Presentation on theme: "ASP Travel Requirements, Policies, Resources and Reporting Pre-Travel Requirements ◊ Pre-Travel Requirements Fly America Act Policy ◊ Fly America Act Policy."— Presentation transcript:
ASP Travel Requirements, Policies, Resources and Reporting Pre-Travel Requirements ◊ Pre-Travel Requirements Fly America Act Policy ◊ Fly America Act Policy Post-Travel Requirements ◊ Post-Travel Requirements Travel Resources ◊ Travel Resources ASP Policies ◊ ASP Policies
Pre-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 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-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 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 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 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