Reminders, Reminders, Reminders.... LBNL TRAVEL POLICY As a reminder, it is the responsibility of each traveler to adhere to the Laboratory’s Travel Policy and review their expense reports for compliance prior to Traveler’s Certification and Division Approval.
It is particularly important that you are clear on foreign travel requirements before you travel. Go HERE for more information. TRAVELER CERTIFICATION AND DIVISION APPROVED STATUSES IN TREX Please remember that the Travel Office cannot process a travel reimbursement before the Expense Report is certified by the traveler and approved by their division. AIRLINE TICKETS It is recommended by the Laboratory that travelers and travel arrangers use the Lab’s contracted travel agency, Carlson Wagonlit Travel, or our on-line booking tool, Cliqbook, to purchase airline tickets. Using Carlson Wagonlit Travel or Cliqbook, insures compliance with the policy, and there will be no questions regarding allowable airfares. Carlson Wagonlit Tel: 888-243-1125. FOREIGN GUESTS / INTERVIEWEES There continue to be a number of guests and interviewees coming from foreign countries who are not being reimbursed for their airline tickets because they are not Fly America Act compliant. Please remember, the Fly America Act applies to anyone who wishes to be reimbursed by the Laboratory. GELCO CLEANUP Please make sure that all old trips initiated in Gelco are reconciled (vouchered out or canceled) by January 31, 2009. No trips will be processed for reimbursement in Gelco after the deadline. COURTESY FOLLOW-UP TO TRAVEL OFFICE In an effort to help us help you in processing expense reports, there may be times when the Travel Office will have to send something back to travelers or travel arrangers for clarification or missing documents .This is typically done via TREX or email in most cases.
When the information is being sent back to us by travelers or travel arrangers, please notify us with a courtesy email that the information is on its way or has been corrected. Our current system does not inform us electronically. FOREIGN TRAVEL Foreign Policy Reminder: The Department of Energy requires travelers to submit foreign expense reports within 30 days of their return. Please make sure to include a detailed abstract in TREX outlining major highlights, benefits, and results of the official business trip.
Submission Requirements: The program offices listed below require travel authorizations to be submitted at least 30 days prior to departure. For more information regarding the requirements of a specific program office, please click the program below.
The program offices listed below require travel authorizations to be submitted at least 30 days prior to departure for travel to a non-sensitive country, 45 days for Sensitive Countries, and 60 days for Terrorist Sponsoring Countries (T-5). NOTE: When salary and expenses are paid using a non-DOE source of funding, travel authorizations must be submitted 30 days prior to departure VIRGIN AMERICA YCAL FARES / CLIQBOOK Virgin America's State of California (YCal) fares are not yet available via the online booking tool, Cliqbook. Please call Carlson Wagonlit Travel directly at 1-888-243-1125 for all Virgin America reservations. TREX 1.2 RELEASE SCHEDULED FOR FEBRUARY 2009 This release will include improved travel date entry on trip legs, ACH (direct deposit) payment e-mail notification, pre-payment functionality, and improved division review functionality. QUESTIONS ABOUT TREX? If you have questions about TREX, please use the Travel Help Desk Ticket System, e-mail us at TREX@lbl.gov, or call the TREX hotline x6446. RELOCATION DESK Effective November 24th, Sadaqa Eastman has taken over the relocation desk duties in the Travel Office. Sadaqa can be reached at x4607, her email address is SEastman@lbl.gov. Jean Ortiz has officially retired from the Laboratory. We want to thank Jean for all her efforts in the past. Please contact Sadaqa for any relocation questions in the future. US BANK CORPORATE VISA PROGRAM The US Bank Corporate Visa has moved back into the Travel Office from Conference Services. Jaime Reyna will now be managing this program. Jaime can be reached at x6012, or JReyna@lbl.gov. We’d like to thank Jill Stark for managing the program in the past. Please contact Jaime for any program questions in the future.
For suggestions on how to improve the Travel Express newsletter, or to be removed from our distribution list, please contact Klara Sebek (x7049). |
Attention New Travelers!
Travel Tips
Business travelers regularly visit places where most tourists would normally go with a group to be safe, or avoid that destination all together. The general advice in Staying safe and Arriving in a new city applies, and it is much more important for business travel: A scruffy backpacker may draw interest because he probably has a wad of cash stashed somewhere, but a guy in a suit toting a laptop case, speaking into his late-model cell phone while signing bills with his platinum credit card is a far more enticing target. Consider the following precautions: Common scams to avoid: Travel Express Archive
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