Travel Reimbursement

Thank you for joining us for PhD visit Day. We are excited to welcome you to our campus and hope you enjoy your visit. To make things as easy for you as possible please use this guide to ensure an easy trip.  

All purchases submitted to be reimbursed must be purchased by the invited PhD Candidate. Any purchases made by someone else will not be reimbursed. 

Receipts Are Required!

  • You must provide receipts for every purchase you need reimbursed. Receipts must fit the following criteria list below to be valid for reimbursement. If your receipts do not fit these criteria, you must work with the vendor to provide a valid receipt or a bank statement showing the purchase.
    • Vendor Name
    • Date of purchase
    • Description and quantity of each item purchased
    • Cost per item (if available)
    • Total cost of order (This must match the amount charged)
    • Cardholder name and/or card number
    • Flight receipts need to also have the traveler's name
  • Only cash or credit card payments will be reimbursed. DO NOT use the payment types listed below.
    • Venmo, PayPal and other third-party payment sites
    • Frequent flyer miles
    • Gift cards
    • Account credits
    • Travel Certificates 

Flights

  • We only reimburse domestic flights. Any requests for international flights will be rejected.
  • We will not reimburse flights that are not economy class seating.
  • Please avoid third-party sites like Expedia or Travelocity as they do not provide valid receipts for our finance team to reimburse you. It is best to book directly with the airline you wish to fly. If you do choose to book through a third-party vendor, you will need to provide a copy of your bank statement showing the purchase along with whatever documentation they send you. Without this you will not be reimbursed.

Driving / Car Service

  • If you plan on driving to CU, you must provide proof that it was cheaper to drive vs fly.
  • If tipping a Lyft or Uber driver it must be based off the base amount and not the additional fees that are often added on. Tips are not to exceed 20%. Any amount over 20% will not be reimbursed.
 

Reimbursement Forms

When submitting your reimbursement request you will use one of the two links listed below. The first link is strictly for US Citizens and the second is for international reimbursements.

US citizen reimbursements typically take 4 weeks to process through CU’s system, while international reimbursements can take 8 weeks (about 2 months). This process will take longer if you do not provide all the necessary documentation or provide invalid documentation. 

If you need help or have general financial questions, please email aerofinancehelp@colorado.edu