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Travel Policy

    Title:

    Travel Policy and Reference Guide

    Publication date:

    10/9/2014

    Effective date:

    10/9/2014

    BRIEF

    Policy Summary

    The Lawrence Berkeley National Laboratory (Berkeley Lab) Travel Policy complies with the regulations and guidelines of the Department of Energy (DOE) as required by Contract 31 and the Federal Acquisition Regulation (FAR). In addition, some elements of the Federal Travel Regulation (FTR) are also incorporated into the policy. Those elements include: maximum per diems, definition of lodging, meals and incidental expenses, and regulatory coverage dealing with special or unusual situations.

    Who Should Read This Policy

    This policy applies to all travel performed under Contract 31, regardless of the funding source. The DOE program office, or a non-DOE organization funding a trip, may have additional requirements, which travelers are responsible for meeting.

    All individuals involved with travel on behalf of Berkeley Lab are responsible for complying with, and becoming familiar with the information and direction in the TRAVEL POLICY.

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    Title:

    Travel Policy and Reference Guide

    Publication date:

    10/9/2014

    Effective date:

    10/9/2014

    TABLE OF CONTENTS

    1. General Information

    1.1 How to Use This Document
    1.2 Overview
    1.3 Exceptions
    1.4 When Does Travel Begin and End
    1.5 Local, Domestic, and Foreign Travel
    1.6 Roles and Responsibilities
    1.7 Combining Personal Vacation Days with Business Travel
    1.8 Corporate Travel Card
    1.9 Travel/Cash Advances and Pre-Payments
    1.10 Non-Employees, Guests, Affiliates Travel and Lodging

    2. Pre-Planning Your Trip

    2.1 Authorization to Travel
    2.2 Long-Term Travel (Domestic or Foreign)
    2.3 Reservations and Service Providers
    2.4 Travel Packages
    2.5 Canceling Reservations

    3. Modes of Transportation

    3.1 Air Travel
    3.2 Travel to and from the Airport
    3.3 Use of Surface (Ground) Transportation
    3.4 Rental Vehicles
    3.5 Train (Rail) or Bus
    3.6 Parking Charges
    3.7 Motorcycles/Bicycles
    3.8 Other Transportation

    4. Lodging and Meals & Incidental Expenses (M&IE)

    4.1 Lodging
    4.2 Meals and Incidental Expenses (M&IE)
    4.3 Long-Term Travel Reimbursement Limitations

    5. Miscellaneous Expenses Incurred While On Business Travel

    6. Non-Reimbursable Expenses

    7. Travel Expense Report Settlement

    7.1 Expense Report Submission
    7.2 Prepaid Expenses
    7.3 Foreign Travel Currency Translations
    7.4 Receipt Requirements
    7.5 Supplemental Expense Reports

    8. Travel Insurance

    8.1 Business Travel Insurance
    8.2 Rental Vehicle Insurance
    8.3 Private Vehicle Insurance

    9. Accident Reporting

    10. Injury or Illness While On Travel

    11. Tax Considerations

    12. Records Retention

    13. Definitions/Acronyms

    POLICY

    A. Purpose

    This document outlines the policy employees of Lawrence Berkeley National Laboratory (Berkeley Lab) must follow when on official business. In addition, certain non-employee travel, including that of guests (e.g., invited guests, guest researchers), affiliates, foreign visitors, interviewees, and subcontractors traveling at Berkeley Lab's request and for Berkeley Lab business must comply with this policy. The word "you" in this document refers to you, the traveler.

    These requirements apply to all types of official Berkeley Lab travel and complies with the regulations and guidelines of the DOE as required by Contract 31 and the FAR. In addition, some elements of the FTR are also incorporated into the policy. This policy applies to all travel performed under Contract 31, regardless of the funding source. The DOE program office, or a non-DOE organization funding a trip, may have additional requirements, which travelers are responsible for meeting.

    B. Persons Affected

    This policy applies to all travelers. You are responsible for becoming familiar with the rules and guidelines and complying with all policy requirements outlined in this document.

    All managers, supervisors, and employees are expected to follow the guidelines set forth in this document.

    C. Exceptions

    See Section 1.3 of this policy.

    D. Travel Policy

    1. General Information 

    1.1 How to Use This Document

    There are many ways to locate information in this document:

    • Use the Table of Contents to find the subject you are looking for.
    • Use the hyperlinks in the flowchart — Travel Policy Flowchart.
    • Use the hyperlinks embedded in the text to locate information about a particular policy.
    • Use Control + F on your computer keyboard to search for a term.

    1.2 Overview

    • You must support cost-effective measures by evaluating the need to travel and the potential of using less-expensive travel alternatives such as e-mail, audio and/or net (Web) conferencing, and videoconferencing.
    • Your official Berkeley Lab travel must be properly authorized, conducted, reported, and reimbursed in accordance with the policy outlined herein.
    • You must conduct travel while on official Berkeley Lab business in a manner that meets business needs and minimizes costs.
    • You must report travel expenses in a timely, responsible and ethical manner and are expected to complete a Travel Expense Report within 30 days after completion of the trip. See additional requirements regarding the submission and approval of Expense Reports in Section 7.1, Expense Report Submission.
    • Only travel expenses that are ordinary and necessary to accomplish the official business purpose of the trip are eligible for reimbursement.
    • Your Expense Report will be partially paid/short paid if costs submitted deviate from policy.
    • For all foreign travel, Berkeley Lab has mandated the use of our designated travel agency. Due to the complex regulations Berkeley Lab is subject to, you are strongly urged to use our designated travel agency for airfare booking on all domestic trips.

    • For airline reservations booked through the Lab travel agency, travelers are required to provide a personal credit card for any personal airfare costs at the time of reservation. There is a cost for this service, which is the responsibility of the employee/traveler. This is referred to as 'Split-Ticketing.'

    1.3 Exceptions

    Requests for exceptions to this policy may be emailed to the Travel Manager by the traveler, arranger, or Division Business Manager. Requests for exceptions should be submitted prior to travel. A letter outlining the circumstances, and containing all relevant documentation, signed by the traveler and Business Manager is to accompany the email.

    Submission of an exception request does not mean the exception has been granted. Each exception request is researched to determine allowability and responses are provided back to the requestor and Business Manager. The typical turnaround time is 3-5 business days. On occasion, exception requests may require additional research, senior management or other departmental review and determination. In these instances, the turnaround time varies.

    1.4 When Does Travel Begin and End

    An official Berkeley Lab business trip:

    • Begins when you, (the traveler) leave your residence or primary work location, whichever occurs last.
    • Ends when you, (the traveler) return to your residence or primary work location, whichever occurs first.

    1.5 Local, Domestic, and Foreign Travel

    • Local travel is that which is conducted within 150 miles of the Berkeley Lab, or primary work site, is completed in one calendar day, and does not include lodging, meals or incidental expenses (M&IE). Local travel costs do include expenses for mileage, tolls, and public transportation.
    • Domestic travel is that which is (1) within the United States and its possessions, (2) travel from a foreign country to the United States, or (3) travel within a foreign country, originating in that same foreign country. Domestic travel costs include transportation costs (air, etc.), lodging, M&IE and other appropriate travel costs, the details of which are outlined elsewhere in this policy.
    • Foreign travel is that which is from the United States to a foreign country (including Canada and Mexico) and return, or travel between foreign countries. Foreign travel costs include transportation costs (air, etc.), lodging, M&IE and other appropriate travel costs, the details of which are outlined elsewhere in this policy.

    1.6 Roles and Responsibilities

    Role

    Responsibility

    Traveler

    Before the trip

    During the trip

    • Ensure appropriateness of type and amount of travel expenses

    • Accept personal responsibility for tickets, cash, and other negotiable instruments used for official Berkeley Lab business

    After the trip

    • Submit Expense Reports within 30 days after completion of the trip using Berkeley Lab's Travel Expense reimbursement system (TREX)

    • Certify your Expense Report promptly

    Traveler's Supervisor/
    Manager/
    Division

    • Approve employee's proposed travel plans

    • Ensure that expenses represent official Berkeley Lab business and are in accordance with this travel policy

    • Review and approve Expense Reports submitted through TREX promptly

    1.7 Combining Personal Vacation Days with Business Travel

    • When you combine personal/vacation days with business travel, reimbursement is limited to expenses for business travel only.
    • When you take personal/vacation days during official travel status, the number of personal days must be specified on the Expense Report in the TRavel EXpense Reimbursement System, TREX (travel system).
    • All foreign travel requests that include vacation time must comply with the DOE 2:1 ratio. See DOE Order 551.1D. You are permitted to take one vacation day for every two days of official business conducted. The first and last day of travel are considered one business day each.
    • Additionally, while on official foreign travel some DOE and WFO programs may be subject to additional limitations. Contact the Travel Office for guidance prior to submitting a foreign Travel Authorization in the TREX system to be certain.

