Complete Honorarium and Travel Reimbursement form for GSLL Visitors. Give completed form to Karen with all required documents.
Note: if your visitor would like the honorarium/reimbursement via a wire transfer, have them call their bank and get all the information necessary for a wire transfer. Visitor should email all this information to Karen (including Bank name and visitor's account number. There will be a $25 wire transfer fee.
Receive approval from the chair.
Visit the GSLL Events calendar to ensure the dates your visitor will be on campus doesn't conflict with other GSLL events. (Also check the events page on the GSLL webpage.)
If you have funding to pay for airfare, give the visitor the speedtype that you will be using to pay for airfare (see Karen for speedtype) and give Karen's email address to give to the travel agent as an approver (give your email address as well, if you want a copy of the itinerary). Have the visitor also give Christopherson Travel GSLL's department number (10237). Have the visitor contact Christopherson Travel directly to purchase the airline ticket. (University cannot pay for airfare for visitors coming with a tourist visa - see info above.)
Boulder per diem rate is $59/day. If you take visitor out for meals, that meal rate will be subtracted from the daily per diem rate (Breakfast=$13, lunch=$15, dinner=$26).
Lodging: Several hotels in Boulder give a discounted "CU rate". https://www.cu.edu/psc/preferred-hotel-program Note: hotels have a limited number of rooms available at the CU rate. When you make the reservation, tell them Karen will call with a travel card number. Please send Karen the reservation confirmation including the total amount due, and a speedtype you want the lodging charged to. If you book a room through Airbnb, you can charge to your travel card.
Room Reservation for Talk: Email Casey date, time and desired room capacity (also note if you need an AV or SMT room). Please let her know if you have any flexibility with the dates/times. Request a room reservation as soon as you know your event date.
Reception: UMC catering is required for events held in the UMC (and optional for events outside the UMC) http://www.colorado.edu/umc/events. You can contact UMC and order directly (ask Karen for speedtype to charge your order to). You should place your order with UMC at least two weeks in advance. Once you have ordered, send a copy of invoice to Karen. UMC will deliver food and pick up after event. If you decide to go with another caterer, you must use an approved caterer. (We’ve ordered sandwiches and continental breakfasts from Panera – they are good and deliver!). If you use an outside caterer, you are responsible for ensuring food, etc. is picked up after event. Note: some outside caterers (e.g.. Spice of Life) require you to sign a contract. All CU contracts must be reviewed and signed by the Procurement Center. Email the contract to email@example.com for approval/signature. All events in the UMC must be catered by UMC catering.
Meals: If you are taking the visitor out to meals, use your acard to pay for the meal. Alcohol cannot be paid for out of CU funds, so have any alcohol put on a separate bill. Faculty spouses/partners attending the meal should pay for themselves using a separate bill. Return itemized receipt to Karen along with a list of who attended the meal.
Faculty/Staff Buff Bulletins: Buff Bulletins can be submitted online: http://www.colorado.edu/bulletin/. You are limited to a max of 75 words (doesn't include title) and can also attach an image. Make sure you include a title and contact information (including GSLL’s webpage). All flyers and buff bulletins must be approved in advance by the chair.
CU/GSLL Events Calendar: Email Karen or Casey event information (including date/time/location) to be added to CU/GSLL’s online events calendar.
Posters/Flyers: Our student workers can design a poster/flyer for you event. Please give at least a week to design the poster. Email information you would like included on the poster to Karen.
If you cancel an event, make sure you have Karen or Casey cancel the event on the events calendar and send an email to GSLL notifying them of the event cancelation (assuming you sent GSLL an email notifying them of the event). Notify any email lists and/or students that you advertised the event with. Cancel the room reservation and put a note on the door on the day of the event noting that the event has been canceled.