Embedded Files
All conference attendance (virtual or in-person) must be requested using the
All conference attendance (virtual or in-person) must be requested using the
Please submit all approval requests for DOE funded travel here
Please submit all approval requests for DOE funded travel here
Purchase flight tickets through the LBNL Travel Agency to ensure your flights are allowable and you don't pay anything out of pocket!
Purchase flight tickets through the LBNL Travel Agency to ensure your flights are allowable and you don't pay anything out of pocket!
Once you have a LBNL trip number, you should book your tickets through LBNL's Travel Agency, ADTRAV or RezDesk/CONCUR. This will ensure compliance for your flights AND your flight costs are charged directly to LBNL (expense will be included on your expense report after you return). You can find more information on making LBNL travel reservations here.
Avoid booking lodging reservations through Travel Packages and Third Party Booking Sites!
Avoid booking lodging reservations through Travel Packages and Third Party Booking Sites!
In order to be sure that your lodging receipts are itemized in compliance with LBNL's travel policy, please avoid booking your reservation through travel "packages" and third-party booking sites. Examples of third party booking sites are: Priceline, Booking(dot com), Costco, Expedia, etc.
You can find more information on this in the LBNL Travel Policy section 2.4 and also in the Travel Office Receipt Guide.
Know before you go:
Know before you go:
Each type of travel (Domestic, Foreign, Conference or Non-Conference) has its own requirements. Use our MSD Travel Process document to determine which process applies to your travel. It is the responsibility of each individual traveler to be familiar with and understand the MSD travel process and MSD, DOE and Berkeley Lab policy.
All travel should have pre-approval in TREX.
All travel to conferences that are being paid on a DOE funded project require additional DOE approval.
Personal Days on Travel:
Local travel does not allow personal days.
Domestic travel allows for a 1:1 ratio of business days to personal days.
International Travel: Due to heightened scrutiny, personal days should not be included in the trip request. In rare or exceptional circumstances, personal days may be considered but must be clearly justified and approved in advance. Additionally, travel to sensitive countries or trip justifications lacking a strong business benefit may result in delays or denial of approval.
Book your Air fare through ADTRAV or RezDesk/CONCUR, no out of pocket in advance....
Remember to complete & submit your expense reports on time
Remember to complete & submit your expense reports on time
Expense Reports are expected to be submitted within 30 days after completion of the trip using the NEW Joint CSD & MSD Travel Expense Report (TER) Form.
Expense Reports submitted after 90 days are considered "late submissions" and must be routed for approval to Teresa Calarco, Division Business Manager, in TREX with a justification statement of why the submission is so late. If these are not both completed, the Travel Office will return your Expense Report to be revised and re-routed.
Expense Reports delinquent over 120 days may result in tax liabilities for LBNL paid expenses (such as airfare booked through our travel agency, Carlson Wagonlit). Such expenses may become taxable as income rather than being a non-taxable reimbursement.
For more infomation, please contact Victoria Oberholser, Travel & Accounts Payable Manager, at vmoberholser@lbl.gov
Additional Resources
Berkeley Lab Travel Office: Website, TravelHelp@lbl.gov, 510-486-4500
Berkeley Lab Travel Agency: AdTrav, 833-865-7794 or book online via RezDesk (Concur)
Questions or Concerns? Contact MSD Travel Representative: Jasmine Harris, JAHarris@lbl.gov, 510-486-6303
Questions or Concerns? Contact MSD Travel Representative: Jasmine Harris, JAHarris@lbl.gov, 510-486-6303
Report abuse