April 2008

 

Travel Authorization & Reimbursement Procedures

(related to Travel Policy 3-1-6)

Definitions

1 Domestic Travel
Travel within the 50 states,. Must be compliant with Fly America Act.
2 International Travel
Travel originating in the United States or its possessions to a location other than the U.S. and its possessions, and all travel originating in a location outside the U.S. and its possessions. (Mexico and Canada are considered international travel destinations. See Definition 1, above.) Must be compliant with Fly America Act.
3 Fly America Act
The U.S. act requiring that international travel paid for with UCAR/NCAR funds be on a U.S.-flag carrier. For details about the Fly America Act, including information about allowable exceptions to this regulation, see Fly America Waiver Checklist.
4 U.S.-Flag Carrier
Commercial air carrier licensed in the United States.  See list of current U.S. Flag Carriers.
5 U.S. Possessions
American Samoa, Guam, Johnston Atoll, Midway Islands, Northern Mariana Islands, Puerto Rico, U.S. Virgin Islands, and Wake Island.
6 Travel Authority
Power granted to an employee to authorize travel for UCAR business by employees and visitors.
7 Listed Country
A foreign nation or state that could expose UCAR staff and/or property to unusually hazardous situations or conditions, as determined by the Director of Safety and Site Services (SaSS) and so listed on the SaSS World Wide Web site.

8 Cash Advance

Funds provided to UCAR travelers through an automated teller machine (ATM) or a Travel Authorization form prior to or during business travel for the purpose of paying incidental travel expenses. (A cash advance is often called a travel advance.)
9 Hertz Applicant Program
Program established through agreement between Hertz and UCAR by which UCAR travelers who do not have a Hertz charge card can charge their rental car costs to UCAR.
10 Per Diem
Daily allowance provided to UCAR business travelers to pay for food and incidental expenses for domestic travel and for food, incidental, and laundry expenses for international travel. Domestic rate as set by the General Services Administration and International rates as set by the U.S. Department of State and may also be obtained from the UCAR Travel Office Web Site.
11 Standard Per Diem
The per diem rate established by the U.S. Department of State for all domestic cities for which specific rates are not determined.
12 Receivable
Funds owed to UCAR.
13 UCAR VISA Card
Bank charge card issued to UCAR business travelers for the payment of travel expenses in order to reduce the necessity for UCAR to issue cash advances and for the traveler to carry cash or traveler's checks.
14 Field-Assignment Pay
Supplemental funds paid through payroll designed to assist with miscellaneous additional expenses while staff are engaged in extended field operations. (See UCAR policy, 3-1-1, Payroll, for more information.)
15 Shipboard-Assignment Pay
Supplemental funds paid through payroll to staff required to stay aboard ship during field operations. (See UCAR policy, 3-1-1, Payroll, for more information.)
16 Local Travel
Travel within 75 miles of the traveler’s primary work location that does not require an overnight stay.

Review and Approval Process

1 Travel Authorization Form
A Travel Authorization form is used to document management approval of business travel and estimated travel costs. This form must be completed prior to beginning all trips other than those for which the only reimbursement requested is for mileage in a private auto.  The form must include the appropriate approval as outlined below. The Travel Authorization form should be submitted to the Travel Office at least 14 calendar days prior to the commencement of travel.  If a trip is planned less than 14 days prior to departure, the Travel Authorization form must be submitted as soon as possible before travel begins.  The Travel Office notifies divisions or programs if Travel Authorization forms are not received within the specified time.
2 Authorization of Travel
All business travel by UCAR employees, regardless of who is paying for the trip, must be authorized by a staff member in the employee’s management chain who has travel authority for the account key, except as noted below.

 
No employee may authorize his or her own domestic travel except for members of the President's Council, the Associate Vice President, NCAR Associate Directors, and Division and Program Directors.

 
International travel must also be authorized by a member of the President's Council or an NCAR Associate Director.  Only the President may authorize his or her own international travel.  Authorization includes ensuring that the area to be visited meets the safety criteria described in UCAR policy 1-1-10, Hazardous Travel Risk Assessment.  International travel may require prior approval by the sponsor of a given cooperative agreement, contract, or grant.  In such cases, sponsor approval is sought by the UCAR Contracts and Sponsored Agreements office, in collaboration with the UCAR division or program.
Travel must be authorized before the trip begins. If travel begins before it is authorized, the appropriate member of the President’s Council must ratify the trip.

