Center
for Adaptive Optics Spring Retreat 2007
Transportation and Reimbursement Information
Directions: To the Center for Adaptive Optics Building from...
AIRPORT TRANSPORTATION
This airport shuttle is the only transportation method CfAO will reimburse for US Grads & PostDoc attendees who are flying in; for other airport transportation arrangements you need prior approval from cfao@ucolick.org.
Call the Santa Cruz Airporter at 800-497-4997 to make shuttle transportation arrangements from either the San Francisco Airport or the San Jose Airport. YOU WILL NEED TO MAKE RESERVATIONS AHEAD OF TIME! Advanced roundtrip reservations are required. Mention that you are attending a conference at UCSC and would like the conference rate.
Car Rental
If you are renting a vehicle, please choose from the following companies:
Advantage Rent-A-Car: 1-800-777-5500
Alamo Rentals: 1-800-462-5266
Avis Rent A Car: 1-800-331-1212
Budget Rent A Car: 1-800-527-0700
Enterprise Rent-A-Car: 1-800-261-7331
Hertz Corporation: 1-800-654-3131
National Rental, Inc.: 1-800-227-7368
Hotel Information
Comfort Inn: 831-426-2664
Best Western: 831-425-4717
Ocean Pacific Lodge: 831-457-1234
Mission Inn: 831-425-5455
Reimbursement Information
We will reimburse you for your travel costs. For those flying: we will reimburse round trip airfare within the USA and the cost of ground transportation from the airport to Santa Cruz. Participants who are not car-pooling should take the Airport Shuttle (see description of Airport Shuttle above). For those driving: we will reimburse 48.5 cents per mile, up to the cost of airfare.
Flight ticket reimbursement requirements: No international tickets will be reimbursed, except by prior approval from cfao@ucolick.org. You must fly on a US carrier. You are expected to find the most inexpensive flight.
Ground transportation reimbursement requirements: You will not be reimbursed for car rental expenses unless you carpool with at least 2 additional people to share the expense. Please see "Airport Transportation" below for details on the approved airport shuttle service.
Car travel reimbursement requirements: Car travel is reimbursed at the rate of $0.485 per mile, not to exceed the cost of same distance air travel.
Reimbursement forms will be available at the Retreat. Remember to include all original receipts when you turn in your reimbursement forms. We will have someone available at the Spring Retreat to answer any questions you may have.
NO TRAVEL PACKAGE DEALS WILL BE ACCEPTED
MUST PURCHASE AIRFARE, GROUND TRANSPORATION, HOTEL, ETC. SEPARATELY. Retain all required itemized receipts to submit with your travel reimbursement request.
- Itemized receipts are required for reimbursement of airfare, lodging, rental cars, etc.
- Electronic receipts are acceptable as long as the detail provided is sufficient to substantiate the expense.
- Reimbursement of ticket-less or e-ticket airfare expenses require that the traveler submit a copy of the itinerary, a written receipt obtained at the airport, or a passenger receipt coupon.
- A detailed lodging receipt (folio) must show itemized expenses in order to ensure that valid expenses are reimbursed. If lodging is purchased via the web, include supporting documentation obtained at the time of purchase.
- Photocopies of receipts are not an acceptable substitute for original receipts.
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