Rio Grande Travel will provide you:

Integrity, Professionalism, Trust

Travel Requests Requirements:

Before submitting your travel request, you must have prior approval from your department to attend this training.

You will be required to read and agree to the “Terms and Conditions”. Please read carefully as there is important information for travel requirements and will be enforced fully. Once agreed to these terms and conditions at the bottom of this page it will direct you to the travel request form.

Please contact your team traveling with you to coordinate travel before continuing the travel request.

[email protected]
844-247-0110 8:30am - 5:00pm Monday - Friday MST

EMRTC
TERMS AND CONDITIONS

Effective, 2023

PLEASE PRINT AND KEEP WITH YOUR RECORDS.

Please read these Terms and Conditions carefully before using or obtaining any content, products, or services through our web site, email, or toll-free number. Read this letter in its entirety to learn about the benefits and responsibilities associated with First Responder travel.

If you do not accept all of these terms, please email Rio Grande Travel at [email protected] and inform us that you do not accept these terms and conditions.

Cancellation Policy

You must make contact via phone 844-247-0110 to Rio Grande Travel during business hours (Monday-Friday 8:30am-5:00pm MST). Should you need to cancel outside of Rio Grande Travel's business hours you are to contact the after-hours number 800-331-6714 or the airline directly. You MUST cancel your flights reservations prior to flight departure. If your flight reservation is NOT cancelled prior to flight departure time, you are considered a NO SHOW and will be charged full amount of the airline ticket, plus 35.00 processing fee and a 4% credit card merchant fee within 2 business days of the class start date.

Once you cancel, you are responsible for contacting EMRTC to reschedule your training within 5 business days of your cancellation. The new class date must be within 90 days of your cancel date. If you are not able to reschedule at this time, you are individually, financially responsible for full payment of the airline ticket, $35.00 processing fee and 4% credit card merchant fee.

Airline Cancel Policy
When the airline cancels a flight, they will notate in the electronic ticket record. If your flight has been cancelled you have 2 choices: 1) Obtain a rescheduled flight from the airline at the time of airline cancellation and continue your trip or, 2)you may request the airline to refund the ticket to the form of payment on the ticket and discontinue your trip.

Missed Flight Policy

The airline policy strictly states that you must be at the boarding gate no less than 30 minutes before your scheduled flight departure time. Should you miss your original departure flight for any reason and the airline cancels the value of the airline ticket, you are financially responsible for full payment of the airline ticket, $35 processing fee, and 4% credit card merchant fee within 2 business days of the class start date. Rio Grande Travel and EMRTC will not be responsible for any re-scheduling fees.

Travel Request

Rio Grande Travel accepts your Travel Request as a purchase order for a pre-paid, non-refundable, round-trip airline electronic ticket and pre-paid rental car to meet the EMRTC Travel Requirements. The Travel Request may be submitted by a third-party but the traveler is responsible for complying with these Terms and Conditions.

Authorized Travel Days

Authorized travel days include departing the day before class starts and return the day class ends or after depending on schedule. Please use the EMRTC Letter as evidence that you need time off not the airline electronic ticket. Plan to depart very early in the morning the day before class starts and return late afternoon or evening the day class ends.

Deviations

ANY and ALL deviations from the standard class days and routing will result in the student purchasing the round trip ticket on personal credit card. Please advise in the “special request” area of the online travel form if you wish to purchase your round trip ticket yourself or if you would like a Rio Grande Travel agent to contact you 3 weeks prior to your class travel date to review flight options and obtain your credit card. Rio Grande Travel will supply you with an air travel quote for the class travel days that you will need to present to the school to work out reimbursement.

If you choose to do your own air travel and wish Rio Grande Travel to confirm a car for your class travel dates, please resubmit your form advising the time of pickup and drop for class travel days ONLY.

PLEASE BE SPECIFIC IN THE SPECIAL REQUEST AREA AS TO WHAT YOU ARE NEEDING RIO GRANDE TRAVEL TO PROVIDE YOU IN REFERENCE TO ALL DEVIATION REQUESTS.

Electronic Ticket Delivery

Your nonrefundable airline ticket is issued 2-3 weeks prior to class travel date. We highly recommend using a personal email address on the online travel form as we will be sending an itinerary to you electronically. When using company email address, we cannot guarantee your will receive your itinerary as it may be blocked. If you have not received your electronic ticket itinerary 2 weeks prior to class travel date, please contact our office at [email protected]. Not receiving the itinerary will not be sufficient to relieve you of any Terms and Condition herein.

Advance Seating Assignment Policy

Rio Grande Travel will confirm seat assignments on segments eligible for advance seat assignments. If not available, the airline may assign seats at the airport ticket counter. Should you elect to purchase advanced or preferred seats, Rio Grande Travel and EMRTC are not responsible for reimbursing any fee.

Ancillary Fee Reimbursement

Meals, Internet Access, pillows, blankets or alcohol will not be reimbursed

Late Arrival to Training Policy

In most cases the airline re-accommodates travelers during delays. If you are going to be late to class, you are responsible for contacting Rio Grande Travel so that we can contact the rental car agency and EMRTC.

