Did you know? Itemized receipts are required as proof of payment. Mileage rates cover operational expenses (e.g. fuel, maintenance, and insurance, etc.) If you need to rent a vehicle using a state approved rental agency, ensure liability insurance coverage. Book your airfare through a CSU approved Travel Agency. Personal travel should not be combined with business travel, unless unavoidable. Frequent travelers should apply for a State Travel Card. Students are required to register with the Office of Education Abroad prior to international travel. Travel should be completed using the most economical means available.
Questions? Contact us at ebo@engr.colostate.edu
*Requires ENGR credentials and GlobalProtect connection
If traveling within the state of Colorado (and without an advance or airfare), a pre-trip authorization request is not required. Please submit a post-trip reimbursement request when your trip has concluded.
If you are a student traveling internationally, you will need additional approval from CSU’s Department of Education Abroad.
Non-employees/guests without ENGR log in credentials should contact ebo@engr.colostate.edu for instructions
When making accommodations, choose the most economical option.
If your trip includes personal travel, you will be reimbursed for the business portion only.
If traveling as a group, each traveler who plans to claim a reimbursement must submit their own pre-trip request.
The approved travel agencies are listed below. Notify the agent you are traveling on behalf of the Walter Scott Jr. College of Engineering and they will send your tentative itinerary to the Engineering Business Office at ebo@engr.colostate.edu for booking.
Other accommodations (e.g. lodging, rental car) should be purchased with a CSU Travel Card or personal payment and will be reimbursed after your trip has concluded.
If your trip will include personal travel, you must arrange and purchase your own airfare. You must also provide a comparison quote for the business only portion of travel (via travel agency or internet screenshot).
Upgraded airfare requires written approval from Mark Ritschard (WSCOE Business Officer). Premium economy airfare is allowable when in-air time exceeds five hours (CSU Financial Rules 5.15.2). Business class is allowable when in-air time exceeds fourteen hours (CSU Financial Rules 5.15.4).
- If traveling on sponsored funds, coordinate your upgrade approval through Research Business Operations.
- Upgraded airfare accommodations for health reasons must be approved by the Office of Equal Opportunity.
Vehicle rental must be booked through a State Approved Rental Agency
- Provide the respective discount code when making your reservation to ensure liability insurance coverage (see below)
- Elect insurance according to this matrix. Off-road usage is NEVER covered by any insurance.
Personal Travel
Personal travel not be combined with business travel unless unavoidable. Only the business-related cost of travel will be reimbursed. Contact ebo@engr.colostate.edu with questions.
Non-Employee or Guest Travel
A traveler profile is required for all for non-employees or guests traveling on behalf of CSU.
The traveler profile form must be emailed to ebo@engr.colostate.edu prior to departure.
No-Cost Travel
If out-of-state/international travel is involved, the traveler must request travel authorization regardless of who is paying for the trip.
CSU Travel Card
Frequent travelers should apply for a joint liability State Travel Card. For more information, please contact Joe Fattor, Business Operations Manager, at joe.fattor@colostate.edu
*Requires ENGR credentials and GlobalProtect connection
If you are missing a receipt, contact EBO for a missing receipt form.
International travelers may include a redacted credit card or bank statement showing your expense amounts in USD. Otherwise, a standard conversion rate will be used based on the currency type and date of transaction.
Receipts cannot be shared between travelers nor can expenses be split. The traveler who made the transaction must claim the expense.
PDF of itemized receipts must be attached to the request, otherwise it will be returned to you.
When charging multiple account numbers, provide the percentage of your total expenses to charge to each account.
If you are a returning non-employee travel, it is suggested to confirm your address on file with EBO to ensure your payment is sent to the correct address.
If EBO has questions regarding your reimbursement request, you will be contacted via email at the address provided on your request form.
Employees must approve their reimbursement in the Kuali Financial System to comply with IRS rules and regulations. Non-employees are not required to approve their reimbursement.
CSU’s Travel Services reviews all travel reimbursements prior to disbursement for compliance with CSU’s Financial Rules. Their current lead times can be viewed here.
