UNOLS Travel Worksheet
UNOLS Travel Guidelines

Note: This is not a secure form. If you have concerns about personal information being entered on this form feel free to contact Pam Thompson at the UNOLS Office at 401-874-6825 and she will take the required information via phone.

Peronal Information:

Traveler's Name:
E-mail Address:
Institution:

W-9 Form: UNOLS travelers are required to submit a W-9 form to the UNOLS Office in order to be reimbursed by URI. The form can be downloaded from the URI website at: URI W-9. This form can be faxed directly to the UNOLS Office at 401-874-6167.

Have you submitted a W-9 Form with URI?

Reimbursement Preference: Reimbursement is offered by check or by Automatic Bank Deposit (see Travel Guidelines).

Have you submitted an ACH Form to URI for reimbursement by Automatic Bank Deposit?

If you have not submitted an ACH Form, your reimbursement check will be mailed to the address on your W-9 Form. If you would like your reimbursement check mailed to a different address you must submit a new W-9 Form.

Meeting Information

Started Trip From:
Destination/Location of Meeting:
Dates of Travel (mm/dd/yy-mm/dd/yy):
Name of Meeting or Purpose of Trip:

Travel Expenses (Please include lodging/taxes for each night of your travel)

MM/DD/YY
From Location
Depart *Time*
To Location
Arrival *Time*
Lodging Rate (include tax)

*DEPARTURE TIME: The time that you departed HOME to begin your travel.
*ARRIVAL TIME: The time that you arrived HOME from your travel.

Note: If you are missing a receipt for something (such as a Metro fare), please write a short note of explanation and include what the cost was for and the amount. Then date and sign the note and send it along with all of your other receipts.

Per Diem Rate for meals & incidentals: The UNOLS Office will apply the local per diem rate for the travel location.
Click here to find rates for the meeting location (this will open in a new window).
PLEASE NOTE: PER DIEM REIMBURSEMENT FOR MEALS AND INCIDENTALS ON DAYS OF TRAVEL WILL BE AT 75 PERCENT OF THE TOTAL M&IE RATE FOR THE LOCATION TO WHICH YOU ARE TRAVELING TO.
Click here to see the breakdown of meals and incidentals.
Please include your airfare receipt and boarding pass (or itinerary with airfare coast) with your travel claim.
Expense Type
Amount
Date*
 Special Note
Airfare:
Airfare (second ticket):
Check here if prepaid by Short's Travel.
Total Baggage Fees:
 
Airport Parking:
 
Other Parking:
 
Taxis/Metro/Train/Bus:
Mode of transport (taxi, metro, train, bus, etc)?
Taxis/Metro/Train/Bus:
Mode of transport (taxi, metro, train, bus, etc)?
Taxis/Metro/Train/Bus:
Mode of transport (taxi, metro, train, bus, etc)?
Taxis/Metro/Train/Bus:
Mode of transport (taxi, metro, train, bus, etc)?
Registration/Other:
 
Rental Car:
 
Rental Car Gas:
Check here if prepaid by Short's Travel (Please provide receipt with travel claim).
*Use departure date for round trip air tickets
Private Auto Transportation
Date
From Location
To Location
Odometer Start
Odometer End
Private Auto Miles
$ = miles x 0.50
Please provide the following information about your vehicle:
Make/Model/Year of Vehicle:
License Plate #:
Auto Insurance Carrier:
Auto Policy Expiration Date:

Please provide any comments or explanation you think is necessary or include any questions below.

After you hit the "submit" button below, the UNOLS Office will then receive your information and we will e-mail you a completed Travel Expense Voucher. You will be asked to print out the travel form (not this worksheet) and sign it in the lower right-hand corner. Please then send the original form and all your original receipts to the address below. PLEASE DO NOT SEND IN YOUR RECEIPTS UNTIL WE E-MAIL YOU BACK YOUR COMPLETED FORM.

Mailing Address: UNOLS Office, Graduate School of Oceanography/Box 32, 215 South Ferry Road, Narragansett, RI 02882

Questions? Call 401-874-6825 or e-mail pam@unols.org.


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