UCAR Travel Reimbursement Guidelines

• Mode of 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 or government air travel plus applicable subsistence expenses, whichever is less.

• Air Travel - Travelers must use coach class or lower (government) 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 private automobile on official business will be reimbursed at a standard mileage rate (currently 31.5 cents/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. Travelers using a rental car agency must use Hertz and specify it is to be billed under UCAR's Applicant Program or one-trip travel voucher.

• Lodging - Reasonable 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, excluding alcoholic beverages) upon itemization and submission of receipts. A standard or select city per diem allowance ($38/day in Boulder), 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 $9.50 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:
  • - One safe arrival call per destination.

  • - Itemized telephone calls and faxes required in connection with official UCAR business.

  • - Ground transportation

  • - Parking expenses incurred while conducting UCAR business.

• 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 of 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: Receipts for actual meals claimed (not per diem), lodging, airline tickets, car rental, and ground transportation (except for local transportation such as subway, taxi costs less than $15 per taxi ride, parking fees, and toll costs less than $10) must be submitted with the travel voucher.

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