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For reference: Ìý

Domestic Travel:

1. Make Glen Niccore, Randi Viola and Sara Preston travel arrangers and expense delegates in Concur.
2. Prior to booking your travel you must submit a ‘Request’ in Concur for travel.
   1. Estimated trip total should include hotel, air, car, and meals. It does not need to be exact.
   2. The segments tab needs to be completed with any layover cities.
   3. The request needs to be routed for approval to your supervisor first, and then to Sara Preston.
3. You are a CU employee andÌýmust book your flights withÌý(CBT). You can do this through
   1. Concur
   2. Phone
      1. Toll Free Phone: 1.855.462.8885
      2. Local Phone: 303.694.8744
   3. Email:Ìýcutravel@cbtravel.com
4. Hotel and rental cars can be booked through Concur, put on a CU Travel Card or on your personal credit card for reimbursements.
   1. FYI - Airbnb is allowed.
   2. Important Note: If your funding support is a grant, only theÌý can be charged to the grant.Ìý If your lodging goes over the per diem, the overage must be charged to a non-grant funding source. Please be sure to indicate all speedtypes when submitting receipts.
   3. If you are sharing the lodging expense with others please talk to CEAS FSC rep, Randi or Sara about how best to arrange that.
   4. If you are using a Travel card - no other employee’s expenses may be placed on this card.
5. Meals can be put on the CU Travel Card or on your personal credit card.ÌýImportant notes:
   1. The amount allowed in meals each day is set by the
   2. ATLAS does not cover flat per diems.ÌýWe require itemized receipts and cc slips for each meal.
      1. Itemized means we can see what you ate.
      2. NO ALCOHOL can be reimbursed or put on the CU Travel Card.
      3. No group meals are allowed - please pay for your meal separately.
      4. No tipping over 20%. CU will require a personal reimbursement for amounts over 20%.
      5. Please know that the GSA Per Diem is broken down per meal. If you are at a conference and breakfast and lunch are provided you are only allowed the dinner per diem amount for that day. In other words, you may not save your entire day’s worth of per diem for one very expensive meal.
6. Upon return please submit your receipts to the FSC using theÌý
   1. Please include ATLASaccounting@colorado.edu in the Department/Unit/PI E-mail box.
   2. You will need to enter your speedtype. (If you need additional assistance, please send us an email at ATLASaccounting@colorado.edu and we can let you know your speedtype.)
   3. You will be prompted to enter all of your receipts on one Asana request or use the bulk spreadsheet submission.
   4. We need an itemized receipt for EVERY expense.
   5. A list of allowable expenses can be found on the .

International TravelÌý

1. Make Glen Niccore, Randi Viola and Sara Preston travel arrangers and expense delegates in Concur.
2. Prior to booking your travel you must submit a ‘Request’ in Concur for travel.
   1. Estimated trip total should include hotel, air, car, and meals. It does not need to be exact.
   2. The segments tab needs to be completed with any layover cities.
   3. The request needs to be routed for approval to your supervisor first, and then to Sara Preston.
3. You are a CU employee andÌýmust book your flights with CBT. International flights can now be booked through Concur. You may use any of these:
   1. Concur
   2. Phone
      1. Toll Free Phone: 1.855.462.8885
      2. Local Phone: 303.694.8744
   3. Email:Ìýcutravel@cbtravel.com

**External internet airfares (purchased outside of Concur or Christopherson, on a personal card) willÌýNOT be reimbursed under any circumstances unless you meet one ofÌý exceptions -ÌýYou may NEVER use your CU Travel Card to cover flights.**

