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CPAESS Travel Request - Employee

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.

Name exactly as it appears on picture ID shown to U.S. TSA
Please enter the name of the event, if applicable, otherwise please describe in detail your reason for travel.
If the event has a website, please enter the URL here

Please note: It is UCAR’s policy that personal travel days (any travel exceeding the duration of this meeting or event) may not exceed the number of business travel days. If you have plans to add additional days to your travel, please highlight this on your travel request so we can ensure that it is within policy.

This is required for you to submit the travel form.
Will you be working on or near a ship/vessel, diving, or participating in research/work at-sea during all or a portion of this travel?
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.

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 on Sundog.
Export Compliance
Is this travel request for INSURANCE PURPOSES ONLY (you are not requesting UCAR travel funds)?
Means of Transportation
I will be traveling by
I will need a rental car


It is required that you book all foreign business travel through CPAESS. If you purchase your own ticket, you are financially responsible for that ticket.

Airline Reservations
Please specify the airport.
Please specify the airport.
Preferred departure time
Preferred departure time for your return flight
Please specify the airport.
Please specify the airport.
Do you have any special seating requests?
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 CPAESS to confirm that your plans comply with UCAR policy. There are fairly strict guidelines pertaining to use of slower means of transportation.
Ground Travel Information
Train Travel Information
If you are purchasing your train tickets yourself, please indicate this in the "Additional Information" text box below, along with the estimated cost of the tickets.
Rental Car
Please reserve the following:
Car size:


  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. Please keep your receipts.
Rental Cars: UCAR has preferred rate agreements with Hertz, Avis, Budget, Enterprise and National car rentals. CPAESS will reserve these for you and they will be direct-billed. Direct billing is only available for domestic car rentals.
Travelers must make their own hotel reservations and submit an itemized hotel bill for reimbursement.  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.
Registration fees
Please pay the registration fee and obtain a receipt for reimbursement.
Travel Advance
Advance options
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 CPAESS 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.
If you are not set up for direct deposit, please enter the address where check should be sent.
Location is
Please submit all receipts as soon as you return from travel. All travel should be reconciled within two (2) weeks of your return. Once CPAESS receives your receipts, a voucher will be completed and sent to you by e-mail for your review, certification, dating and e-mail scan return.