layout University Affiliated Research Center - UC Santa Cruz - NASA Ames Research Center

Financial Resources: Forms

Travel
  Payee Setup Request (204)
  Travel Advance Request
  Post Travel Expense Form
  Mileage Log
  Moving and Relocation
  Travel Credit Card Application
  Trip Report
  NASA International Business Travel Advance Notice Form
 
Reimbursements
  Reimbursement Form (Direct Pay)
  Entertainment Form

Payee Setup Request (204)

Download Form

For receiving reimbursements made payable to vendors, which includes employees or companies, doing business with the UARC. All vendors must complete this form prior to receiving any reimbursements.

Instructions:
Complete form and submit to the UARC Finance office. For assistance with completing the form, please contact the Finance office.

Post Travel Expense Form

Download Form
Completion Instructions

For reimbursement of business-related travel expenses.

Instructions:
Original receipts for airfare, rental car, conference registration and lodging, as well as receipts for any other expense for $75 or more must be submitted with the completed Post Travel Expense Form to the UARC Finance office.

Travel Advance Request (TAR)

Download Form

For requesting either direct payment or early reimbursement for airline and/or conference.

Instructions:
For reimbursement prior to the conference, please complete the form and attach all pertinent information (website, dollar amount, necessary emails, etc). All TARs must have email travel authorization approvals. Fax all documents to the UARC Finance office at (650) 604-6850.

Mileage Log

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For logging miles driven daily in your personal car. To be used in addition to the Post Travel Expense Form.

Instructions:
An accurately complete form based on actual daily mileage must be attached to the Post Travel Expense Form. Post Travel Expense Form should show only the total amount, not daily charges.

Moving and Relocation

Download Form

For reimbursement of moving or relocation expenses, including pre-house hunting and storage charges.

Instructions:
All original receipts and other relevant documentation must be submitted with the Moving/Relocation Form to the UARC Finance office.

Travel Credit Card Application

Download Form

For frequent UARC employee travelers who prefer an alternative to using their personal credit card. This card can only be used for business-related travel for reimbursable expenses.

Instructions:
Complete form and submit it to the UARC Finance office.

Trip Report

Download Form

A brief, but detailed trip report of your accomplishments.

Instructions:
Complete form and submit with the Post Travel Expense Form to the UARC Finance Office

NASA International Business Travel Advance Notice Form

Download Form

All contractors must be documented in country clearance cables to the U.S. State Department, prior to foreign travel. The International Services Office at the NASA Ames Research Center is responsible for the submission and has instituted a specific form for contractors. The traveler must complete the form at least 3 weeks prior to the travel.

Reimbursement Form (Direct Pay)

Download Form

For payment made for non-inventorial tangible goods, when a purchase order is unavailable or not accepted by the vendor.

Instructions:
Original receipts and all other relevant documentation must be submitted with the Direct Pay Form to the UARC Finance office.

Entertainment Form

Instructions:
Please contact UARC Finance Office before incurring any entertainment expenses.

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