ASP Travel Policies, Resource Links, and Publication Information Travel & Expenses Fly America Act Policy Post-Tr

1. NCAR Advanced Study Program ASP Travel Policies, Resource Links, and Publication Information • Travel & Expenses • Fly America Act Policy • Post-Travel Information • Travel Resources

2. Pre-Travel Information • Contact Kathleen Barney EARLY with your travel plans! Particularly, if it’s foreign! • Email me, or your host division administrative assistant (2 weeks minimum) for travel arrangements. • A travel authorization form must be submitted to the Travel Office at least 2 weeks in advance minimumbefore travel begins to obtain all account key approval signatures. • Even if another institution is paying 100% of your trip - you should get an “INSURANCE ONLY” travel authorization (TA) to be covered in case of an accident (not for personal travel) • Info Needed For Ticketing: Use Boulder Travel form

3. Travel Funds & Expenses • ASP Annual Travel Budget is now $3500: supplemental travel funding awards granted upon submission of application to Paula Fisher. Cost-sharing with host division is encouraged when necessary. • You can request travel advances for per diem and/or lodging (two weeks before trip begins). • Miscellaneous Expenses : (abstract fees, copies, posters, field project supplies, meeting supplies, etc.) Reimbursement via Check Request Forms-NOT to be expensed against the TA voucher. • Corporate Credit Card: I can use my credit card to register you for conferences if you request it –at least two weeks before the deadline. Otherwise, you can register and get reimbursed later. • Receipts: Keep at ground, baggage and lodging receipts to be submitted after trip ends.

4. Purchasing Your Own Ticket • We must buy U.S. tickets, if available. If one is not available, then a waiver must be signed by a Boulder Travel ticketing agent. • You are held responsible for paying for a ticket not on a U.S. carrier! • The individual traveler is responsible for the cost of tickets that are mistakenlybought on NON-US carriers, including any change fees.  No-exceptions! • Use Boulder Travel Agency to make reservations for foreign tickets-they understand the issues & the terms of our policies. • If it’s foreign travel, have your administrative assistant purchase the ticket! When on foreign business travel, we must fly U.S. flag carriers or affiliates. Even if the foreign carrier ticket costs hundreds of dollars less than the US ticket

5. Booking Your Own Travel • You may book flights with any U.S. domestic travel carrier yourself-as long as they are a U.S. carrier through each leg of the trip and flying within the continental U.S. • You may drive anywhere within the U.S.-but you will only get the airfare equivalent. • Local travel-mileage is reimbursed if staying overnight, and requires a TA for lodging expenses. • It’s your money, feel free to blow it however you want.

6. Post Travel • Send all receipts to ASP or division Administrative Assistant right away upon return (if cost sharing-remind division admin to avoid processing delays). • If you were in multiple cities, please specify dates in each city. • Specify any personal days. • If a foreign currency was used, please specify type and dates. • Airline baggage fees are reimbursable with or without a receipt. • Submit a check if there’s amount due for personal expenses. • Send Kathleen a pdf document of your poster or slide presentation, or a written summary after you return from your trip. • Allow about 4 weeks for reimbursement from the Finance Travel office.

7. Travel Resources UCAR Travel Policies, procedures and other travel related information http:www.fin.ucar.edu/travel/