Steps to travel on lab business or to attend a conference:

• • Obtain written approval from your supervisor and obtain the PID/PID's to be used for travel. First-time travelers go to the LBNL Travel Policy site and follow the instructions to set up your own Travel Profile. 

  • Request DOE approval by completing the Conference Attendance & Travel Request Form.

    • The travel administrator for DOE-related programs will respond to this request within two business days and will assist you in creating your Travel Authorization (TA) and your Expense Report (ER). 

    • After Conference Services approves your conference attendance, you will be issued a Travel Authorization (TA) number. You will use the TA number to book your airfare and hotel travel plans via ADTRAV or Concur. 

      • Airfare must be booked using ADTRAV. 

        • 1. 1. 1. • ADTRAV: Email: LBNL.travel@adtrav.com

Phone Toll Free: 1-833-865-7794, International phone: 1-205-745-3775 

• • • • Lodging: always request and select the Government Rate when booking hotels. Your LBNL badge is your government ID. Third party bookings are not acceptable. Hotels paid in advance are not reimbursed if the trip is canceled. 

      • Taxi / Rideshare services: lab policy expects you to use the most economical means of surface transportation. 

  • Expense Reports (ER's)must be submitted within 30 days of the end of your trip.

    • • You must include the airfare invoice and itinerary from ADTRAV or Concur in order to be reconciled against your PID.

      • Retain all your reservation invoices and receipts to submit with your ER. Any expense >$75 requires a receipt. 

      • All taxi/Lyft/Uber rides require a receipt that shows pick up/drop off locations.  Uber/Lyft policy: taxi rides are reimbursable but premium/nonstandard car service (i.e. XL, Premium) is not reimbursable. 

      • Lab employees should sign up for the expense report Direct Deposit reimbursement here. 

Important: Attending an international conference requires DOE and DOS approvals, and must be requested as far in advance as possible. 

Sixty days or more advance notice is preferred. Finalized submissions made within 45 days will be declined. Turnaround times vary depending on the destination.