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Travel Instructions for Unidata Employees

Step 1: Provide trip info and obtain a TA number

For your upcoming travel, please provide Ginger (contact info below) with the following. Submit this information promptly. (Travel asks us to submit a travel authorization two weeks before travel begins.)

Event you're attending
Location
Account key to bill your travel to
Date trip starts
Date trip ends
Personal travel dates and details, if any

After receiving this information, Ginger will forward your information to Boulder Travel.

Step 2: Contact Boulder Travel and make your arrangements

Boulder Travel will assist you in choosing flights, hotels, rental cars, etc. They will arrange direct billing for your flights and rental car. You may speak to any one of the agents listed below.

More Choices for Rental Cars
F&A has negotiated more choices for car rentals when traveling on UCAR business. Avis, Budget, Enterprise, and National join Hertz as preferred rental car agencies for UCAR travelers.

The benefits of using contracted car rentals include:

Incidents involving loss, damage, or liability with contracted car rentals are handled by the rental car agency, usually without involving personal or other insurance, and with much less administrative effort.

For the fastest service email travel requests to:
mailto:ucar@bouldertravel.com

Michelle Egen
303-473-4788
michellee@bouldertravel.com

Tania Down
303-473-4795
taniad@bouldertravel.com

Main phone line (answered by a receptionist)
303-443-0380

Please ask the travel agents to copy Ginger on the final arrangements and to contact her with any questions. Ginger will need to see estimates of your costs fairly promptly to submit your Travel Authorization Form. This should include airfare, rental car rates, lodging rates, registration fees, and any other significant expenses you are aware of. (Again, UCAR Travel requests that these be submitted two weeks prior to traveling.) Generally, it is best to provide Ginger with a copy of everything related to your trip.

Ginger Emery
gemery@unidata.ucar.edu
303-497-8643

Once you have approved your flight arrangements Ginger will forward your TA number to Boulder Travel and a email invoice will be sent to you and to Ginger. The delivery point for confirmations is:

UCAR FL4, Room 1402
3300 Mitchell Lane
Boulder, CO 80301
Attn: Ginger Emery X8643

The ticket you are issued will be nonrefundable. We ask that you take care to avoid canceling, changing, or missing flights as doing so will incur rebooking fees. If the cancellation or modification is not due to illness, family/personal emergency or official airport cancellation, then you will be required to pay the rebooking fee, which is typically $100 on domestic airfares and $200 on international airfares.

Step 3: Sign your TA and return it to Ginger

Ginger will review the information you sent--flight itinerary, hotel costs, rental car costs, etc. and complete a Travel Authorization Form for you. (Make sure you have provided copies of all arrangements and estimated costs to her promptly so this step can be completed on time.) Ginger will then give you a copy of the form to review, sign, and return.

Step 4: After you return from your trip

Upon completion of your trip, please organize and review your expenses and submit your receipts to Ginger. Be sure to include:

Hotel bill--make sure and note personal expenses, if any
Mileage to and from DIA
Shuttle, cab, bus, subway fare receipts
Rental car receipt
Parking receipts--at the airport, at your destination, etc.
Miscellaneous receipts--gas for rental car, other reimbursables

After receiving these items, Ginger will complete your travel voucher and pass it along to you to sign. You should check to make sure everything's correct, sign the form, and return it to Ginger.

UCAR Travel will then review your voucher and send out a reimbursement check to you. Any personal expenses that were billed to UCAR during your trip, will be deducted from your reimbursement. Occasionally, personal expenses may exceed reimbursable and you would be required to send payment to UCAR.

Did you find the answers you were looking for? If you need more
help or would like to comment on this page, please drop a note to travel@unidata.ucar.edu.