Revised 8/08
Direct or Indirect Report. The organizational relationship between an employee and their supervisor or manager. A direct report is immediately accountable to one director, supervisor or manager, as defined in the Laboratory’s Human Resources Information System (HRIS). An indirect report is an individual who is one or more organizational levels below the direct report.
Domestic Travel. Travel within United States and its possessions, or travel from a foreign country to the United States. Daily expenses within the continental United States are reimbursed in accordance with the rates set by the General Service Administration and published on the GSA Travel Management Policy Web page.
Foreign Travel. Travel from the United States to a foreign country (including Canada and Mexico) and return, or travel between foreign countries.
Incidental Expenses. Fees and tips for services, such as for waiters and baggage handlers, laundry, cleaning, and pressing of clothing services.
Local Travel. Travel that is within a distance of 150 miles from the Laboratory that will be completed within one calendar day and will not require 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.
Meals. Expenses for breakfast, lunch, dinner, and related tips and taxes. Specifically excluded are alcoholic beverage and entertainment expenses and any expenses incurred for other persons.
M&IE. Meals and incidental expenses. The maximum daily M&IE amount allowed for travel of less than 30 days is established by the federal CONUS (continental United States) rates. Separate rates are established for OCONUS (travel outside the continental United States) and foreign countries. See the GSA Travel Management Policy Web page.
Per Diem. Combined daily expenses for lodging, meals, and incidentals.
Transportation Expenses. Includes commercial carrier fares, car rental charges, private car mileage allowance, parking, bridge and road tolls, taxi and public transportation fares, and all other charges for transportation services necessary to accomplish the business purpose of the trip.
Travel Expenses. Expenses that are ordinary and necessary to accomplish the official business purpose of a trip (transportation, lodging, meals, and miscellaneous travel expenses).
Official travel undertaken on behalf of Lawrence Berkeley National Laboratory must be accomplished in a manner that meets business needs and minimizes cost to the government.
It is the policy of the Laboratory that all official travel shall be properly authorized, reported, and reimbursed in accordance with this document. Laboratory travelers are expected to exercise good judgment in the use of funds. Personal travel is not to be charged to, or temporarily funded by, the Laboratory. When an employee travels under the sponsorship of another organization, travel expenses may not be charged to a Laboratory account.
Travel policy as stated in this document is set forth and implemented under Laboratory Directorate delegation of authority to the Travel Office, of the Office of the Chief Financial Officer.
This policy applies to all official Laboratory travel, regardless of funding source, and includes special rules for nonemployees, such as invited guests, visiting researchers, and independent contractors. The terms set forth in this policy are pursuant to the University of California travel policy and include the following areas that are governed by Federal Travel Regulations: maximum per diem rates; definitions of lodging, meals, and incidental expenses; and the regulatory coverage addressing special or unusual situations. Also included are foreign travel issues governed by Department of Energy Order 551.1A and Public Law 93-623 (the Fly America Act).
Under extenuating circumstances, the 
Laboratory Controller or designee
may
approve exceptions to travel policy. The exception must specify the circumstance
or need, dates of travel, and the name of the individual to whom the exception
is granted. When approved, the reimbursement is limited to the actual costs
incurred and must be supported by receipts. The Laboratory does not have the
authority to approve exceptions to Federal Travel Regulations, DOE Order 551.1A,
or Public Law D93-623 (the Fly America Act).
All official Laboratory travel must have prior approval. If approval is not obtained before departure, travelers may be liable for the expenses incurred.
Per DOE Order 551.1B, all foreign
travel requests, regardless of funding source, must have prior written approval
by the division director or designee, and be approved by DOE and the State
Department. Travel requests must be submitted as follows:
The Travel Office must receive the advance notice at least 10 days prior
to the following requirements:
Note: Travel to Taiwan requires a 45-day submission regardless of funding.
Prepaid expenses for employee air tickets may be charged directly to the Laboratory central billing account when issued by the Laboratory's contracted travel agency.
