PSC Procedural Statement: Travel

Effective Date: January 1, 2014

Introduction

This PSC Procedural Statement (PPS) sets forth requirements for authorizing University travel, determining travel expenses that can be covered by the University, and accomplishing the reconciliation and reimbursement process. Except as otherwise noted, these requirements apply to all individuals engaged in such travel, whether employees, associates, affiliate fiscal staff, or other individuals (including students and immediate family members) traveling on official university business. Travel expenses paid by the University must be incurred for official university business.

Procedural Statement

The table below outlines the expense reconciliation and reimbursement processes for University travel. The PSC has the right to request additional documentation or approvals for an expenditure when, in the opinion of the PSC, a specific expenditure warrants additional support.

Exceptions

Unless approved by the Assistant Vice President/Chief Procurement Officer, there are no exceptions to this procedural statement.

Procedures for University Travel

 

Accidents

Contact the appropriate campus Risk Management Office.

Advances

Air Travel

a. Aircraft-Private

Requires prior written approval from University Risk Management.

Contact Office of University Controller to determine if private aircraft use is allowable as a trip expense, or if it can be considered as a tax-deductible gift.

b. Aircraft-Leased

Contact PSC Purchasing Services at 303.764.3400. Use of leased aircraft requires prior written approval from Aircraft Section of Colorado State Patrol. At least 50% of the passengers must be members of the University’s official party.

c. Airline Tickets

All travel shall be completed using the most economical means available which will satisfactorily accomplish university business. Upgrades (including extended leg-room upgrades) and Business or First Class travel are allowed only with justification, e.g.: Cost Savings (avoid subsistence costs/lost productivity); Foreign Travel (continuous scheduled flight > 14 hours); Foreign Travel (security/sanitation/health exceptions); Necessary (accommodate a disability/special need).

For domestic travel by employees:

  • The traveler/travel arranger should either book tickets online using Concur Travel & Expense or work directly with the approved travel agency, Christopherson Business Travel (CBT). SpeedType must be provided in order to proceed with any booking.

For international travel by employees, and for domestic or international travel by non-employees:

  • The department should work directly with Christopherson Business Travel (CBT) as these types of travel cannot be booked through Concur. SpeedType must be provided in order to proceed with any booking.

Service fees are nonrefundable, even when ticket is not used/credited to traveler. Value of cancelled ticket will generally be preserved as long as new ticket is booked (or, for some airlines, as long as new trip is completed) within one year of original ticket issue date.

See also Internet Airfare Purchases.

d. Internet Airfare Purchases (outside Concur)

Employees who wish to purchase airline tickets on an external internet site (instead of booking through Concur Travel & Expense or through CBT) must first compare the full cost (including fees) of the outside site’s fare with the fares shown in Concur, and print the list of Concur fares (or, for international travel, reference the quote from CBT).

If total cost of the external internet site fare is less than the Concur/CBT fares, travelers can proceed with the purchase using a personal credit card. (Airline tickets are not allowed to be purchased on the Travel Card.) Attach itemized receipt/proof of payment and comparison quote printout to the expense report. The expense cannot be reimbursed until after the trip is completed.

Airport Baggage Check-In

Curb-side baggage check-in fees are allowable. Tips on this service are included in the Incidental Expense Per Diem amount and cannot be claimed separately.

See also Baggage Fees.

Alcoholic Beverages

Not allowable in general; only covered when part of an official function in accordance with APS Alcoholic Beverages Purchased for University Events and PPS Alcoholic Beverages Purchased for University Events.

Approved Travel Agency

Christopherson Business Travel.

This agency supports the University’s travel management system through Concur Travel and through its local travel agents. Contact information is on the PSC website.

Information from bookings made through Christopherson Business Travel or through the Concur Travel and Expense System is provided to the organizational unit, to the appropriate campus sponsored project office (if Fund 30/31), and to the designated officer of the University (if international travel).

Authorization to Travel

Traveler must obtain department approval prior to a trip. See APS Travel Authorization.

