Travel Guidelines
Mode of Travel.
If a private automobile is taken on a business trip for
the personal convenience of the traveler, reimbursement
will be made either on the basis of applicable mileage
plus subsistence or what would have been coach-class air
travel plus applicable subsistence expenses, whichever
is less.
Air travel.
Travelers must use coach class (or less) fares unless
otherwise authorized by UCAR, or unless the use of other
accommodation is required for medical reasons. The use
of other accommodations for medical or other reasons must,
except in emergencies, be approved in advance by UCAR.
All air travel must be by U.S. flag carriers
to the extent that service by such carriers is available.
Private automobile.
The use of private automobile on official business will
be reimbursed at a standard mileage rate (currently .36¢/mile).
The use of a private automobile for travel beyond 500
miles total distance requires prior approval by UCAR.
Rental cars.
The actual, reasonable cost of rental cars is a reimbursable
expense. Collision and liability insurance for a rental
car is NOT necessary, and
therefore not a reimbursable expense, as coverage will
be provided for both physical damage to the vehicle and
for third-party liability through UCAR's insurance.
Lodging. Reasonable
lodging expenses will be reimbursed at cost on submission
of receipts. Unusually high claims for lodging will require
a statement explaining the circumstances.
Meals and incidentals.
A traveler will be reimbursed for the actual reasonable
cost of meals and other incidentals (such as all tips,
local transportation, etc., excluding alcoholic beverages)
upon itemization and submission of receipts. A standard
per diem allowance of $46/day in
Boulder, Colorado may be used by the traveler in
lieu of the itemization of actual costs of meals and tips.
A reduced standard per diem allowance will be used if
meals are provided by UCAR. (Deduct $13.00 for each meal.)
Miscellaneous expenses.
A traveler on official UCAR business will be reimbursed
for certain miscellaneous costs incurred when itemized
on a travel expense claim voucher and approved. Such miscellaneous
items are limited to the following:
Itemized telephone calls and faxes required
in connection with official UCAR business. Reimbursement
also will be made for itemized reasonable telephone costs
made to family members when necessary because of changes
in itinerary or family emergencies. Persons called and
reasons for calls must be listed with costs
Parking expenses incurred while conducting
UCAR business.
Travel accident insurance.
All UCAR travelers are insured under UCAR's Travel Accident
Insurance Policy. Costs for other travel insurance will
not be reimbursed.
Entertainment while
traveling. Any cost for entertainment for self
or colleagues while traveling is not reimbursable.
Travel expense claim
vouchers. Travel expense claims should be submitted
to UCAR within a maximum of two weeks of the completion
of the trip. The travel expense claim must list all expenses
to be reimbursed, and must include any necessary certification
of the use of non-U.S. flag carriers.
NB: Miscellaneous expenses incurred
as a result of travel are reimbursed when itemized on
a "Travel Voucher;" supported by receipts, original if
possible; and approved. (Although receipts are not required
for individual miscellaneous expenses of less than $50,
the Travel Office suggests they be submitted with the
travel voucher when available.)
Don't forget to sign your travel
voucher.
