- Reimbursement News -

Receipts Required Prior to Payment

Beginning October 1, all travel reimbursements will require receipts before payment. Expenses requiring receipts include:

- Airfare
- Lodging expenses
- Registration fees
- Rental car
- All other expenses of $75 or greater

For more information on receipt requirements go to Travel Reimbursement Expense Guidelines.

Note: As of August 1, for domestic vouchers that are approved manually, the Travel Office will approve for payment only those expenses that are properly substantiated and allowable.

- Travel System Information -

Preventing Documents from Becoming Edit Locked

To properly exit out of Gelco Travel Manager and avoid Edit Locks, follow these steps:

1. Close your document  by clicking on “Close” in the upper right-hand corner of the screen or click on the "Close Document" in the left hand menu; and then
2. Click on “Logout” which is located on the Menu Toolbar.  (DO NOT click on the red X at the top right hand corner of the window.)

Logging off by any other method only closes the browser; Gelco continues to run which causes documents to become Edit Locked.  (Click HERE for a reminder on how to remove an Edit Lock.)

- Planning Your Trip -

Package Deals

Package deals that combine airfare/hotel/rental car are acceptable ONLY if the receipt has:

- Traveler name
- Travel dates
- Method of Payment
- Itemized Airfare - include costs, airline, class of service (Economy, Coach, etc.), destinations, fare structure ( base fare and taxes)
- Itemized Hotel - include room costs and taxes
- Itemized Rental Car - include costs, taxes, optional insurances (not reimbursable for domestic travel)

Carlson Wagonlit Travel’s New Policy on Voiding Paper Tickets

Effective July 21st, a traveler purchasing a paper airline ticket from Carlson Wagonlit Travel (CWT) has 24 hours from the time of issuance to void the ticket*. (The voiding process erases the entire transaction and ensures it will not appear as a charge on the Lab’s credit card.) There are three exceptions to this:

(1) if the ticket is issued the day before a holiday in which case the traveler will have until the first business day following the holiday to process the void;

(2) if the ticket is issued on Friday they will have until Monday to void it;

(3) if the paper ticket has been placed in the mail by CWT, it cannot be voided, evenif it is still within 24 hours of the purchase. Questions? Contact Maxine at MJRedfearn@lbl.gov or x6177.

*Jet Blue and Southwest do not allow voiding of any tickets, paper or electronic.

Purchasing a Ticket for a Companion When You Are on Official Business Travel

Travelers on official Laboratory business traveling with a companion, may book all airline tickets through the Lab’s agency, Carlson Wagonlit Travel (CWT).  The non-employee ticket must be purchased using a personal credit card.  CWT imposes a $24 transaction fee to book a personal ticket.  The fee will be charged to the personal credit card. 

To purchase an airline ticket for a companion, contact a CWT agent at 888-243-1125.
 (Note: Business trips booked through CWT may include personal stops.) 

Baggage Screening Faster, Easier at Midway

Chicago’s Midway International Airport recently introduced the first phase of its new $42 million USD baggage-screening system, which is designed to process more than 30,000 checked bags each day. read on >>

- Healthy Travel -

Medical Emergencies While on Travel

LBNL travelers may be covered by multiple forms of insurance while on business travel. The exact details depend on regulations and contracts too complex to quote here, but some general advice can be found here... read on >>

Healthy Snacks Will Keep Travelers Moving

Most travelers can probably recall being delayed in airports or in planes sitting on the tarmac. These unplanned delays can increase stress and aggravate hunger and thirst. If hunger pangs are left unattended, what began as an annoying distraction can quickly morph into a miserable experience, which can negatively impact a traveler’s mood and even work performance once at their destination. read on >>

Airport Workout Facilities for Busy Travelers

Several airports are stepping up to provide workout facilities for busy travelers onsite or close by. For details, read on >>>

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

Berkeley Lab Travel Office