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This page is primarily directed toward sponsored guests. We ask you to follow these guidelines to make the travel reimbursement process easier. Other representatives attending committee meetings will be responsible for arranging their own travel.
Shortly before the committee meeting, you will receive an e-mail notification of the meeting dates, accommodations, and instructions for getting your travel plans started. Please begin your arrangements promptly after receiving this e-mail.
If your trip includes personal travel days, is combined with another trip, or you will not be attending at all, please let us know right away. Your travel will go much more smoothly if we address these things in advance.
You will be responsible for making your own flight and ground transportation arrangements. UCAR/NCAR's travel agency is Boulder Travel.
Boulder Travel will assist you in choosing flights and rental cars, if required. They will arrange direct billing for your flights and rental car, so you will not have to pay these costs out of pocket. Typically you will tell the agent your travel dates and requirements and they will send you a proposed itinerary. If you approve this itinerary, the agent will book your flight.
Some guidelines about making these reservations:
Refuse all rental car insurance for domestic rentals! If you accept insurance, it is not reimbursable. UCAR carries separate insurance for all travelers.
Standard coach class or lower fares are to be used for domestic air travel on UCAR business. Travelers should secure the lowest airfares possible. Waiting until the last minute usually greatly increases the fare. Please make your reservations promptly. (Preferably 21 days in advance.)
The ticket you are issued will be non refundable. We ask that you take care to avoid canceling, changing, or missing flights as this incurs additional charges
We prefer that you book an electronic ticket (e-ticket). This way, we will not have to FedEx paper tickets to you and it's very easy for you to make changes at the gate if necessary. If, for some reason, you would like a paper ticket, please make your arrangements significantly in advance so they may be received at Unidata's offices and then mailed to you.
If you are including personal travel, you will be responsible for any additional costs. You will need to obtain a comparison airfare quote for the business only portion of the trip. Many guests add on personal travel to meetings and that is fine, but please call us to discuss the details as this can complicate the trip if we don't know in advance.
Jean Ann Goldsberry is our dedicated agent at Boulder Travel:
Jean Ann Goldsberry
303-449-9050 ext. 1441
jeananng@bouldertravel.com
main phone line (answered by a receptionist)
303-443-0380
Please ask the travel agents to copy Unidata's travel specialist, Ginger Emery, on the final arrangements and to contact her with any questions. We will need to see these arrangements fairly promptly to complete the travel paperwork on our end. (UCAR's Travel Department requests that paperwork be submitted two weeks prior to traveling; your timely replies are appreciated.)
Ginger Emery
travel@unidata.ucar.edu
303-497-8643
Your airfare invoice (for e-tickets) will be e-mailed to us as soon as Boulder Travel runs the ticket. The delivery point for these tickets and confirmations is:
UCAR FL4, room 1402
3300 Mitchell Lane
Boulder, CO 80301
Attn.: Ginger Emery, ext. 8643
Upon completion of your trip, please organize and review your expenses and submit your receipts and signed voucher to:
Ginger Emery
UCAR Unidata
PO Box 3000
Boulder, CO 80307-3000
Be sure to include:
Signed travel voucher--Policy Committee members will have a blank voucher included in their notebooks. Users Committee members will each be given a voucher at the meeting. You should not make notes on or attempt to fill out the form. That will be done for you.
Mileage to and from the airport--a note will do
Shuttle, cab, bus, subway fare receipts
Rental car receipt--it's important that you submit this even though it will be direct billed to UCAR.
Parking receipts--at the airport, at your destination, etc.
Miscellaneous receipts--gas for rental car, other reimbursable's
Hotel--If you had no personal expenses, no hotel receipt is required. (The hotel sends them directly to Unidata). If you had any personal expenses that will need to be repaid to Unidata, please obtain a "folio" receipt upon checkout. Mark all personal expenses and submit with everything else.
After receiving these items, Ginger will review your expenses and complete your travel voucher. (We have you sign the form in advance to speed up the process and reduce the amount of times we have to mail it back and forth.) Again, we appreciate your prompt mailings.
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 expenses and you would be required to send payment to UCAR.)
We can't stress enough how important it is for you to let us know what your plans are. We arrange travel for many people at once and each of the items we ask you for is very important in making your travel go smoothly. Just to recap, please tell us:
--the event you're attending.
--the date your trip starts.
--the date trip ends.
--personal travel dates, if any.
--any additional or unusual details.
--if you plan to drive instead of fly. We have to arrange a special exception.
--any additional meetings you may be stringing together.
--if you aren't planning to go!
--if your plans change.
To make reservations for the Boulder SuperShuttle online:
http://www.yellowtrans.com/shuttle.html
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.
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