Travel authority is limited to specified dollar amounts and account keys. Persons who are not UCAR employees may not be granted travel authority.

Signature Authority Administrators will review travel authority when an employee changes positions or is reclassified. When an employee with travel authority terminates employment, the travel authority is automatically rescinded.

Domestic travel authority may be delegated on an acting basis when an incumbent with travel authority is on travel or leave status. When a person with domestic travel authority designates another person to act in his or her stead, the acting staff member retains the same travel authority as the person for whom he or she is acting, with the exception of assuming authority for his or her own travel.

3 Travel Authority Lists
Employees who have been delegated travel authority are maintained on the Signature Authority database.
4 Travel Reimbursed by Other Organizations
Travel to be reimbursed directly by an outside agency or other organization must be authorized as outlined above. Such travel requires submission of a Travel Authorization form, even when the entire trip is being paid for by the other organization.
5 Field-Project Travel
All UCAR-supported participants in a field project receive the same per diem rate per location and air tickets in the same fare class. Decisions about fare class and per diem rate are made jointly by Division and Program Directors who have staff participating in the field project. These decisions must be made prior to authorization of travel, and all field projects that involve uniform per diem rates and standard fare classes must be registered.

 
Field- or shipboard-assignment pay is authorized by Division and Program Directors on the Travel Authorization form.  All field projects that involve such pay must be registered.

 
Division and Program Directors or their Administrators register projects by sending e-mail to the Travel Office or by using the Advance Notice of Field Project form on the Travel Office Web page.
6 Non-UCAR Employees Travel
All International travel by non-UCAR Employees (visitors, meeting/workshop participants, consultants, invited speakers, special guests, etc.)  must be booked through UCAR’s contracted travel agency, Boulder Travel, to ensure compliance with Fly America Act and must be authorized and approved  as outlined in this policy.
7 Travel Vouchers 
Documentation for reimbursement of a business travel expense is reported on a Travel Voucher form, which should be submitted within two weeks of the completion of the trip. The voucher must list all expenses (those charged directly to UCAR, those to be reimbursed to the traveler, and those to be reimbursed by another organization) and must include any necessary certification of the use of non-U.S.-flag carriers, receipts (original if possible) for airfare, lodging, automobile rental, daily itineraries of meetings and appointments, if available, and other miscellaneous expenditures. The Travel Voucher must be signed and certified as correct by the traveler and approved by an individual in the employee's management chain with appropriate travel authority.
8 Cash Advances

Cash advances to cover miscellaneous reimbursable expenses incurred during employee travel on UCAR business may be obtained by using the UCAR-sponsored VISA card at an automated teller machine (ATM) or banking institution which displays the VISA logo, or from the Budget and Finance office prior to departure. VISA charges a transaction fee for each ATM withdrawal, and these fees are a reimbursable cost of travel.

Most UCAR business travel expenses are chargeable on the UCAR-sponsored VISA card, with only miscellaneous charges requiring cash. Therefore, the following guidelines have been established regarding cash advances:
A C ash advances of less than $200 should be obtained from the ATM network and should not be for amounts of less than $50 at any one time.  Total ATM withdrawals are limited to a maximum of $1,200 per month.

 
B  Cash advances of $200 or more at any one time should be obtained from the Budget and Finance office; advances may not exceed the total anticipated out-of-pocket expenses as documented on the Travel Authorization form. A travel advance from Budget and Finance should be requested on a Travel Authorization form not less than one week prior to the commencement of travel. Cash advances received from Budget and Finance are subtracted from the traveler's total reimbursable expenses at the time the Travel Voucher is processed. A cash advance from Budget and Finance must be cleared within two weeks of completion of travel, or a payroll deduction may be imposed. Additional cash advances from Budget and Finance may not be issued until the prior advance is cleared. (Exceptions are made under special circumstances, e.g., for back-to-back travel.)