Employees will receive an automated email notification when their reimbursement has been disbursed.
Non-employees will receive a check mailed to their address on file.
CSU disburses reimbursements on Tuesday and Thursday weekly.
Proof of Payment
Itemized receipts indicating proof of payment must be provided for the following expenses:
- Lodging
- Rental Car
- Fuel
- Registration
- Supply or service expenses incurred while traveling
- Internet airline ticket charges/Airline change fees
- Meals (if claimed in lieu of per diem)
- All other expenses over $25.00
Per Diem or Meal Expenses
Per diem is intended to cover meal and incidental expenses (based on the State Controller approved rate for the destination).
- Travelers are allowed 75% of the applicable per diem rate on the first and last day of travel no matter what time the travel begins or ends.
- Per diem is reduced respectively when meals are provided to the traveler at no-cost.
- Day trips (single day travel) are not eligible for per diem meal reimbursements.
Meal reimbursements are allowed for the actual cost of meals up to the maximum allowable per diem rate (group meals excluded).
Mileage
Reimbursement for mileage driven in a personal vehicle is based on rates established by the State of Colorado. Mileage allowances are intended to cover all operational expenses including fuel, maintenance, and insurance.
To claim mileage, provide a mileage log or map (Google, MapQuest, Waze, etc.) showing the total number of miles driven. The 4WD mileage rate can only be claimed if 4WD is required due to weather or off road travel.
Per IRS regulations all employee travel reimbursements must be approved by the employee in the Kuali Financial System within 60 days of the travel end date. If approval is not complete within 60 days, the reimbursement will be considered taxable to the employee traveler.
Contact:
info@travelnewhorizons.com
(970) 223-7403
(800) 864-4364
Contact:
fortcollins@frosch.com
(970) 223-0442
(800) 255-0808
Contact:
Jenny Bacon
JennyB@travelsociety.com
(970) 222-5108
The below discount codes must be used to ensure liability insurance coverage. Elect the appropriate collision and loss insurance according to this matrix.
Off-road usage is NEVER covered by any insurance.
Hertz
65579
Enterprise/National
XZ12450
Below are transportation options for getting to or from Denver International Airport.
Colorado State University is served by Groome Ride airport shuttles to Denver International Airport. This is generally the most cost effective option.
Contact:
(970) 226-5533
Fortcollins@Groometrans.com
Click Here for Reservations
Bustang is operated by the Colorado Department of Transportation provides a direct connection from Fort Collins to Denver Union Station. From there, connect to the RTD A-Line light rail to DIA.
Check out the special Ram’s Route for service from CSU’s Main Campus.
United Airlines offers wingless flights from the Fort Collins/Loveland Airport (FNL) to Denver International Airport (DEN)
- Request a wingless flight between FNL to DEN using one of the above travel agencies.
- Park at the FNL airport (click for address).
- Check Baggage at FNL.
- Board bus to DEN and connect to departing flight. Upon return at DEN, board bus to FNL.
Landline offers charter bus service from the CSU Campus Transit Center or the Fort Collins/Loveland Airport (FNL) to Denver International Airport (DEN).
- Book your ride from the Landline Website
- Select CSU Transit Center or FNL (click for address)
- Secure luggage with Landline Bus Driver
- Board bus to DEN. Upon return, board bus to FNL or CSU Transit Center.
The below discounts are offered to CSU employees to save on airport parking.
CSU has an agreement with Canopy Airport Parking that saves employees and alumni their regular rates. To use the discount, click here for the coupon and follow the instructions.
More information about Canopy Airport Parking including directions to their location and their other discount programs is available on their website.
To save up to 20% off daily airport parking rates, use the promo code found on the Commitment to Campus discounts page.
The offer is good for any parking lot partner listed on their website at all airport areas. There are no blackout dates, restrictions, or limitations on how often the promo code is used. No further proof is needed at parking lots.
WallyPark provides parking at Denver International Airport for CSU employees at a discount rate (>40% off). The discount is available for both official CSU travel and personal travel.
Receive the discount by creating an account with your CSU email address on their reservation page. After logging in, book your reservation and the discount will show up.
