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

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.

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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)

Employee Long-Term Travel

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 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.

• Travelers must include the following information in the “Trip Description and Business Benefit” section of the Expense Report:

• Identification of the trip as “Long-Term Travel”

• Expected duration of the long-term stay, start and end dates, and business purpose

Lodging with friends or relatives is not reimbursable. Lodging costs for stays at a facility that the traveler owns is not reimbursable. Other forms of non-conventional lodging (e.g., residential-based lodging other than hotel, motel, and long-term stay) must be an arm’s length transaction (See Section D.13, Definitions/Acronyms, for definition of “arm’s length transaction.”). The traveler must submit an attestation with each expense report affirmatively stating he or she is not staying at a location that the traveler owns or is owned or leased by a friend or relative. 

Off-Site Assignments That Exceed 12 Months: For off-site assignments that exceed 12 months, refer to Berkeley Lab's Temporary Change-of-Station policy.

Non-Employee Long-Term Travel

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 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.

• Travelers must include the following information in the “Trip Description and Business Benefit” section of the Expense Report:

• Identification of the trip as “Long-Term Travel”

• Expected duration of the long-term stay, start and end dates, and business purpose

• For non-employees, approval for long-term travel less than 12 months will be authorized when the travel approver approves the expense report.

Travel over 12 months but less than 24 months must be approved in advance by the Division Director or his/her designee. Approval is documented in an authorization form that is signed by the Division Director and includes the individual’s name and home organization, the nature of the collaboration, the time frame for the travel reimbursement, and any limitations on costs below the 55% of per diem. A copy of the authorization form must accompany each monthly expense report submitted for reimbursement. 

Travel over 24 months but less than 36 months is by exception only and requires the advance approval of the Laboratory’s Deputy Director or his/her designee. Approval is documented in an authorization form that is signed by the Deputy Director and includes the individual’s name and home organization, the nature of the collaboration, the time frame for the travel reimbursement, and any limitations on costs below the 55% of per diem. A copy of the authorization form must accompany each monthly expense report submitted for reimbursement. 

• Long-term travel for non-employees will not exceed 36 months.  If the 36-month limit is reached, a break in long-term travel of at least 12 months is required before long-term travel can be initiated again. 

Should a non-employee be on long-term travel and return to his/her home institution, any break of less than 12 months is considered a continuation of the preceding long-term travel, and the approval parameters described above will apply.

Lodging with friends or relatives is not reimbursable. Lodging costs for stays at a facility that the traveler owns is not reimbursable. Other forms of nonconventional lodging (e.g., residential-based lodging other than hotel, motel, and long-term stay) must be an arm’s length transaction (See Section D.13, Definitions/Acronyms, for a definition of “arm’s length transaction.” The traveler must submit an attestation with each expense report affirmatively stating that he or she is not staying at a location that the traveler owns or is owned or leased by a friend or relative. 

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).

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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

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:

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:

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.

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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:

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:

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.

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

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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.

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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

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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

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.

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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.

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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.

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13. Definitions/Acronyms

Implementing Documents

Contact Information

• Business Services Manager, OCFO

• Travel Manager, OCFO

Revision History

APPENDIX I: UPGRADING AIRLINE ACCOMMODATIONS

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.