Rio Grande Travel will provide you:

Integrity, Professionalism, Trust

Travel Requests procedures:

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

---

MxVRail/SERTC
TERMS AND CONDITIONS

Effective, 2022

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.

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 SERTC Travel Requirements. The Travel Request may be submitted by a third-party but the traveler is responsible for complying with these Terms and Conditions. Hotel reservations are the responsibility of the student. Follow your Reporting Instructions "Checklist for Hotel Reservations."

Authorized Travel Days

Authorized travel days include departing the day before class starts and return the day after class ends. Please use your SERTC confirmation 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 later afternoon or evening the day after class ends.

Deviations

Prior to Participant booking travel outside standard class days, WRITTEN APPROVAL FROM SERTC MUST BE RECEIVED BY PARTICIPANT. Contact SERTC at [email protected] requesting approval including:

1. Reason for travel deviation
2. Dates of travel requested
3. Include the change in routing in/out of the Participants city/state if applicable, or change in routing in/out of a city/state other than where the Participant resides. Provide complete explanation.
4. Include the change in method of travel (driving vs flying, etc.) if applicable.

Student MUST ALSO request and receive a Rio Grande airline price quote for standard days of travel. The student MUST ATTACH the airline quote to SERTC Travel Reimbursement form provided to the student on the first day of class.

(Once Travel Reimbursements are submitted to SERTC, the process may take up to six weeks).

Credit card payments may be due prior to receiving reimbursement. SERTC is not responsible for credit card fees or late fees for these purchases. Any and all additional expenses pertaining to the extended stay are the responsibility of the participant.

If the participant intends to drive verses flying, WRITTEN APPROVAL FROM SERTC MUST BE RECEIVED BY PARTICIPANT. Contact SERTC at [email protected] requesting approval.

Rental Car Deviated Travel:

Car Rental that is approved for deviated travel is to be booked by Rio Grande Travel, however, the Participant will be responsible for paying directly for their rental car.

The student MUST ATTACH Rio Grande airline quote and the rental car receipt to the Travel Reimbursement Form provided to the student on the first day of class.

The student is financially responsible for extra rental days, car upgrades, additional liability coverage, GPS, moving violations, and other expenses to be reviewed on an individual basis.

FOR ALL DEVIATED TRAVEL, the participant will be reimbursed for the lesser amount between the Rio Grande quote verses the student’s out of pocket rental car payment.

Electronic Ticket Delivery

Your airline ticket is issued 2 weeks prior to your start date and is NONREFUNDABLE. If you are unable to travel for any reason and once the ticket has been issued you are fully responsible to reschedule within 5 business days and pay any and all airline change fees, any additional airfare difference costs, and the $35.00 processing fee.

Cancellation Policy

If you cancel: (1) Contact Rio Grande Travel (2) Contact SERTC

You must make contact via phone 844-247-0111 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 800-310-6714 or the airline directly. Once the airline ticket is purchased, the Participant will have an unused, pre-paid, restricted, NON-REFUNDABLE, round-trip airline electronic ticket, with value in his/her name only and will be expected to reschedule the class within the year. The student will owe fees. You must also contact SERTC Administration at 719-584-0584 and send an email to [email protected] to notify them of your cancellation. Cancellations must be received in writing by SERTC, no exceptions. If the participant will not be rescheduling his/her training, he/she is financially responsible for FULL PAYMENT of the non-refundable airline ticket, plus the $35.00 processing fee.

Airline cancel:
When the airline cancels a flight, they will note such activity in the airline electronic ticket record. You are responsible for notifying Rio Grande Travel that the airline canceled the flight. You may have two choices: (1) Obtain a rescheduled flight from the airline at the time of airline cancel notification and continue your trip or, (2) You may request the airline refund the ticket to the form of payment on the ticket and discontinue your trip. If you choose to discontinue your trip, you must notify SERTC via email.