Baggage Fees

Allowable if bags are required for official university business; valid business purpose must be noted in expense report comments. Itemized receipt and proof of payment required for charge over $75.

See also Airport Baggage Check-In.

Camping Fees

See Lodging.

Concur Travel & Expense System

Online system, accessed through the portal, and composed of two parts: Concur Travel, and Concur Expense. Concur Travel is used for 24/7 booking of airline tickets, hotels, and rental cars.

Information from bookings made through Concur Travel or Christopherson Business Travel is provided to the organizational unit, to the appropriate campus sponsored project office (if Fund 30/31), and to the designated officer of the University (if international travel).

Concur Expense is used to reconcile Travel Card charges and to request reimbursement for University travel and non-travel-related expenses by employees and Regents. (Non-employees and students use the Non-Employee Reimbursement form to request reimbursement.) The traveler’s costs cannot be reimbursed until after the trip is completed.

Receipts are required as noted in this table for the specific item.

Reimbursement expense reports must be submitted within the designated time period to avoid tax consequences for employees (see Tax Implications).

Conference or Event Registrations

Traveler should use Travel Card.

If traveler does not have a Travel Card, or if registration is for another individual, use Procurement Card.

Currency Exchange

Cost of converting money is allowable when exchange rate/fees are documented (e.g., www.oanda.com/convert/classic) and included with reimbursement request. Currency calculation must be backdated to reflect actual date expense was incurred.

For personal reimbursements, the credit card statement showing a specific conversion rate may be used in lieu of the oanda.com rate.

Expense System

See Concur Travel & Expense System

Export Control Issues


If traveling to another country with equipment or information subject to export controls, contact your campus export compliance officer for advice:
http://www.colorado.edu/VCResearch/integrity/exportcontrols/index.html
http://www.uccs.edu/globaleducation/tripleadres/tlrexpcont.html
http://www.ucdenver.edu/academics/research/AboutUs/regcomp/Pages/RegCompContact.aspx
See also Laptops and Mobile Devices.

Gasoline-Rental Vehicles


Traveler should use Travel Card wherever accepted. Gasoline expenses not allowable for personal vehicles. See Mileage-Personal Vehicle.

Ghost Card


Travel Card account number used by approved travel agency and Concur Travel & Expense to cover cost of airline ticket/other common carrier ticket. Not used for vehicle rental, lodging, or other travel-related expenses. Charges on the ghost card are billed directly to campus organizational unit according to SpeedType provided at time of booking.

GPS (Global Positioning System) Device


Allowable rental if required due to complexity of official university business travel, e.g., driving to multiple sites in unfamiliar area. Business purpose need must be clearly documented.

Group Travel


Travel to the same location, for the same business purpose, by three or more employees or non-employees for official university business.

Incidental Expense Per Diem


Part of daily M&I (Meals and Incidental Expenses) per diem.
Used for personal telephone calls, miscellaneous incidental tips (e.g., bellhops, porters, and maids), and other miscellaneous items. May be claimed for each day of travel up to the limits specific to the geographic location. No receipt required.
For M&I rates by destination.

Internet Charges


Allowable during travel status if needed for official university business.

Intra-city Transportation


Transportation costs (shuttles, buses, taxis, etc.) at traveler’s destination, or between home/work location and airport, are allowable. Itemized receipt and proof of payment required for any single item charge over $75. Use Travel Card wherever possible (proof of payment not required for Travel Card transactions).

Laptops and Mobile Devices


When traveling to or from another country with these items, keep in mind that they are subject to confiscation. These items are subject to export control and the law may require that you have an export license to travel with these items, internationally.
See also Export Control Issues.

Laundry


Allowable if business trip lasts more than 14 days. Then, actual costs are allowable up to $5/week for domestic travel, and up to $20/week for international travel. (No receipts required.)

