Host Lab Responsibilites

  • Oversee that travel arrangements
  • Oversee visit day shedule
  • Make dinner reservations, as needed
  • Arrange for a student to organize the afternoon lunch and see to it that the reimbursement policy is followed
  • Introduce speaker prior to start of seminar

It is recommended to assign specific people to certain tasks. If you are having difficulty completeing the schedule, labs may contact the Seminar Chair for the respective division for help recruiting volunuteers. 

Seminar Meal Budget

To download the department's meal policy, please click here

  • Breakfast with the speaker, optional: $15/person or $30 total, not including tip
  • Host lab lunch: $20/person or $100 total, not including tip
  • Dinner: $35/person or $150 total, not including tip

Alcohol Policy
The Department of Chemistry will not reimburse the cost of alcohol. Requests for exceptions to this policy, for example, in the case of a highly visible speaker, must be made to the Department Chair via email two weeks prior to the date of the seminar.

Reimbursement Policy

Host Lab

  • The host lab is responsible for purchasing the appropriate meals for seminar speakers. These meals must be purchased using a personal card (do not use your P-CARD) which are subject to the 20% pre-tax tip maximum. Tipping of any amount over the 20% pre-tax amount will not be reimbursed. 
  • It is best practice to submit the receipts for reimbursement within five (5) business days of the seminar. However, the time limit for submitting receipts for reimbursement must be made within 90 days from the date of the transaction. After 90 days, the reimburesment will not be accepted.
  • To be reimbursed, you must complete the FSC Reimbursement Request Form. Follow the instructions provided on the form and submit all required documentation to  CHEMFinance.
    • Required items include: itemized receipt, credit receipt, and a list of everyone present at each meal.
  • You must set-up the department accountant, Lauren Stockwell, as a Concur delegate. Lauren will then build your Concur report for you and notify you by email when it is ready for submission.

Seminar Speakers

  • To be reimbursed for expenses incurred during travell, you must complete the FSC Travel Reimbursement Request Form and submit all documentation to  CHEMFinance.
    • Local speaker: If the speaker drives their personal vehicle to CU, they can be reimbursed the mileage rate set by the State of CO, click here for current rate. The speaker will need to provide the starting and ending destination addresses, their arrival and departure dates, a contact email address, and a physical address for the check to be mailed to.
    • Non-local speaker: If the speaker arranges their own travel (i.e. airfare, parking, ground transportation, meals, etc.) they will need to provide itemized receipts for those purchases as well as a contact email address and a physical address for the check to be mailed to.
    • CU Boulder affiliates: No reimbursements will be allowed for CU Boulder affiliates