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Each type of travel—Domestic, Foreign, Conference, and Non-Conference—has its own specific requirements and approval processes.
Each type of travel—Domestic, Foreign, Conference, and Non-Conference—has its own specific requirements and approval processes.
It is the responsibility of each traveler to understand and follow the IT travel process, as well as all applicable IT, DOE, and Berkeley Lab policies.
It is the responsibility of each traveler to understand and follow the IT travel process, as well as all applicable IT, DOE, and Berkeley Lab policies.
A PDF of your approval email is required for all conference travel. Domestic and local conference travel requires supervisor approval. Foreign conference travel requires approval from your supervisor and the IT Division Deputy or Division Director, regardless of whether you were invited by a conference committee, are presenting, or are an author or co-author of a paper.
A PDF of your approval email is required for all conference travel. Domestic and local conference travel requires supervisor approval. Foreign conference travel requires approval from your supervisor and the IT Division Deputy or Division Director, regardless of whether you were invited by a conference committee, are presenting, or are an author or co-author of a paper.
IT Conference Requests & Training Approvals
IT Conference Requests & Training Approvals
Conference attendance, whether virtual or in-person, requires advance review and approval. Use the IT Conference and Training Approval Request Form located to the left to submit requests and determine whether additional approvals from LBNL Conference Services, the IT Division Director’s Office, and/or DOE are required.
IMPORTANT: Do not expend funds, register for a conference, or book travel arrangements until all required approvals have been received.
For more information, visit Attend an Event on the OFCO for Employees website.
Domestic Travel
Domestic Travel
Once your conference or event has been approved, your travel requires a TREX Travel Authorization in FMS. After the authorization is approved and a Trip Number has been generated, you may register for the event and book your airfare, hotel, and rental car (if needed).
The Laboratory's preferred method for booking Lab-paid airfare is RezDesk, ADTRAV's online booking portal. To use RezDesk, you must have a traveler profile. If you do not already have one, you can request a traveler profile here.
RezDesk also allows you to reserve hotels and rental cars without any upfront cost. Hotel charges are paid at check-in, and rental car charges are paid when the vehicle is picked up.
To help ensure a smooth expense reporting process, avoid booking through third-party travel websites whenever possible, as they often do not provide the itemized receipts required for reimbursement.
Use the IT Travel Assistance Form located to the left to:
Request a domestic TREX Travel Authorization
Receive assistance with travel arrangements
Request help with expense reports (post-trip)
Local Travel
Local Travel
Once your conference or event has been approved, you may register for the event. Local travel generally does not require a TREX Travel Authorization, as reimbursable expenses are typically limited to conference registration, mileage, tolls, public transportation (BART, bus, or train), and parking.
If you incur reimbursable business expenses, retain all required receipts and submit your expense report in accordance with Laboratory policy.
Use the IT Travel Assistance Form located to the left to request assistance with local expense reports.
Foreign travel conference requests should be submitted 60–90 days prior to travel.
Once your conference request has been approved by Conference Services, you should complete the IT Foreign Travel Assistance Form located to the left. This form must be submitted at least 60 days before your departure and can only be entered into the Financial Management System (FMS) by the IT Travel Coordinator.
Why 60 days?
Submitting your request at least 60 days in advance allows sufficient time for the required review and approval process:
If additional information is needed, the IT Travel Coordinator will contact you.
Once the Travel Request (TREX) trip authorization is entered by the coordinator, it must receive division approval, which may take several business days.
After division approval, the Travel Team reviews the request. If any issues are identified, they will communicate them to the coordinator or traveler for resolution.
Once the Travel Team has completed its review, the request is forwarded to the U.S. Department of Energy (DOE) for final authorization.
The DOE must receive all foreign travel authorization requests at least 45 days prior to departure.
Note: Requests submitted fewer than 45 days before departure will require a strong written justification as part of the authorization process.
For additional information and guidance, please visit the Foreign Travel page.
Contact:
Tonisha Garza, IT Travel Coordinator
Additional Resources
Berkeley Lab Travel Services, TravelHelp@lbl.gov, 510-486-4500
Berkeley Lab Travel Agency: ADTRAV, 833-865-7794
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