The Lab’s Travel Policy has been updated for clarity, compliance and ease of use. Training on the new policy is scheduled for March 31. Sign up via Employee Self Service (course code CFO0100). To view the new policy click HERE. To view the PowerPoint presentation on changes to the policy click HERE.
It is recommended that you check your bank account information in TREX to make sure the information is correct. You can find this information under Traveler Preferences. If the account information needs to be corrected, please fill out the Direct Deposit form, and send it to the Direct Deposit Setup Desk at MS 90J.
Prepayment Expense Report in TREX is now to be used instead of RFIC, when traveler pays for an event registration fee and wishes to be reimbursed before the trip takes place. Prepayments for lodging costs are only used in situations when a hotel insists on a deposit to be pre-paid. Note: A receipt indicating the amount paid in full must be submitted with the Prepayment Expense Report to the Travel Office for reimbursement. Click HERE for instructions on how to create a Prepayment Expense Report. The RFIC process is now used only for third party payments; in situations when the Laboratory pays on behalf of the traveler, and the Lab check goes directly to the conference/event (not to the traveler). TREX 1.2 Release is Out and Training is Available April 2 and 9: Full TREX classroom training including TREX 1.2 release updates (TREX Basics code FMS0700 and TREX Intermediate code FMS0701) All training classes are available via Employee Self Service. To view the TREX 1.2 release PowerPoint presentation on click HERE. Guidelines for Combining Business and Personal Travel
When combining personal/vacation days with business travel, reimbursement is limited to the actual expense for business travel only. When personal/vacation days are taken during official travel status, the number of days must be specified on the Travel Expense Report. For personal/vacation days while on foreign travel, DOE programs may have different practices or limits on the number of days allowed. It is the traveler’s responsibility to check with their DOE program for this information. Having Print Issues with TREX Documents?
Check the print settings on your computer. For help contact IT Computer Help Desk at x4357.
Travelers May Not Claim M&IE for Meals Already Provided DOE recently requested the Lab conduct a review of allowability/reimbursable costs for travel to events/conferences. Most of the travelers sampled were compliant with DOE regulations and Lab policy. However, there were some instances where travelers claimed/received M&IE reimbursement for meals that were already provided. This is an unallowable expense. M&IE may not be claimed for any meals already provided while on travel. Reminder on Allowable Airfares & LBNL Airline Discount Percentage Agreements The State of CA YCal fare remains the traveler's maximum reimbursable ceiling. When including a personal or non lab funded destination on a LBNL official business ticket, the allowable airfare is determined at the same fare basis level/fare type as the actual purchased/flown ticket. LBNL's discount percentage agreements with United and American Airlines only apply on tickets purchased through Carlson Wagonlit Travel. Travelers Beware: The appropriate percentage discount amount will be deducted at expense report time on employee purchased tickets that include United and American Airlines flights. Governments Fares on Continental Airlines
Continental Airlines has created a comparable California state airfare program in order to stay in competition with United's CA State fare program. The airline has agreed to match 10 of LBNL's top 20 International markets! These fares are now available for ticketing via Cliqbook and Carlson Wagonlit Travel. Tickets are refundable and changeable with no penalties. The international cities included in this program (departures from San Francisco) are:
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Flying Reindeer used as an Alternative Energy Source To reduce dependence on oil, airlines are now using flying reindeers as a renewable energy source. Travel Office has Moved! The Travel Office are now located in the 90J trailer, just outside of building 90. The new mailing address is MS 90-J. Reminder Original ticket cost and all penalty fees (cancelation, exchange) incurred on a Lab purchased airfare, must be included on the Expense Report in TREX. Local Hotel Added
Good news! The Lab has successfully negotiated a great rate at The Claremont Resort in Berkeley. The Lab’s negotiated rate is $115 plus tax per night, parking included. This rate is available to the end of the calendar year. We have added it to our list of preferred hotels. UC Business Insurance: Sign Up! All LBNL employees traveling on official Lab business are covered worldwide, 24 hours a day, for a wide variety of accidents and incidents while away from the workplace. This insurance is provided at no cost to the traveler. To ensure coverage for each business trip, all travelers must register each time traveling out-of-state or to a foreign country. Register HERE. Relocation Desk We are please to announce that Jean Ortiz has come back to manage the Lab’s Relocation Desk. She can be reached at x4607, relocation@lbl.gov or at jeortiz@lbl.gov. Welcome back Jean! Car Rental Agencies In order to remain policy compliant, the Lab has agreements with three rental car agencies - Hertz, National and Enterprise. When booking with Carlson Wagonlit Travel (or Cliqbook) our travelers are guaranteed to be policy compliant. Our rates include insurance, which is not reimbursable when using any other car rental agencies. Airport Tries Body Scanners For the first time, some airline passengers will skip metal detectors and instead be screened by body scanning machines that look through clothing for hidden weapons, the Transportation Security Administration said Tuesday. Read on >> Be "Checkpoint Friendly" TSA now allows laptops to remain in bags meeting "checkpoint friendly" guidelines. Not all laptop bags are "checkpoint friendly". Read on >> Service with a Smile Don’t be surprised or alarmed if the next time you go through the security checkpoint at the airport you find TSA staff handing out smiles and warm greetings instead of barked orders, mean looks and stern commands. There may even be some TSA-approved hugging and high-fiving going on back there behind the X-ray machines. It sounds farfetched, I know. Especially if you’re one of the many travelers who regularly ends up feeling demeaned and harassed at airport checkpoints and believes that the TSA only hires sticky-fingered miscreants who are missing the genes for courtesy and respect. Read on >> Travel Express Archive
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TRAVEL STAFF Sonya Crawford | Michelle McCan | Maxine Redfearn | Lonnette Robinson | Klara Sebek | Cynthia Thomas | Elijah Walker | Travel Manager: Jaime Reyna |