 
C Visitors to UCAR may be issued cash advances for authorized travel. by the Budget and Finance office
9 Travel Accounts Receivable
When travel is being reimbursed by another organization, the travel advance, as well as other costs, is treated as a receivable. Travelers should submit an Invoice Request form to the Accounts Receivable Department notifying the department to bill the other organization. Otherwise, collection of reimbursable travel is the responsibility of the traveler. The traveler should attach documentation to the Travel Voucher that lists the reimbursing organization and the costs that will be reimbursed. If after 90 days the receivable has not been cleared, Accounts Receivable may solicit collection assistance from the traveler or the costs may be charged to the travel program indicated on the Travel Authorization.
10 Federal Employee Travel
In general, UCAR funds may not be used to reimburse, or pay in-kind, travel by Federal government employees. Each Federal agency, however, has different guidelines for the reimbursement of Federal employee travel. Contact the Travel Office for specific rules for each agency.
11 Transportation Expenses
A     Modes of Travel

Loss of time resulting from the choice of a slower means of transportation, such as car or train, when faster commercial air transportation is available, should be minimized. If a slower means of transportation is chosen for the personal convenience of the traveler, reimbursement is made on the basis of either applicable mileage plus the per diem allowance and lodging, or the airfare plus applicable per diem allowance, whichever is less, as documented by the traveler. Costs incurred above this limit are borne by the traveler. If a slower means of transportation is selected for the personal convenience of the traveler, the excess time, beyond that which would be incurred using air travel is charged as Paid Time Off or leave without pay. If a slower means of transportation is selected for the medical necessity of the traveler, all reasonable costs are reimbursed.

B    Air Travel
1 Travel Agencies

UCAR has contracted with Boulder Travel, Inc. to provide travel agency services. The services of any travel agency may be used; however, employees are urged to use Boulder Travel to achieve the best value and ensure Fly America Act compliance. Boulder Travel Agency is the only agency authorized to direct bill UCAR for booking travel arrangements.

All Non-UCAR employees must book all international travel through the UCAR contracted agency, Boulder Travel.

UCAR employees may book international travel through any means when utilizing only US Flag carriers or US Flag Code Share flights. If not booking through UCAR’s contracted agency, Boulder Travel, any travel requiring a Fly America Act waiver (when use of a foreign carrier is necessary) must be arranged through a Professional Travel Agency willing to issue a signed UCAR Fly America Act Waiver.  Issuance of said waiver guarantees Fly America Act compliance for audit compliance with the Federal Government.  Employees booking their own international travel or requesting reimbursement without a signed waiver, when a foreign carrier is utilized, will not be reimbursed for the non-US Flag Carrier portion of the airfare.

 
2 Fares
 

Standard coach class or lower fares are to be used for domestic air travel on UCAR business. Requests for the use of greater-than-coach fares must be documented in writing and authorized in advance as an exception to policy by the appropriate member of the President's Council. The approved documentation must be submitted with the Travel Authorization or the Travel Voucher form, as appropriate.

Greater-than-coach fares are allowable only when coach fares are not reasonably available to meet necessary requirements, such as where coach accommodations would
a.   require circuitous routing;
b.   require travel during unreasonable hours;
c.   greatly increase the duration of the flight;
d.   result in additional cost which would offset transportation savings; or
e.   offer accommodations that are not reasonably adequate for the medical needs of the traveler.
Business-class fares are allowable for international travel when the trip has a one-way in-flight segment of 10 hours or more, or where the total elapsed one-way in-flight time is 15 hours or more without overnight stopovers.

Nonrefundable air tickets may be purchased, however, it is important that the traveler exercise caution if there is a possibility that the trip might be canceled. If the ticket cannot be used within the reissue period, the ticket cost may be charged to program funds. Fees for changing the ticket and fare differences are also allowable and may be charged to program funds. Expired nonrefundable tickets must be documented and the documentation maintained by the division or program.
 
3 Selection of Air Carrier
Commercial air carriers for all UCAR business travel must be selected in accordance with the Fly America Act. (See UCAR’s Travel Procedure, Fly America Waiver Checklist).   If a traveler selects a non-U.S.-flag carrier, he or she must submit a signed UCAR Fly America Waiver from a Professional Travel Agent or no reimbursement will be made for any non-US Flag Carrier portion of the airfare. Employees are prohibited from acting as pilot or crew on a privately owned, leased, or chartered aircraft for travel on UCAR business. No exceptions will be granted.

