CCAR Travel Policies

All domestic and international travel must be approved prior to booking a trip. Please use aÌýÌýfor all domestic and international travel requests. You will need to enter your Request ID to finalize your international reservation.

Planning an international trip in the next six-twelve months?Ìý

  • Check passport and other document requirements now. Many travelers are experiencing significant passport delays.Ìý
  • For information on passport processing, including expedited services, see theÌý, and the CIBT links on ourÌý.

Use the Concur Travel & Expense System (Concur) to book domestic andÌýÌýtravel and to process expense reports. Use the University's travel management company, Christopherson Business Travel (CBT), to book group travel; you can also use CBT for individual domestic and international bookings if desired.Ìý

You may only purchase your own flights if the flight is not available on Concur or through the travel agent, or if the flights provide significant savings.Ìý

  • Purchasing airfare on a personal credit card is only allowed provided you have obtained a comparison quoteÌýof the airfare through Concur for domestic travel or through CBT for international travel prior to your trip.Ìý
  • The comparison quote must be for the exact same dates andÌýtimeframe as your quote for the internet airfare. If the total cost of the external site fare (including fees) is less thanÌýor equal to the Concur/CBT fare, you are allowed to purchase using a personal credit card. The comparison quote must be obtained prior to the actual purchase and must be retained to be submitted with your reimbursement report.Ìý See the full for more informationÌý

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For further questions, please contact CCARFinance@colorado.edu.Ìý

Booking Travel

All domestic and international travel must be approved prior to booking a trip. Please use aÌýÌýfor all domestic and international travel requests. You will need to enter your Request ID to finalize your international reservation.

As an employee, you can book your domestic andÌýtrips through theÌýÌýor through aÌýÌýtravel agent.

Airfare is charged to a central card (ghost card) and reconciled by the PSC. Airfare will need to be reconciled in Concur once you return.Ìý

If you have not already done so, please work with CCAR FinanceÌýto obtain aÌýÌýto facilitate payment of your other travel-related expenses.

For additional information, please visit the Infrequent Traveler links below:

  • Booking Travel: https://www.cu.edu/psc/training/booking-travel/concur-how-booking-travel
  • International Travel:Ìýhttps://www.cu.edu/psc/international-travel-employees

If your travel includes personal travel, please contact CCAR Finance prior to booking, as there are additional approvalsÌýand proof of cost that are required.ÌýÌý

For further questions, please contact CCARFinance@colorado.edu.Ìý

Keep itemized receipts andÌýproof of payment for all single-item charges, regardless of the amount.Ìý These items might include:

  • Rental car/ gas
  • Itemized hotel billÌý
  • Official function meals with itemization and tip no larger than 20%
  • Transportation chargesÌý
  • If driving a personal vehicle, the traveler should keep track of the mileage driven.
  • Conference attendees should retain the conference schedule in order to document whether or not meals were provided.

Receipts are not required for Per Diem.Ìý The Per Diem rate is calculated based on the travel destination. If travel is wholly within a single day, meals are an allowable expense as long as the trip lasts 12 hours or more.Ìý Reimbursement cannot exceed 75% of the daily M&IE per diem rate. If each travel day is not 12 hours or more, per diem is not allowable.Ìý

As mentioned, since meals are paid via GSA per diem, receipts are not needed for meals in travel; however, please provide receipts forÌýall otherÌýtravel expenses. CU OCG Guidelines require that the department “ensure proper documentation exists and is retained to support the appropriateness of all sponsored project expenditures. This documentation responsibility is required regardless of dollar amount."Ìý

For further questions, please contact CCARFinance@colorado.edu.Ìý

Add the appropriate expense delegate to help you start your travel reimbursement.Ìý Please add all CCAR Finance Staff.ÌýÌý

FillÌýout theÌýTravel Reimbursement Form and submit it along with your itemized receipts.ÌýÌýPlease include justification for all items. Instructions for how to complete Travel Form can be found here.ÌýÌý

Airfare will be reconciled as part of your travel reimbursement request.Ìý If that is your only expense, we will still need to create a request.Ìý

*Receipts are not required for Per Diem.Ìý The Per Diem rate is calculated based on the travel destination. If travel is wholly within a single day, meals are an allowable expense as long as the trip lasts 12 hours or more.Ìý Reimbursement cannot exceed 75% of the daily M&IE per diem rate. If each travel day is not 12 hours or more, per diem is not allowable.Ìý

As mentioned, since meals are paid via GSA per diem, receipts are not needed for meals in travel; however, please provide receipts forÌýall otherÌýtravel expenses. CU OCG Guidelines require that the department “ensure proper documentation exists and is retained to support the appropriateness of all sponsored project expenditures. This documentation responsibility is required regardless of dollar amount."Ìý

To avoid IRS implications, the Concur Travel Office must receive the expense report within 60 days of the trip end.

For further questions, please contact CCARFinance@colorado.edu.Ìý