    Vacation Interrupt: If you are on vacation or have already purchased planned vacation travel tickets and are required to interrupt your vacation for business reasons, travel costs will be reimbursed from the vacation point to the official business point and back to the vacation point, plus any change or penalty fees that may apply.

    1.8 Corporate Travel Card

    Berkeley Lab offers a *US Bank Visa Corporate Travel Charge Card to employees who travel at least once per year on behalf of Berkeley Lab. Cards are issued at no cost to you and with no individual credit check. Once you complete the application form, the application must be approved by your supervisor and faxed to the Travel Office at 510-486-6888.

    *Charge Card Application, Electronic Funds Transfer Form/Direct Deposit Form, Travel Charge Card Information.

    An advantage of obtaining the Corporate Travel Charge Card is that your reimbursement can go directly from your TREX Expense Report to your US Bank account as an electronic transfer.

    What MAY you charge on your Corporate Travel Charge Card?

    The Corporate Travel Charge Card is to be used exclusively for Berkeley Lab business expenses associated with official travel such as hotels, car rentals, meals, miscellaneous expenses, and registration fees in accordance with, and as allowed by Contract 31 and Berkeley Lab policy.

    What MAY you NOT charge on the Corporate Travel Charge Card?

    Personal charges, unrelated to Berkeley Lab business purposes, are not to be charged to the Corporate Travel Charge Card. Any non-business related charges you incur are not reimbursable.

    Who makes the payments?

    Corporate Travel Charge Cards are issued directly to you, the cardholder, and not to Berkeley Lab. Corporate Travel Charge Card payments are your own responsibility. Delinquencies and/or misuse may result in the cancellation of the travel card and/or other corrective action, up to and including termination. Any interest and/or late fees incurred for delinquent payments are your responsibility and, therefore, are non-reimbursable.

    Cancellation of Corporate Travel Charge Card

    The Corporate Travel Charge Card may be cancelled at the discretion of Berkeley Lab or the issuing bank, and must be relinquished upon termination of employment.

    1.9 Travel/Cash Advances and Pre-Payments

    You are expected to use your Corporate Travel Charge Card to obtain cash advances for expenses incurred in connection with official Berkeley Lab business travel.

    Obtaining a cash advance if you don't have a corporate card: Berkeley Lab checks for travelers without a Corporate Travel Charge Card are available on an exception basis. Advances are issued only under special circumstances and are limited to the following restrictions:

    • May not exceed the estimated out-of-pocket expenses for the trip
    • Will not be made more than one week prior to the travel date
    • Require written justification
    • Will not be issued to persons who have been issued a Corporate Travel Charge Card
    • Are not authorized for any person who is 30 days delinquent in submitting a Travel Expense Report for a prior trip
    • Will not be made for local travel

    A Travel Authorization must be completed in the TREX system for a travel advance or pre-payment.

    Note: For conference travel it is very important to note that no commitments may be made or money spent (e.g., registration fees, travel expenses - airfare, hotel, meals, etc. which could result in unrecoverable cost) - until a definitive approval or denial is provided by DOE, or a determination is made by DOE that approval is not required.

    When must you return an advance?

    An advance must be returned to the Travel Office immediately if an authorized trip is canceled or indefinitely postponed. Under certain conditions, travel advances may be considered taxable income by the Internal Revenue Service. See Section 11, Tax Considerations.

    1.10 Non-Employees, Guests, Affiliates Travel and Lodging

    Certain non-employee travel including that of guests (e.g., invited guests, guest researchers) affiliates, foreign visitors, interviewees, and subcontractors traveling at Berkeley Lab's request and for Berkeley Lab business must comply with this policy. Expense Reports are to be submitted in TREX and are to be input by the Division travel arranger (requires Guest ID setup in TREX).

    Foreign Visitor Payment Restrictions - Payments to foreign visitors, including advances and reimbursements, may be restricted by the visitor's visa status or other requirements established by the U.S. Citizenship and Immigration Services. Additional documentation must be provided by the visitor for reimbursement. For documentation information, see Non-Employee Travel: Guests.

    Travel of Interviewee and Spouse - Travel expenses associated with interviewing prospective employees are reimbursable. Reimbursement is made for actual transportation, lodging, and M&IE. At the discretion of the Division, actual travel expenses may be reimbursed for spouses/domestic partners who accompany candidates for senior-level positions on final interviews. The travel costs related to other interviewee family members' travel (e.g., children) are not allowable.

    Subcontractors and Consultants – When travel is covered by a subcontractor or consultant agreement, and Berkeley Lab is making the reimbursement, the traveler must comply with this policy as well as any specific travel terms listed in the contract/agreement. The traveler must provide their Expense Report and electronic copy of receipts using the home organization's form to the Disbursement's Office (AP) and it will be routed for review by the Travel Office.

    Lodging: For non-employees, guests, affiliates, and interviewees, the preferred lodging location is the Berkeley Lab Guest House.

    Travel Reimbursement Requirements - The following table is for Non-Berkeley Lab Employees:
    Click these links for specific guidelines for non-employee subcontractor travel and non-employee guest travel.


    Subcontract or Consulting Agreement

    Educational Institution compliant with OMB Circular No. A-21

    DOE Laboratory

    Travel Reimbursed to Traveler by Home Organization

    Travel Reimbursed to Traveler by LBNL

    Policy Compliance

    Documentation Required by LBNL

    Documentation Reviewed by

    Yes

    Yes

    Yes

    Yes

     

     

     

     

     

    Traveler must comply with the policy of the traveler's home institution/organization and any conditions in the subcontract or agreement

    None

    N/A

    Yes

    No

    No

    Yes

     

     

     

     

     

     

     

     

    Traveler must comply with the Berkeley Lab travel policy and any specific travel terms and conditions in the subcontract or agreement

    Traveler must provide the Expense Report (using home organization's form) and receipts, as part of the invoice package submitted to Berkeley Lab Accounts Payable for payment

    Berkeley Lab Travel Office through the AP+ certification process

    No

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

    No

    Yes

    Traveler must comply with the Berkeley Lab travel policy and any specific travel terms and conditions in the subcontract or agreement

    Traveler must use the Berkeley Lab travel expense reimbursement system (TREX), (input by Division travel arranger). Electronic receipts are required.

    Berkeley Lab Travel Office through TREX


    Return to Table of Contents>

    2. Pre-Planning Your Trip

    2.1 Authorization to Travel

    Domestic Travel: The division funding the trip determines the authorization process. See Domestic Travel Step by Step Procedures.

    Foreign Travel: Regardless of funding source, before you travel, you must complete a Travel Authorization in TREX 30 days prior to departure, Foreign Travel Step by Step Procedures. The director (or designee) of the division funding the trip must then approve the trip in TREX, followed by review and approval by the Travel Office. The Travel Office submits the request to DOE and Department of State (travel information entered into DOE Foreign Travel Management System (FTMS), and notification to the Department of State for country clearance). The DOE has five business days to review and disapprove the trip if necessary.

    An agenda and presentation (if applicable) is required for all travel requests that include conference attendance. If the presentation is not available, DOE will accept an outline, abstract, or brief summary instead. The final presentation must be submitted to the Travel Office along with the Expense Report.

    Please ensure you follow the 30 day requirement and all requirements outlined in the Travel Authorization Advance Notice on the Travel Office website. You may not embark on ANY foreign travel prior to completion of the DOE and State Department reviews/notifications. The Travel Office will notify you when all requirements have been met.

    Local Travel: The division funding the trip determines authorization requirements. Berkeley Lab's TREX system does not accept Travel Authorizations for local travel. See Local Travel Information.

    Conference Attendance and Related Travel: All planned attendance to a conference must be coordinated with Conference Services. A definitive approval or denial for conference attendance must be provided by DOE, or a determination made by DOE that approval for the conference is not required. No commitments for conference travel may be made until these steps are completed. See further guidance at Conference Services.

