CSD Travel

To request travel approval:
- Complete the CSD Travel Authorization Request (TAR) Form for:
  - - All conference attendance requires Conference Services Approval (virtual or in-person)(for all conference travel, see your admin for conference services approval).
    - All DOE-funded travel.
    - Pre-approval by the DOE CSGB Program Manager for all foreign travel (note: must be approved 30 days in advance).
- One of the CSD Office team members will provide you with the status of your request within two business days.
Personal Days on Travel:
- Domestic travel allows for a 1:1 ratio of business days to personal days.
- Foreign travel allows for a 2:1 ratio of business days to personal days (note: this is a CSGB requirement that supersedes the LBNL allowance of 1:1).
- Local travel does not allow personal days.
Purchase tickets through the LBNL Travel Agency ADTRAV via RezDesk to ensure your flights are allowable and you don't pay anything out of pocket!
Expense Reports are expected to be submitted within 30 days after completion of the trip using the CSD Travel Expense Form.
LBNL Travel Policy

If you have any questions, contact the Travel Help Desk via askUS or email TravelHelp@lbl.gov.

Expense Reports

Expense Reports are expected to be submitted within 30 days after completion of the trip using the CSD Travel Expense Form.
Expense Reports submitted after 90 days are considered "late submissions" and must be approved by the Division Business Manager 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.
Expense Reports delinquent over 120 days may result in tax liabilities for LBNL paid expenses (such as airfare booked through our travel agency, ADTRAV). Such expenses may become taxable as income rather than being a non-taxable reimbursement.

For more information, please contact the Travel Help Desk via askUS or email TravelHelp@lbl.gov.

30-Day Authorization Requirement for Foreign Travel for DOE-funded travel in CSD (this is an Office of Science requirement). This is the due date for LBNL to get all the required approvals/information to DOE, thus submit your CSD TAR 8 weeks or more in advance of foreign travel.

Foreign travel to many countries has specific requirements. Be sure to check the Travel Office's Foreign Travel Information Center.

Visa requirement information: Note that there are different contacts for Visas depending on if the traveler is coming to the US or departing from the US. It is the traveler's responsibility that visa requirements are met prior to travel.

For travelers coming to the US, please contact Lary Guo in IRSO at (510) 486-6514 or LLGUO@LBL.GOV.
For travelers departing from the US, please contact CIBT Visa/Passport Services via ADTRAV, 800-577-2428 Callers must reference the ADTRAV CIBT account number 100410.

Personal Days on Foreign Travel: Current policy states that there is a 1 business days to 1 personal day ratio (round half days down) for all foreign travel. However, most CSD funding (through CSGB) requires the ratio of 2 business days to 1 personal day. When calculating personal days use the following notes, but if you are unsure, contact TravelHelp@lbl.gov:
- - All days for which Berkeley Lab-related work occurs are business days
  - Each travel day is considered a business day (note overnight flights only count as 1 business day, not 2)
  - If traveling to two locations with 3 or less days between, those days are "floaters" which are fully reimbursable days, but do not count toward the ratio of business days to personal days
  - If traveling to two locations with more than 3 days between, personal days must be used to justify the length of non-business days

For detailed Foreign travel information including country specific requirements, please see the Travel Office's Foreign Travel Information Center.

Additional Resources

The CSD Travel team supports Berkeley Lab’s mission by providing researchers and staff with professional, timely services and expertise.

Training
Authorization
- Attend Event Request (AER) must be completed for conference services approval
Lab Overview
CSD Process
Reports
Documents