Lodging


a. Business/Commercial: Use Travel Card. Allowable to the extent of actual cost of reasonable accommodations. Department shall determine reasonable costs of the lodging based on the business needs of the traveler and the individual business trip.
Single-room occupancy rate must be indicated on lodging receipt. Itemized receipts required–for deposit as well as for balance due. If e-receipts are available from the supplier, paper receipts need not be attached to the expense report.

b. Camping Fees: Allowable as lodging expenses if paid to commercial campground or State/National Park. Itemized receipts and proof of payment required if over $75. Use Travel Card wherever possible (proof of payment not required for Travel Card transactions).

c. Deposit: Use Travel Card to issue payment directly to vendor. When reconciling charge on the expense report, identify it as a deposit. Itemized receipts required–for both the lodging deposit and the balance of the hotel stay.

d. Staying with Friends: Travelers who arrange private lodging (staying with friends/family) can be reimbursed up to $25/day for associated costs. (No receipt required.)

Meals and Meal Reimbursement


a. Meal Per Diem Part of daily M&I (Meals and Incidental Expenses) per diem.

Dollar limits for breakfast, lunch, and dinner, established by traveler’s destination. The meal per diem represents the maximum reimbursement allowed for eligible meals the traveler needs to purchase during the course of a university business trip. Meal reimbursement is not allowed if adequate meals are included with lodging, as part of conference/registration fees, or otherwise provided to traveler at no cost. Amounts in excess of meal per diem are not allowable unless part of a required official function. (Tips on meals are included in these amounts and cannot be claimed separately.) No receipt required. On days of actual travel, the final destination for the day determines traveler’s per diem rate all day. On the day traveler returns home, however, the city from which the traveler leaves determines the per diem rate.

On begin and end travel days, reimbursement cannot exceed 75% of the daily M&I per diem rate.

For M&I rates by destination.

If Travel Card is used for per diem meals, traveler must identify those transactions on the expense report as Personal. If Travel Card meal costs exceed per diem limits, traveler may need to reimburse CU (depending on total amount of reimbursable expenses). In this case, attach validated Cash Receipt form to expense report so that the reimbursement to the University is documented with the report.

b. Meals: Group Meals Expense type used by Athletics and other department s when a single individual is responsible for providing a team or group with cash so that team members may purchase meals. Also used when a single individual is responsible for purchasing food directly for the team or group. Note that per diem limits apply to group meals, i.e., the total cost of the group meal cannot exceed the total of the individual per diem amounts for that meal. Attach a list of group members to the expense report. All individuals must sign or initial this list.

c. Meals: Single-Day Trip If travel is wholly within a single day , meals are an allowable expense as long as the trip lasts 12 hours or more. Reimbursement cannot exceed 75% of the daily M&I per diem rate.

Mileage


a. Mileage-Personal Vehicle Allowable when in travel status:

  • For allowable miles driven beginning January 1, 2014, the standard reimbursement rate is $0.50/mile. (If the nature of the trip and road conditions require the use of a four-wheel-drive vehicle, the 4WD rate is $0.53/mile.)
  • For allowable miles driven January 1 – December 31, 2013, the standard reimbursement rate is $0.51/mile; the 4WD rate is $0.54/mile.

Allowable miles are those driven in excess of the normal round-trip commute to primary work location–regardless of type of transportation used for normal commute; mileage calculation guidelines.

b. Mileage vs. Airfare–Required Vehicle Usage Traveler will be reimbursed for actual mileage and other allowable travel expenses if vehicle travel is required due to nature of trip, items which must be transported during trip, or because multiple travelers make vehicle travel the lowest cost.

c. Mileage vs. Airfare–Traveler’s Option Requires department approval. Requires comparison quote printed from Concur Travel. Traveler will be reimbursed for actual mileage up to actual total flight cost (transportation to/from DIA, airfare, and destination ground transportation).

d. Mileage-Courtesy Car Allowable when in travel status, using specified rate. For allowable miles driven beginning July 1, 2008, the courtesy car mileage reimbursement rate is $0.18/mile.
Allowable miles are those driven in excess of the normal round - trip commute to primary work location – regardless of type of transportation used for normal commute; mileage calculation guidelines.

