Travel Instructions: Unidata Employees

This page is contains instructions for Unidata employees. We ask you to follow these guidelines to make the travel reimbursement process easier.

Step 1: Provide trip info and obtain a travel request ID number

For your upcoming travel, please provide Inken (contact info below) with the following. Submit this information promptly. (Travel asks us to submit a travel authorization two weeks before travel begins.)

After receiving this information, Inken will forward your information to Cain Travel.

Step 2: Contact Cain Travel and make your arrangements

Cain Travel will assist you in choosing flights, hotels, rental cars, etc. They will arrange direct billing for your flights and rental car. You may speak to any one of the agents listed below, or use the online travel request form at the Cain Travel UCAR Portal.

Info from Cain Travel:

For the fastest service email travel requests to:
ucar@caintravel.com

Christa Cook
christac@caintravel.com
303-938-2743
6a - 3p Mtn Time

Lori SoRelle
loris@caintravel.com
303-938-2736
9a - 6p Mtn Time

(For additional UCAR-dedicated agents see the Cain Travel UCAR Portal.)

Main phone line (answered by a receptionist)
303-938-2755

Please ask the travel agents to copy Inken on the final arrangements and to contact her with any questions. Inken will need to see estimates of your costs fairly promptly to submit your Travel Authorization Form. This should include airfare, rental car rates, lodging rates, registration fees, and any other significant expenses you are aware of. (Again, UCAR Travel requests that these be submitted two weeks prior to traveling.) Generally, it is best to provide Inken with a copy of everything related to your trip. Inken's contact information is:

Inken Purvis
ipurvis@ucar.edu
303-497-8643

Once you have approved your flight arrangements Inken will forward your request ID number to Cain Travel and a email invoice will be sent to you and to Inken. The delivery point for confirmations is:

UCAR FL4, Room 1258
3300 Mitchell Lane
Boulder, CO 80301
Attn: Inken Purvis X8643

Note: The ticket you are issued will be nonrefundable. We ask that you take care to avoid canceling, changing, or missing flights as doing so will incur rebooking fees. If the cancellation or modification is not due to illness, family/personal emergency or official airport cancellation, then you will be required to pay the rebooking fee, which is typically $100 on domestic airfares and $200 on international airfares.

More Choices for Rental Cars

F&A has negotiated more choices for car rentals when traveling on UCAR business. Avis, Budget, Enterprise, and National join Hertz as preferred rental car agencies for UCAR travelers.

The benefits of using contracted car rentals include:

Incidents involving loss, damage, or liability with contracted car rentals are handled by the rental car agency, usually without involving personal or other insurance, and with much less administrative effort.

See UCAR Rental Car Direct Bill Accounts for information.

Step 3: Submitting your travel request

Inken will review the information you sent--flight itinerary, hotel costs, rental car costs, etc. and submit the travel request for you. (Make sure you have provided copies of all arrangements and estimated costs to her promptly so this step can be completed on time.)

Step 4: After you return from your trip

Upon completion of your trip, please organize and review your expenses and submit your receipts to Inken. Be sure to include:

After receiving these items, Inken will complete your expense report and let you know to sign into Concur to submit the report. You should check to make sure everything's correct before you click Submit.

UCAR Travel will then review your expense report and send out a reimbursement check to you. Any personal expenses that were billed to UCAR during your trip, will be deducted from your reimbursement. Occasionally, personal expenses may exceed reimbursable and you would be required to send payment to UCAR.