ASP Travel Requirements, Policies, Resources and Reporting ◊ Pre-Travel Requirements

1. ASP Travel Requirements, Policies, Resources and Reporting ◊ Pre-Travel Requirements ◊ Fly America Act Policy ◊ Post-Travel Requirements ◊ Travel Resources ◊ ASP Policies

2. 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

3. 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. 

4. 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

5. 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)

6. Travel Resources ◊ UCAR Travel Policies • http:www.fin.ucar.edu/travel/ ◊ Hazardous Travel-listed areas • http://www.fin.ucar.edu/sass/travel/index.html ◊ DomesticPer diem rates • http://www.gsa.gov/ ◊ Foreign Per diem rates • http://aoprals.state.gov/ ◊ ForeignCurrency Exchange • http://www.oanda.com/converter/classic

7. 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