NWSC Travel

 

CISL guidelines for traveling to and from the NCAR Wyoming Supercomputing Center (NWSC), Cheyenne, WY

CISL guidelines are issued on various subject matters that require unique processing procedures or clarification beyond previously documented information. They are intended to enhance current administrative policies and procedures and to provide a consistent methodology for applying existing rules to various topics.

To ensure that the information contained in the various guidelines continues to apply to current operations, the guidelines are reviewed periodically and updated as needed.

Please see UCAR’s travel policy 5-7.  Please follow UCAR’s policies and procedures.  The following guidelines are for situations not necessarily covered by UCAR’s travel policy. 

http://www.fin.ucar.edu/polpro/section5/5-7.html

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Local Travel:

When private autos are used for business trips to destinations within 100 miles from the traveler's regular work location and no overnight stay is required, mileage is reimbursed but no per diem is paid. Travel during normal working hours between UCAR sites where shuttle service is available is generally not reimbursable.

A local mileage summary sheet attached to a Check Request is sufficient for a day trip.  An email from the traveler may be attached, but a mileage summary sheet needs to be completed.

GSA (Government Services Administration) vehicles are available for travel to and from other campuses.  You are encouraged to utitlize this resource whenever possible.  To coordinate this contact NWSC GSA staff.

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Overnight Travel:

A TA needs to be done for any overnight travel to Cheyenne.

Any day trip that turns into an overnight, needs a TA number assigned to the trip by 2pm on first day of travel. 

  • Traveler calls appropriate Administrative Support person to obtain proper approvals by 2pm on first day of travel.
  • Administrative Support person acquires TA number from on-line travel per usual procedure, and obtains all necessary approvals – supervisor/account key, Director.  An email should be sent to appropriate approvers explaining the need for the short notice travel.  Also informing them it is a rush, asking for immediate attention.  These on-line approvals need to be obtained on the same day, with date reflecting the first day of travel.
  • Administrative Support person makes necessary hotel reservation with one of the two hotels listed below.

Per diem will not be paid on single day trips.  If trip is overnight, per diem will be paid.

Lodging will be reimbursed if traveler stays at hotel.  If traveler stays at an employee’s residence or any other residence, a lodging allowance will be calculated at half of the daily per diem rate for Cheyenne. 

There two hotels in Cheyenne, all with negotiated rates.  Little America is associated with a blanket order for direct billing.  Candlewood Suites has negotiated rates, but no blanket order associated.  This means you will have to pay out of pocket for stay in this hotel. 

We encourage all to stay at one of these two hotels.

If traveler spends the night at the NWSC facility, no lodging allowance or per diem will be paid.

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 Cheyenne Hotel Information: 

The following hotels have negotiated rates and/or direct billing with UCAR for staff and visitors.

PLEASE BE ADVISED, THERE IS NO BLANKET ORDER FOR THE CANDLEWOOD SUITES.  ALL CHARGES WILL BE OUT OF POCKET AND REIMBURSED AT VOUCHER STAGE.  LITTLE AMERICA HAS A BLANKET AND CAN BE DIRECT BILLED BACK TO UCAR - NO OUT OF POCKET COSTS.

 

Candlewood Suites – Cheyenne     

http://www.ihg.com/candlewood/hotels/us/en/cheyenne/cysww/hoteldetail

 

2335 Tura Parkway, Cheyenne, WY  82001

Contacts are:  Josh Ziemann, Director of Sales; Josh.candlewoodsales@gmail.com

 

Ph: 307.634.6622; Fax: 307.634.2919

You can phone, email, or fax your reservation.  Be sure to mention UCAR when making the reservation to get the rate.

NCAR rates -

1-6 nights $100; 7-14 nights $90; 15-29 nights $80; 30+ $70

Get a cancellation number from the hotel to assure charges are not direct-billed.

Please be advised, this hotel does not direct bill UCAR.  This is out of pocket at time of stay, but reimbursed at the voucher stage.

 

Little America Hotel – Cheyenne    H11-74330 (blanket order number)

http://cheyenne.littleamerica.com/

2800 West Lincoln Way
Cheyenne, WY 82009

Contact Brooke Taylor

Ph:  307.775.8445

Fax: 307.775.8425

Rates range from $90 to $104/night.  When making a reservation tell them this is for direct-bill to UCAR and its tax exempt.

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