Travel Guidelines and Rules for UNOLS
Moss Landing Marine Laboratories/San Jose State University Foundation
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UNOLS Travelers: Please click the link below to complete the online travel worksheet. Please click on this link to the Travel Worksheet. When you have finished entering your information, click the submit button. Kate will then complete a travel claim for you and e-mail it to you for your signature and mailing instructions. All attempts will be made to have your travel claim form completed and returned to you within the same day.
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Guidelines in MS Word |
Travel for UNOLS meetings, workshops and other official business will
be reimbursed by San Jose State University Foundation after approval
by the UNOLS office at Moss Landing Marine Laboratories (MLML). The
following rules and guidelines should answer most of your questions
regarding allowable costs and procedures. If not, please send an email
to office@unols.org or call 831-771-4410
(or to speak with Kate directly call (831) 771-4409.)
Travel expenses reimbursed by the UNOLS Office under the terms of the Cooperative agreement with the Federal Funding agencies must adhere to the Approved Federal Per Diem Rates unless specifically authorized for higher rates.
2007-2008 Federal Per Diem Rates effective 10/1/07 Includes a map that leads to per diem rates for each state (state tables include listings of lodging).
The UNOLS office will make every effort to book blocks of rooms at hotels and motels that fall within the approved federal rate for the area. The rates change by location and by season in some areas. The links above will lead you to tables set up by state that show the approved rates and provide lists of lodgings that meet those rates.
Except for federal employees, UNOLS travelers are not eligible for the GSA contracted airline rates. In order to keep travel costs within budget, it will be necessary for UNOLS travelers to make their best efforts to obtain lower airfares. Some of the factors that can reduce airline costs are to reserve flights early enough to get advance ticketing discounts, stay over Saturday nights when possible, shop airlines and destination or departure cities. As an example, flying in and out of Baltimore instead of National or Dulles can generate big savings. The UNOLS office or the SJSUF contract travel agent can work with you to find the best possible rates while still meeting the demands of your busy schedules. There are also several links on the web that can help you find the best fares and convenient schedules. Check our Travel Links page.
The SJSUF contract travel agent is Uchida Travel in San
Jose. They can help you make travel arrangements and can bill our account
directly for authorized UNOLS travel. Please tell them that you are
traveling for UNOLS with the name and dates of the meeting. If there
is any question they will contact us. The contact information for Uchida
is:
Uchida Travel
408-293-3399
uchidatrvl@aol.com
Ask for travel agent(s) Barbara Lyons or Le Nguyen
Please keep all receipts for travel expenses; you will be required to submit the receipts for all expenses except meals. Reimbursement method will be for actual lodging expense (up to approved per diem rate) plus meals and incidentals at the per diem rate. Receipts should accompany claims for rental car, parking and other travel costs. If you do not have a receipt, submit a signed memorandum with an explanation of the cost and the reason for not having a receipt.
Page updated 1/3/2008