    2.2 Long-Term Travel (Domestic or Foreign)

    The traveler is on long-term travel if assigned to one location away from his or her primary work location for 30 days or more. Travelers on long-term travel should use establishments catering to the long-term visitor (e.g., weekly or monthly rentals).

    Reimbursement for travel longer than 30 days and up to twelve months is limited to a daily amount of up to 55% of the applicable federal per diem rates, for lodging and M&IE, once the long-term stay location has been occupied. See Travel Reimbursement Expense Guidelines.

    • Reimbursement for lodging and M&IE is limited to the lesser of actual costs or 55% of the per diem. Divisions can set a lower reimbursement amount, at their discretion.
    • Travelers have 30 days to identify and occupy the long-term stay location.
    • Trip must be identified as 'Long-Term Travel' in the 'Trip Description and Business Benefit' section of the Expense Report and include:
      • Identification of the trip as 'Long-Term Travel'
      • Expected duration of the long-term stay, start and end dates, and business purpose


    Off-site Assignments That Exceeds Twelve Months: For offsite assignments that exceed twelve months, refer to Berkeley Lab's Temporary Change-of-Station policy.

    2.3 Reservations and Service Providers

    Ideally, you will make reservations for official Berkeley Lab travel through Berkeley Lab’s designated travel agency or online booking tool, Concur/CliqBook online booking.

    Using Berkeley Lab's designated travel agency will provide you with the following services:

    • Direct billing of airline tickets to the lab (no out of pocket to you)
    • Discounted fares through the State of California Discount Air Fare Program and other carrier specific airfare programs
    • Calculating allowable/reimbursable airfares
    • Fly America Act guidance and compliance (assurance that all flights are compliant)

    Even if you choose to make reservations on your own, you should use Berkeley Lab's current contracts with selected air carriers, hotels, and rental-car agencies whenever possible. You will be reimbursed according to allowable cost guidelines. See the Travel Services website.

    2.4 Travel Packages

    Because commercially offered travel "packages" typically do not itemize expenses, no business-related travel should be booked through such vendors unless you have confirmed that each aspect of the package will be separately itemized (e.g., itemized hotel charges and airfare) to assure appropriate documentation for reimbursement.

    2.5 Canceling Reservations

    If you are unable to honor a reservation, you will be responsible for canceling the reservation in compliance with the terms of the hotel, airline, car-rental agency, or conference/seminar vendor, etc. Charges or lost refunds resulting from failure to cancel a reservation will be reimbursed if cancellation was the result of circumstances beyond your control, (documentation will be required).

    Return to Table of Contents>

    3. Modes of Transportation

    3.1 Air Travel

    Purchasing Tickets

    You should obtain transportation tickets from Berkeley Lab's designated travel agency to take advantage of special discounts and ensure compliance with all federal requirements, (i.e., Fly America Act), and to ensure full reimbursement of allowable costs. Tickets obtained from Berkeley Lab’s designated travel agency are charged to Berkeley Lab’s direct-billing account and are the property of Berkeley Lab. Berkeley Lab’s travel agency offers special airfare discounts that cannot be obtained by outside sources. All such tickets, including those that are unused (full or partial), must be reported on your Travel Expense Report.

    For all foreign travel destinations, Berkeley Lab has mandated use of our designated travel agency. This includes travel:

    • From the United States to a foreign country (including Canada and Mexico) and return
    • Between foreign countries or within a foreign county, when the trip originated in the United States
    • Between foreign countries, when the trip originated in a foreign country

    Travelers or travel arrangers may request approval to purchase airfare outside of the designated travel agency when travel is between foreign countries, originating in a foreign country and if the Lab’s designated travel agency is (1) unable to provide a flight or (2) provides a flight that is significantly greater in costs than the traveler can access via other resources.  The requester must submit their request to TravelHelp@lbl.gov at least 7 days in advance of the travel date and provide a short explanation of the need to purchase outside the designated travel agency as well as the airline they are planning to fly on. The traveler should only proceed with booking when he/she has received approval of the request from the Travel Office.  A copy of the email approving the purchase must be included in the receipt documentation, attached to the expense report.

    Any other foreign airfare booked outside of the Lab’s designated travel agency or the process described above will not be reimbursed.

    Laboratory guests coming to the United States from a foreign country must ensure their airline tickets are Fly America Act compliant, as described in the “When may you use a Foreign Carrier” portion of this section. The use of our designated travel agency is strongly encouraged.

    For domestic travel destinations, the use of our designated travel agency is highly recommended. 

    Charges for re-ticketing, schedule changes, etc., may be reimbursed for a valid business reason: The business purpose for the change (e.g., increased costs, flight/trip changes) must be documented on the Travel Expense Report within the comments section.

    Employee-Purchased Tickets:  Berkeley Lab’s travel agency offers special airfare discounts that cannot be obtained by outside sources. See special discounts. Reimbursement will be made only after the trip has occurred. If the ticket is cancelled, the ticket remains the property of the traveler.  Any employee-purchased ticket not in compliance with the Fly America Act will not be reimbursed.

    Obtaining Lowest Available Airfare (Coach Class):

    • Reimbursement is limited to the actual expense for business travel only.
    • Any airfare cost for deviating from your business destination will not be reimbursed unless the cost is less than the lowest available coach fare for the business travel.
    • You are expected to travel by the most efficient and economical modes of transportation possible within mission requirements, on the most direct route consistent with the business purpose of the trip (i.e., utilize negotiated or discounted airfares; request departure and arrival within a two-hour window; or consider alternate airports).
    • Reservations must be made as early as possible to take advantage of the lowest coach fare available.
    • Coach class, or any discounted class, must be used in the interest of economy on all domestic or foreign flights. In extenuating circumstances, written authorization for reimbursement of airfare for business-class or first-class service must be obtained in advance of the trip. Please refer to Appendix I - Upgrading Airline Accommodations for details (See the APPENDIX I tab of this policy).

    Choosing a Carrier

    All commercial air travel between the United States and a foreign country and between foreign countries must be made via a U.S. flag carrier or U.S. code share as required by Public Law 93-623, Fly America Act. (Note: U.S. Code Share is an agreement that allows certain U.S. air carriers to directly sell a flight operated by a foreign carrier.)

    This applies to the following:

    • Travel reimbursed from any funding source (DOE or non-DOE)
    • International charter flights
    • Travel to/from Canada or Mexico
    • Flights to/from personal destinations in conjunction with official travel

    When May You Use a Foreign Carrier?

    In accordance with the Fly America Act, foreign carriers can be used only under the following circumstances:

    • The use of a U.S. flag air extends travel time, including delay at origin, by 24 hours or more.
    • The U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between your origin and destination, you must use a U.S. flag air carrier on every portion of the route where service is provided unless (when compared with using a foreign air carrier) such use would result in one or more of the following:
      • It would increase the number of aircraft changes you must make outside of the United States by two or more.
      • It would extend the travel time by six hours or more.
      • It would require a connecting time of four hours or more at an overseas interchange point.

    Rest Stops

    A rest stop at either an intermediate point or the destination is allowed when all the following conditions apply:

    • The class of service used for air travel is less than business or first class.
    • The origin or destination is outside the continental United States.
    • The scheduled flight time (including stopovers) exceeds 14 hours.
    • Air travel is consistent with the Fly America Act.
    • Travel is taken by a direct or usually traveled route.
    • Reimbursement is based on the per diem rate for the rest-stop location. A maximum of three days are reimbursable before the date of actual official business (one day en route, the arrival day, and one rest stop within a 24-hour period).

    Indirect Itineraries

    You are responsible for any additional expenses resulting from the use of an indirect route or stops along the way for personal reasons. Reimbursement is limited to the actual costs incurred or to the costs that would have been incurred using the normally traveled route, whichever is lower. Excess travel time will be charged to the appropriate type of leave.

    Cancellations and Airline Ticket Credits

    This section applies to airline tickets purchased through the Berkeley Lab designated travel agency. Cancellations must be reported directly to the travel agency prior to departure time.

    Airline ticket credits resulting from trip cancellations are stored in the Berkeley Lab travel agency database for your future use. Ticket credits expire after a period of time, which varies by airline. You are responsible for keeping track of all unused airline credits and using them prior to their expiration date.