C Private Automobile

Travelers who use a private automobile on official business are reimbursed for mileage at the Internal Revenue Service allowable mileage rate and for parking and tolls. If an automobile is required on a routine basis, a request should be made for the use of a GSA vehicle.

When using a personal vehicle on UCAR business, the traveler's personal auto insurance is the primary coverage for third-party liability claims. UCAR's insurance is in excess of that coverage and covers both the traveler and UCAR. If an accident occurs while the personal vehicle is being used for business travel, the traveler must submit a claim to his or her own auto insurance carrier and to the UCAR Insurance Office. Any deductible on the traveler's comprehensive and collision coverage is the traveler's responsibility and will not be reimbursed by UCAR. UCAR is not responsible for comprehensive or collision damage to the traveler's personal vehicle. The mileage rate for reimbursement assumes the traveler provides his or her own automobile insurance coverage.
D Local Travel

When private autos are used for business trips to destinations less than 75 miles from the traveler’s regular work location and no overnight stay is required, mileage is reimbursed but no per diem is paid. Travel during normal working hours between UCAR sites where shuttle service is available is generally not reimbursable.

Claims for mileage reimbursement for local travel are made by itemizing details on the Local Travel Summary form. This should be attached to a Request for Check form and forwarded to the Travel Office. See Review and Approval Process 13B for a description of per diem eligibility when an overnight stay is required.
E Rental Cars
1 Eligible Expenses

Normally, the actual cost of up to a full-size rental car is a reimbursable expense. However, the cost of a larger vehicle is reimbursable when necessary in order to transport equipment or to accommodate groups.

When determining whether to rent a car or use alternate ground transportation (e.g., taxis, subway), employees should assess the alternative costs and use their best judgment, taking into consideration the length of their stay, the geographic area, and their true transportation needs.
 
2 Use of Hertz Rental Cars

UCAR has a preferred rate agreement with Hertz for rental cars, the Hertz #1 Club Gold program. Because it is generally more cost-effective for UCAR and convenient for travelers, UCAR recommends that employees use Hertz cars under this preferred arrangement, where available, providing that cars will not be used off the road, on unpaved roads, or on roads that are not regularly maintained. Visitors are also encouraged to rent cars under the Hertz preferred agreement whenever possible.

 If travelers elect to compare the costs of using other rental car agencies, they should be aware that the Hertz #1 Club Gold rental rates include liability and collision insurance, most State and local taxes, and unlimited mileage. See Review and Approval Process 12, section E3 for further information.

Hertz one-trip travel vouchers and the Hertz Applicant Program are available to UCAR visitors and staff who do not have a Hertz credit card because they travel infrequently or are under the age of 25. The Hertz Applicant Program services are arranged through Boulder Travel, Inc. and billed directly to UCAR.


In order to ensure that Hertz cars are rented through the Hertz #1 Club Gold program, travelers must use their Hertz credit cards, one-trip travel vouchers, or the Hertz Applicant Program to pay for their rentals. Hertz #1 Club Gold rentals are centrally billed to UCAR. If a UCAR or personal credit card is used for payment, it negates the advantages of the Hertz #1 Club Gold program. In order to secure the preferred rate, travelers may also be asked to show a government identification card and/or a copy of their Travel Authorization form at the time of rental. Government identification cards are available from the Human Resources Department.
 

3 Insurance Coverage

UCAR's comprehensive insurance policy covers rental cars for travelers and visitors while on UCAR business. Therefore, insurance coverage for collision and third party liability offered by the car rental agency is additional insurance and is not necessary for cars rented within the United States and Canada. On rental agreements, this coverage is referred to as the Loss Damage Waiver (LDW) and the Liability Insurance Supplement (LIS); these optional coverages should be declined on the rental form. Charges for insurance by the rental car agency are not reimbursable for rentals in the United States. If an accident occurs while a traveler is using the rental car on UCAR business, the costs of any collision repairs or third party liability claims will be handled by UCAR and its insurance carrier. Proof of Insurance cards are available to all employees and visitors from the UCAR Insurance Office.