No Cost to the University


Regardless of who is paying for the trip, traveler must obtain department approval to travel. Traveler must reimburse the University for any travel-related expenses incurred by the University and ultimately paid by another entity.
For international trips that are no cost to the University,employee travelers must log their trip itinerary in iSOS:
Note that travel paid by an outside entity is permissible under Amendment 41 if:

  • The travel is for a legitimate official purpose;
  • The travel arrangements are appropriate to that purpose;
  • The trip is no longer than reasonably necessary to accomplish the business which is its purpose; and,
  • The employee who will be traveling is not currently, was not in the recent past, and will not in the reasonably foreseeable future, be in a position to take direct official action with respect to the donor.

Non-Employee University Travel


Travel by affiliate fiscal staff, associates, students, and other individuals is governed by these travel rules, except:

  • Non-employees cannot receive cash advances.
  • Sponsoring organizational unit is encouraged to arrange travel directly with Christopherson Business Travel (CBT) – or to enable the non-employee to arrange his or her own travel directly with CBT through use of the Non-Employee Travel Request form. However, non-employees can make their own travel arrangements.
  • Non-employees do not need comparison quotes from CBT in order to purchase their own airline tickets.

Note that Regents are considered employees for purposes of using the Concur Travel & Expense System.

Non-Employee Reimbursement Form


Used by non-employees (including students) to request reimbursement for University travel and non-travel-related expenses. (Employees and Regents use the Concur Travel & Expense System to request reimbursement. Students who are also employees may use either the form or the online system.) The traveler’s costs cannot be reimbursed until after the trip is completed.

Receipts are required as noted in this table for the specific item.

Parking


Allowable when it is a necessary part of the trip, e.g., parking at traveler’s destination, parking at the airport. All parking costing more than $75 (including multi-day airport parking) requires itemized receipt and proof of payment. Use Travel Card wherever possible (proof of payment not required for Travel Card transactions).

Passport Costs


Allowable if needed to enter a foreign country. Requires itemized receipt and proof of payment. See PPS Sensitive Expenses. Use Procurement Card when possible.

Per Diem


See Incidental Expense Per Diem (for incidental tips and miscellaneous items) or Meal Per Diem (for meals and tips on meal service).

Personal Travel


The University does not cover the cost of personal travel.

Personal Expenses


Expenses incurred for traveler’s personal benefit – e.g., magazines, athletic club fees, movie rentals, other entertainment – are not allowable.

Personal Travel Combined with Business Travel


Requires department approval. Only business-related cost of travel is allowable.

Exclude non-business days from the M&IE expenses on the Itinerary.

If air travel is involved, attach a comparison quote (printout from Concur Travel & Expense) to show if extended trip resulted in higher cost. If yes, the traveler is responsible for reimbursing the University for the difference in fare. (Attach validated Cash Receipt form to expense report.)

Rental Vehicle


Rent from rental agencies as noted in Concur Travel & Expense and on the PSC website.

Use Travel Card to receive insurance coverage benefits.

In most cases, traveler should decline all insurance. Liability insurance typically provided at no cost to traveler by rental agency when renting with corporate rates from contract rental agencies in the U.S. CDW (Collision Damage Waiver)/LDW (Loss Damage Waiver)/theft insurance provided at no cost to traveler by Travel Card when certain terms and conditions are met, details and exceptions. Some countries require traveler to purchase additional rental vehicle insurance; this cost is allowable if requirement for insurance is documented.

Traveler should obtain complete insurance information before the trip from US Bank online or at 1.800.VISA.911.

Itemized receipts and proof of payment required for reimbursement of car rental costs and rental car gas over $75.

If e-receipts are available from the rental car vendor, paper receipts need not be attached to the expense report.

Shared Costs


a. University and another Funding Source If not possible to separate charges and traveler needs to reimburse University for expenses covered by another entity, traveler writes a personal check pay able to University of Colorado and the organizational unit deposits this in the appropriate SpeedType. Costs should be documented on the expense report; attach validated Cash Receipt form to the report.

