These rules apply to reimbursement for travel expenses incurred by new employees who are joining the staff (other than local hires; see Paragraph (A)(5), below), by employees temporarily reassigned or transferred to another location, or by short-term employees employed by Berkeley Lab for 39 weeks or less. When authorized, reimbursement is made for travel expenses of the employee's family or dependents. Travel expenses incurred by the family or dependents of short-term employees are not reimbursable. Reimbursement for travel expenses by new employees, transferred employees, or personnel from other organizations on temporary assignment with the Laboratory is allowed when approved by the Associate Laboratory Director for Operations (ALDO) or designee, with written confirmation by the Human Resources Department to the traveler at the time of the original employment or transfer agreement or agreement concerning personnel from other organizations on temporary assignment with the Laboratory.
Such reimbursement is allowed only if no duplicate reimbursement for such costs has been or will be made by others. "Family or dependents" means spouse, children, and other relatives of the employee living with, and dependent on, the employee at the time of employment or transfer. Transportation to and subsistence at the new work location may be reimbursed for the new hire/transferee and spouse for a maximum of six days and five nights, inclusive of travel, to seek permanent housing. These relocation benefits are extended with the understanding that Berkeley Lab may require a refund of all or part of these benefits if the employee voluntarily terminates employment or is terminated with cause fewer than 12 months after beginning work at the Laboratory.
Additional expenses incurred as the result of an employee's family or dependents traveling separately (e.g., the employee travels by private automobile and the family travels by train or airplane) are reimbursable. Written confirmation is provided by the Human Resources Department to the employee joining the staff or transferring to another location.
Short-term employees may either use commercial air carriers or drive one automobile from the point of hire to the Laboratory.
Reimbursement is made for driving or shipping a maximum of two automobiles owned by the traveler or a dependent.
Mileage is reimbursed at the U.S. General Services Administration (GSA) current mileage rate (see GSA Mileage Rates). This rate is based on odometer readings for the most direct route between authorized points, not to exceed by 5% the distance indicated in standard highway mileage guides. The mileage allowance is intended to cover all transportation costs (e.g., repairs, towing, tires, gasoline, oil) regardless of the number of passengers carried. Necessary ferry, bridge, road, or tunnel tolls are allowed in addition to the mileage allowance. Charges for parking in public garages are allowed. Receipts are required for parking fees over $75.
Reimbursement is made for the actual cost of shipping up to two vehicles with prior approval. No storage fees are allowed. Vehicles shipped without prior approval are reimbursed at the mileage rate stated above.
The amounts listed in Paragraph (D)(1)(a), above, may also be reimbursed to the employee and dependents for living expenses at the Laboratory or other new work site. Short-term employees do not receive this allowance. This allowance begins on the date on which it is necessary to occupy temporary lodging and extends for not more than 30 days or to the date on which the employee occupies a new residence, whichever is earlier. Days for which subsistence was reimbursed for house hunting are deducted from the total 30 days.
The allowance for shipment of articles required for immediate use at the new work site is 500 lbs gross. For short-term employees, the allowance covers the round-trip cost of shipping 500 lbs of personal effects.
The shipment method used should be adequate to meet the traveler's requirements without incurring unnecessary premium-shipment costs. Normally, a combination of air freight with local pickup and delivery is considered reasonable.
Temporary storage of personal-effects shipments may be allowed for a period not to exceed 15 days; short-term employees are not allowed any temporary storage of personal effects.
Transit insurance or value-charge costs are reimbursed up to the current rate accepted by industry standards, per the applicable tariff for up to 500 lbs. The Laboratory assumes no liability for losses incurred in shipment of household goods.
Personal-effects shipments must not include items such as wine, liquor, animals (including birds), boats, trailers, or motorcycles. No reimbursement is allowed for any cost related to shipping these items (e.g., crating, shipping, storage).
When the total weight exceeds 500 lbs, reimbursement is computed as follows:
|
Maximum weight allowed _________ Actual weight shipped | = | Percentage of allowable weight |
| Percentage of allowable weight | x | Total allowable charges for items | = | Reimbursable amount |
A carrier's receipt showing weight, rate, and points of origin and destination is required, as well as a receipt covering transit insurance showing amount of insurance and charges.
When specifically authorized, the actual cost of shipment by ocean freight or air freight is allowed, subject to the limitations described in Paragraph (E), above.
Transportation cost of ocean freight or air freight with local pickup and delivery is considered reasonable. In addition, actual miscellaneous costs associated with transoceanic shipment are allowed. Miscellaneous costs may include customs fees, dock dues, port rates, agency fees, wharfage charges, marine insurance, document fees, and other similar required charges.
Shipment must be made by an American Flag vessel to the extent that service by such a vessel is available.
To determine the gross weight of the shipment when it is not shown, a constructive weight is based on 7 lbs per cubic foot.
If payment for a transoceanic shipment is made in foreign currency, conversion to United States dollars is made at the exchange rate in effect at the time of payment.
Long-distance telephone calls, telegrams, and facsimile messages to the Laboratory should be made collect. Official long-distance telephone calls must be placed by the most economical method. Copies of prepaid official telegrams must be submitted with Stock Form 7600-55824 (Travel Expense Voucher). This does not include charges for telegrams or telephone calls necessary to arrange or confirm hotel or transportation accommodations; such charges are covered by the DSA.
Bus, streetcar, and subway fares incurred in the course of authorized travel are allowable.
Fares for taxis (including tips) or airport limousines or reasonable auto rental charges are allowable for transportation between lodging and the airport at the origin and between the airport and the new work site. Up to 14 days of rental car cost may also be reimbursed if shipment of private vehicle(s) has been approved or if a new hire from overseas needs to purchase a vehicle. The cost of rental-car collision or personal accident insurance is not reimbursable, except for full collision insurance for vehicles rented in foreign countries. Dates and points between which travel occurs must be indicated on the Travel Expense Report. Receipts are required for all auto-rental charges.
A $1,000 allowance may be reimbursed to cover the costs contingent with discontinuing an old residence and establishing a new one. This allowable covers disconnecting and reconnecting appliances, deposits for obtaining services, such as utilities (gas, electric, and water), and other deposits that are not refundable to the employee. Employee/new hire must submit receipts for reimbursement of these expenses.
The following receipts are required for reimbursement:
When original receipts are required but cannot be obtained or have been lost, the Lost Receipt Waiver form explaining the reason for the unavailability or loss must be included as part of the documentation submitted with the travel expense report. The statement must include a certification that the amount shown is the amount actually paid and that the traveler has not and will not seek reimbursement from any other source. In the absence of a satisfactory explanation, the amount involved may not be reimbursed.
The following receipts should be obtained, when practical, to expedite the processing of claims:
The Internal Revenue Service (IRS) has ruled that certain allowances paid under these rules may constitute income to the recipient and must be reported as Other Compensation on the W-2 Form. In some instances, withholding is required. In some cases, certain amounts are fully deductible by the employee. Current IRS rules should be consulted.
Forms will be supplied for reporting travel expenses.
The Travel Office is responsible for the timely processing of approved travel expense reports for payment. Travel Office staff is responsible for checking travel expense reports for completeness, compliance with Laboratory policies, and to assure that proper documentation to support the claim is included. The Travel Office is responsible for assuring that the Travel System interfaces with FMS to reimburse travelers on a timely basis. Travel Office staff, independent of the staff that processes claims, is responsible for performing quality control activities on samples of paid transactions.