Logistics Q&A

What do I need to know regarding reimbursements?

• A Cain Travel agent should have contacted you to prepare an itinerary for your review. Upon your approval, the airline ticket and hotel (room and tax only) are billed directly to UCARs corporate account.
• Reimbursement for any other applicable expenses (baggage fees, personal mileage) will occur after the end of your trip. Please keep your receipts for these items as you will be scanning them and returning them upon completion of your travel.
• UCAR policy only requires receipts for expenses $50 and over. Simply document the amount, date, vendor, and location for items less than $50.
• Taxis, shuttles, Lyfts, Ubers and public transportation will be reimbursed as well as home airport parking charges.
• Rental cars will not be reimbursed.
• Breakfast and lunch will be provided for you, and you will receive per diem to cover dinner and incidentals; there is no need to retain meal receipts.
• UCAR requests that you submit the documentation within two (2) weeks of the trip’s end. 

*Note to federal employees:  It is expected that you follow your agency’s guidance when it comes to travel.  For most federal employees, traveling to this workshop as part of the scope of your job will mean that your agency covers the cost of your travel.  Federal employees should check with their agency before accepting travel costs from UCAR.

Where am I going and who do I contact for questions?

Atlanta, GA

 Hyatt Regency Atlanta

Plenary Room: Hanover C-G

265 Peachtree Street NE, Atlanta, Georgia 30303

Contact: Heidi Allen allenh@ucar.edu

Austin, TX

Hilton Austin

Plenary Room:  Salon DE, 4th floor

500 East 4th St., Austin, TX 78701

Contact: Michelle McCambridge mmccamb@ucar.edu 

San Diego, CA

Wyndham San Diego Bayside

Plenary Room: Harborside

1355 North Harbor Drive, San Diego, CA 92101

Contact: Tammy Kepple tkepple@ucar.edu