No-show Policy
You are issued a pre-paid, non-refundable, round-trip airline electronic ticket. If your flight reservation is not cancelled prior to flight departure time, you are considered a No-show and will be charged the full amount of the airline ticket, plus the $35.00 processing fee. SERTC may send an invoice to your home address, work address, and e-mail address for payment. When or if necessary, SERTC will send the invoice to a third party collection agency.

Re-schedule Policy

This policy applies to all students that have been issued airline tickets by Rio Grande Travel. Your airline electronic ticket may not have been emailed to you, but it may already have been purchased from your Travel Request submission. If you have not received an email with your electronic ticket Itinerary, please contact our office. Not receiving the Itinerary will not be sufficient to relieve you of any Terms or Conditions herein. You are responsible for contacting SERTC as soon as possible to obtain a new class start date, submit a new travel request and attend a SERTC course within the next next 6 months of your cancellation. If you do not attend the rescheduled class, you are individually, financially responsible for full payment of the airline ticket and the $35 processing fee directly to MxVRail/SERTC.

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 and the $35 processing fee within 2 business days of the class start date. Rio Grande Travel and SERTC will not be responsible for any re-scheduling fees.

Payment Policy

Your airline electronic ticket may not have been emailed to you but may have been purchased per your Travel Request. In accordance with the Cancellation, Re-schedule and Missed Flight policies above, MxVRail/SERTC may send an invoice to your home address, work address, and email address and when/if necessary, MxVRail/SERTC will send the invoice to a third-party collection agency.

Advance Seating Assignment Policy

In some cases the non-refundable, round-trip airline electronic ticket may not qualify for advance seating assignments. Therefore, the airline may assign seats at the ticketing counter. Should you elect to purchase advanced or preferred seating assignments, Rio Grande Travel and SERTC are not responsible for reimbursing any fee.

Ancillary Fee Reimbursement

Meals, internet access, pillows, blankets or alcohol, or any other personal charges, 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. You must also contact SERTC at 719-584-0584 to notify them of your late arrival.

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 does not include a loss damage waiver it is your responsibility to pay for any additional insurances from the car rental agency. SERTC authorizes mini-vans for larger groups (5-7 per van). Deviated travel request, SEE DEVIATED TRAVEL RULES. Please note that for rental car deviated travel, you are financially, individually responsible for extra rental days, car upgrades, additional liability coverage, GPS, moving violations, and other expenses on an individual basis. An invoice will be sent to your home address for those charges if necessary or they will be deducted from your Travel Claim Reimbursement.

Baggage

All airlines except Southwest Airlines charge a baggage fee. SERTC will reimburse you actual paid baggage fees, up to the maximum allowable rates, for these fees. If you are attending HERS, TCS, LMSTI, HWMDTST, or THMOST courses, the allowable baggage reimbursement amount is a maximum of $70.00 per round trip. If you are attending a FLE-RR course, or TCLUER, the allowable baggage reimbursement amount is a maximum of $160.00 per round trip. The original receipts must be submitted to SERTC along with the Reimbursement Form. (Effective date Dec. 2021)

Third-party Travel

In some cases you may want to coordinate your travel with a non-First Responder third-party. In those cases we strongly suggest that you purchase your own ticket and seek reimbursement from SERTC. Many students that want to coordinate with a third-party and do not reveal their intentions end-up highly disappointed because you will not get your ticket any earlier than stated in the Electronic Ticket Delivery paragraph above.

Small Airport

The First Responder Travel Request form lists major airports that are highly suggested for use. However, if you decide to choose an airport not listed, then you must be aware of the following risks: increased travel time, additional connections, excessive layover times, higher costs, increased delays, and cancels the airport.

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 844-247-0111, 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. Any verbal agreements stated by you or Rio Grande Travel are not bound by these Terms and Conditions. Rio Grande Travel customer support will refer to these Terms and Conditions during verbal conversations. We strongly encourage you to take the time to read 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. 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.

I have read and agree to the terms and conditions