There are often restrictions on the use of rental cars specified in rental contracts. Examples of restrictions include: use of rental cars off the road, on unpaved roads, and on roads that are not regularly maintained; in Hawaii, use of rental cars is also not permitted on the road from Hilo to the Mauna Loa site. If cars have been charged on UCAR's Hertz #1 Club Gold card and damage occurs while driving under the listed conditions, the damage is not covered by UCAR's insurance. If travelers need to drive in conditions restricted by the Hertz #1 program rental agreement, they should rent cars through Hertz's regular contract or, if necessary, through other rental agencies; collision and liability coverage should be declined. In those cases, damage is covered by UCAR’s insurance. For further information about the general restrictions applying to all Hertz #1 program rentals, consult a Hertz representative.

In many foreign countries, U.S. insurance coverage is not acceptable. Therefore, acceptance of additional collision (CDW in Europe and New Zealand or PCDW in Australia), liability (LDW), and theft insurance coverage (TP in Europe or PEC in Australia and New Zealand) is mandatory and reimbursable when rental cars are used outside the U.S. and Canada. In Australia, the package insurance including PAI, PEC, and PCDW should be selected rather than PAI, PEC, and PCDW individually. In New Zealand, the Damage Excess Waiver (DEW) should be accepted too.
Rental cars should be visually inspected before rental, and any damage noted on the rental agreement.  Upon return the cars should be re-inspected so that UCAR can avoid being held responsible without just cause. In case of an accident while using a rental car on official UCAR business, travelers must immediately report the accident to the police, the rental car agency, and the UCAR Insurance Office. Copies of filed accident reports must be submitted to the UCAR Insurance Office. If the accident results in serious injury or death, the Insurance Manager and/or the Associate Vice-President for Business Services must be contacted immediately. 

If employees use rental cars for a combination of UCAR business and personal travel, they are responsible for having adequate insurance coverage for the period of their personal use (through personal insurance or the rental agency). Travelers are reminded, however, that the cost of insurance for personal use of rental vehicles and for business use when traveling in the U.S. is not a reimbursable expense.
12 Subsistence Expenses
A Lodging

Domestic and international travelers are reimbursed for the actual reasonable costs of lodging. Single-room accommodations are appropriate and should be requested by employees when traveling on UCAR business. Travelers should seek government-discount or lower rates for lodging accommodations whenever such rates are available.

An accommodation allowance is allowed to travelers in lieu of the cost of commercial lodging when travelers stay with friends or when free lodging has been provided. See Procedure Appendix 3-1-6 for the amount of this allowance.
 
 

When travelers are staying on board ship, UCAR pays shipboard lodging expenses.
B Meals and Incidentals (Per Diem)
Domestic and international travelers are reimbursed for meals and incidental expenses (such as tips) incurred during authorized business travel according to the following policy Review and Approval Processes. Reimbursement is based on per diem rates specified by the U.S. Department of State or on reasonable, actual costs. Individuals with appropriate travel authority may elect to provide per diem at a reduced rate in situations where meals are furnished by UCAR. Actual costs must be itemized with supporting receipts, original if possible, and may require justification. If reimbursement of actual costs exceeds 150% of the State Department per diem rate, the excess is taxed as income to the traveler. An employee may not claim both partial per diem and actual expenses during the same 24-hour period (midnight to midnight).
1 Domestic Travel

Reimbursement is available to travelers for all trips of 75 miles or more from the traveler’s regular work location.  When traveling less than 75 miles, only mileage will be reimbursed. (See 11.D Local Travel)

Travelers may be paid a per diem based on location of that night’s lodging, or they may be reimbursed for reasonable, actual costs. Three-quarters of the per diem specified for the location of that night’s lodging is paid for the day of departure. Three-quarters of the per diem specified for the location of the previous night’s lodging is paid for the day of return travel.  Laundry is not included in domestic per diem rates and, therefore, is reimbursable as a miscellaneous expense. (See Review and Approval Process 14, below.) Consult the list of per diem rates available from this link and from the Travel Office.

 
2 International Travel (all International travel must comply with the Fly America Act)
Travelers may be paid a per diem based on the location of that night’s lodging, or they may be reimbursed for reasonable, actual costs. The per diem rate for international travel, which includes food, laundry, and incidentals, is the Meals and Incidental Expenses (M&IE) portion of the per diem rate established by the U.S. State Department. Three-quarters of the standard per diem rate is paid for the day of departure and the day of return travel. Since foreign per diem rates include laundry, laundry costs are not separately reimbursable as a miscellaneous expense. The current foreign per diem rates are available from this link and from the Travel Office.

