Travel & Conference
Attendance
If you would like to travel on behalf of Berkeley Lab, please fill out the Travel Authorization Request form. A Travel Arranger within Biosciences at Berkeley Operations will respond to your request within 1-2 business days. Failure to obtain travel approvals may result in non-reimbursement of travel expenses.
BSBK Travel Team
The BSBK Travel Office is here to assist you with all travel related requests from start to finish. We can assist you in obtaining all required travel approvals, booking flights, answering travel related questions and concerns, and preparing and submitting expense reports upon your return. Our goal is to provide you with top-notch customer service and make the travel process as smooth as possible for all travelers.
Our office hours are 7am - 4pm Monday - Friday and you can reach us at BSBK-Travel@lbl.gov. We look forward to working with each and everyone of you!
Events
(Virtual or In-Person)
Lab employees who plan to attend an event at the Lab, locally, domestically, internationally, or virtually and will charge expenses (generally a registration fee) to a DOE fund are required to request approval by completing the Attend Event Request (AER) form.
What is a considered an Event?
Conference Services reviews and approves requests to attend events whether virtually or in-person. They ensure that approval and reporting is performed as required by the Department of Energy (DOE).
Events include conferences, meetings, retreats, seminars, symposiums, or certain activities that include travel and:
Registration and/or registration fees
A published agenda
Scheduled speakers and/or panel discussions
Exhibitor and/or sponsorship fees
Individual events may qualify as conferences without meeting all of the key features listed above, but generally meet some of them.
Events, meetings, and traveling where you are doing work (as opposed to sharing information) are not conferences. For example, if a staff is traveling to another lab to conduct an experiment or decide on how a DOE project should be managed, that is considered “work” and not a conference.
Physical Travel
(Domestic and Foreign)
Local Travel
What is Local travel?
Local travel is within 150 miles of Berkeley Lab, or the primary worksite, is completed in one calendar day, and does not include lodging, meals, or incidental expenses (M&IE). Local travel costs only include expenses for mileage, tolls, and public transportation.
Click here to learn more about Local travel.
Domestic Travel
What is Domestic travel?
Domestic travel 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.
Click here to learn more about Domestic travel.
Foreign Travel
What is Foreign travel?
Foreign travel 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.
Click here to learn more about Foreign travel.
Reimbursements
The Travel Arranger submits reimbursments only for approved Travel Authorizations. Failure to obtain travel approvals may result in non-reimbursement of travel expenses.
Click here to learn more about Reimbursements.
FAQ's
1.) There is a conference/event I need to attend, what steps do I need to take to request travel approvals and when should I complete those?
TIMEFRAMES:
As soon as you know you will be traveling, whether it’s 4 months out, 6 months out, or even a year out, we ask you to begin obtaining your approvals.
All Local travel requests must be submitted no later than 7 days prior to your departure date.
All Domestic travel requests must be submitted no later than 14 days prior to your departure date.
All Foreign travel requests must be submitted no later than 45 days prior to your departure date.
STEPS:
If there will be a cost charged to a DOE project, you must complete the Attend Event Request (AER) form first.
Once you receive confirmation your AER is approved, you then need to complete a Travel Authorization Request (TAR).
2.) When can I purchase my flight and begin booking travel arrangements?
Once you receive confirmation that your Travel Authorization Request (TAR) has received Division approval, you can begin spending money and booking your travel arrangements.
Domestic:
All domestic flights can be booked using the lab approved travel agency, Concur (you must set up your Concur profile first) and charged to the lab ghost card.
Foreign:
All foreign flights should be booked by calling CWT at (888) 243-1125 and speaking with an agent. In doing so, CWT can charge the lab ghost card for the cost of your foreign flight. If you choose to book your foreign flight using Concur (you must set up your Concur profile first), you must abide by the Fly America Act. If not, your flight will be canceled by the lab.
For Foreign travel, you must purchase your flight and provide a copy of your itinerary to Debbie Warner and your travel arranger no later than 30 days prior to your departure date. Providing this information at least 45 days prior to your departure date is strongly preferred.
3.) How can I travel and spend as little out of pocket as possible?
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, 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. Your card can only be used for your own Lab business travel expenses.
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 nonbusiness-related charges you incur are not reimbursable. You may not charge any expenses on your card for anyone other than yourself.
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 canceled at the discretion of Berkeley Lab or the issuing bank, and must be relinquished upon termination of employment.
5.) Who can I contact with any travel related questions?
Please reach out to your travel arranger at BSBK-Travel@lbl.gov or click here for more information on how to Contact Us.