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)(see "Foreign Travel" section below for more details, including how to obtain approval if you are in MBIB or Geo and have CSGB funding).
- 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.

Authorization

The Office of Science has a 30-Day Advanced Authorization Requirement for BES DOE-funded foreign travel. Additionally, CSGB funding requires pre-approval from our DOE Program Manager. For LBNL to provide all the required documents for this DOE for approval, travelers must submit requests 8 weeks or more in advance of their foreign travel dates as follows (based on the Division that is funding your CSGB international trip):

- - - CSGB funding in CSD: travelers request authorization by completing the CSD Travel Authorization Request (TAR) Form. One of the Division Office team members will coordinate all levels of approval for your trip, including the CSGB pre-approval.

- - - CSGB Funding in MBIB or Geo Divisions: traveler OR arranger use the CSGB DOE Approval Template (Foreign Travel ONLY) to email the required info to CSDTravel@lbl.gov. DOE also requires an Invitation Letter for approval--please attach this letter to your email. Unsure if you have CSGB DOE funding? Use the BAR Funding, Cost and Encumbrances by BR Code/Project Report to see if the B&R code starts with KCO3 (all BES-CSGB funding starts with KCO3). If your B&R code is not KCO3, you do not need Pre-Doe approval from CSGB for foreign travel.

Visa Requirements Information

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

Reimbursable Modes of Ground Transportation While Traveling Internationally

Private Vehicle: When you drive to or from the airport, the mileage and parking for one round trip for the duration of the trip is reimbursable. Any cost associated with the use of a private vehicle while abroad will not be reimbursed.

Rental Vehicles
- - - A rental vehicle should be used when it is more economical than the use of taxis or other means of transportation.
    - Reimbursement for a rental vehicle cannot exceed intermediate-size sedans in most cases.
    - Gasoline is reimbursable. The traveler should refuel the rental vehicle prior to returning it to the rental agency, thus avoiding excess gasoline charges.
    - Reasonable parking charges are reimbursable.
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.

Taxi/Ride-Sharing: The use of Taxi, Uber, and/or Lyft services are reimbursable.

For detailed Foreign travel information, including country-specific requirements, please visit 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.