Travel Policies and Regulations

The following are some of the policies and regulations that apply to travel by Unidata employees and sponsored guests.

Air Travel Policies

Fly America Act

The Fly America Act requires UCAR travelers to use US air carriers whenever possible, regardless of cost or convenience. In the event that a US carrier is not available for a certain area, a foreign air carrier may be allowed. This rule also applies to any single leg of a trip. The Fly America Act often brings up questions that should be directed to the UCAR Travel Department.

UCAR employees who need to use a non-US carrier should consult the Fly America Act Waiver Checklist

Open Skies Agreement

Exceptions to the Fly America Act's requirement that US carriers be used are made in cases where the U.S. Government has entered into an "Open Skies Agreement."

GSA City Pair Program

The U.S. General Services Administration's City Pair Program (CPP) offers fares discounted considerably off comparable commercial fares. In addition to the tremendous price savings, the City Pair Program has many features which allow government travelers all the flexibility possible in planning official travel.

In general, only federal or military employees on official travel may use the City Pair Program.

Rental Car Policies

Type of Vehicle

UCAR policy allows up to a full size car for travel. A larger vehicle may be allowed if needed to transport equipment or accommodate groups.

Insurance (Domestic)

UCAR's insurance policy covers rental cars for travelers and visitors while on UCAR business. Therefore, insurance offered by the rental agency is not necessary and not reimbursable. Any insurance offered by the rental company for domestic travel should be refused for UCAR business travel. If the vehicle is to be used for a combination of business and personal travel, the traveler is responsible for having adequate insurance for the period of personal travel either through personal insurance or the rental agency. Additional costs for satellite radio, GPS mechanisms, insurance costs (unlessĀ  international) are Non-Allowable and must be paid by the traveler. For more detailed information, see UCAR Travel Reimbursement Policy 3-1-7.

Insurance (Foreign)

In many foreign countries, US insurance coverage is not acceptable. Therefore, acceptance of additional collision, liability, and theft insurance coverage is mandatory and reimbursable when rental cars are used outside the United States and Canada. If the vehicle is to be used for a combination of business and personal travel, the traveler is responsible for having adequate insurance for the period of personal travel either through personal insurance or the rental agency. For more detailed information, see UCAR Travel Reimbursement Policy.

Convenience Fee on Toll Road E-470

Hertz customers are automatically opted in to use Colorado tolling facilities. Renters who incur tolls on these facilities are charged the toll rate plus a $2.50 fee per rental day. A maximum of $10 in fees per rental week can be charged. Weeks without any tolls are not liable for any fees.

Example: A 10-day rental, where tolls were incurred on days 1, 4, and 5, would be liable for $10 dollars in fees plus the price of the tolls. There would be no fee for the second week.

Preventing problems

Rental cars should be visually inspected before rental and damage should be noted on the rental agreement. In the event of an accident, the traveler should immediately report the accident to the police, the rental car company, and to UCAR's Director of Contracts and Risk Management. Note the restrictions in the rental contract. Vehicles should be used in a manner that complies with the rental agencies rules.

UCAR Travel Policies

Unidata's travel rules are based on the UCAR Travel Policies.