Rental Car

Your rental car is pre-paid. You only need a valid driver’s license to rent the vehicle. You must be 21 years of age or older to rent a car. The rental car includes a loss damage waiver. EMRTC authorizes mini-vans for larger groups (3-4 per van). If you have a special request to travel other than what is stated in the Authorized Travel Days paragraph above, for example; pick-up the car earlier or drop-off the car later, you have two options: (1) you may use your personal credit card to pay for the total rental car charges and seek reimbursement from EMRTC or (2) you may pick-up or drop-off the rental car on the authorized days and arrange your own ground transportation. You are financially, individually responsible for extra rental days, car upgrades, additional liability coverage, fuel charges, GPS, toll-roads or moving violations.

Baggage

All airlines except Southwest Airlines charge a baggage fee. EMRTC will reimburse you for one airline baggage fee. You are responsible for presenting the original receipt to EMRTC.

Communication

The authorized forms of communication between you and Rio Grande Travel (Monday - Friday 8:30am - 5:00pm MST) include email ([email protected]), toll-free phone (844-247-0110), Emergency After hours (800-310-6714) Use ID#SA2ZA) local phone (505-768-7999) voicemail, website forms (www.RGTravel.com) Rio Grande Travel personnel provide written answers and options for your review and consent for the policies stated in these Terms and Conditions.

Force Majeure

Neither Rio Grande Travel nor you shall be responsible for delays or failures in performance resulting from acts beyond the reasonable control of either party. Such acts shall include acts of nature, riots, acts of war, or earthquakes. In the event of any occurrence, which a party considers a cause for delay or failure of performance, the party affected shall promptly notify the other party. You are responsible for contacting Rio Grande Travel by phone and email when one of these occurrences affects your travel.

Privacy and Confidentiality Statements

Your information is stored on secure web servers. Your information is not shared with any other party except the airline and rental car agency.

Disputes

Rio Grande Travel strives for efficient and effective products and services. If you are not satisfied, call Rio Grande Travel and ask to speak with the CEO. Should you have any questions or concerns regarding our service please contact, Tammy Ryan at (505) 245-9204 or email: [email protected].

Indemnification

You agree to defend and indemnify Rio Grande Travel and any Provider, and each of their respective officers, directors, employees and agents from and against any claim, cause of action or demand, including without limitation reasonable legal and accounting fees, in excess of the liability described above, in any action filed or commenced by any third party against Rio Grande Travel as a result of; (1) your breach of these Terms or the documents made part of these Terms by reference, (2) your violation of any law or the rights of a third party or (3) your use of our Site.

Limitation of Liability

Subject to applicable law, use of these products and services and its Content is at your sole risk. Services and Products made available to you are subject to conditions imposed by the Providers, including but not limited to tariffs, conditions of carriage, international conventions and arrangements, and federal government regulations. Providers who furnish products or services through our products and services are independent contractors, and not agents or employees of Rio Grande Travel.

IN NO EVENT WILL RIO GRANDE TRAVEL OR ITS PROVIDERS BE LIABLE TO ANY PARTY FOR ANY DIRECT, INDIRECT, SPECIAL OR OTHER CONSEQUENTIAL DAMAGES FOR ANY USE OF PRODUCTS OR SERVICES, THE ACTS OR OMISSIONS OF PROVIDERS WHO WHETHER BASED IN CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY OR OTHERWISE, THAT ARISES OUT OF OR IS IN ANY WAY CONNECTED WITH: (I) ANY USE OF, BROWSING OR DOWNLOADING OF ANY PART OF OUR SITE OR CONTENT, (II) ANY FAILURE OR DELAY (INCLUDING WITHOUT LIMITATION THE USE OF OR INABILITY TO USE ANY COMPONENT OF THIS SITE FOR RESERVATIONS OR TICKETING), OR (III) THE PERFORMANCE OR NON PERFORMANCE BY US OR ANY PROVIDER, OR (IV) ANY DAMAGES OR INJURY CAUSED BY ANY FAILURE OF PERFORMANCE, ERROR, OMISSION, INTERRUPTION, DELETION, DEFECT, DELAY IN OPERATION OR TRANSMISSION, COMPUTER VIRUS, COMMUNICATION LINE FAILURE, THEFT OR DESTRUCTION OR UNAUTHORIZED ACCESS TO, ALTERATION OF, OR USE OF RECORD, EVEN IF RGT AND THE PROVIDER(S) HAVE BEEN ADVISED OF THE POSSIBILITY OF DAMAGES TO SUCH PARTIES OR ANY OTHER PARTY.

If, despite the limitation above, Rio Grande Travel or a Provider is found liable for any loss or damage which arises out of or is in any way connected with any of the occurrences described in the limitation above, then Rio Grande Travel's liability will in no event exceed, in total, the sum of US $250.00. Some states do not allow the limitation of liability, so the limitations above may not apply to you.