    If you have an unused airline ticket, it must be reported and submitted on your Travel Expense Report for which it was intended, in TREX, even if the trip was cancelled.

    Please note in the trip comments section in TREX the circumstances for cancelling, and enter as much information about the airline ticket as possible, e.g., Trip canceled, Ticket #000000, canceled with Travel Agency on (date). Total cost, e.g., $600, residual value on file $345. You can obtain this information from the travel agency when you place the call to cancel.

    When the airline credit is subsequently used on another trip, and if the subsequent trip has a Project ID other than the one used for the original Expense Report, you must consult with the Resource Analyst or Business Manager to facilitate the appropriate resource adjustment. (Note: A resource adjustment will be made by the Division to credit the original Project ID and debit the Project ID receiving the airline credit).


    Vacating a Reserved Seat and Related Compensation

    Involuntary

    Voluntary

    Compensation made to travelers by airlines for involuntary denied boarding is the property of Berkeley Lab and must be returned with the Travel Expense Report to be credited to the cost of the trip.

    Travelers may voluntarily vacate reserved airline seats and retain the payment received from the airline under the following conditions:

    • Any resulting additional expenses are borne by the traveler.
    • Relinquishing a reserved seat does not diminish performance of official duties.
    • Vacation is charged to the extent that travel is delayed during normal work hours.

    3.2 Travel to and from the Airport

    Personal Car: When you drive to or from the airport, the mileage and parking for one round trip for the duration of the trip is reimbursable. When two or more persons share a privately owned vehicle, only the driver can be reimbursed.

    When you are driven to and from the airport, the mileage, short-term parking, and tolls for two round trips is reimbursable.

    Mileage will be reimbursed from the time you leave your residence or primary work location, whichever occurs last, to when you return to your residence or primary work location, whichever occurs first.

    Taxi/Car Service: Employees should choose cost-effective measures and use the most economical mode of transportation to and from home and the airport. The cost of a shuttle or taxi is reimbursable. Airport car services (sometimes referred to as limousines) are reimbursable, as long as it is the most cost-effective mode. Sedan services may be used when they are less expensive than alternative means of transportation or when valid business reasons preclude the use of more economical transportation. The reason for use of a sedan service must be included in the comments section of the Expense Report.

    3.3 Use of Surface (Ground) Transportation

    You may choose to use surface (ground) transportation for personal reasons even if air travel is an appropriate mode of transportation. In that case, reimbursement may not exceed the airfare Berkeley Lab would have paid if air travel had been used, plus the normal cost of ground transportation to and from airports. The cost of meals, lodging, tolls, ferries, and parking while in transit via surface transportation may be reimbursed if the total amount reimbursed does not exceed the cost of airfare plus ground transportation. Travelers are advised to contact the Travel Office prior to traveling to determine the allowable airfare and reimbursable limits.

    If you are using a private vehicle:

    Reimbursement will be made based on

    Actual mileage, parking, ferries, and tolls – See the APPENDIX II tab of this policy.

    Mileage will be reimbursed from the time you leave your residence or primary work location, whichever occurs last, to when you return to your residence or primary work location, whichever occurs first.

    Gasoline, routine repairs, tires, or other vehicle expenses

    No reimbursement

    When two or more persons share a privately owned vehicle

    Only the driver may claim reimbursement

    3.4 Rental Vehicles

    A rental vehicle should be used when it is more economical than the use of taxis or other means of transportation. It may be used for local travel only when no other means is available. Travelers are expected to use Berkeley Lab preferred rental car vendors and charge the rental to their Corporate Travel Charge Card or personal credit card.

    Reimbursement for a rental vehicle cannot exceed intermediate-size sedans, unless the following conditions and documentation requirements are met:

    Class of Vehicle

    Reimbursable

    Requirements

    Justification Required

    Four-wheel drive

    Yes

    Business necessity or weather conditions

    Yes

    Minivan

    Yes

    For transportation of Berkeley Lab passengers and Berkeley Lab equipment

    Yes

    Truck or Van

    Yes

    To transport equipment or materials

    Yes

    Gasoline is reimbursable. The traveler should refuel the rental vehicle prior to returning it to the rental agency, thus avoiding excess gasoline charges.

    Is GPS (Global Positioning System) reimbursable? Yes, only for those travelers who are traveling in an unfamiliar area. It is expected that travelers who are familiar with their travel location will decline the GPS option when making their reservation or upon checkout.

    Non-standard options such as car seats are not reimbursable.

    If a rental vehicle is used instead of air travel, reimbursement of transportation costs, including the cost of meals, lodging, tolls, ferries, and parking while in transit, shall not exceed the sum of the total allowable airfare (if air had been used), and the normal cost of ground transportation to and from common carrier terminals. You should contact the Travel Office prior to traveling to determine the allowable airfare and reimbursement limits.

    If the traveler is unable to use a UC Rental Car Agreement, the corporate travel card should be used. In general, collision damage waiver coverage is provided through the corporate travel card for vehicles rented anywhere in the world. See Corporate Travel Charge Cards.

    3.5 Train (Rail) or Bus

    • Reimbursement for train transportation is limited to the lowest first-class rate.
    • Transportation by bus is not limited to any specific class of service.


    When rail or bus transportation is used instead of available air travel due to business necessity, actual expenses including the cost of meals and lodging will be reimbursed. Reimbursement for the cost of a sleeping car accommodation is allowed in lieu of lodging expense for each night that these accommodations are used.

    If a rail or bus is to be used instead of air travel for personal convenience, reimbursement of actual expenses including the fare, cost of meals, lodging, tolls, ferries, and parking shall not exceed sum of the total allowable airfare (if air travel had been used), and the normal cost of ground transportation to and from common carrier terminals. Travelers should contact the Travel Office prior to traveling to determine the allowable airfare and reimbursable limits.

    Local public transportation fares for transportation such as taxi's buses, subways, or streetcars are reimbursable.

    3.6 Parking Charges

    Reasonable parking charges for official, rental, and personal vehicles, when used for official Berkeley Lab business, is reimbursable. Travelers should use long-term or off-airport facilities when parking at common carrier (airline) terminals. Charges associated with valet parking are not reimbursable.

    3.7 Motorcycles/Bicycles

    Motorcycles (or motor-driven cycles of any type) or bicycles are not allowed for use on official Berkeley Lab business, nor will any reimbursement be made for their use.

    3.8 Other Transportation

    Charges for the use of other types of transportation (e.g., helicopter, boat) are allowed when their use is beneficial to Berkeley Lab. A written justification for their use must be included with the Travel Expense Report.
    When traveling by passenger ship, transportation at the lowest first-class rate is reimbursable.

    Return to Table of Contents>

    4. Lodging and Meals & Incidental Expenses (M&IE)

    4.1 Lodging

    Lodging reimbursement is limited to actual cost or per diem, whichever is lower. Lodging will be reimbursed based on the type of travel and location in which the traveler is staying. Per diem allowances are set in accordance with the rates established by the following federal agencies:

    Type of Travel

    Agency Establishing Per Diem Rates

    Within the Continental U.S. (CONUS)

    General Services Administration (GSA)

    Outside the Continental U.S. (OCONUS) – Alaska, Hawaii, and U.S. Possessions

    Department of Defense (DOD)

    Foreign

    U.S. Department of State


    Lodging taxes are not included in the per diem rates but are reimbursed as a separate expense, which you must enter on your TREX Expense Report.

    You should obtain government room rates where available, or the most economical rate offered.

    Actual lodging expenses may exceed the applicable federal rate to a maximum of 300% (see Federal Travel Regulation) if any of the special or unusual circumstances listed below apply. No additional approval other than the individual approving the Travel Expense Report is required. See Travel Expense Report Settlement.

    • Lodging (and/or meals) are at a pre-arranged place such as a hotel where a conference, meeting, or training session is held.
    • Lodging costs are temporarily escalated due to special events (e.g., sporting events, conventions, natural or man-made disasters).
    • Lodging (and/or meal) expenses within the prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location consume most or all of the savings achieved from occupying less expensive lodging.
    • You are required to do business in a certain location on certain days and no lodging is available at the government rate.
    • Other unplanned circumstances you encounter such as:
      • Government rate room booked but not available upon arrival at hotel
      • Flight cancelled; if you are required to spend the night in airport hotel and not compensated by airline

    A written justification documenting the business purpose for procuring lodging at the higher rate must be placed within the comments section of the Expense Report in TREX and the Expense Report (containing the reason). By approving the Expense Report, the Division is authorizing the request for reimbursement based on the actual expenses due to the special or unusual circumstances (not to exceed 300% of government rate as stated above).

