Arctic System Model Workshop

May 19-21, 2008 NCAR Center Green Boulder, Colorado

Travel Expense Reimbursement

If your travel and lodging is being funded by the International Arctic Research Center, please follow these instructions for claiming funds:

Keep all receipts and boarding passes during your travel

After travel is completed:

1. Original receipts: Attach airline boarding passes, airline passenger receipt, itinerary (showing payment), itemized hotel receipt, car rental, ground transportation and any other applicable receipts, regardless of amount

2. Non-reimbursable items: Items such as personal phone calls, laundry/dry cleaning, and hotel movies are not reimbursable.

3. Airline change fees: Change fees require prior approval. Change fees will only be reimbursed if itinerary changes are required for a work-related reason. Include a written justification with the Travel Expense Report.

4. Per Diem: Daily per diem will be calculated by the IARC Travel Dept. The food per diem rate for this workshop is $54. For each meal provided by the hotel (breakfast) or by IARC, your food perdiem will be reduced one quarter.

5. Mileage: A Car Mileage form must be completed if requesting mileage payment. The form is available here (PDF).

6. Please mail all receipts to:

Vicky Zins
International Arctic Research Center
PO Box 757340
Fairbanks, AK 99775-7340 USA

** Please include your mailing address for IARC to mail the travel reimbursement!!

Once we have received all your receipts, we will complete the Travel Expense Report Form (TER) for you and it will be emailed to you. You can reply to the email your approval for the expense report. TERs need to be submitted within 10 business days after all travel receipts are received.