FY14 Year-End Close and F$M Cutover
As of October 1, 2014, the Laboratory will be upgrading the current Financial Management System. This is known as the Financial Systems Modernization Project (F$M).
TREX Authorization and Expense Report submission will remain in the current system (PeopleSoft 8.8); however, payments will be processed via the new system (PeopleSoft 9.2).
The old Project ID structure will be replaced with the new Project and Activity configuration. This means that all trips with old Project ID’s will need to be processed prior to the F$M cutover.
Key Dates and Actions for the FY14 Year-End Process:
Wednesday, September 10:
Last day to submit and Division Approve expense reports in TREX
Thursday, September 18:
Last day Travel Office will approve expense reports for payment *only expense reports that are approved and complete will be processed for payment.
Note: TREX will be available for travel authorizations until COB September 18.
Friday, September 19:
Last payment run for Travel
Friday, September 19 -Wednesday, September 24 *estimated date:
TREX Blackout Period *see Blackout information below.
Thursday, September 25 *estimated date:
TREX is available to update unprocessed expense reports with new project and activity information
Wednesday, October 1 – Target date:
System resumes payments in FMS 9.2
Blackout Period Impacts:
- No expense reports can be entered into the system during the TREX blackout period
- No payments for expense reimbursements will be processed during the blackout period
- Emergency payment requests are not available for expense reimbursements
- Expense reports that were not processed before the blackout period will be returned for re-processing when F$M goes live. Traveler/Arranger will need to update project and activity, re-submit for traveler certification and Division Approval.
Travel Office is Going Green with eReceipts!
The Lab has moved to electronic submission of all receipts required for travel expense reimbursement, effective December 9, 2013. All receipts must be submitted electronically via the TREX system.
Travelers are no longer required to submit original paper receipts for their travel reimbursements. Paper receipts should not be sent to the Travel Office. Travelers should keep the original receipts until reimbursement has been received.
This enhancement will also allow expense report approvers to view and verify the attached receipts at the time of their approval in TREX.
The approval process and workflow of Authorizations and Expense Reports in TREX is not changing.
Receipt Attachment Requirements
- All receipts are to be attached by the traveler or travel arranger (See the Reference Guide)
- Only PDF attachments are accepted in TREX.
All paper receipts are to be scanned and attached to the expense report as a PDF file
Receipts Received Electronically
All receipts that are electronically received are to be converted to a PDF and attached to the expense report
Other formats such as, jpeg, Word doc., tif, Excel…..are not accepted formats in TREX.
- In accordance with LBNL Policy, Personally Identifiable Information (PII) may not be submitted electronically - Personally Identifiable Information (PII). Attachments containing this information must have all visible PII redacted/removed.
Receipts are always required for the following:
Any $ Amount
Any $ Amount
Any $ Amount
Any $ Amount
*Receipts for meals are not required regardless of the dollar amount.
Receipt Attachment Best Practices
- Receipts should be on one PDF file, however if this is not practical, multiple PDF attachments are ok; provided they are named properly as indicated in the naming convention guidelines below.
- Suggested naming convention for receipts is as follows: Trip number, traveler’s last name and first initial, report ID number and description, (i.e., 93758 Smith J 147781 Hotel).
- Receipts should be attached in the following order – (1) airline tickets, (2) hotel/lodging, 3) event registration, (4) car rental, and (5) any additional receipts.
- All receipts should be scanned in the same direction.
If you have any questions, please contact the Travel Office:
Great news for LBNL travelers - a mobile app!!
Carlson Wagonlit Travel (CWT) just released a new and improved version of CWT To Go, the award-winning mobile app that supports you during business trips and ensures you have access to the benefits of Berkeley Labs travel program while you’re on the road.
You’ll find the great features you’ve come to rely on, such as:
- Free flight alerts
- Automatic sync of CWT travel itineraries, as well as new benefits you've been asking for to make your travels even smoother, including:
- All travel reservations in one place: add your non-CWT reservations to your CWT trips by emailing itineraries to CWT To Go
- Improved mobile check-in
- New traveler tools, including a currency converter and world clock
- Easier to navigate
- Streamlined registration and sign in
And CWT To Go is still free for all CWT customers.
CWT To Go will continue to be available on supported Android, BlackBerry, and iPhone Smartphones, and will now be available for iPad as well.
Download the app from your app store of choice. If you’ve previously downloaded the app, remember to delete the former version of the app.
Click on the links below for more information:
Travel Policy Update
- Lawrence Berkeley National Laboratory encourages employees to support cost-effective measures. Travel while on official Laboratory business must be conducted in a manner that meets business needs and minimizes costs.
- With these cost-saving guidelines in place, effective January 1, 2013, the Lab will reimburse travelers for the use of GPS in rental vehicles only for those travelers who are traveling in an unfamiliar area.
- It is expected that travelers who are familiar with their travel location will decline the GPS option when making their reservation or upon check-out.
- See the Travel Policy on Transportation Expenses and the Travel Express Winter 2013 Special Edition for more information.
- See the Travel Express Fall 2012 Special Edition for important information on this subject.
Foreign Travel News
- The foreign travel process is being streamlined. Get more details from this special edition of Travel Express
Possible Delays in International Travel Due to Novel H1N1 Flu Screening:
Due to the outbreak of novel H1N1 flu occurring in the United States and many other countries, airport staff in some countries may check the health of arriving passengers. If you are sick with symptoms of influenza-like illness, you should not travel. Since the novel H1N1 flu outbreak is occurring in the United States, flights from the United States arriving in other countries may be specifically targeted for screening. Travelers coming from the United States may be checked for fever and other symptoms of novel H1N1 flu, and their travel may be delayed. See the CDC website for more information.