Note: the entity covering the trip costs can instead issue a check directly to the University of Colorado to reimburse expenses paid by the University. Attach validated Cash Receipt form to the report.

b. Employees Should not be combined. Each expense report should be a record of one traveler’s trip and one traveler with a Travel Card should not use that card to cover another employee’s trip expenses.

If two employees in travel status share lodging, each should pay her or his own portion of lodging and submit separate expense reports. If vendor cannot separate cost of shared lodging, one employee should pay total bill and identify the other employee in comments on the reconciling expense report, indicating whose lodging is included on that bill.

Reimbursements for meals (except during group travel) must be requested separately by each traveler.

Sponsored Projects


Travel using Fund 30/31 is typically subject to additional restrictions. Information on bookings made through Concur Travel or through Christopherson Business Travel is provided, as appropriate, to the campus sponsored project office.

Supplies/Goods


Use Procurement Card.

Can use Travel Card for incidental purchases associated with a trip.

Reimbursement of goods is limited to $5,000 and is further limited to commodities not covered by university price agreements (see Commodity and Purchasing Agent Listing) unless prompted by critical business need, i.e., unexpected/essential purchase that could not be deferred to normal business hours and business processes–this situation must be documented on the reimbursement request.

A personal payment for services, cash awards, donations, or study subject payments will not be reimbursed.

Tax Implications


Expense report and all supporting documentation must be submitted to the traveler’s approver within designated time period to avoid having employee reimbursement reported as income. (See PPS Business Expense Reimbursement.)

Note: For additional restrictions on submission timeframes when cash advances are involved, see PPS Cash Advances.

Telephone/Fax Charges


Allowable if for official university business. When using hotel services, these charges must be itemized. For additional restrictions on use of wireless telecommunications, see PPS Personal Technology and Telecommunications.

For personal phone calls, see Incidental Expense Per Diem.

Tips


Travelers can be reimbursed for reasonable tips (up to a maximum of 20% of service charge) given to ground transportation (e.g., taxi, shuttle) personnel. Reasonable tips allowed for courtesy ground transportation.

Meal service tips are included in the Meal Per Diem amount and cannot be claimed separately. Maid, porter, and bellhop tips are included in the Incidental Expense Per Diem amount and cannot be claimed separately.

Toll Road Charges


Allowable (if not part of daily commute).

Traffic Fines/Tickets


Not allowable.

Travel Card


Corporate liability card intended to cover travel costs associated with a University trip, such as lodging, ground transportation, vehicle rentals. Individuals who travel abroad on University business should indicate this on the card application form so that they receive the International version of the Travel Card.

For online card application.

To report a lost or stolen card, contact US Bank immediately at 1.800.344.5696 (outside U.S., call collect 1.701.461.2010).

Travel Classifications


a. In-State Travel Travel within State of Colorado and immediate area outside Colorado that is a necessary part of an otherwise in-state trip. Department approval required.

b. InternationalTravel Travel to any destination not considered in-state or out-of-state. Department approval required. Requires approval from the appropriate International Travel Approver; to obtain this approval, the Concur Travel & Expense System emails international trip information to the appropriate individuals.

For information about traveler’s destination country (including travel warnings issued by the U.S. Government), see international travel and travel.

c. Out-of-State Travel Travel other than in Colorado and that is within the 50 United States, including District of Columbia. Department approval required.

Traveler's Checks


Fees for traveler’s checks are normally allowable.

Trip Insurance


Requires department approval.

For rental car insurance, see Rental Vehicle.

US Bank VISA Card


See Travel Card above.

Vaccination


Allowable if needed in order to enter a foreign country. Requires itemized receipt, proof of payment, and evidence of requirements for vaccine/medicine. Charge for doctor’s office visit is not allowable.

Visa Costs


Allowable if needed to enter a foreign country. Requires itemized receipt and proof of payment . See PPS Sensitive Expenses. Use Procurement Card when possible.

Related Administrative Policy Statements (APS), PSC Procedural Statements (PPS)

  • APS Travel Authorization
  • Additional APS and PPS, as appropriate for the specific items listed, are referenced in the table of Procedures for University Travel, below.

Related Forms and Systems

Related Forms and Systems]