Domestic/Foreign Travel Details Form

When a Facilities Division employee needs to travel and requires administrative assistance to properly arrange and expense the trip (per LBNL Travel Office policies), the employee shall populate this form with the requested information. If the employee needs assistance completing this form, please schedule an appointment with the Travel Coordinator. Final note: briefly read through the questions before you begin populating the fields to confirm you have gathered all the information needed to successfully complete it.

Select Travel Arranger*

Select

Name of Traveler*

Please type your name:

Name of the Event*

(i.e. Facilities Management Maximo Users Group 2014)

Purpose of Travel*

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Trip Description and Business Benefit*

Short description of the trip and its business benefit. For foreign trips, please provide more detail in this field.

Begin Date of Event*

On what day does official business related to this event begin? (This does NOT include welcome receptions, pre-start networking events, etc.)

End of Event Date*

On what day does official business related to this event end?

Project ID and Activity Code for Travel Costs*

e.g. 123456.123

Departure City (NOT AIRPORT CITY)*

If you will depart from home, please provide the name of the city you live in. If you will depart from LBNL, please list Berkeley.

Location of the Event (City & State)*

(i.e. Orlando, FL)

Begin Travel Date*

The air and living allowance is based on the time official business begins and ends. If the event begins in the morning, the departing flight would be the day BEFORE business begins. Only in cases in which the event starts late enough in the day for the traveler to feasibly arrive on time, should the traveler depart the same day as business begins.

End Travel Date*

For locations west of the Rocky Mountains (Colorado), the return flight should be on the same day as the end of business (as long as the traveler can get home before 11:00pm). For locations east of the Rocky Mountains and for those travelers unable to get home by 11:00pm in western states, the return flight would be the day following the end of business.

List all personal days included with this travel

(i.e. 9/14/14 - 9/16/14 OR 9/14/14, 9/15/14, 9/16/14) Remember: When combining personal/vacation days with business travel, reimbursement is limited to expenses for business travel only. When personal/vacation days are taken during official travel status, the number of days must be specified on the Travel Expense Report.

DOE Approval/Exemption

Has Greg Norman provided approval or listed this travel as exempt?

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Immediate supervisor/Dept. Head Approval*

Have both your immediate supervisor and Department Head been made aware of this trip and approve of this travel?

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Would you like the Travel Coordinator to arrange your hotel?*

Please note: if you would like for the Travel Coordinator to arrange your hotel, you must have a valid credit card on file. If you do not have a credit card on file or are not sure, please check with the Travel Coordinator.

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Hotel Preference

Please provide the name, address, phone and/or website of the hotel you would like to stay at. (For conferences and workshops this information is required even if you will be arranging your own hotel accommodations.) Please note: exceeding per diem rates for lodging may require extra approvals. Travelers will be responsible for costs above the allowed daily rate.

Is your preferred hotel the event hotel?*

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If this is an event hotel, are there any discounts the Travel Coordinator should be aware of?

Please provide applicable website or other information needed by the Travel Coordinator to take advantage of any qualifying event or group discounts.

Do you need a rental car for this trip?*

Please note: if you would like for the Travel Coordinator to arrange a car rental, you must have a valid credit card on file. If you do not have a credit card on file or are not sure, please check with the Travel Coordinator. Travelers on LBNL official business traveling in the Continental US (48 contiguous states) are to rent with one of the three UC car rental contracts -- National, Enterprise and Hertz. This must be booked by the Travel Coordinator or through the LBNL Travel Office.Insurance is included in the negotiated rate. Any optional insurance purchased at the counter is non-reimbursable.

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Preferred Car Rental Agency?

Reminder: at time of pick-up, do NOT obtain extra options such as GPS, insurance beyond what is included in the standard UC negotiated contract, agency fuel fill-up, etc. (any nonstandard options). These costs are NOT reimbursable.

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Travel Coordinator to arrange your airfare?*

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Departing Airport Preference*

If the Travel Coordinator is arranging your airfare, please provide the airport you prefer to use.

Arrival Airport Preference*

Departing Time

If the Travel Coordinator is arranging your airfare, please provide the time you prefer to depart (flight time).

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Returning Time

If the Travel Coordinator is arranging your airfare, please provide the time you prefer to return (flight time).

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Preferred Airline(s)

If you have a preferred airline(s), please provide: Note: depending on circumstances such as price, destination, or schedule, certain airlines may be either unavailable or unallowable. Any domestic flights must be booked economy class (1st class, Business, and Business Select are unallowable expenses). If you have a frequent flyer plan that you would like added to your file, please contact the Travel Coordinator.

Paid Registration Required?

If registration payment is required: 1. IF THIS IS MANDATORY TRAINING, an admin can submit a request for issuance of check to pay for registration (please note that this must be done at least a month in advance to assure processing). 2. You can also choose to pay registration fee upfront, give your receipt to your travel arranger, and receive reimbursement. THIS OPTION IS REQUIRED FOR NON-MANDATORY TRAINING FEES.

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Registration Info

If you are having the Travel Coordinator submit a requisition for your registration, please provide the cost and website if applicable. You can also attach a registration form in the last field.

If the agenda is online, please provide the website where it can be found.

If the agenda is not online, but you have an electronic copy, proceed to the following field to upload it.

Event Agenda/Registration Form Upload

Drag and drop files here or

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