    Lodging in non-commercial facilities, such as house trailers or field camping are reimbursed at the actual expense up to the maximum applicable lodging rate.

    Shared Lodging - Lab travelers who share a room with another Berkeley Lab employee are reimbursed based on receipt only.

    Lodging with friends or relative is not reimbursable. Lodging costs for stays at a facility that you either own or lease is not reimbursable.

    Standard Room Rate Exception - Berkeley Lab Guest House

    The Berkeley Lab Guest House is located on the Lab facilities, and due to the potential savings in transportation costs for travelers visiting and staying at the Lab, the cost of a standard room rate at the Guest House rate in effect at the time is allowable and reimbursable.

    4.2 Meals and Incidental Expenses (M&IE)

    M&IE reimbursement is limited to per diem. M&IE will be reimbursed based on the type of travel and location in which the traveler is staying. Per diem allowances are in accordance with the rates established by the following federal agencies:

    Type of Travel

    Agency Establishing Per Diem Rates

    Within the Continental U.S. (CONUS)

    General Services Administration (GSA)

    Outside the Continental U.S. (OCONUS) – Alaska, Hawaii, and U.S. Possessions

    Department of Defense (DOD)

    Foreign

    U.S. Department of State


    Meal Expenses

    Meal expenses include the cost of breakfast/continental breakfast, lunch, dinner, and related tips and taxes.

    Furnished meals, meals included in registration fees, and nominal fee meals require adjustment on the Expense Report following the table on the Travel Services website. Meals provided by common carriers or complimentary meals provided by hotels/motels do not require any adjustment of the Expense Report.

    To minimize costs, you are highly encouraged to request reimbursement for the actual cost of meals and incidental expenses up to the applicable federal M&IE rate. Travelers will not be reimbursed for meal costs in excess of per diem rates.

    The following table reflects M&IE allowance guidelines.

    Travel Time – Hours

    M&IE Allowance

    12 hours or less

    None

    More than 12 hours, but less than 24 hours

    75% of maximum CONUS published rate (GSA)

    24 hours or more

    Maximum CONUS published rate (GSA); 75% of the rate for first and last day of travel


    Incidental Expenses

    Incidental expenses may include fees and tips given to porters, baggage carriers, bellhops, and hotel maids. When on foreign travel, laundry and dry cleaning is considered an incidental expense.

    4.3 Long-Term Travel Reimbursement Limitations

    Reimbursement for travel longer than 30 days and up to 12 months is limited to a daily amount of up to 55% of the applicable federal per diem rates, for lodging and M&IE, once the long-term stay location has been occupied. See Travel Reimbursement Expense Guidelines.

    • Reimbursement for lodging and M&IE is limited to the lesser of actual costs or 55% of the per diem. Divisions can set a lower reimbursement amount, at their discretion.
    • Travelers have 30 days to identify and occupy the long-term stay location.
    • The trip must be identified as "Long-Term Travel" in the "Trip Description and Business Benefit" section of the Expense Report. Required information in the "Trip Description and Business Benefit" section includes:
      • Identification of the trip as "Long-Term Travel"
      • Expected duration of the long-term stay, and the start and end dates business purpose


    Return to Table of Contents>

    5. Miscellaneous Expenses Incurred While On Business Travel

    The following are examples of reimbursable miscellaneous business expenses incurred while on business travel. We advise you contact the Travel Office prior to incurring any expenses, should you have questions on reimbursability.

    EXPENSE TYPE

    REIMBURSEMENT GUIDANCE (Reimbursable)

    Business office expenses

    For use of computers, printers, fax equipment, internet access, scanners, copy services and postal service

    Baggage charges for business travel

    Domestic travel – one bag; Foreign travel - two bags

    Materials and Supplies

    Purchase of materials and supplies while on business travel when normal procurement policies are not practical. Use the electronic Request for Issuance of Check (eRFIC) to seek reimbursement.

    Registration fees for DOE approved conferences, conventions, or professional society meetings

    Any part of such fees covering entertainment is not allowed. However, if a non-governmental organization sponsors a conference and a single, mandatory, non-separable registration fee is charged for both attendance and meals or an evening social event, Berkeley Lab will reimburse the traveler's full registration fee.

    Note: You may request Conference registration fee reimbursement only if the conference has been approved by DOE. DOE conference reporting guidelines state, no commitments may be made or money spent, (e.g., registration and travel expenses, airfare, hotel, meals, etc.), until a definitive approval or denial is provided by DOE, or a determination is made by DOE that approval is not required. If a denial is provided and you carry on with your trip, you will not be reimbursed for any expenses.

    Other (miscellaneous) Fees

    For use of automated teller machines, traveler's checks, money orders, certified checks, visas, photographs, and inoculations when not obtained through Berkeley Lab facilities

    Laundry and dry-cleaning services

    Domestic travel - reimbursed for travel for more than four nights.
    Foreign and OCONUS travel – Allowable expense which is considered a part of the M&IE expense. Reimbursement is limited to 20% of the applicable M&IE rate.

    Telephone call

    One (reasonable) personal call home per day.

    Visas, photos, certificates, inoculations, currency conversion, collision insurance for rental cars.

    Reimbursable for foreign travel only and based on receipt for any item over $75.


    Return to Table of Contents>

    6. Non-Reimbursable Expenses


    The following list includes examples of the most common types of non-reimbursable expenses.

    • Entertainment and alcohol expenses
    • Expenses paid or incurred on behalf of others
    • Lodging with friends or relatives
    • Lodging costs for stays at a facility that you either own or lease
    • Travel airline membership clubs
    • Full size limousine or stretch limousine
    • Domestic car rental insurance
    • Unused employee purchased airline ticket
    • Airline change fees for personal reasons
    • The use of chartered and/or private aircraft
    • Animal/Pet sitting


    Return to Table of Contents>

    7. Travel Expense Report Settlement

    7.1 Expense Report Submission

    Expectations for Completing Expense Reports

    Expense Reports are expected to be submitted within 30 days after completion of the trip, using the Berkeley Lab's Travel Expense reimbursement system (TREX).

    Expense Reports submitted after 90 days are considered "late submissions" and must be approved by the Division Business Manager or the Division Deputy of Operations in TREX prior to submission to the Travel Office. In addition, a reason for the submission of the late Expense Report must be included in the comments section of the Expense Report. This requirement applies to all travelers except for those positions that require specific approvals:

    • Associate Laboratory Directors (ALDs), Division Directors, Deputy Director, and the Chief Financial Officer (CFO) will be approved by the Chief of Staff.
    • The Controller will approve travel expenses for the Laboratory Director.

    Under Internal Revenue Service (IRS) regulations, travel advances not substantiated or returned "within a reasonable period of time" are considered to be of personal economic benefit to the traveler and reportable to taxing authorities. For tax purposes, 120 days is considered "within a reasonable period of time." If an employee does not substantiate expenses and return unused advances within this 120-day period, Berkeley Lab is obligated under IRS regulations to consider the advance as additional income to the employee and to withhold appropriate income and employment taxes. Airfare charged to the corporate credit card and prepaid hotel and registration costs are considered an advance and taxes will be withheld if the Expense Report is not submitted within 120 days from the end of the trip. No refund of these taxes will be made.

    All Travel Expense Reports must be submitted and processed for payment by the close of the fiscal year to ensure all expenses are properly posted.

    For information on how to create an Expense Report, see TREX How To information.

    Process

    Each official Berkeley Lab business trip must be submitted for reimbursement on a separate Expense Report. An official Berkeley Lab business trip:

    • Begins when you, (the traveler) leave your residence or primary work location, whichever occurs last.
    • Ends when you, (the traveler) return to your residence or primary work location, whichever occurs first.

    However, for local travel, multiple claims for reimbursement may be submitted on one travel expense report.

    All costs related to an official Berkeley Lab business trip must be reported on the traveler's Expense Report and must be substantiated by appropriate receipts, as required by policy. As it relates to Berkeley Lab purchased airline tickets, including those that are unused (full or partial), refundable, or cancelled trips, even though tickets are charged directly to the ticket information the costs must be reported on your Travel Expense Report.