3 Shipboard

When travelers are staying on board ship, they are paid the per diem specified either for the port of departure or for the field project location if various ports of departure are used by participants for that project, The appropriate per diem rate is determined jointly by the participating Division and Program Directors
13 Miscellaneous Expenses

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 not exceeding $50, the Travel Office suggests they be submitted with the travel voucher when available.)

The following miscellaneous expenses are reimbursable:
A Telephone, and Facsimiles, and Internet Connectivity

Itemized telephone calls facsimiles, and internet services required in connection with official business, including any necessary calls to family members because of changes in itinerary and, on overnight trips, and one "safe arrival" call.  In addition, reasonable costs of one personal call per week are reimbursed.  Air-to-ground calls are limited to urgent business calls only. A listing of telephone calls, each noted as business or personal, must be submitted with the Travel Voucher.

B Taxi Fares, Tolls, Parking, and Traveler's Check Fees
Reasonable taxi or other ground transportation charges, tolls, parking fees, and the cost of traveler's checks.  Parking or traffic fines are not reimbursable.
C Conference Fees
Meeting and conference fees where attendance has been authorized in advance.
D Laundry
Actual laundry and cleaning costs incurred while on domestic travel if the traveler is required to be away from home five consecutive days or more. (Laundry costs are included in the foreign M&IE per diem allowance and are not reimbursed separately.)
E Dependent Care
Actual daily receipted expenses, not to exceed the allowable amount, for provision of essential care for dependent persons (using the same definition as for Family Sick Leave). See Procedure Appendix 3-1-6 for allowance amount. Such care is eligible when it is provided outside the employee's normal working hours, when the traveler is the regular caregiver, and when other family members are unavailable to provide such services while the employee is away from home on UCAR business.
F ATM Fees
ATM transaction fees for cash advances.
14 Travel Accident Insurance

 
UCAR employees and others traveling under UCAR authorization are insured under UCAR's Travel Accident Insurance.  Please refer to UCAR's Travel Accident Insurance page for additional information.  Costs for individual travel insurance obtained by the traveler are not reimbursed.
15 Personal and Family Expenses
When business and personal travel are combined, any personal expenses incurred by a traveler and all expenses related to family members accompanying the traveler are paid for directly by the employee. The traveler must note on the Travel Authorization form the dates and times of the personal versus business travel. The personal costs must be separated from the business costs and reimbursed to UCAR when the Travel Voucher is completed. Airfare for family members may not be billed to UCAR.

Costs are allocated between UCAR and the traveler for trips combining business and personal travel as follows:
A Airfare
Travelers are reimbursed for the Fly America Act compliant airfare cost which would be required if no personal travel were involved.
B Lodging
The cost of lodging for nights not required as part of the official business trip and the incremental difference in cost between the single room rate and the rate paid for additional travelers are borne by the employee.
C Rental Car
The total cost of the car rental (including insurance costs for foreign rentals) is prorated in proportion to the number of days it is used for UCAR business versus the number of days used for personal travel.
D Per Diem
Per diem is allowable only for the portions of the trip that are necessary to carry out UCAR business.
E Other Miscellaneous Expenses
Parking and other miscellaneous expenses are allowable only for the portions of the trip that are necessary to carry out UCAR business.
16 Vacation Trips for Employees on Assignment Abroad
UCAR employees who, when hired, lived in the United States, and who complete an assignment of 24 months outside the United States, and who are expected to serve at least one additional year upon return to the foreign base, may be reimbursed for an annual vacation trip. The cost of round-trip air tickets for the employee and dependent family members may be reimbursed, according to Review and Approval Processes of this policy, for a vacation trip from the foreign base to the employee's permanent business location or to the employee's vacation destination, whichever is less.
17 Charge Cards

A single, multipurpose UCAR-sponsored VISA charge card is available to employee travelers for their use in paying business related travel expenses. The employee to whom the card is issued is responsible for payment of all charges incurred with the charge card. Employees are reimbursed for business expenses upon submitting a completed and approved Travel Voucher form. UCAR-sponsored charge cards should be used only for business travel costs. Card holders should secure their cards to prevent misuse and theft.

