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Guest (non-employee) Travel Information

Guest travelers must have a Guest ID Number in TREX: Please have your guest fill out the form HERE and then enter this information at the Travel Help Desk to have one created.  
  • Note that affiliates are already setup in TREX and do not require this form.
All guest travelers can only be reimbursed by check.  The check will be sent to the mailstop of the most recent travel arranger listed on the guest's information in the travel system.  It will be the responsibility of the arranger to distribute the check to the traveler.

Contact Jasmine Harris in the MSD division office as soon as possible if the guest traveler is an affiliate or a subcontractor (be sure to include these expense types in the subcontract).


Long Term Non-Employee Travel:

If a guest or affiliate is traveling for over 30-days, it is considered non-employee long term travel.  Please fill out the Authorization and Attestation forms and contact the Noah Schwartz (NISchwartz@lbl.gov) in the MSD division office.  Please also provide to her the Project ID and Activity Code as well as the proposed monthly amount you plan on covering for your guest/affiliate on the form.  Note the below applicable section of the Travel Policy:

The traveler is on long-term travel if assigned to one location away from his or her primary work location for 30 days or more. Travelers on long-term travel should use establishments catering to the long-term visitor (e.g., weekly or monthly rentals). 

Reimbursement for travel longer than 30 days is limited to a daily amount of up to 55% of the applicable federal per diem rates, for lodging and M&IE, once the long-term stay location has been occupied. See Travel Reimbursement Expense Guidelines.

  • Reimbursement for lodging and M&IE is limited to the lesser of actual costs or 55% of the per diem. Divisions can set a lower reimbursement amount, at their discretion.
  • Travelers have 30 days to identify and occupy the long-term stay location.
  • Travelers must include the following information in the “Trip Description and Business Benefit” section of the Expense Report:
    • Identification of the trip as “Long-Term Travel”
    • Expected duration of the long-term stay, start and end dates, and business purpose
  • For non-employees, approval for long-term travel less than 12 months will be authorized when the travel approver approves the expense report.

Travel over 12 months but less than 24 months must be approved in advance by the Division Director or his/her designee. Approval is documented in an authorization form that is signed by the Division Director and includes the individual’s name and home organization, the nature of the collaboration, the time frame for the travel reimbursement, and any limitations on costs below the 55% of per diem. A copy of the authorization form must accompany each monthly expense report submitted for reimbursement. 

Travel over 24 months but less than 36 months is by exception only and requires the advance approval of the Laboratory’s Deputy Director or his/her designee. Approval is documented in an authorization form that is signed by the Deputy Director and includes the individual’s name and home organization, the nature of the collaboration, the time frame for the travel reimbursement, and any limitations on costs below the 55% of per diem. A copy of the authorization form must accompany each monthly expense report submitted for reimbursement. 

  • Long-term travel for non-employees will not exceed 36 months.  If the 36-month limit is reached, a break in long-term travel of at least 12 months is required before long-term travel can be initiated again. 

Should a non-employee be on long-term travel and return to his/her home institution, any break of less than 12 months is considered a continuation of the preceding long-term travel, and the approval parameters described above will apply.

Lodging with friends or relatives is not reimbursable. Lodging costs for stays at a facility that the traveler owns is not reimbursable. Other forms of nonconventional lodging (e.g., residential-based lodging other than hotel, motel, and long-term stay) must be an arm’s length transaction (See Section D.13, Definitions/Acronyms, for a definition of “arm’s length transaction.” The traveler must submit an attestation with each expense report affirmatively stating that he or she is not staying at a location that the traveler owns or is owned or leased by a friend or relative.