    Expense Report Certification/Approval

    • You must first certify the expenses claimed. If the traveler is a Berkeley Lab employee, the certification must be made in Berkeley Lab's TREX system. Certification for Affiliates or Guests will be made in the system by the division travel arranger, on behalf of the traveler.
    • The Travel Expense Report must then be approved by an authorized signer in Berkeley Lab’s Signature Authorization System (SAS).
    • A Manager/Supervisor can approve his/her direct or indirect reports, but the direct or indirect reports cannot approve the Managers Expense Report.
    • Individuals with delegated authority to approve travel cannot approve their own travel.
    • Travelers may not approve the travel of a near relative, e.g., spouse or equivalent, child, parent, etc.
    • Travel expenses for Associate Laboratory Directors (ALDs), Division Directors, Deputy Director, and the Chief Financial Officer (CFO) will be approved by the Chief of Staff.
    • The Controller will approve travel expenses for the Laboratory Director.


    Travel Paid by a Host/Third Party

    Situation

    Requirement

    When travel is to be paid by another host/third party, and is charged to Berkeley Lab in the interim, (e.g., traveler purchases air ticket that is charged to the Lab ghost card, and host will be reimbursing traveler's airfare)

    Note in the Expense Report comments section, 'Host to reimburse traveler'. You must ensure payment is received from the host organization. The Travel Office will not approve your Expense Report for payment until a check made payable to the UC Regents is received in the Travel Office.

    When a host/third party reimburses a traveler for travel expenses AND you have either been reimbursed, or have submitted an Expense Report to Berkeley Lab

    Remit reimbursement check made payable to the UC Regents. You must put your trip number on the check and attach a copy of your Expense Report.

    When a traveler owes money to Berkeley Lab, (e.g., advance exceeds reimbursable expenses; ticket exceeds allowable amount, etc.)

    Remit reimbursement check made payable to the UC Regents. The Travel Office will not approve your Expense Report for payment until a check made payable to the UC Regents is received in the Travel Office.


    Personal Expenses

    If at any time during Expense Report review it is determined that personal expenses have been submitted, the Travel Office will contact the traveler. The Travel Office will not approve your Expense Report for payment until the matter has been resolved and/or a check made payable to UC Regents has been received in the Travel Office.

    7.2 Prepaid Expenses

    Airline Tickets

    Airline tickets purchased through Berkeley Lab's designated travel agency are directly billed to Berkeley Lab. This is Berkeley Lab's preferred method for obtaining airline tickets.

    When you purchase a ticket outside of the agency, reimbursement will not be made until after the trip has occurred. See Section 3.1, Air Travel.

    Hotel and Event Registration Fees

    You are expected to pay the vendor directly and request reimbursement through the Expense Report process. You may use your personal credit card, or obtain a Corporate Travel Charge Card.

    Your reimbursement may be obtained in advance on a Pre-Payment Expense Report in TREX, or reimbursement can be requested at the conclusion of the trip when other travel related costs are submitted.

    For example, hotels requiring a deposit may be submitted on a Pre-Payment Expense Report in TREX.

    Berkeley Lab checks to vendors, via the electronic Request for Issuance of Check (eRFIC) process, are available on an exception basis only, (justification and/or documentation will be required).

    Note: You may request Conference registration fee reimbursement only if the conference has been approved by DOE. DOE conference reporting guidelines state, no commitments may be made or money spent, (e.g., registration and travel expenses, airfare, hotel, meals, etc.), until a definitive approval or denial is provided by DOE, or a determination is made by DOE that approval is not required. If a denial is provided and you carry on with your trip, you will not be reimbursed for any expenses.

    7.3 Foreign Travel Currency Translations

    Expense Reports must be submitted in U.S. dollars. Expenses paid by credit card are reimbursed at the rate used by the credit-card company. When a rate is not provided, the conversion will be based on the date the transaction occurred using OANDA. Expenses paid by check are reimbursed by the OANDA conversion rate on the date the country was entered.

    Expenses paid in a foreign currency are reimbursed using the exchange rate at the time of conversion. Therefore, all currency exchange receipts should be saved, used for converting foreign currencies back to U.S. dollars, and submitted with the Travel Expense Report, electronically. Fees charged for conversion are reimbursable.

    In the absence of a receipt showing the rate of conversion, the official bank rate of exchange will be based on the first day of official business travel using the currency converter provided by OANDA.

    7.4 Receipt Requirements

    You must submit all receipts electronically via the TREX system. All paper receipts are to be scanned in the same direction and attached to the Expense Report as a PDF file by the traveler or travel arranger.

    Travelers should keep the original, hardcopy receipts until reimbursement has been received.

    Receipts are always required for any expense $75 and over. See the eReceipts Reference Guide.

    Lost/Missing Receipts: When circumstances beyond your control prohibit submission of required receipts, a Lost/Missing Receipt Waiver form will need to be completed, signed by the traveler, approved by the Division Business Manager and submitted to the Travel Office.

    7.5 Supplemental Expense Reports

    If you did not claim all expenses or receive full reimbursement on your Travel Expense Report due to a mistake/omission of a reimbursable expense, a Supplemental Expense Report will be accepted with itemized receipts, submitted electronically.

    Return to Table of Contents>

    8. Travel Insurance

    8.1 Business Travel Insurance

    The University of California (UC) maintains a business travel insurance policy for employees, students, and any person traveling on behalf of Berkeley Lab. Coverage can also be provided for a spouse/domestic partner and dependent(s) while traveling with the Berkeley Lab traveler. See UC Business Travel Accident Insurance. The policy provides worldwide coverage, 24 hours a day, for a wide variety of accidents and incidents while away from the primary work location at no cost to the traveler for accidental death or dismemberment. The policy also provides travel assistance services (e.g., security extraction, emergency medical evacuation).

    If you did NOT book your travel through the Berkeley Lab designated travel agency, you must register at UCOP Travel for each foreign and domestic trip outside of your home state to ensure coverage. Coverage is automatic for business travel within the state and registration is not required for those trips.

    8.2 Rental Vehicle Insurance

    Travelers should use rental agencies with which Berkeley Lab or UC has system-wide contracts that include insurance coverage. Charges for optional insurance, including collision damage waiver (CDW) and loss damage waiver (LDW) on rental cars in the continental United States, will not be reimbursed. The cost for full collision coverage for rental cars used in Alaska, Hawaii, U.S. possessions, and foreign countries is reimbursable.

    If the traveler is unable to use a UC Rental Car Agreement, the corporate travel card should be used. In general, CDW coverage is provided through the corporate travel card for vehicles rented anywhere in the world. See Corporate Travel Charge Cards.

    8.3 Private Vehicle Insurance

    Employees who use a privately owned vehicle for Berkeley Lab business must provide, upon request, satisfactory evidence of insurance coverage.

    The minimum prescribed liability insurance coverage is:

    • $50,000 for personal injury or death of one person
    • $100,000 for injury to, or death of, two or more persons in one accident
    • $50,000 for property damage

    When an employee uses a private vehicle for Berkeley Lab business, the employee's own personal vehicle policy is the primary insurance coverage for damage to the employee's private vehicle, damage to a third-party vehicle, and injury to a third party. For damage to the employee's private vehicle, Berkeley Lab may authorize payment to the employee of up to $500 or the amount of the deductible, whichever is less. Expenses that can be recouped from insurance are not eligible for reimbursement. The amount reimbursed shall be based on receipts submitted by the employee to the individual who authorized the travel. For additional information, see UCOP Travel Regulation G28.

    Return to Table of Contents>

    9. Accident Reporting

    All vehicle accidents, whether involving property damage and/or personal injury should be reported pursuant to the Vehicle Accident Reporting policy in the RPM.

    10. Injury or Illness While On Travel

    • Illness or injury requiring hospitalization while on official travel status must be reported promptly to Health Services.
    • In addition, all Berkeley Lab employees are provided with workers' compensation coverage for work-related injury or illness that occurs during a Berkeley Lab-approved and -funded business trip.

    11. Tax Considerations

    The Laboratory's travel reimbursement policy is designed to conform to the "accountable plan" rules published by the IRS. Therefore, reimbursement of a traveler's expenses does not result in additional taxable income to the employee.

    However, under IRS regulations, travel advances not substantiated or returned "within a reasonable period of time" are considered to be of personal economic benefit to the traveler and reportable to taxing authorities. For tax purposes, 120 days is considered "within a reasonable period of time."

