Travel Policies and Procedures

The purpose of this document is to provide CISL staff with clear and easily understood guidelines for arranging all travel

After you have read the following information and you have questions, please contact your group’s Administrative Assistant (AA) or email cisl_admin@ucar.edu

  • Set up Concur Profile
    • For information on how to set up your Concur Profile and set your delegates and preferences. See Concur (Be sure to enter your home address to allow easy and accurate calculation of the “Personal Mileage” expense)
  • Travel Card (TCard)
    • CISL Management recommends staff use a TCard
    • TCard information page and TCard Application
    • You may also enter your TCard into your Concur Profile (NOTE: Airfare is always charged to UCAR Corporate Card)
  • Please review UCAR Travel Policy & Procedures prior to submitting a Travel Request Form
  • Please review CISL Policy & Procedures prior to submitting a Travel Request Form *Keep in mind the information below is designed to work together with the UCAR Travel Policy and is required by CISL Management:
    • Unauthorized Business Travel- Highly Discouraged. See 1. Travel Authorization
    • Employees may not authorize their own business travel
    • Travel Request Form is required to be submitted a minimum of 14 days prior to Domestic trip and 30 days prior to International trip (Best practice is 30 days prior to Domestic and 60 for International)
    • No monies are to be spent until Travel Request Form is approved
    • Travel Advance: Hotel and Per Diem if you do not have a TCard / Per Diem only if you have a TCard
    • Traveler is not to book own flight
    • Travelers are responsible for booking their own conference hotel or lodging within Per Diem Rates. See GSA Rates
    • No prepaid hotel / Only reservations
    • Rental car requests are not always approved: Cost comparison with public transportation/shuttle/taxi will be taken into consideration prior to approval
    • Adding personal time to your trip: Needs to be requested in the Travel Request Form and a Flight Comparison will be required and secured by your AA. See 2. Airline Travel / Personal and Family Expenses
    • Changes to your booked travel will increase the cost of the trip, so consider the impacts prior to doing so
      • If changes are made due to personal reasons, employee will need to pay out of pocket for those charges
    • If you have questions regarding a VISA, please view the Human Resources page
    • Expensing Travel: Please submit all business related receipts to your AA immediately upon your return for reimbursement and to close out the trip in Concur
      • Delegates will prepare your report, but you must submit

  • Submit Travel Request Form for any of the following reasons:
    • Local Training and Travel
      • This includes off site of UCAR/NCAR/UCP Boulder Campus locations that do not require an overnight stay.This includes Workshops, Conferences, Training's and being a Speaker
      • Online Training Courses
      • Both Paid Registration Fees and No Registration Fees
      • You will not be reimbursed for Personal Mileage to your off site location
      • You will be reimbursed for Parking Fees
    • In House Training, Conferences, Workshops for UCAR/NCAR/UCP Boulder Campus locations
      • This includes both Paid Registration Fees and No Registration Fees
      • You will not be reimbursed for Personal Mileage
    • When traveling to NWSC for In House Training, Conferences, Workshops, Team Meetings, Server Installations, etc.
      • Travel with overnight stay and/or flight
  • Once you complete the Travel Request Form and submit, it will route to your AA
  • The AA will then route via email for approvals prior to starting on your travel
  • Once the Travel Request Form is approved, your AA will communicate back to you and will put your trip information into Concur if necessary

  • Additional Information
    • Hotels for NWSC and Boulder: Little America (In Cheyenne, WY) and the Best Western Plus (In Boulder, CO) have a Direct Bill for overnight stays
    • If you are experiencing Concur issues, please submit a ticket with the Concur Help Desk