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.)

After receiving this information, Ginger will forward your TA number to Boulder Travels.

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.

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.

A e-mail invoice will be sent to you and to Ginger. The delivery point for tickets and confirmations is:

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:

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.

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help or would like to comment on this page, please drop a note to travel@unidata.ucar.edu.