This page is contains instructions for Unidata employees.
We ask you to follow these guidelines to make the travel reimbursement
process easier.
Cain 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, or use the online travel request
form at the Cain Travel UCAR Portal.
Info from Cain Travel:
For the fastest service email travel requests to:
ucar@caintravel.com
Christa Cook
christac@caintravel.com
303-938-2743
6a - 3p Mtn Time
Lori SoRelle
loris@caintravel.com
303-938-2736
9a - 6p Mtn Time
(For additional UCAR-dedicated agents see the Cain Travel UCAR Portal.)
Main phone line (answered by a receptionist)
303-938-2755
Please ask the travel agents to copy Inken on the final
arrangements and to contact her with any questions. Inken
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 Inken with
a copy of everything related to your trip. Inken's contact
information is:
Inken Purvis
ipurvis@ucar.edu
303-497-8643
Once you have approved your flight arrangements Inken
will forward your request ID number to Cain Travel and a email
invoice will be sent to you and to Inken. The delivery
point for confirmations is:
UCAR FL4, Room 1258
3300 Mitchell Lane
Boulder, CO 80301
Attn: Inken Purvis X8643
Note: 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.
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:
-
Negotiated rates
-
Direct billing to UCAR
-
Recognition of UCAR's tax free status
-
Online reservations
-
Coordination with Cain Travel
-
Primary insurance coverage for loss, damage, & Liability with no deductible (included in rates)
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.
Upon completion of your trip, please organize and review
your expenses and submit your receipts to Inken. Be sure to
include:
After receiving these items, Inken will complete your
expense report and let you know to sign into Concur to submit the report. You should
check to make sure everything's correct before you click Submit.
UCAR Travel will then review your expense report 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.