- Travel System Information -

Use “Lodging – Actuals” on Vouchers

In the Gelco Expenses screen, please remember to change the Expense Description from “Lodging” to “Lodging – Actuals” when completing a voucher. If your actual lodging cost is greater than the allowable rate and the expense is left at "Lodging", you will only be reimbursed the allowable amount. Go HERE to view the allowable rates for domestic. For rates outside the continental US click HERE and select 2007 from left-hand navigation.

Reminder: Per Lab policy, under special circumstances, reimbursement for actual expense up to 300% of the allowable rate may be authorized. Justification must be provided in the comments box on the voucher.

Creating Authorizations and Vouchers in Gelco

Please do not create a travel authorization or voucher in Gelco by copying a previous document and changing dates, etc. There is a system problem that is leading to delays in reimbursement. To avoid such delays, select "Create New Document" rather than "Open/Copy Document". We realize it is not as convenient as copying a previous document, but it will help us to reimburse you more quickly.

Gelco Access

There are two (2) ways to access Gelco (company) Travel Manager (application):

1) Open your web browser and type trvprd (full path name is http://trvprd.lbl.gov) in the URL. You will then be prompted for your LDAP user name and Gelco password.

2) In the LBNL Portal, select "T" from the A-Z Index and then select Travel Office. On the Travel Services home page click on the link "Travel Manager: Prepare Travel Documents". You will then be prompted for your LDAP user name and Gelco password.

Based on your responsibilities, there are links in the left hand menu for the actions you can take:

"In Box to Stamp": Designated personnel can electronically approve (i.e., Stamp and Route) documents. Reminder: Do NOT "Initiate Routing" for your own trips in this screen (can cause routing problems). Go through Open/Copy Document to access the document to Initiate Routing.

"Create New Document": Create a new authorization or voucher.

"Open/Copy Document": Review and update existing documents.

"Delete Documents": Only delete documents with "Created" status.

- Safety and Security Tip of the Month -

Periodically, the LBNL Office of Counterintelligence and Counterterrorism will provide short foreign traveler safety and security tips culled from hundreds of trips and other savvy travel advice and assistance sources. The tip for this month:

Make a photocopy of the information page and visa in your passport and put it in your luggage. If you lose your passport you then have information you’ll need to get a replacement from your closest embassy or consulate.

If you have questions about foreign travel safety or security please call the LBNL Office of Counterintelligence and Counterterrorism at x4988 or send an email to CIOffice@lbl.gov.

- Healthy Travel -

Destination-Specific Health Information

It can be overwhelming to research travel health conditions because information may be given on a continent, region, or country level. The Centers for Disease Control have a good website organized by destination country (http://wwwn.cdc.gov/travel/destinationList.aspx). Each country's profile includes: safety and security tips, preparing for your trip, diseases found in your destination country, what you need to bring with you, staying healthy during your trip, and tips for after you return home. Take a look!

For suggestions on how to improve the Travel Express newsletter, or to be removed from our distribution list, please contact Linda Wuy (x7418).