Before you Go

I. To Start

• When Raj Pandya approves you to travel for a conference or scientific work, contact Annaliese with your expected travel dates and request a Travel Authorization Number and Account Key number. DO NOT make any travel arrangements without a TA number and account key.
• If you are going to a conference do not forget to register in a timely manner and send Lena a copy of your registration.
• If there is a registration fee or abstract submittal fee, you can either arrange to have SOARS pay the fees directly, or pay the fee with your own credit card and then submit the receipt to Lena for immediate reimbursement (meaning, you can be reimbursed for registration fees before you even leave on your trip).
• If you do not intend to fly to the conference please contact the SOARS office to confirm alternative transportation..

II. Flight Reservations

• Once you have your TA number and account key call Jean Ann at Boulder Travel at: 1-800-336-0380 x1441 and tell her you are a SOARS protege needing to book tickets. Jean Ann will need your TA number and account key in order to make reservations. Tickets in excess of $400 must be approved by the SOARS office.
• In order to ensure a reasonable ticket price, we request that you book your airline ticket through Boulder Travel by the deadline stated on the Conferences page (usually 3 weeks in advance of a conference). If you are late in booking your tickets, you will be responsible for covering any increase in airfare after the deadline (e.g. if your airfare cost $250 at the deadline, and you do not buy your ticket until a week later when the fare is $325, you must pay the $75 difference).
• Boulder Travel will book you an e-ticket (meaning that when you present your photo-ID at check-in you will be issued your boarding pass).
• Have Boulder Travel send a copy of your itinerary via email to Lena and to yourself.
• When you book your flights through Boulder Travel, SOARS pays for the ticket. However, You are responsible for paying any fees associated with making changes to your itinerary after the tickets have been issued. The 'ticket-change' fee is $130 and often much more.

back to top
III. Hotel Reservations

• First check with the SOARS office about whether or not it is your responsibility to book your own hotel room for your trip. If SOARS is not making the hotel reservations, then find out which hotels the conference you are attending recommends and look up their rates, check with Lena about the reasonableness of the price, then make your own reservations. Hotel information is usually available on the conference's logistics page.
• You must pay for your hotel room with your own credit card unless you make arrangements with us at least 3 weeks before your trip. You will be reimbursed for this expense after you send us your itemized hotel receipt. Unless we are able to negotiate for rooms in advance as a group.

IV. Car Rentals

• You will rarely, if ever, need a car during your travel. If you believe that a car is necessary you must get approval from the SOARS office before renting one.

V. Getting a Cash Advance

• If you are worried about having enough money to cover the up-front costs of your trip you may request a cash advance. Usually the cash advance will equal your per diem amount for the trip.
• In order to request a cash advance, contact Lena by the deadline listed on the Conferences page; a check will then be sent to the address that you provide. Due to the amount of time it takes for a cash advance request to go through the UCAR finance department, you cannot request a cash advance after the stated deadline.

back to top
While You're There

I. Per Diem Information

• Per diem is a lump sum of money given to cover all meal expenses and incidentals including laundry, taxi tips, etc. It is determined by your length of stay and the city you are visiting. You do not need to submit any receipts in order to receive your allotted per diem; it is yours to spend as you choose. If you'd like to know your per diem rate contact Lena.
• Unless you request a cash advance, you will receive your per diem along with your reimbursements after your trip.

II. Travel Vouchers-1

• In order to be reimbursed by UCAR for your travel expenses you must sign a Travel Voucher form. If you are attending a conference or event also attended by SOARS staff members please be sure to connect with them as they will have the Travel Voucher form that you need to sign before leaving. If no SOARS staff is present then see below.

III. Taxi Fares, Shuttle, Tolls, Parking Fees, Mileage

• Reasonable taxi or other ground transportation charges, tolls, and parking fees are reimbursable. 
• If you drive your own car to and from the airport you can be reimbursed for mileage at the allowable mileage rate.
• Please submit receipts for all expenses and provide mileage.  You cannot be reimbursed for taxi or hotel tips.

IV. Telephone Calls

• Telephone calls on hotel phones in connection with official business, including any necessary calls to family members because of changes in itinerary and, on overnight trips, one "safe arrival" call are reimbursable expenses.  In addition, reasonable costs of one personal call per week is an allowable expense.
• Please initial the phone charges that appear on your itemized hotel bill to indicate reimbursable calls.

back to top
Once You're Home

I. Travel Vouchers-2

• If you did not sign a Travel Voucher while at the conference, Lena will email you a copy of your Travel Voucher to print out and sign.
• You must mail or fax (303-497-8629) your signed Travel Voucher to the SOARS office within two days of returning home.

II. Getting Reimbursed

• Within two days of arriving home mail Lena your signed Travel Voucher (if applicable) and all of your itemized receipts (hotel, taxi, conference registration, poster printing, mileage info, etc). Please make clear what each receipt is for, as UCAR accounting is fairly strict. You do not need to send food receipts as these expenses come out of your per diem. The last day by which you can mail in your receipts and still expect to be reimbursed is listed on the Conferences page.
• Mail to: UCAR/SOARS; PO Box 3000; Boulder, CO 80307
• You should receive your reimbursement check from UCAR within two weeks of sending your receipts.

Questions

SOARS proteges, if you have any questions please contact Lena Miller (millerl at ucar.edu).