Corporate travel cards may be issued to career employees who travel on official Laboratory business at least once a year. Except in extenuating circumstances, corporate travel cards should be used only for expenses associated with official Laboratory travel. Amounts charged to the cards are billed directly to the cardholder. The cardholder is personally responsible for paying all charges and keeping the account current. The Laboratory will not reimburse or pay late fee charges incurred in connection with the corporate card. Travelers are reimbursed by submitting a travel expense report. Procards may not be used for travel expenses or registration fees.
Travelers are expected to use their corporate travel card to obtain cash advances for expenses incurred in connection with official Laboratory business travel, if the card provides this feature. Laboratory checks (for travelers without a corporate travel charge card or for required prepayments that cannot be charged to the corporate card) are available from the Office of the Chief Financial Officer/Accounts Payable.
The amount of the cash advance may not exceed the estimated out-of-pocket expenses for the trip; and, except in extenuating circumstances, advances are not authorized for any person who is 30 days delinquent in submitting a travel expense report for a prior trip.
A cash advance must be returned immediately if an authorized trip is canceled or indefinitely postponed.
Laboratory travelers normally shall not be reimbursed for expenses paid on behalf of other persons, except in the case of co-travelers who are sharing a room. Entertainment of others is not allowed.
Travelers who are unable to honor a reservation will be responsible for canceling in compliance with the terms of the hotel, airline, etc. The traveler must return any refundable deposits or unused air tickets to the Laboratory. Charges or lost refunds resulting from failure to cancel a reservation shall not be reimbursed unless the traveler can show that such failure was the result of circumstances beyond the traveler's control.
Travelers are expected to make every effort to obtain the most economical rates, use the most economical mode of transportation, and use the most usually traveled route consistent with the purpose of the trip.
a. Commercial Airlines
Air travel to or from foreign destinations, including Canada and Mexico, must comply with Public Law 93-623 (the Fly America Act), unless funded in full by a third party, such as a foreign government or international agency. Under the Fly America Act, only U.S. carriers shall be used for travel reimbursed from funds administered by Berkeley Lab.
Coach class or any discounted class shall be used in the interest of economy on all domestic or foreign flights. Except in extenuating circumstances, written authorization for reimbursement of airfare for business-class or first-class service must be obtained in advance from the Laboratory Director or designated approver. In any case, approval is required before a travel expense report can be processed for payment.
Business or first-class service may be authorized under the following circumstances:
- Business or first-class service is the only service offered between two points.
- No space is available in coach-class accommodations in time to accomplish the mission.
- Use of business or first-class service is necessary to accommodate a disability or other special need. The disability or special need must be substantiated in writing by a competent medical authority and be preapproved.
- Security purposes or exceptional circumstances, as determined by the Laboratory Director or designee, make the use of premium-class accommodations essential to the successful performance of the Laboratory's mission.
- Coach-class accommodations on an authorized/approved foreign air carrier do not provide adequate sanitation or health standards.
- The use results in an overall cost savings to the government, avoiding additional subsistence costs, overtime, or lost productive time while the traveler awaits coach-class accommodations.
- The accommodations are obtained as an upgrade through the redemption of frequent traveler benefits in accordance with travel policy.
- The origin and/or destination is outside the continental United States, and the scheduled flight time exceeds 14 hours. In this instance, the traveler will not be eligible for a rest stop en route or a rest period on arrival.
b. Chartered Aircraft
Actual expenses for chartering an aircraft are allowable, but prior approval to charter an aircraft must be obtained from the Laboratory Director. Supporting receipts must be submitted with the travel expense report.
Reasonable charges for necessary parking, as well as charges for ferries, bridges, tunnels, or toll roads while on official travel or away from regular duties, may be claimed by the vehicle operator.
a. Official Laboratory Automobiles
Laboratory automobiles must be used in accordance with RPM ยง1.05 (Use of Official Vehicles). Charges for emergency repairs to a Laboratory automobile are allowed in accordance with Motor Pool policies.
b. Privately Owned Automobiles
- Insurance
Employees are required to conform to public policy regarding financial responsibility. The minimum prescribed liability insurance coverage under this policy is:
- $15,000 for personal injury to, or death of, one person
- $30,000 for injury to, or death of, two or more persons in one accident
- $5,000 for property damage
An employee who uses a privately owned automobile for Laboratory business on more than four trips per calendar month, totaling at least 300 miles, must show satisfactory evidence of liability insurance coverage to his or her division office before mileage reimbursement will be allowed. When the vehicle is used less frequently, an employee must sign a statement that the vehicle has the minimum liability insurance coverage, as specified above, before mileage reimbursement will be allowed.
