Online Travel Request Form

Name: *

Work Phone:*

          Fax:     

Reason for Travel:* (include full name of conference, meeting, or project you will attend)  

Destination:* 

Departure Date:*

To lower my airfare, my departure date is somewhat flexible
I could depart a day earlier
I could depart a day later

Return Date:*

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

* No Yes     Is this travel for INSURANCE PURPOSES ONLY?
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 if you WILL NOT be requesting UCAR Travel Funds (insurance purposes only).

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 Lucille Cole.

Due to the Fly America Act, we strongly recommend that you book all foreign business travel through Boulder Travel via Lucille Cole.  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 Lucille Cole.

Preferred Destination Airport (if more than one in your area): *  
To lower my airfare, I would be willing to use a different airport

Preferred Time of Departure Flight: *

Preferred Time of Return Flight: *

Preferred Airline:

Frequent Flyer Number:

II. GROUND TRANSPORTATION

*Notes:
1) 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 Hertz rental car during personal vacation 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.

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.

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.

There is no registration fee.
I will pay the registration fee and request reimbursement.   The fee is $
Please pay the registration for me directly.   The fee is $

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 request a Travel Advance for my trip.  Advance Amount: $

I do not need an advance.

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