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If you are new to UCAR/NCAR/UOP, or haven't arranged a trip in a long time, here are some tips to help you get started. UCAR's policy is to ensure that travel taken by UCAR employees is essential to its mission, that the costs of travel are accounted for properly, that persons traveling on UCAR business are properly insured, and that the travel cost is reasonable. It is UCAR's policy to require that all UCAR-supported travel comply with Fly America Act regulations (which is a Federal statute), regardless of the source of funds. In order to ensure that these policies are adhered to, a Travel Authorization (TA) Form needs to be filled out before every trip. TA's need to be in the Travel Office before the beginning of any trip, and if a cash advance is requested, it needs to be in the Travel Office a week before the advance is desired. 1. A TA number needs to be on each TA. To get a TA number, you will need to provide the following information: 1) Traveler's name and ID [employee number]; 2) Destination; 3) Departure Date; 4) Account Key; 5) Yes or No on if there are Participant Support Costs (see Participant Support Cost Guidelines), or if the trip is reimbursable by another organization. Then go to the Online Travel application; after entering the above information you will be given a TA number which you can then use on the TA form. 2. Now you need to fill out the TA Form. The Workbook is downloadable for those with MS Excel, or can be printed from the PDF version. If using the Excel version, calculations will be done automatically. There are four pages to the Workbook: the TA form, the Voucher form, and then a second page of the voucher form for domestic or for foreign travel. Only the TA form needs to be filled out before the trip; the other pages will be filled out after the trip. Follow the instructions that are provided on the Forms Details page to fill out all portions of the Workbook. Per diems for various cities, counties, or countries may be found at the following links: Domestic per diem (48 contiguous states) Alaska, Hawaii, and other US possessions
3. Next you will book the trip. The easiest way to do that is to go the Boulder Travel TravelPort and book the flights, hotel, and car all online. Training on using ResAssist is held periodically (contact the Travel Office for dates), or for immediate assistance, contact your division administrator. All TA's need to be signed before submission: check in your division who has signature authority for Travel, usually the division director. Additionally, for foreign travel, a member of the President's Council needs to sign the authorization. Any trip not approved before the begin date will also require a President's Council signature. Please see the Travel Authorization policy for more information. 4. After the trip is completed, the Travel Voucher (TV) listing reimbursable expenses should be submitted to the Travel Office within two weeks of the completion of the trip. Airline, hotel, and car rental receipts are required, as well as receipts for any miscellaneous expense $50 or over. Although miscellaneous expenses (i.e., taxi, shuttle, parking) under $50 do not require receipts, the Travel Office suggests that they be included as well, if you have them. Any phone charges on the hotel bill must be identified as "business," "safe-arrival" or "personal weekly call" and claimed under Miscellaneous. Please see the Travel Authorization and Reimbursement Procedures for more information. If you need additional assistance, contact either your division administrator, or the Travel Office Specialist for your division. |
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