Up to $500 in reimbursement to cover the insurance deductible may be authorized when an employee's privately owned vehicle is damaged while being used to conduct Laboratory business. Receipts are required. Expenses recoverable from insurance coverage are not eligible for reimbursement.
- Reimbursement
When two or more persons share an automobile, only the driver may claim reimbursement for mileage. Claims for reimbursement must indicate the origin and destination of the trip. Any substantial deviations from the distance shown in a standard highway mileage guide must be explained.
Mileage reimbursement is intended to cover the cost of routine repairs, tires, gasoline, and other automobile expense items. Mileage shall ordinarily be computed between the traveler's work station and the common carrier or destination. Expenses between the traveler's residence and workstation shall not be allowed. However, mileage expenses shall be allowed between the traveler's residence and the common carrier or destination, if Laboratory business travel originates or terminates before or after the traveler's working hours, or if travel originates or terminates during a regularly scheduled day off. When a traveler is authorized to drive a private vehicle to or from a common carrier terminal, mileage may be reimbursed as follows:
- One round trip, including parking for the duration of the trip; or
- Two round trips, including short-term parking expenses, when an employee is driven to a common carrier.
c. Rental Automobiles
Rental automobiles may be used when renting in a specific situation is considered to be more advantageous to the Laboratory than the use of taxis or other means of transportation. The traveler is responsible for obtaining the best available rate that meets the requirements of the trip.
Travelers are expected to use rental agencies with which the Laboratory or the University of California 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, are not allowable and will not be reimbursed. The cost for full collision coverage for rental cars used in Alaska, Hawaii, United States possessions, and foreign countries is allowable.
Costs associated with damage to a rental automobile while on Laboratory business are reimbursable. Additional information should be obtained from the Laboratory's Legal Department.
Expenses for railroad or bus transportation may be reimbursed. If the destination is served by a regularly scheduled airline, an explanation of the need and circumstances must accompany the travel expense report. This rule does not apply to intercity travel when total travel time is equivalent to that of air transportation. Reimbursement for the cost of Pullman roomette accommodations is allowed. If it is necessary to use accommodations that are more expensive than a roomette, an explanation of the circumstances must be included with the travel expense report. Lodging expenses are not reimbursed for each night that Pullman accommodations are used.
When travel by passenger ship is authorized, transportation at the lowest first-class rate is allowed. No additional subsistence reimbursement is made unless the fare does not include meals.
The per diem allowance (lodging plus M&IE) is based on a calendar day. Reimbursement begins with departure from home or office and ends with arrival at home or office. Seventy-five percent of the applicable M&IE is reimbursed for the first and last day of travel. No reimbursement is made for M&IE expenses when a trip takes less than 12 hours. Travel that lasts more than 12 hours but less than 24 hours is reimbursed at 75% of the M&IE rate published for the appropriate locality.
Reimbursement of M&IE expenses are adjusted when:
Travelers lodging in noncommercial facilities, such as house trailers and field camping equipment, are reimbursed for actual expenses, up to the applicable lodging per diem rate.
Travelers lodging with friends or relatives may be reimbursed for additional costs incurred by the host if the traveler is able to substantiate the cost. This reimbursement may not exceed the established rate for the destination. Travelers will not be reimbursed lodging costs for stays at a facility either owned by the employee or leased by the employee for purposes and/or periods of time other than official travel.
a. Long-term (30 or more days and less than 12 months in one business location). Expenses for long-term travel are reimbursed at up to 55% of the normal per diem rate. For Permanent Change of Station (12 months or longer) and Relocation guidelines, see RPM 4.01 Relocation Policy.
