UCAR VSP Travel Request Form

*Full Name Name exactly as it appears on picture ID shown to U.S. TSA

*E-mail address

*Work Phone

Cell Phone

*Reason for Travel

INTERNATIONAL TRAVELERS PLEASE NOTE: It is the policy of UCAR to comply with all export laws and regulations of the United States. International travelers need to know their responsibilities under export control regulations. Please read the guidelines found at this link and check the box below.
https://www.fin.ucar.edu/export/internal/ExportComplianceGuidelinesInternationalTravel.pdf

I have read the Export Compliance Guidelines for International Travel with Electronic Devices and Data and will comply.

*Dates of Conference

*Dates You Will Attend

*Dates of Personal Time During Travel

*Destination

*Departure Date Choose month... January February March April May June July August September October November December Choose day... 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Choose year... 2012 2013 2014

To lower my airfare, my departure date is somewhat flexible:

I could depart a day earlier
I could depart a day later

* Return Date Choose month... January February March April May June July August September October November December Choose day... 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Choose year... 2012 2013 2014

To lower my airfare, my return date is somewhat flexible:

I could return a day earlier
I could return a day later

Note: Lowest rates are almost always obtained when travel includes a Saturday night stay and tickets are purchased at least 14 days in advance.

*Is this travel request for INSURANCE PURPOSES ONLY (that is, you are not requesting UCAR travel funds)?

Yes No

If YES, we will create a travel authorization based upon your online travel request, sign it for you, have it approved and processed to travel finance. This must be completed before your departure date.

Do you want an e-mail copy?

Yes No

SUBMIT NOW only if you WILL NOT be requesting UCAR Travel Funds. (Request is for insurance purposes only).

*I will be traveling by:

air car train bus boat

(If using any other means of transportation not listed here, please call 303-497-8649)

If you want to make your own travel arrangements and receive reimbursement, please call 303-497-8632 or send e-mail to Kendra Greb to discuss this option.

I. AIRLINE RESERVATIONS

You may purchase your own domestic airline tickets for domestic travel. Please advise on your online travel request form and/or discuss with Kendra Greb. Due to the Fly America Act, we strongly recommend that you book all foreign business travel through Boulder Travel via Kendra Greb. If you purchase your own ticket and for some reason it does not comply with the Fly America Act, you are financially responsible for that ticket. UCAR cannot reimburse you. If you have questions, please contact Kendra Greb.

If you would like us to purchase airline tickets for you, please complete the following:

Preferred Departure Airport
(if more than one in your area)

To lower my airfare, I would be willing to use a different airport in the area.

Preferred Destination Airport
(if more than one serves area)

To lower my airfare, I would be willing to use a different airport in the area.

Preferred Time of Departure Flight Please choose... Anytime Early morning Morning Afternoon Late afternoon Evening

Preferred Time of Return Flight Please choose... Anytime Early morning Morning Afternoon Late afternoon Evening

Seat Preference: aisle window

Preferred Airline

Frequent Flier Number

List Special Meals Required

II. GROUND TRANSPORTATION

Rental Cars UCAR has preferred rate agreements with Hertz, Avis, Budget, Enterprise and National car rentals. VSP will reserve these for you and they will be direct-billed. Direct billing is only available for domestic car rentals.

Please reserve the following:

Hertz Avis Budget Enterprise National none

Car size:

compact mid-size full size

OR, use public transportation:

I do not need a rental car. I will use taxis and/or public transportation.

Notes:
1) If UCAR books your travel and you use one of the rental agencies listed above, you are automatically covered by UCAR insurance for all domestic car rentals. UCAR cannot reimburse any additional insurance you accept from the rental agency. If you would like a copy of UCAR's current insurance card, please let us know and we will send the information to you.

2) If you are using a preferred agency rental car during personal time during your trip, charges will be prorated and the cost of any personal use will be deducted from your total reimbursement when your voucher is processed.

3) UCAR can reimburse fuel expenses for rental cars.

Personal Car: If you use your personal car to get to the airport, you can be reimbursed according to the government mileage reimbursement rate if you submit mileage with your receipts. If you choose to use your personal car for travel when the time/distance make air travel unnecessary, you must contact VSP to confirm that your plans comply with UCAR policy. There are fairly strict guidelines pertaining to use of slower means of transportation.

III. LODGING

Travelers must make their own hotel reservations and submit an itemized hotel bill for reimbursement. UCAR cannot reimburse for meals or amenities charged to the room. VSP can provide you with the OCONUS rate for the city you are visiting. You will, however, be reimbursed the actual cost of your hotel room. Please let us know if you will be staying with friends or relatives rather than in a hotel.

Nightly cost of housing (estimated)

IV. REGISTRATION *

UCAR can pay your registration fee directly if your completed registration form is received in VSP at least two (2) weeks prior to the payment deadline. If there are less than two weeks before the deadline, it is best for you to pay the registration and obtain a receipt for reimbursement. Reimbursements can be made as soon as you submit your receipt to VSP.

There is no registration fee.

I will pay the registration fee and request reimbursement.

Please pay the registration for me directly.

We must receive your completed registration form, including the name of payee and payment address, before action can be taken.

V. TRAVEL ADVANCE

If you need an advance, the request must be received at least two (2) weeks prior to travel. A reasonable advance amount is usually the estimate of hotel expenses and per diem. Your VSP contact can suggest an amount. If your reimbursement expenses are less than the amount of the advance, you must pay back the overpayment and submit all receipts to reconcile the advance funds.

I do not need an advance.

I request a Travel Advance for my trip.

Advance Amount: $

VI. REIMBURSEMENT

Please submit all receipts as soon as you return from travel. All travel should be reconciled within two (2) weeks of your return. Once VSP receives your receipts, a voucher will be completed and sent to you by e-mail or fax for your review, certification, dating and e-mail scan or fax return.

ADDITIONAL COMMENTS

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