The UCAR-sponsored VISA card can also be used to obtain periodic UCAR business cash advances from ATM's or from any bank that displays the VISA logo. Staff on extended travel of 25 or more consecutive days may make arrangements through the Travel Office to have their UCAR-sponsored VISA charge card accounts paid during their absence. Payments made on the employee's behalf are treated as an advance to the employee and must be cleared by Travel Voucher within two weeks of the employee's return. Payment authorization forms are available from the Travel Office.

Hertz Rent-a-Car charge cards are also available to UCAR employees from the Travel Office for use in renting vehicles for business purposes. Contact the Travel Office for information on how to obtain a card.

Calling cards are available from Telecommunications for use while on travel and to help minimize long distance charges and surcharges.

Responsibilities

1 The President is responsible for delegating travel authority in writing to members of the President's Council.
2 The appropriate member of the President's Council is responsible for approving travel begun without prior authorization.
3 Members of the President's Council  and NCAR Associate Directors are responsible for authorizing international travel and for delegating travel authority for domestic travel in writing to appropriate staff. 
 
4 Members of the President's Council are responsible for granting exceptions to policy under appropriate circumstances. They are also responsible for approving, in advance of travel, any domestic fares that are greater-than-coach class. In extraordinary circumstances, exceptions to advance approval of greater-than-coach class fares may be ratified by the appropriate member of the President's Council prior to submittal of the Travel Voucher. The appropriate member of the President’s Council is also responsible for ratifying any travel that was undertaken prior to its authorization.
5 Lab/Div/Program Directors are responsible for registering field projects, for jointly determining the fare class and per diem rates for all participants in multi-division or multi-program field projects, and for informing the Travel Office.  Lab/Div/Program Directors are responsible for ensuring their staff comply with all UCAR Travel Policies and Procedures.
6 Those employees who have been delegated authority to authorize travel are responsible for ensuring that their staffs are aware of and adhere to the UCAR Travel Policies and Procedures, the Fly America Act,  and the requirements for certification and advance approval of travel and that the travel is essential for the business of the corporation, division, or program. Supervisors are responsible for ensuring that employee travelers allocate their time accurately between regular work time and Paid Time Off or leave without pay when employees choose a slower means of travel for their personal convenience.
7 Employees are responsible for being aware of the requirements and limitations on travel undertaken or authorized by them including compliance with the Fly America Act.. They are further responsible for initiating Travel Authorization. Employees are responsible for being aware of the requirements and limitations on travel undertaken or authorized by them. They are also responsible for reporting all accidents occurring while using either their personal or rental vehicles on business travel to the UCAR Insurance Office.  Employees must also report accidents resulting in serious injury or death to the UCAR Office of General Counsel and/or the Insurance Manager. They are further responsible for initiating Travel Authorization forms prior to commencing travel, for obtaining appropriate travel authorization for travel undertaken by them, and for submitting claims on a Travel Voucher form, which has been approved by an individual with appropriate travel authority, within two weeks after completion of their travel. Employees are responsible for ensuring that nonrefundable tickets are tracked and used prior to their expiration. They are responsible for calculating the difference between air tickets and the alternative means of travel if a slower means of travel is selected for the personal convenience of the traveler. Finally, employees are responsible for safeguarding UCAR-issued credit cards and their account numbers to prevent theft, abuse, and misuse, and for promptly reporting any identified misuse to the credit card company, to Budget and Finance, and to the Contracts and Sponsored Agreements office.
8 The Travel Office is responsible for reviewing Travel Authorization for proper authorization, completeness, and conformity with policy prior to issuing a travel advance.  It is also responsible for notifying divisions and programs if Travel Authorization forms are not received within the times specified in this policy. The Travel Office is responsible for reviewing and processing Travel Vouchers in an adequate and timely manner prior to paying a travel claim.
9 The UCAR Insurance Office is responsible for filing any appropriate claims with UCAR's insurance carrier for automobile accidents occurring while on business travel. (However, travelers are responsible for reporting accidents involving the use of their personal vehicles on business travel to their own insurance carriers.)