Travelers are expected to submit itemized original receipts as described in the Travel Reimbursement Expense Guidelines. When original receipts are not available, electronic (e.g., emailed or faxed) receipts are acceptable provided that the detail contained is equivalent to the level of detail contained in an original acceptable paper record.
Acceptable receipts typically include the following:
When circumstances beyond the traveler’s control prohibit submission of required receipts, a Lost/Missing Receipt Waiver form will be completed. In the absence of a satisfactory justification, the amount involved will not be reimbursed.
All employees are routinely covered 24 hours a day, worldwide, against accidental
death or dismemberment while on official travel. For insurance purposes, an
official Laboratory business trip begins when the traveler leaves his or her
residence or workplace, whichever occurs last, and ends when the traveler returns
to his or her residence or workplace, whichever occurs first.
A travel expense report is used to account for all travel advances and expenses in connection with an official Laboratory trip. When properly completed and approved, this form is used to reimburse the traveler for any amounts due. The traveler will be reimbursed only when the required receipts have been received and reviewed by the Travel Office. Reimbursement for employee-purchased airline tickets will not be made until after the trip has taken place. A travel expense report must be submitted even if no reimbursement is due to the traveler, if travel advances or prepayments were obtained.
All expenditures should be reported on one travel expense report. Supplemental
reports may be submitted if necessary, but they must be clearly marked as such
and must identify the original report submitted in connection with the travel.
Travelers must submit a travel expense report upon completion of the trip. An expense report becomes delinquent if not submitted within 30 days. If the travel advance exceeds the reimbursable expenses, the traveler submits a check for the excess, made payable to "The Regents of the University of California," with the travel expense report.
Action is taken to recover unsubstantiated advances if the travel expense report is not submitted within 70 days after the end of a trip. This action may be taken through the use of a collection agency or, when agreed to by the employee in writing, by deductions in wages or other amounts due the traveler.
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, the Laboratory is obligated under IRS regulations to consider the advances as additional income and to withhold appropriate income and employment taxes. No refund of these taxes may be made, even if the amounts are returned or substantiated after the 120-day period.
Each traveler submitting a travel expense report must sign the report certifying that the amounts claimed are (a) a true statement of the expenses incurred on official Laboratory business, and (b) not being reimbursed by another organization.
The travel expense report must be approved for payment by staff as assigned by their division or department and noted in the Signature Authorization System. In order to ensure that travel is approved in an impartial manner, travelers may not approve the reimbursement of their own travel expenses. A travel expense report cannot be approved by anyone who has a direct or indirect reporting relationship to the traveler. In addition, travelers may not approve the travel of a near relative; e.g., spouse or equivalent, child, parent, etc.
The Travel Office is responsible for the timely processing of approved travel expense reports for payment. Travel Office staff is responsible for checking travel expense reports for completeness, compliance with Laboratory policies, and to assure that proper documentation to support the claim is included. The Travel Office is responsible for assuring that the Travel System interfaces with FMS to reimburse travelers on a timely basis. Travel Office staff, independent of the staff that processes claims, is responsible for performing quality control activities on samples of paid transactions.
Travel by non-Laboratory personnel must be approved in advance. When such travel is approved, these travelers are eligible for reimbursement of transportation, subsistence, and miscellaneous expenses in accordance with this policy.
The Laboratory Director or designated approver may authorize the reimbursement of travel expenses associated with interviewing prospective employees. Authorization must be obtained before any commitment for reimbursement of travel expenses is made to the prospective appointee. Travel expenses of spouses who accompany high-level administrative or scientific candidates on final interviews may also be reimbursed.
Reimbursement is made for actual transportation expenses, not to exceed one round-trip coach airfare between the interviewee's current place of residence and the location where the interview is held. Interviewees are also eligible for subsistence and miscellaneous expense reimbursements.
When invited to participate in Laboratory activities, guests or visiting researchers may be reimbursed for transportation and M&IE expenses while on official Berkeley Lab travel.
Contractors may be reimbursed for travel expenses when such reimbursement is
so specified under the terms of their contract with the Laboratory.