Policy
For Domestic Travel:
Travelers who would like to travel by train/rail rather than by airplane must provide a comparison quote from either CBT or Concur showing the cost of the business-only airfare. Travelers can be reimbursed for the actual cost of their train fare, up to the cost stated on the business-only airfare quote. The indication that a traveler wants to travel by train and the comparison quotes should be included on the travel request submitted to the CIRES Travel Team. After the trip is approved, the train fare can be purchased with either a Travel card or a personal credit card. Travelers should keep in mind that if the Travel card is used and the train fare cost actually exceeds the amount of the business airfare quote, they will need to reimburse the university for the overage.
In the event that travelling via train requires additional travel days than would have been required if travelling by airplane, additional days of per diem (less any meals included in the train fare) can be reimbursed. However, travelers are encouraged to confirm with their supervisor/PI supporting the travel costs that the additional costs and travel time are reasonable and appropriate.
For International Travel:
Where travel by train is considered the most economical and/or practical method of travel, such as in parts of Europe, travelers may make their train travel arrangement without providing comparison quotes.
Receipt Requirement
An itemized receipt showing the actual cost of the train fare, taxes and all fees must be attached to the traveler's expense report. The itemized receipt must show a $0 balance, as proof of payment. The comparison quote from CBT or Concur showing the cost of the business-only airfare must also be attached to the traveler' expense report.