From the U.S. Department of State:
To U.S. citizens traveling to and residing in Mexico: On May 15 2009, the U.S. Centers for Disease Control and Prevention (CDC) lifted its recommendation that American citizens avoid all nonessential travel to Mexico. As a result of the CDC's decision, the State Department's Travel Alert relating to the 2009-H1N1 influenza outbreak is no longer in effect. To read more click HERE.
Attention TREX Users:
Please be aware that Oracle has declared that Internet Explorer 8 is not yet supported for any PeopleSoft applications. If you accidentally or otherwise update to IE 8 on your own (eg on your home computer) and then try to use TREX, you may have problems using the application. If you are prompted to install IE 8, please decline until further notice (unless you are using it for testing purposes). Oracle is currently testing their systems with IE 8. We will let you know when this issue has been resolved.
New Travel Policy is Here!
We are pleased to announce the Laboratory's Travel Policy has been updated for clarity, compliance and ease of use. As this is a comprehensive policy, we've added a Table of Contents and a Glossary. There are several updates, so a color-coded version that identifies the key revisions and additions can be found HERE.
Training on the policy is also available. The first "live" session was held on Tuesday, February 24, 2009. To see the power point presentation click HERE. Additional sessions are available via the Lab's WebEx Virtual Classroom, which is attended via your computer. To attend any of these sessions, please sign up via Employee Self-Service and look for course CFO0100 in the Policy and Procedures course type section.
TREX 1.2 Release is Now Live!
We have made some upgrades to the existing TREX system with both new process and simplified user experience needs in mind. These changes include payments for pre-paid conference fees and lodging, new emails to users regarding the status of payments, enhanced division review functionality, and improved location lookup.
To learn about these and other changes in TREX 1.2 that took effect on February 24th, we are offering multiple presentations via the Lab's web conferencing service. To see the power point presentation click HERE. To attend any of these sessions, please sign up via Employee Self-Service and look for course TRV0106 in the Travel course type section. If you need full TREX training, look for FMS0700 or FMS0701 in the Financial Systems course type section.
LBNL Travel Policy Reminder:
As a reminder, it is the responsibility of each traveler to adhere to the Laboratory’s Travel Policy and review their expense reports for compliance
prior to Traveler’s Certification and Division Approval.
It is important that all travelers read the information under the “Know Before You Go” category in the left-hand menu on this page to avoid any misunderstandings during the reimbursement process. There continues to be quite a few Expense Reports that are being short paid due to unallowable costs and missing or incomplete information.
In the event that you are not clear on the Travel Policy or just need to “call in” to clarify something we encourage you to call in on our help line at x4500, or by using our on-line Help Desk Ticket System.
It is particularly important that you are clear on foreign travel requirements before you travel. Go HERE for more information.
Mileage Reimbursement Rate Increases for 2008:
The mileage reimbursement rates for expenses incurred in connection with LBNL business use of a private automobile have increased effective August 1, 2008 in accordance with Internal Revenue Service standard mileage rates. The new rates are effective for expenses incurred on or after August 1, 2008.
- The reimbursement rate for use of a private automobile will increase from 50.5 cents to 58.5 cents a mile.
- The reimbursement rate for driving or shipping an automobile in connection with a move or relocation will increase from 19 cents a mile to 27 cents a mile.
State of CA YCal Airfares:
The State of California YCal fares are contracted airfares between the State of California and the airline. These fares are specifically for California State Government employees and employees of the California State University system.
These contracts are effective July 1- June 30 of every year. The State of California is currently renegotiating it's airfares with the airlines for next contract year effective July 1, 2008. It is OK to purchase the lowest fare available today in the Published Airline Tariff for travel after July 1, 2008.
The State of California YCal contracts effective July 1, 2008-June 30, 2009 will be listed the Travel Home Page as soon as they are published by the State. These YCal fares are fully refundable and changeable with no penalties and continue to be the maximum reimbursable/allowable airfares for LBNL employee business travel. YCal fares can only be purchased through LBNL's contracted agency, Carlsonwagonlit Travel or TravelPOWER-Cliqbook. Go to our Air Travel page for more information.
Travel Policy Clarification:
Approval of Travel Expense Reports (Voucher) Requirement
Travel expenses cannot be approved by anyone who reports directly or indirectly to a traveler who is a director, manager or supervisor as designated by LBNL's Human Resources Information System (HRIS). An individual who is immediately accountable to the director, manager, or supervisor is defined as a “direct report”. An individual who is one or more organizational levels below the traveler is defined as an “indirect report”.
All travel expenses for Associate Laboratory Directors (ALDs), Division Directors, Deputy Director, and the Chief Financial Officer (CFO) will be approved by the Laboratory Director’s designee (currently the Business Manager for Laboratory Directorate and Operations, Dan Twohey). Travel expenses for the Laboratory Director will be approved by the Controller (Jeanne Kissel).
The new travel and expense reimbursement system that will be implemented later this year will have the direct and indirect reporting structure controls built in as an automatic feature.
Reimbursement of Employee Purchased Tickets:
Effective March 1, 2008 the Travel Office will not reimburse for employee purchased airline tickets until after the trip is taken. This change is in alignment with best practices. Travelers who purchase their own air tickets are highly encouraged to use the LBNL’s travel agency, so that travelers do not have to carry the cost of tickets. Please contact travelhelp.lbl.gov if you have questions.
UC Business Insurance:
UC Business Insurance coverage is automatic for business travel within the state and registration is not required for those trips. Get more information HERE, or download the UC Group Insurance Plan booklet HERE. (and go to page 36).