4. If your trip isÌýgrant funded you must adhere to the for your carrier.
5. Hotel and rental car can be booked through Concur, put on CU Travel Card or on your personal credit card for reimbursements.
   1. Airbnb is allowed.
   2. If you are sharing the lodging expense with others please talk to Randi or Sara about how best to arrange that.
   3. If you are using a Travel card - no other employee’s expenses can be placed on this card.
6. Insurance is required for International Travel. Once your airfare is booked by CBT, as an employee, you are automatically enrolled in CU provided insurance with GeoBlue.
   1. Before you travel outside your home country, you should prepare yourself by creating an account on theÌý.
   2. Please follow the prompts on the website and enter your University of Colorado issued email address for verification.ÌýYou must use your University of Colorado email address, or you will not be recognized as eligible for these resources.Ìý Once your email has been verified you will enter your personal information as well as theÌýUniversity of Colorado Membership Number 11BACAS000006.
   3. Through your account you will be able to sign up for health and security email alerts or review country-specific reports that will make you an informed traveler.Ìý Also, you may want to download the assistance app for consolidation of information and ease of contact in the event of an emergency. Travel guidance is accessible on the hosted website, through the app and/or is emailed to travelers booked through the university travel agency or who manually register their reservation directly underÌýMy Trips on theÌý.
   4. For international trips that are purchased by a third party or booked outside of Concur or CBT, the traveler will need to import the trip information into iSOS manually. Please contactÌýPSCTravel@cu.edu for assistance completing this import process.
   5. For additional guidance go toÌý.
7. Meals can be put on the CU Travel Card or on your personal credit card.ÌýImportant notes:
   1. The amount allowed in meals each day is set by the . ATLAS does not cover flat per diems, we require itemized receipts for each meal
      1. All receipts must be itemized, clearing showing a vendor, date, payment and items purchased
         1. Itemized means we can see what you ate
      2. NO ALCOHOL can be reimbursed or put on the CU Travel Card
      3. No group meals are allowed - please pay for your meal separately
      4. No tipping over 20%. CU will require a personal reimbursement for amounts over 20%
      5. If you are using a Travel card - no other employee’s expenses can be placed on this card.
      6. Please know that the GSA Per Diem is broken down per meal. If you are at a conference and breakfast and lunch are provided you are only allowed the dinner per diem amount for that day. In other words, you can not save your entire day’s worth of per diem for one very expensive meal.
8. Upon return please submit your receipts to the FSC using theÌý
   1. Please include ATLASaccounting@colorado.edu in the Department/Unit/PI E-mail box.
   2. You will need to enter your speedtype. (If you need additional assistance, please send us an email at ATLASaccounting@colorado.edu and we can let you know your speedtype.)
   3. You will be prompted to enter all of your receipts on one Asana request or use the bulk spreadsheet submission.
   4. We need an itemized receipt for EVERY expense.
   5. A list of allowable expenses can be found on the .

CU Employee Reimbursement

• You will need to submit all travel receipts and reimbursements through the FSC submission link for Travel Reimbursement. Reimbursements are processed just as your pay check would be and the funds will be deposited accordingly.
• Travel Card & Personal Reimbursement | Faculty & Staff | Â鶹ԭ´´
  • Pre-travel authorization is required for domestic and international travel.
  • Please identify the meal (breakfast/lunch/dinner) per diem that you are requesting.
  • Mileage reimbursement must include the dates and addresses from and to your destination. Please note, if travel day is on a normal commute day, your daily commute to the university will be deducted from your mileage request.
  • Alcohol will not be reimbursed. If you have a meal receipt with an alcoholic beverage, that expense will be deducted from your reimbursement.
  • Any tip over 20% will be adjusted on your reimbursement and you will be responsible for the overage.
  • All receipts must be itemized, clearing showing a vendor, date, payment and items purchased.
• FSC will process your reimbursement in 3-5 business days. When time allows, FSC tries to process those in 1-2 business day.

Purchasing

A few hard purchasing rules to know:

1. If you are using a Procurement Card (Pcard) you can not pay sales tax with the purchase. No exceptions. If you are using your personal credit card, sales tax is allowed.
   1. FYI - Amazon allows for a business account to waive sales tax if you are ordering for labs, etc.
   2. Your Amazon business account is allowed to get Amazon prime - but no personal prime accounts can be purchased.
2. Itemized receipts are always required, in addition to the credit card slip showing the tip amount.
3. Tipping over 20% is not allowed. CU will require a personal reimbursement for any overage.
4. If your non travel official function meal has fewer than 10 attendees we need the first name, last name, and title (PhD student, faculty, etc) for each person fed. Over 10 needs titles only (ie 5 Phd students, 2 faculty, etc)
5. Office supplies (paper, pens, ink, anything that is not reusable) must be purchased through the CU Marketplace. Please see the front desk for Marketplace orders.
6. Internet airfare is not allowed unless a quote from CBT is acquired first (please see above)
7. You may not use a Pcard at Costco or Sam’s Club (or any other ‘membership’ type of store). Personal cards are allowed.
8. You may not buy gift cards without prior approval from the Controller’s office. If you need gift cards please see Sara or Randi at ATLASAccounting@colorado.edu for instructions.
9. Please send reimbursement receipts within 90 days of purchase to theÌýandÌýATLASaccounting@colorado.edu. After 90 days, the reimbursement becomes taxable income to you personally.Ìý

Last updated 07/20/25