Travel for the Rubin PCW 2022

For those Rubin Observatory 2022 Project and Community Workshop (PCW 2022) attendees being reimbursed with Rubin Observatory/AURA funds, all travel to the Rubin PCW 2022  must be pre-approved and entered into the AURA Reqless System. Please be advised reimbursable dates are for the PCW are August 7- August 13 only. Arriving and departing prior to or after those dates will be an out-of-pocket expense for which the traveler will be responsible (with the exception of air, if applicable). Before requesting travel, familiarize yourself with Vera C. Rubin Travel Procedure and the set of instructions below that applies to you.

When filling out your travel request, please make sure your estimated costs are as follows:

  • Hotel: Nightly rate at the hotel is $135.00/night (with tax =$154.00/night)
  • MI&E Per Diem: Marana, AZ
    $64.00/ full day; $48.00 travel day
    B= $ 14.00     L=$16.00     D=$29.00     Incidentals= $5.00 (included in incidentals are tips, laundry service, etc)
  • Taxi/ Shuttle: $250.00 roundtrip from Tucson International Airport (Diamond Transportation)
    See here for information on meetings point throughout the day on Saturday, Sunday and Monday
    Car rental is not a reimbursable expense for this meeting, unless previously approved and justified in the Travel Request.
  • Airfare and Personal Mileage: Depending on your personal location.
    Air travel to or from Phoenix (PHX) must be previously approved and justified in the Travel Request.

In general, please estimate a little higher than needed and always round up.

Once the travel request has been approved, the traveler shall coordinate their travel plans with the Travel Administrator, Erin Carlson.

Hotel Reservation Information 

At this time the Ritz Carlson @ Dove Mountain is over capacity. Please see below for other hotel options nearby.
Hampton Inn & Suites Tucson Marana
Fairfield Inn & Suites by Marriott Tucson North/Oro Valley
Holiday Inn Express & Suites Oro Valley-Tucson North, an IHG Hotel
La Quinta Inn & Suites by Wyndham NW Tucson Marana
Super 8 by Wyndham Marana/Tucson Area

Travel Request Manual- AURA Project Members

Non-AURA Project Members- no Reqless access

As many of you are aware, some of you do not have access to Reqless now. Please fill out the form below and submit to the appropriate person for TR submission:

            Travel Request (TR) Form- Non-AURA Project Members
            Regina Matter            SLAC and affiliates
            Nikolina Horvat         UW and affiliates
            Erin Carlson                Rubin and all others not metioned

Local Meeting Atttendees

If you would like to be reimbursed for local mileage (use map below), please be sure to follow the local meeting guidelines to submit a Travel Request.
Map from 950 N. Cherry to the Ritz Carlson Dove Mountain (approved claimed mileage only). 

Ground Transportation

Rubin has negotiated exclusive ground transportation with a local service from Tucson Internation Airport (TUS) to the Ritz Carlson Dove Mountain, and other area hotels, and back for all project members
If you are not a project member, but would like to use the arranged transportation, please call Diamond Transportation at 1.877.325.1990. Please reference our group name, PCW 2022, and they will add you to our manifest. They will collect payment at the time of the reservation. See here for information on return transportation.

Travel Expense Report (TER)

Instructions for claiming reimbursement. AURA project members only.

All final confirmations (flights, hotel confirmations, ground transportation) will be emailed to you by the Travel Administrator before or the week of July 25th.

If you have any other questions, please contact your subsystem manager or the Travel Administrator.