Announcements
New Travel Policy is Here!
We are pleased to announce the Laboratory's Travel Policy has been updated for clarity, compliance and ease of use. As this is a comprehensive policy, we've added a Table of Contents and a Glossary. There are several updates, so a color-coded version that identifies the key revisions and additions can be found HERE.
Training on the policy is also available. The first "live" session was held on Tuesday, February 24, 2009. To see the power point presentation click HERE. Additional sessions are available via the Lab's WebEx Virtual Classroom, which is attended via your computer. To attend any of these sessions, please sign up via Employee Self-Service and look for course CFO0100 in the Policy and Procedures course type section.
TREX 1.2 Release is Now Live!
We have made some upgrades to the existing TREX system with both new process and simplified user experience needs in mind. These changes include payments for pre-paid conference fees and lodging, new emails to users regarding the status of payments, enhanced division review functionality, and improved location lookup.
To learn about these and other changes in TREX 1.2 that took effect on February 24th, we are offering multiple presentations via the Lab's webconferencing service. To see the power point presentation click HERE. To attend any of these sessions, please sign up via Employee Self-Service and look for course TRV0106 in the Travel course type section. If you need full TREX training, look for FMS0700 or FMS0701 in the Financial Systems course type section.
LBNL Travel Policy Reminder
As a reminder, it is the responsibility of each traveler to adhere to the Laboratory’s Travel Policy and review their expense reports for compliance
prior to Traveler’s Certification and Division Approval.
It is important that all travelers read the information under the “Know Before You Go” category in the left-hand menu on this page to avoid any misunderstandings during the reimbursement process. There continues to be quite a few Expense Reports that are being short paid due to unallowable costs and missing or incomplete information.
In the event that you are not clear on the Travel Policy or just need to “call in” to clarify something we encourage you to call in on our help line at x4500, or by using our on-line Help Desk Ticket System.
It is particularly important that you are clear on foreign travel requirements before you travel. Go HERE for more information.
Mileage Reimbursement Rate Increases for 2008
The mileage reimbursement rates for expenses incurred in connection with LBNL business use of a private automobile have increased effective August 1, 2008 in accordance with Internal Revenue Service standard mileage rates. The new rates are effective for expenses incurred on or after August 1, 2008.
- The reimbursement rate for use of a private automobile will increase from 50.5 cents to 58.5 cents a mile.
- The reimbursement rate for driving or shipping an automobile in connection with a move or relocation will increase from 19 cents a mile to 27 cents a mile.
State of CA YCal Airfares
The State of California YCal fares are contracted airfares between the State of California and the airline. These fares are specifically for California State Government employees and employees of the California State University system.
These contracts are effective July 1- June 30 of every year. The State of California is currently renegotiating it's airfares with the airlines for next contract year effective July 1, 2008. It is OK to purchase the lowest fare available today in the Published Airline Tariff for travel after July 1, 2008.
The State of California YCal contracts effective Jly 1, 2008-June 30, 2009 will be listed the Travel Home Page as soon as they are published by the State. These YCal fares are fully refundable and changeable with no penalties and continue to be the maximum reimbursable/allowable airfares for LBNL employee business travel. YCal fares can only be purchased through LBNL's contracted agency, Carlsonwagonlit Travel or TravelPOWER-Cliqbook. Go to our Air Travel page for more information.
Travel Policy Clarification
Approval of Travel Expense Reports (Voucher) Requirement
Travel expenses cannot be approved by anyone who reports directly or indirectly to a traveler who is a director, manager or supervisor as designated by LBNL's Human Resources Information System (HRIS). An individual who is immediately accountable to the director, manager, or supervisor is defined as a “direct report”. An individual who is one or more organizational levels below the traveler is defined as an “indirect report”.
All travel expenses for Associate Laboratory Directors (ALDs), Division Directors, Deputy Director, and the Chief Financial Officer (CFO) will be approved by the Laboratory Director’s designee (currently the Business Manager for Laboratory Directorate and Operations, Dan Twohey). Travel expenses for the Laboratory Director will be approved by the Controller (Jeanne Kissel).
The new travel and expense reimbursement system that will be implemented later this year will have the direct and indirect reporting structure controls built in as an automatic feature.
Reimbursement of Employee Purchased Tickets
Effective March 1, 2008 the Travel Office will not reimburse for employee purchased airline tickets until after the trip is taken. This change is in alignment with best practices. Travelers who purchase their own air tickets are highly encouraged to use the LBNL’s travel agency, so that travelers do not have to carry the cost of tickets. Please contact travelhelp.lbl.gov if you have questions.
UC Business Insurance
UC Business Insurance coverage is automatic for business travel within the state and registration is not required for those trips. Get more information HERE, or download the UC Group Insurance Plan booklet HERE. (and go to page 36).