: : NEW PEOPLESOFT SYSTEM IS HERE : :

The Lab is replacing Gelco with the new TRavel and EXpense System (TREX) to manage business travel expenses. The new system is being used by ten divisions. The rest of the divisions will be up and running in August. TREX was designed by end users and functional staff. TREX offers a user-friendly interface that simplifies data entry and approvals. If you have any questions please send them to trex@lbl.gov or call the new TREX Hotline at 510.486.6446.

- Foreign Travel News -

Effective July 1, 2008

Official foreign travel requests for Office of Science or non-DOE funding must be completed by division staff and approved by the Division Director (or designee) 30 calendar days prior to departure. A late justification statement is required when official foreign travel requests are submitted within the established guidelines.

- Airline News -

NORTHWEST AIRLINES NEW PAPER TICKET POLICY

Effective immediately, Northwest will no longer accept paper tickets issued on or after June 1, 2008 for Electronic Ticket (E-ticket) eligible itineraries. E-tickets must be issued for all E-ticket eligible itineraries. For itineraries that are not E-ticket eligible, you may issue a paper ticket for a fee of $15 per ticket.

STATE OF CALIFORNIA (CA) YCAL AIRFARES

The State of California YCal fares are contracted airfares between the State of California and the airline. These fares are specifically for California State Government employees and employees of the California State University system.

These contracts are effective July 1-June 30 of every year. The State of California is currently renegotiating it's airfares with the airlines for the next contract year effective July 1, 2008.

It is OK to purchase the lowest fare available today in the Published Airline Tariff for travel after July 1, 2008. The State of California YCal contracts effective July 1, 2008-June 30, 2009 will be listed on the Travel Office website as soon as they are published by the State. These YCal fares are fully refundable and changeable with no penalties.

YCal fares can only be purchased through LBNL's contracted agency, Carlson Wagonlit Travel or TravelPOWER-Cliqbook. Visit our Air Travel page (HERE) for more information.

CHECKED-BAGGAGE FEES EXPANDING

Airlines are beginning to implement new charges for travelers who check a second piece of luggage. Look HERE for recently modified checked-baggage fees (pdf).

- Safety Tips -

FOR THIS MONTH'S SAFETY TIPS, CLICK HERE >>

For suggestions on how to improve the Travel Express newsletter, or to be removed from our distribution list, please contact Klara Sebek (x7049).

- Reminders -

UC Business Insurance

Please remember to sign up for UC Business Insurance HERE >>

FAQ regarding UC Business Insurance can be viewed HERE (.doc) >>

Approvals

Please remember to have your vouchers/expense reports approved by your division BEFORE you send them to the Travel Office for reimbursement.

- Reimbursement News -

Travel Receipts: What and why?

For the busy traveler it is sometimes cumbersome to have to keep track of, not only airline schedules and hotel addresses, but also to remember to get receipts for the required business expenses.  One has to ask, what receipts do I really need and why do I need to turn them in to the Travel Office for my reimbursement?  Good questions! Read on >>

- Did You Know? -

Carlson Travel has a new fax number: 1-866-869-0876

Please fax completed Traveler Profile Forms or reservation requests to this number,1-866-869-0876 or e-mail to lbnl@carlsonwagonlit.com.

Mileage Reimbursement Rate Increases for 2008

The mileage reimbursement rates for expenses incurred in connection with LBNL business use of a private automobile have increased effective July 1, 2008 in accordance with Internal Revenue Service standard mileage rates. The new rates are effective for expenses incurred on or after July 1, 2008.

The reimbursement rate for use of a private automobile will increase from 50.5 cents to 58.5 cents a mile.

The reimbursement rate for driving or shipping an automobile in connection with a move or relocation will increase from 19 cents a mile to 27 cents a mile.

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