ASP Travel Requirements, Policies, ASP Travel Requirements, Policies, Resources and ReportingResources and Reporting

◊ Pre-Travel RequirementsPre-Travel Requirements◊ Fly America Act PolicyFly America Act Policy◊ Post-Travel RequirementsPost-Travel Requirements◊ Travel ResourcesTravel Resources◊ ASP PoliciesASP Policies

Pre-Travel RequirementsPre-Travel Requirements◊ Contact the ASP office regarding your travel intentions as soon as you know! Especially if it’s foreign!

• Write to the ASP Director, Maura Hagan and cc Kathleen Barney and host division support staff

◊ Where, When, Why, How, What, Who?

• Location (if foreign-check Hazardous Country Info on SASS site)

• Dates – (including any personal time)

• Event – Title of Seminar or Conference

• Who’s paying? (partially or completely)

Even if another institution is paying 100% of your trip-you MUST get an “INSURANCE ONLY” travel authorization (TA) to be covered in case of an accident

• US Flag carriers •UCAR enforces the Fly American Act regardless of funding source

Fly America Act PolicyFly America Act Policy◊ IT’S THE LAW!

• When on foreign travel, we must fly US flag carriers or their affiliates if possible.  (It doesn't matter whether the foreign carrier costs 90%, 99% or 99.9%  less than the US ticket)  We must buy US if a ticket's available.

• The individual traveler is responsible for the cost of tickets that are mistakenly bought on non-US carriers.    In order to be reimbursed for a flight on a non-US affiliated carrier, a traveler must now show written proof that no US-carrier had a flight available when a reservation w/ a non-flag carrier was made.  No proof, no reimbursement. 

• The simple approach is to go thru Boulder Travel to make reservations for foreign tickets, since they understand the issue & the terms of their contract.

• In the future, all tickets purchased after 10/2 cob, NCAR travelers who make their own reservations will be responsible for the consequences, up to & including paying for tickets that were mistakenly bought. 

Pre-Travel Requirements-Cont.Pre-Travel Requirements-Cont.

◊ Pre-paid expenses? You can get either a travel advance for pre-paid expenses or ask for a check

request if a TA hasn’t been generated yet (i.e. abstract fees prior to pre-

travel planning)

◊ Make sure a TA form has been sent into travel Either by the ASP or host division administrative staff

Post Travel RequirementsPost Travel Requirements

◊ Send all receipts other than meals to ASP or division admin (meals are covered by per diem for that area)

If foreign currency used, please specify type

◊ Send a pdf document of poster or presentation This is a SERE Lab requirement mandated by that office for each trip

◊ Approve and sign voucher upon receipt Submit a check if there’s amount due from traveler Submit the pdf document by this time Voucher will not be sent to the Travel office without pdf document

◊ Allow up to 2 weeks for reimbursement from Finance By check or notice of direct deposit (set-up in advance)

Travel ResourcesTravel Resources

◊ UCAR Travel Policies• http:www.fin.ucar.edu/travel/

◊ Hazardous Travel-listed areas http://www.fin.ucar.edu/sass/travel/index.html

◊ Domestic Per diem rates• http://www.gsa.gov/

◊ Foreign Per diem rates• http://aoprals.state.gov/

◊ Foreign Currency Exchange http://www.oanda.com/converter/classic

ASP PoliciesASP Policies◊ You still get $1500 per year for travel

◊ Local UCAR meeting registration fees will be covered by ASP without impacting your annual travel budget

◊ ASP will cover 1 local non-UCAR meeting registration fee during your two year term

◊ Publications: Please send copies of published papers to Kathleen Barney in pdf format on a monthly basis-also provide status of on-going papers