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VSP Travel Request Form

The Transportation Security Administration (TSA) requires your full name, gender and birth date with every ticketed airline reservation. Please provide your name exactly as it appears on the government issued ID you will be presenting at airport security, e.g. Driver's License or Passport.

* required fields

SECTION A: All applicants must complete this section:

Traveler Information
Name exactly as it appears on picture ID shown to U.S. TSA
Please indicate the Conference/Workshop name if applicable.
International Travel

INTERNATIONAL TRAVELERS PLEASE NOTE: It is the policy of UCAR to comply with all export laws and regulations of the United States. International travelers need to know their responsibilities under export control regulations. Please read the guidelines found at this link and check the box below.

Conference/Workshop Details
Please enter the CIty, State, Country

Note: Lowest rates are almost always obtained when travel includes a Saturday night stay and tickets are purchased at least 14 days in advance.

If you choose "No", please proceed to Section B. After you submit Section B, we will create a travel authorization based upon your online travel request, sign it for you, have it approved and processed to travel finance. This must be completed before your departure date.

Section B: Applicants requesting UCAR travel funds must complete this section:

Means of Transportation

Domestic Travel
If you are using any other means of transportation not listed here, or of you want to make your own domestic travel arrangements and receive reimbursement, please contact Dan to discuss your options.

Due to the Fly America Act, we strongly recommend that you book all foreign business travel through Dan at our office. If you purchase your own ticket and for some reason it does not comply with the Fly America Act, you are financially responsible for that ticket. UCAR cannot reimburse you.

I. Airline Reservations
(If more than one in your area)
II. Ground Transportation

Rental Cars: UCAR has preferred rate agreements with Hertz, Avis, Budget, Enterprise and National car rentals. VSP will reserve these for you and they will be direct-billed. Direct billing is only available for domestic car rentals.

1) If UCAR books your travel and you use one of the rental agencies listed above, you are automatically covered by UCAR insurance for all domestic car rentals. UCAR cannot reimburse any additional insurance you accept from the rental agency. If you would like a copy of UCAR's current insurance card, please let us know and we will send the information to you.

2) If you are using a preferred agency rental car during personal time during your trip, charges will be prorated and the cost of any personal use will be deducted from your total reimbursement when your voucher is processed.

3) UCAR can reimburse fuel expenses for rental cars.

Personal Car: If you use your personal car to get to the airport, you can be reimbursed according to the government mileage reimbursement rate if you submit mileage with your receipts. If you choose to use your personal car for travel when the time/distance make air travel unnecessary, you must contact VSP to confirm that your plans comply with UCAR policy. There are fairly strict guidelines pertaining to use of slower means of transportation.

III. Lodging

Travelers must make their own hotel reservations and submit an itemized hotel bill for reimbursement. UCAR cannot reimburse for meals or amenities charged to the room. VSP can provide you with the OCONUS rate for the city you are visiting. You will, however, be reimbursed the actual cost of your hotel room. Please let us know if you will be staying with friends or relatives rather than in a hotel.

IV. Registration

Please pay the registration fee and obtain a receipt for reimbursement. Reimbursements can be made as soon as you submit your receipt to VSP.

V. Travel Advance

If you need an advance, the request must be received at least two (2) weeks prior to travel. A reasonable advance amount is usually the estimate of hotel expenses and per diem. Your VSP contact can suggest an amount. If your reimbursement expenses are less than the amount of the advance, you must pay back the overpayment and submit all receipts to reconcile the advance funds.

VI. Reimbursement

Please submit all receipts as soon as you return from travel. All travel should be reconciled within two (2) weeks of your return. Once VSP receives your receipts, a voucher will be completed and sent to you by e-mail or fax for your review, certification, dating and e-mail scan or fax return.