- Complete a Travel Authorization form and get approval from your faculty advisor, even if CU is not paying for the trip. This is required for both domestic and international travel. International travel also requires a pre-trip approval via Concur. Faculty are exempt from completing the Travel Authorization form for both domestic and international travel but still must complete pre-trip approval via Concur.
- Pay any conference registration fees on a department procurement card or pay out-of-pocket and request reimbursement within 90 days. If no one in your lab has a procurement card, see a member of the finance team to pay on your behalf.
- Book your flight, hotel and rental car using Concur or Christopherson Business Travel.
- For airfare, use of Christopherson Business Travel includes a $20 processing fee. If you would prefer booking through a third-party site or via the airline, you may do so only after obtaining a comparison quote via Concur or Christopherson to demonstrate you got the best rate. Do not use a procurement card or travel card to pay for airfare. If traveling with grant funds, make sure you understand the Fly America Act and how it impacts your trip.
- For hotel and rental car, using Concur will just be a reservation. You will need to pay out-of-pocket for your final bill and request reimbursement upon return. (If attending a conference, you may need to book directly through the event's site to get the discounted rate.) Do not use a procurement card to pay for this. If you have concerns about paying out-of-pocket, please see a member of the finance team to determine if they can put this on a department travel card or apply for a travel card for you, depending on the situation. If using a travel card for your rental car, decline insurance but check all the rules by calling 1-800-VISA-911.
- If you need to change your reservation, contact Christopherson to ensure you understand what fees may be involved.
- Determine the per diem rate for your travel destination (look for M&IE Breakdown on left side of page). This will be the maximum you'll be reimbursed per day for meals and incidentals. Keep this in mind while you are traveling to ensure you don't overspend, as you won't be reimbursed above the cap. Keep in mind that you are eligible for only 75 percent of the per diem daily rate on travel days.
- If you plan to pay for a group meal (meal with CU colleagues and/or external colleagues), discuss this with the finance team before you travel to ensure this will be allowable. No alcohol is allowed on group meals.
- If you plan any personal travel with your business travel, speak with a member of the finance team before you make your plans.
- Airport travel and parking is available at a discounted rate. Your RTD EcoPass includes free rides to/from DIA. Discounted airport parking is available at select vendors.
- While traveling, pay for all other expenses (parking, taxi/bus/Uber, baggage check costs, tolls, etc.) out-of-pocket and keep your receipts.
- Only the most economical airfare is allowed. If you need to upgrade due to a medical condition, please note the justification.
- When you return, submit all travel-related documentation to a member of the finance team for expense report preparation. Documentation includes an approved Travel Authorization (if you haven't already provided this) and receipts for lodging, parking, transportation, etc.
- If any meals were provided to you during travel, report this so that your per diem can be adjusted accordingly. If you paid for any meals on a travel card, your per diem will be reduced accordingly.
- If a third party is providing any financial support for the trip, communicate this to the finance team to adjust other expense items accordingly.
- If you are requesting mileage reimbursement, the standard reimbursement rate is $0.535 per mile (as of Jan. 1, 2017). Allowable miles are those driven in excess of the normal round-trip commute to primary work location, regardless of the type of transportation used for your normal commute. Learn how to calculate allowable miles.
- If you traveled internationally and paid out-of-pocket for expenses, the exchange rate is backdated to the date of the expense to determine the reimbursement amount. Use the currency converter to determine the reimbursement amount.
- Receipts are required for all single transaction expenses $75 or greater. The only exception is for official functions (meals with multiple people), which always require a receipt.
- If you had any personal travel, you may need to reimburse CU for a portion of the expenses. Talk with a member of the finance team about your specific situation.
- For seminars and faculty/graduate recruiting, a member of the finance or administrative team will make the travel arrangements.
- For undergraduate non-employees, third-party visitors to labs, etc., please talk to the finance team before the travel occurs.
- Use the non-employee travel form to make travel arrangements or contact Christopherson Business Travel.
- Reimbursements for out-of-pocket expenses should be processed using the non-employee reimbursement form with approval from the finance manager.
Personal Travel with Business Travel
- Provide a comparison of the business portion of the trip to combined travel. If the cost is greater for combined, the traveler may owe CU the difference. Speak to a member of the finance team before you make your travel arrangements to confirm.
More questions? Contact the finance team
Lauren Miremont, 303-492-2437
Andrew Schmidt, 303-492-2188