Effective Date: January 1, 2025 (updated mileage reimbursement amounts).

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 and requirements 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. Campus offices and/or departments have the authority to institute additional restrictions to address and govern the unique needs of the campus or unit as long as they are more restrictive than those included in the table below.

Key Definitions

In-State Travel – Travel within the state of Colorado and immediate surrounding areas outside of the state that are a necessary part of a trip that is otherwise within Colorado.


Out-of-State Travel – Travel other than in Colorado and that is within the 48 contiguous United States, Alaska, Hawaii and the District of Columbia.


International Travel – Travel to any destination not considered in-state travel or out-of-state travel.


Travel Status – Travel for business, usually involving an overnight stay, that cannot reasonably be accomplished in under 12 hours; or travel to a University campus location (not considered the employee’s primary work location) that requires an overnight stay. For additional information on both travel and business mileage expense reimbursement see Calculating Reimbursable Mileage and Ground Transportation.

Exceptions

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

Accidents

Advances

Airfare Card

Air Travel - Private/Leased Aircraft

Airline Tickets - Upgrades/Seat Assignment Fees

Airline Tickets - Employees

Airline Tickets - Non-Employees

Airline Tickets - Cancelled Tickets

Airline Tickets - Internet Airfare Purchases Outside Concur

Alcoholic Beverages

Authorization to Travel

Baggage Fees

Camping Fees

Car Rental

Commercial Vehicle Rental

Concur Travel & Expense System (Concur)

Conference or Event Registrations

Currency Exchange

Expense System

Export Control Issues

Gasoline-Rental Vehicles

Ground Transportation

Group Travel

Incidental Expenses Per Diem

Internet Charges

Laundry

Lodging

Meals and Meal Reimbursement

Mileage (see also Ground Transportation)

Mileage Calculator

No Cost to the University

Non-Employee Reimbursement-International Form

Non-Employee University Travel

Parking

Passport Costs

Per Diem

Personal Travel

Personal Travel Credits/Reward Redemption

Personal Expenses

Personal Travel Combined with Business Travel

Rail Travel

Receipt Requirements

Shared Costs

Sponsored Projects

Supplies/Goods

Tax Implications

Telephone/Fax Charges

Tips

Toll Road Charges

Traffic Fines/Tickets

Travel Card

Trip Insurance

Vaccination/Medical Test

Visa Costs

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

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

Related Forms and Systems

Related Forms and Systems