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Foreign Travel Requirements
Foreign Travel Requirements
Foreign travel to many countries has specific requirements.
Be sure to check the Foreign Travel Authorization Requirements for the latest updates.
Depending on the country, submit a foreign authorization between 1-3 months in advance.
Travel Approvals
Travel Approvals
Two approvals are needed:
Conference or Training Approval from Conference Services (before submitting an authorization).
Do not embark on foreign travel without this approval. Doing so will result in non-reimbursement of travel expenses and salary.
DOE Approval from the TREX system (after submitting the authorization)
If you did not receive an email notice from TREX confirming your DOE approval, view your trip status in TREX for the latest information or contact Debbie Warner, Foreign Travel Specialist.
TREX Authorizations
TREX Authorizations
To submit an authorization, go to TREX.
International COVID Travel Advisories
International COVID Travel Advisories
Based on the location of travel, view the International COVID Training Advisories prior to making reservations.
Travel Reservations
Travel Reservations
Once you have an LBNL trip number, you can book your flights through ADTRAV.
It is recommended that travelers purchase airline tickets from CWT to obtain the following services:
Negotiated airfare discounts ranging from 2-25% with major airlines
Direct billing of airline tickets
Car rental rates including insurance & hotel reservations
24/7 customer support
Tracking unused airline tickets
Calculating allowable airfares
ADTRAV Phone Number: 1-833-865-7794 (5am to 5pm Monday – Friday)
TREX Expense Reports
TREX Expense Reports
Expense Reports are expected to be submitted within 30 days after completion of the trip using the Berkeley Lab's TREX.
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.
Foreign Travel Assistance
Foreign Travel Assistance
Assistance with TREX or making travel arrangements, fill out the IT Foreign Travel Assistance Form
FAQs
FAQs
Business Travel Visa
Business Travel Visa
If you require a business travel Visa, please contact Sarah Lyons, CWT Visa assistant, (925) 422-1345.
Please Note: It is the traveler's responsibility to ensure that Visa requirements are met prior to travel.
Trip Changes or Cancellations
Trip Changes or Cancellations
Contact Debbie Warner, Foreign Travel Specialist, and cc: TravelHelp@lbl.gov before making any changes to your foreign trip.
Personal Days on Foreign Travel
Personal Days on Foreign Travel
The ratio for all international travel is 2 business days to 1 personal day (rounded half-days down).
Foreign Travel Training
Foreign Travel Training
The courses listed below may be required based on your international business location and/or trip length. Travel Services will identify which courses are required prior to your departure.
Counter Threat Awareness Training (CTAT)
Security Overseas Seminar (MQ911)
Introduction to Working in an Embassy (PN113)
Contact Debbie Warner for assistance in getting access to complete this course.
Status of Foreign Authorization
Status of Foreign Authorization
Access TREX to view your authorization and click “Trip History”.
Created – Document is in process; Not saved
Pending – Document created and saved
Submitted – An approver has been selected and document is pending Division Approval
Division Approved – Division Director or Designee has approved trip. You may begin making travel arrangements
FTMS Setup – Travel Authorization has been submitted to DOE and U.S. Department of State for review
DOE Approved – DOE and U.S. Department of State has authorized travel. You may embark on Official business.
Other statuses to be aware of:
Other statuses to be aware of:
Returned by Division – You will need to access your authorization to review rejection statement. Once revised, please re-submit for approval
Returned by Travel – You will need to access your authorization to review rejection statement. Once revised, please re-submit for approval
DOE Denied – Travel request was disapproved. Please cancel travel arrangements and contact the Travel Office for additional assistance
How to Create a Foreign Travel Authorization
How to Create a Foreign Travel Authorization
Foreign travel requests are to be created, submitted, and approved in TREX.
Key elements to remember:
Benefit to Government: This statement should be between 230 and 1500 characters briefly explaining how this trip is going to benefit the Laboratory and DOE.
Host Contact (name, phone, and affiliated institution): This should be the information of the person you will be visiting at each business location.
After-Hours Host (name and phone): This should be your hotel or other lodging information for each business or personal location.
Purpose (foreign tab): This statement should be between 500 and 1500 characters briefly explaining the activities you will be conducting in each location.
Paid by Others: Anytime a host wishes to pay some or all travel costs, it must be documented. Please provide name of host in the trip comments section.
Project ID for salary: If salary is being paid by a different project than the one being used for expenses.
Personal Days: Travelers are permitted to take one day of vacation for every one day of business conducted (1:1 ratio). Actual dates must be entered in ‘Trip Comments’.
Late Justification: This statement should explain why the request is late and what impact would there be should travel not occur. For travel requests submitted within 30 days of departure.
Emergency Contact Information: Although field is not required in TREX, this information is required to obtain country clearance.
Personal Email & International Enabled Mobile Phone: Although field is not required in TREX, this information is required to obtain country clearance.
Supervisor Contact Information: Please provide name, Lab office telephone #, mobile telephone #, Lab email address (LBNL Phonebook)
Electronic Media and Equipment: If you are traveling with a Lab issued laptop, PDA, cell phone, digital camera, or removable storage device, please provide DOE tag number and device type.
Trip Comments: Important information for DOE or LBNL Travel Office.
SELECT an approver and SUBMIT
Contact:
Contact:
Tonisha Garza, IT Travel Coordinator
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