Booking your own travel

To better assist the volume of travel requests within our department and to better align with CS a few changes are underway.  If you have questions please do not hesitate to ask Karen Whitenack.  She is happy to offer a step by step tutorial for anyone/group who is interested in learning how to book via calling Carlson, online via Concur or answer any questions you may have regarding the following information.

Karen will continue to create TA's and submit trip expenses for you. Note:  List Karen Whitenack as your travel arranger when setting up your profile. A copy of your travel document will automatically be sent to her so that she can include in your trip expense report. 

Know before you go - First Time Travelers

1. Complete a Traveler Profile and email it as directed on the form.

2. Complete a Travel Reimbursement-Direct Deposit Form and mail or fax to LBNL’s Travel Office

3. Complete the OCFO travel course here https://cfo.lbl.gov/training/e_learning/CFO0745/CFM_travel/story_html5.html 

When requesting travel approval

Discuss and obtain pre-approval from your Supervisor and PI of the Project you are working on. The pre-approval validates that the trip is necessary, is an appropriate use of project funds, and that funding is available.

Submit your request via one of the following links depending on what is needed;

a.  Conference approval only form (submit limited information, no TA created):  https://app.smartsheet.com/b/form/720edff4bebb4763b42104b70a4af257
b.  Domestic travel form (includes conference and creation of a TA):  https://app.smartsheet.com/b/form/1dab936dd79d45aeb7b7d763e6ecc765
c.  Foreign travel form (includes conference approval, TA and DOE approval for foreign travel:  https://app.smartsheet.com/b/form/e88a2d8990a54a52bc3824469b0ea72a  

After your request has been submitted your travel arranger will submit your travel request to Conference Services for approval.  

Booking your travel, hotel and car

Once you receive approval to travel and your TA# - you can either;

• Call Carlson (#888-243-1125) or
• Book your travel yourself via Concur.

To book via Concur* you need a USER Name and PW to login to their site.  To request a UN & PW send a request to [email protected].  Please note* If your travel itinerary contains personal travel you cannot use Concur.

• Not familiar with Concur?  Carlson Wagonlit Travel's online booking tool, Concur, gives Laboratory employees access to real time information on airlines, hotels, and rental cars, and the ability to make reservations anytime, anywhere via the web. 

• To learn more Click here:  https://travel.lbl.gov/reservations/cliqbook.html

To book via Concur (once logged in):

• Select your city pairs by either entering them in the Travel Center or by clicking the Cliqbook Map green tab. Click on the little globe for International travel.

• The default is for a Round-trip itinerary. You also have the option to choose "One Way", "Multi-Segment", "Open Segment" or just car and hotel. Enter your departure dates and times.

• Select rental car and hotel if needed. The Hotel Program will advise the CONUS maximum per diem rate of each city.

• Click SEARCH.

• Click on your preferred carrier’s logo at the top of the results page to narrow your search and choices. Reserve your desired flights by clicking/filling the green radio button to the left of your desired flight, then click "Next".

• Select your round trip combination by clicking “Reserve”.  You will see the rules of your airfare under your flights.

• Review your itinerary on the “Travel Details’ page and click “Next”.

Completing your reservation:

You will need to enter your Travel Authorization (TA) Number on the "Trip Booking Information" page in order to complete your reservation.  Do not type in the letters “TA”; start with the leading zeros.

• You have the option to "Hold Trip" (please note the ticketing deadline) or "Purchase Ticket". You will receive an email confirmation; however you may also view your confirmed itinerary and print your E-ticket Receipt at this web site http://www.virtuallythere.com, by entering your Cliqbook confirmation number. The password is the traveler's LBNL e-mail address.

• Your ticket will be issued within 24 hours. The default is electronic tickets.

Additional Information

• Please do not book your trip with Cliqbook if your departure time is within 4 hours. Call Carlson Travel directly at 1-888-243-1125.
• Reservations made through this site are for LBNL employees and for official Lab business only.
• To change or cancel a ticket, call 1-888-243-1125 then press 5 to talk to a Carlson Travel representative.
• You may "Hold Trip" (please note ticketing deadline) if you are not ready to ticket your reservation yet or if you do not have your Trip Number. This feature allows you to open your "Held Trip", enter your Trip Number and complete your reservation, without losing any of your original information.
• If you are unable to locate lodging within the government rate, add a note to Carlson Travel in the "Comments for the Travel Agent" section located on the Trip Booking Information page. Carlson will book approved lodging for you.
• If you are using a credit on file for your trip, add a note to Carlson Travel in the "Comments for the Travel Agent" section as well.
• Foreign trips funded by LBNL must be booked in compliance with the Fly America Act

Helpful links

Make a reservation via Concur:  https://travel.lbl.gov/reservations/cliqbook.html