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
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 a private automobile on official business will be reimbursed
at a standard mileage rate (currently .405/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 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 $54/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
Parking expenses incurred while conducting UCAR
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 after
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.
This page updated
-07 by Michelle Flores
Contact: Aneka Finley (303) 497-1655;