling by Car, Bus or Train:

When a vehicle is required for the position, travel will be reimbursed at 19 cents per mile, plus $60 per night for lodging, up to a maximum of eight nights (roundtrip). 
Whether or not a car is required for the position, SCA does not assume risk for damages that occur to personal vehicles, or repairs/maintenance that become necessary en route to the field site or during the course of the service period.

SCA expects the hosting agency to provide transportation for the performance of official duties or full reimbursement for the use of personal vehicles for such purposes.     

Traveling by Air:

Interns are required to book their flight using Egencia, SCA’s web-based travel vendor.  Interns are expected to book their air travel as early as possible.  Neglecting to do so may result in extra costs for the intern.

An internship begins once the intern has arrived at the field site, and ends when the intern leaves the site to return home.  If the intern leaves the position before completing a full length of service, they will forfeit return travel reimbursement and may be required to return travel funds received. If the intern declines the internship position after SCA has purchased round trip travel, the intern may be required to return funds expended on their behalf.

Checked Luggage Reimbursement:

Interns with approved air travel will be able to receive a reimbursement for checked luggage. When an airline charges fees for checked luggage, the intern will be reimbursed up to $50 to cover roundtrip luggage fees. Reimbursement will be calculated by doubling the fee charged on the departure flight. For example, if the intern is charged $20 in luggage fees on the departing flight, a second $20 reimbursement can be expected for the return trip. Receipts for luggage fees incurred on departure flights must be submitted at least four weeks before the intern leaves the field.

Fees for any additional luggage will be the responsibility of the intern, except in instances where the partnering agency approves extra funds for additional luggage/equipment.

How to obtain your travel reimbursement:

SCA expects you to make your own travel arrangements, with a few exceptions.  Interns traveling to Alaska, Hawaii or the Virgin Islands and those participating in the 6-12 month positions that choose to fly must go through SCA’s travel agency. 

The Travel Budget Form must be completed and returned to SCA for reimbursement.  SCA will load one half of the total round-trip travel cost on your Chase e-Funds debit card.  The return travel cost will be loaded onto the card approximately 2 weeks before your scheduled departure.