Travel Voucher Form Instructions

Please provide the following information on your Travel Voucher before sending it to your CPAESS contact person. If you have any questions, please contact your CPAESS staff contact person.

Please Note: All expense category totals appearing on the front of the form must be itemized on page 2 (Domestic) and page 3 (Foreign) of the form, in either the REIMBURSABLE TO TRAVELER section or the CHARGES TO CORP. section, whichever is applicable.

Also, all amounts must be in U.S. dollars. To get an exhange rate, please click here.

  1. Full Name
  2. Telephone number
  3. Home institution: place of business
  4. Complete mailing address: your check will be sent here
  5. Period covered: date started and date ended, inclusive of personal days
  6. Purpose of trip: meeting or conference name and location
    Example:  "Attend the IPCC Workshop, Boulder, CO"
  7. Itinerary
  8. Airfare: mark under CHARGES TO CORPORATION, if provided by UCAR. If any portion of your trip was foreign, mark total airfare amount in the Foreign portion of the appropriate column.
  9. Private auto: if you drove to/from (or both) the airport, record mileage here
  10. Per Diem:

    Domestic - both the first and last days of your trip are calculated at 3/4 of one day's M&IE per diem for your destination; full M&IE per diem for the remaining days in between.

    NOTE: Alaska and Hawaii have special M&IE per diem rates. Please contact your CPAESS contact person for the appropriate rate.

    Foreign - both the first and last days of your trip now are automatically 3/4 of the standard per diem of rate of $46.00 (effective 10/1/09); full M&IE per diem for your destination city (where you spent the night) for the remaining days in between.

  11. Lodging: summarize on pages 2 and 3 of the voucher, first in the appropriate section; must be receipted.

    If your room and tax charges were direct-billed to CPAESS, summarize on pages 2 and 3 of the voucher first (under CHARGES TO CORPORATION) then bring total to the front (under CHARGES TO CORPORATION); include your statement from the hotel, if you received one.

  12. Miscellaneous Expenses(taxi, bus, parking, business phone calls, etc.): receipts under $50.00 are not required, but all expenses -including phone calls- claimed must be itemized on pages 2 and 3 of the voucher.
  13. Other (meal/registration fees and honorarium): include original receipt(s) for meal and registration fees if more than $50.00 - complete portion on pages 2 (Domestic U.S.) and 3 (Foreign) of voucher in the appropriate section. No receipt necessary for honorarium (if applicable). CPAESS has this information.
  14. Car Rental: UCAR has preferred rate agreements with Hertz, Avis, Budget, Enterprise, and National for rental cars. These preferred agreements include primary loss-damage and liability insurance, negotiated discounts on rates, tax free status for UCAR, online reservations, coordination with Cain Travel, centralized electronic billing, and unlimited mileage.

    Please note: optional collision and third party liability insurance (LDW and LIS) for cars rented in the U.S. and Canada is a non-reimbursable expense and must be DECLINED. Optional insurance coverage should be accepted outside the U.S. If additional coverage is purchased by the travelers it is a personal expense. For international rentals, additional coverage should be accepted related to protection of the vehicle and occupants, and is reimbursable. Mark under CHARGES TO CORPORATION, if car was direct-billed to UCAR. Mark under REIMBURSEMENT CLAIMED if paid for personally.

  15. Total: total all expenses from 'REIMBURSEMENT CLAIMED' column
  16. Traveler Signature: make sure you sign and date the voucher!
  17. Social Security Number: for honorarium only (if applicable)


CPAESS CAMP Proposal Website

To submit a proposal to the UCAR Climate Adaptation and Mitigation Program (CAMP), please visit the
CAMP website


See CPAESS OpenSky Publications

NCAR/UCAR Metrics Database

CPAESS Contact Information


Shipping Address:
3090 Center Green Dr.
Boulder, CO 80301