    If an employee does not substantiate expenses and return unused advances within this 120-day period, Berkeley Lab is obligated under IRS regulations to consider the advance as additional income and to withhold appropriate income and employment taxes. Airfare charged to the corporate credit card and prepaid hotel and registration costs are considered an advance and taxes will be withheld, if the Expense Report is not submitted within 120 days from the end of the trip. No refund of these taxes will be made.

    12. Records Retention

    The Travel Office has an institutional responsibility for retention of completed Travel Expense Reports and required receipts. These travel documents are maintained as required by Berkeley Lab records management and archiving policies.

    Return to Table of Contents> 

    13. Definitions/Acronyms

    Term

    Definition

    Abstract

    A summary statement provided in the TREX Travel Expense Report that reflects (1) major highlights, (2) benefits, and (3) results of the trip. Each of the three attributes should be included in the abstract statement.

    Affiliates

    Non-Berkeley Lab employees engaged in on-site Berkeley Lab activities. Affiliates are subject to training in safety and other subjects. They are also issued a Berkeley Lab identification badge. Affiliates may receive system accounts, research access to facilities, and a per diem allowance for housing and living expenses. Examples: Facility users, scientific collaborators, students

    American Flag Carrier

    See U.S. Flag Carrier.

    Approval

    The process of granting permission. This is required prior to the purchase of a travel ticket.

    Authorization

    To formally or officially grant permission. This is required prior to the purchase of any foreign travel ticket.

    Business Class

    A premium class of accommodation offered by the airlines that is higher than coach and lower than first class, in both cost and amenities

    Certify

    To confirm formally that expenses claimed were incurred on official business on the dates shown and that the expenses identified are in compliance with the Berkeley Lab Travel Policy

    Coach Class

    The basic class of accommodations offered to travelers regardless of fare paid

    Collision Damage Waiver (CDW)

    Covers damage to or loss of a rental car

    Common Carrier

    An organization that transports people or goods from one place to another for a fee

    Continental United States (CONUS)

    The territory of the United States that is within North America between Canada and Mexico, and the adjacent territorial waters

    Contract 31

    “Contract 31” refers to Contract No. DE-AC02-05CH11231, the contract between the U.S. Department of Energy and the University of California (UC) describing the terms for UC to manage Berkeley Lab. The contract includes a statement of work (SOW) for the science missions, and details the requirements for managing the operations and business of Berkeley Lab.

    Direct or Indirect Report

    The organizational relationship between an employee and a supervisor or manager. A direct report is immediately accountable to one director, supervisor, or manager, as defined in Berkeley Lab's Human Resources Information System (HRIS). An indirect report is one or more
    organizational levels below the direct report.

    Domestic Travel

    (1) Travel within United States and its possessions, (2) travel from a foreign country to the United States, or (3) travel within a foreign country originating in that same foreign country.

    Employee

    An individual who receives a paycheck from Berkeley Lab

    Excess Baggage

    Baggage in excess of the carrier's size and weight limit

    Federal Acquisition Regulation (FAR)

    The Federal Acquisition Regulation (FAR) is the primary regulation for use by all federal executive agencies in their acquisition of supplies and services with appropriated funds.

    Federal Travel Regulation (FTR)

    The Federal Travel Regulation (FTR) is the document that details statutory requirements and Executive Branch policies for travel by federal civilian employees and others authorized to travel at government expense. The Laboratory is required to comply with certain provisions of the FTR.

    First Class

    Generally, the highest class of accommodation offered by the airlines in terms of both cost and amenities and termed "first-class" by the airlines and any reservation system

    Fly America Act

    Public law (commonly referred to as the Fly America Act) that, in general, requires that foreign air travel funded with federal dollars be done on U.S. flag air carriers

    Foreign Travel

    Travel from the United States to a foreign country (including Canada and Mexico) and return, or travel between foreign countries

    General Services Administration (GSA)

    An independent agency of the U.S. government established in 1949 to help manage and support the basic functioning of federal agencies

    Incidental Expenses

    Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses, and others on ships. On foreign travel, laundry and dry cleaning are also considered incidental expenses.

    Involuntary Denied Boarding

    An airline term for a situation in which a passenger is not allowed to board an aircraft due to overbooking, weight restriction, etc.

    Itemized Receipt

    Detail of specific expenses charged to the traveler, e.g., a lodging receipt reflecting the room rate, taxes, telephone charges, etc.

    Local Travel

    Travel within a distance of 150 miles (one way) from the traveler's primary work location or residence that will be completed within one calendar day without lodging

    Lodging

    Expenses for overnight sleeping facilities. Does not include accommodations on airplanes, trains, buses, or ships, which are included in the cost of transportation.

    M&IE

    Meals and incidental expenses

    Meals

    Expenses for breakfast, lunch, dinner, and related tips and taxes. Specifically excluded are alcoholic beverages and entertainment expenses and any expenses incurred for other persons.

    Non-Employee

    An individual who is not a Berkeley Lab employee (i.e., does not receive a paycheck from the Laboratory). Includes, but not limited to, interviewees, affiliates, consultants, and subcontractors.

    Non-Foreign Overseas

    Business points in Alaska, Hawaii and U.S. possessions

    OCONUS

    Travel outside the continental United States (i.e., Alaska, Hawaii, and U.S. possessions, Puerto Rico)

    Official Laboratory Travel

    Travel necessary to accomplish official business on behalf of Berkeley Lab. Official travel is properly authorized, processed, conducted, reported, and reimbursed in accordance with this policy.

    Per Diem

    Combined daily expenses for lodging and meals & incidental expenses (M&IE). Per diem within the continental United States (CONUS) is set by the General Services Administration (GSA). Per diem within Alaska, Hawaii, and the U.S. possessions (i.e., nonforeign overseas) is set by the Department of Defense. Per diem within foreign countries is set by the U.S. Department of State.

    Primary Work Location

    The place where the major portion of the traveler's work time is spent, or the place to which the traveler returns during working hours upon completion of special assignments

    Regular Use of Private Vehicle

    More than four trips per calendar month totaling at least 300 miles

    Travel Authorization

    A form in Berkeley Lab's travel expense reimbursement system (TREX) that reflects information about a planned trip

    Travel Expense Report

    The form used to process requests for reimbursement to the traveler for any amounts due, which is accessed through Berkeley Lab's TREX system

    Travel Expenses

    Expenses that are ordinary and necessary to accomplish the official business purpose of a trip

    Travel Status

    The period during which a traveler is traveling on official business

    Travel Voucher

    See Travel Expense Report

    Traveler

    An employee or affiliate who is authorized to travel on official Berkeley Lab business and travels on behalf of and at the expense of the Laboratory

    TRavel and EXpense Reimbursement System (TREX)

    Berkeley Lab's travel expense reimbursement system

    Unofficial Travel

    Travel undertaken by an individual without official, fiscal, or other obligations on the part of Berkeley Lab, i.e., personal travel

    U.S. (American) Flag Carrier

    An air carrier that holds a certificate under the Federal Aviation Act of 1958 authorizing operations between the United States and/or its territories, and one or more foreign countries. Each U.S. airline has a two-letter alpha code designating it as a U.S. Flag air carrier (e.g., UA for United Airlines)

    U.S. Code Share

    An arrangement where an airline is jointly marketed as a flight for one or more other airlines. The term "code" refers to the identifier used in a flight schedule, generally the two-character airline designator code and flight number. One airline places its code on the flights of another in order to coordinate services, advertise, and sell the other airline's services as its own. Most major airlines have code-sharing partnerships with other airlines and code sharing is a key feature of major airline alliances. A code-share flight uses the same two-letter carrier code during all legs of the trip. U.S. Code Share is an agreement which allows certain U.S. air carriers to directly sell a flight operated by a foreign carrier.

    Implementing Documents

    Contact Information

    Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    1

    M. Mock

    Rewrite for the wiki

    All

    Minor

    7/2/2012

    2

    M. Mock

    Minor editorial change

    D.3.4 Long-Term Travel (Domestic or Foreign)

    Minor

    11/16/2012

    2.1

    M. Mock

    Compliance with DOE Acquisition Letter AL2013-01, Contractor Domestic Extended Personnel Assignments – long-term domestic travel guidance

    D.3.4 Long-Term Travel (Domestic or Foreign) and D.7 Prepaid Expenses

    Minor

    12/20/2012

    2.2

    V. Oberholser

    Allows for GPS only if traveling in an unfamiliar area. Otherwise it is not reimbursable.

    D.2.3.c Rental Vehicles, Sections vi and vii

    Minor

    1/15/2013

    2.3

    S. Frainier

    Minor addition to Airline Ticket Credits

    D.2.2.b Airline Ticket Credits

    Minor

    11/15/2013

    2.4

    V. Oberholser

    Update to require electronic submission of receipts in TREX system. Reformat of reimbursement chart.

    D.6.1 Reimbursement - General

    Minor

    10/9/2014

    3

    V. Oberholser

    Reformatted policy

    All

    Major

    Title:

    Travel Policy and Reference Guide

    Publication date:

    10/9/2014

    Effective date:

    10/9/2014

    APPENDIX I: UPGRADING AIRLINE ACCOMMODATIONS

    The following table reflects the conditions and approvals required for the use of a one-class upgrade for airline accommodations (Airline Accommodations §FTR 301-10.123).

    Conditions for Use of One-Class Upgrade for Airline Accommodations

    Category

    Condition

    Advance Written Approval in Addition to Division Approval

    DOE Mission

    Urgent requirements to successfully perform Berkeley Lab's mission exists that cannot be postponed

    Laboratory Director (or designee)

    Health Issues

    Berkeley Lab employees who request upgraded travel arrangements for health reasons must consult with the Site Occupational Medical Director.

    In most cases, a confidential medical note from the employee's physician is required specifying the diagnosis, the requested accommodation, and the duration of the accommodation.

    The Site Occupational Medical Director evaluates the request and notifies the Travel Office and affected division of recommended travel accommodations and duration. Employees may be required to periodically update their medical documentation at the discretion of the Site Occupational Medical Director.

    Site Occupational Medical Director

    Sanitation Needs

    Coach class on an authorized foreign carries does not provide adequate sanitation or health standards

    DOE Office of Aviation Management

    Availability

    No other class of service (coach or business) is available within 24 hours of the proposed departure or arrival time.

    Coach class is not provided on regularly scheduled flights between the origin and the destination.

    LBNL Travel Manager for Domestic Travel in addition to DOE Final Approval for Foreign travel

    Overall Cost Savings

    An overall savings (subsistence costs, overtime, lost productive time) would be realized, compared to waiting for coach class.

    LBNL Travel Manager for Domestic travel in addition to DOE Final Approval for Foreign travel

    Extended Flight Time

    Origin/destination is outside the continental United States and scheduled flight time, including stopovers and change of planes, is more than 14 hours.

    In this case, no rest stops will be approved.

    LBNL Travel Manager for Domestic travel in addition to DOE Final Approval for Foreign travel

    Overnight Travel without adequate rest

    Itinerary involves overnight travel without an opportunity for normal rest before commencement of working hours.

    LBNL Travel Manager for Domestic travel in addition to DOE Final Approval for Foreign travel

    Personal Expense

    Travelers may upgrade to business, first class, or upgraded coach at their own expense, including through the redemption of frequent flyer miles.

    LBNL Travel Manager for Domestic travel in addition to DOE Final Approval for Foreign travel

    Title:

    Travel Policy and Reference Guide

    Publication date:

    10/9/2014

    Effective date:

    10/9/2014

    APPENDIX II: REIMBURSABLE EXPENSE TABLES

    This table applies to both domestic and foreign travel. Receipts are required for any expense $75 or more (exceptions noted). Travelers are highly encouraged to request reimbursement for the actual cost of M&IE up to the established rates.

     

    TRAVEL GUIDELINES

    Applies to travel both within the Continental US – CONUS

    Outside the Continental US: Alaska, Hawaii, US possessions – OCONUS and Foreign Travel

    Reimbursement is based on published rates or other applicable guidelines from the following agencies: GSA for CONUS travel, Department of Defense (DOD) for OCONUS travel, and Department of State for foreign travel.

    Activity or Expense Type

    Allowable Amount

    Requirements/Reimbursements

     

     

     

    Meals & Incidentals (M&IE) Local & Domestic

     

     

     

    12 hours or less

    No reimbursement

    More than 12 hours, but less than 24 hours

    75% of maximum rate published by the GSA

    24 hours or more

    Maximum rate published by GSA (75% of the rate for first and last day of travel)

    Meals & Incidentals (M&IE) Foreign

    N/A

    M&IE for business location reimbursed up to the maximum rates established by the US Department of State (75% of the rate for first and last day of travel)

    Lodging/Hotel

    Actual

    Lodging expenses will be reimbursed at the actual expense up to the maximum lodging rate established by the GSA. Under special circumstances, and with a written explanation, up to 300% of the maximum rate may be reimbursed. See Section 4.1 under the POLICY tab for details.

    Lodging costs for a standard room at the Berkeley Lab Guest House are allowable.

    Lodging receipts required.

    30 + days in one location

    55% of the per diem rate for the business location

    A reasonable living allowance not to exceed 55% of the maximum per diem rates for lodging and M&IE at the business location.

     

     

    TRAVEL TO ALL LOCATIONS

    Activity or Expense Type

    Allowable Amount

    Requirements/Reimbursements

    Non-commercial lodging (such as house trailers, field camping)

    Actual

    Actual cost of lodging plus M&IE not to exceed maximum published rates. Type of lodging must be specified. Receipt required.

    Airfare

    Actual

    Allowable airfare is the lowest fare, including discount fares that meets the needs of the traveler. Receipts required.

    Re-issued or exchanged airfare

    Actual

    All documentation, for both the original and reissued tickets needs to be submitted

    Canceled Reservation

    NA

    Traveler is responsible for canceling reservations (hotel, air, car, conference, etc.). Charges or lost refunds resulting from failure to cancel a reservation will be reimbursed if cancellation was the result of circumstances beyond your control (documentation will be required).

    Surface Transportation in lieu of air (personal reasons)

    Not to exceed comparable air

    Actual mileage is reimbursed (based on standard highway guide) as long as it is less than what the Lab would have paid for
    airfare. Cost of additional lodging and meals are reimbursed if there is overall cost savings.

    Mileage

    $.56 per mile effective 01/01/14

    Receipt not required

    Parking

    Actual

    Receipt required if $75 or more

    Taxi/Shuttle/Limo Car Service

    Actual

    Receipt required if $75 or more

    Private Auto – to/from terminals

    Actual

    Actual mileage for one round trip, plus parking (long-term parking encouraged), or two round trips and short term
    parking. Receipts for parking $75 or more.

    Rental Cars

    Actual

    Receipt required.

    • CDW/LDW are not reimbursed within CONUS.
    • CDW/LDW are reimbursable outside of CONUS and foreign.

    Rental Car - Gas

    Actual

    Receipt required for $75 or more

    Tolls

    Actual

    Receipt required for $75 or more

    Conference Registration fees

    Actual

    Receipt and back up information including title and purpose, date, and conference agenda identifying meals provided, is required. You may request Conference registration fee reimbursement only if the conference has been approved by DOE or a determination is made by DOE that approval is not required. DOE conference reporting guidelines state, No commitments should be made or money spent, (e.g., registration and travel expenses, airfare, hotel, meals, etc.), until a definitive approval or denial is provided by DOE, or a determination is made by DOE that approval is not required. If a denial is provided and you carry on with your trip, you will not be reimbursed for any expenses.

    Phone Calls

    Actual

    All business and emergency calls as well as one brief non-emergency call per day.

    ATM Transaction fees

    Actual

    List as miscellaneous items on Travel Expense Report in TREX. Receipt not required.

    Miscellaneous expenses

    Actual

    Items such as excess baggage, postage, FAX transmittals, hotel taxes, etc. Receipts required for any item $75 or more.

     

     

    DOCUMENT INFORMATION

    Title:

    Travel Policy and Reference Guide

    Document number

    11.06.001.000

    Revision number

    3

    Publication date:

    10/9/2014

    Effective date:

    10/9/2014

    Next review date:

    2/28/2016

    Policy Area:

    Travel

    RPM Section (home)

    Financial Management

    RPM Section (cross-reference)

    Section 11.08

    Functional Division

    OCFO

    Prior reference information (optional)

    RPM Section 11.08

    Source Requirements Documents

    Other Driving Requirements

    Implementing Documents

     

     

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