Did you know? Itemized receipts are required as proof of payment. Mileage rates cover operational expenses (e.g. fuel, maintenance, 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.
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(click on each step for more info)
- Out-of-State/International Travel:
- Identify economical accommodations and submit a Travel Request Form for necessary approvals.
- International travel requires prior approval from CSU’s Risk Management & Insurance. EBO helps coordinate this approval.
- Students traveling internationally need additional approval from CSU’s Department of Education Abroad. EBO does not coordinate this approval.
- In-State Travel: If traveling within Colorado and without an advance or airfare, no Travel Request Form is required. Submit an In-state Reimbursement Request Form after your trip.
Choose the most economical accommodations.
Airfare:
Contact a CSU-approved travel agency to book airfare. Notify the agent you’re traveling on behalf of the Walter Scott Jr. College of Engineering. The agency will send your itinerary to EBO at ebo@engr.colostate.edu.
- Upgraded Airfare:
- Requires written approval from Mark Ritschard (WSCOE Business Officer).
- Premium economy is allowed for flights over 5 hours; business class for flights over 14 hours.
- For sponsored funds, coordinate upgrade approval through Research Business Operations.
- Health-related upgrades need approval from the Office of Equal Opportunity
Rental Car:
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). Insurance must be elected according to your payment method (see matrix). Off-road usage is never covered by any insurance.
Other Accommodations (e.g., lodging, shuttle, etc.):
Other accommodations should be purchased with a CSU Travel Card or personal payment and will be reimbursed after your trip.
Special Considerations
For personal travel, arrange and purchase your own airfare and provide a comparison quote for the business portion. Reimbursements will be for the business portion only.
Each group traveler planning to claim a reimbursement must submit their own Travel Request Form.
Complete your trip and save all receipts for business expenses.
Out-of-State Travel: You will receive an email prompt to enter final expenses and submit itemized receipts.
In-State Travel: Complete the In-State Reimbursement Request Form with expenses and receipts.
Guidelines
- Attach PDFs of all itemized receipts. If missing a receipt, fill out a missing receipt form and attach it to your reimbursement request.
- International travelers may include a redacted credit card or bank statement showing expenses in USD. A standard conversion rate will be used if needed.
- Receipts cannot be shared or split between travelers; the traveler who made the transaction must claim the expense.
- You will receive an automated email confirmation from Smartsheet when your request has been processed.
- EBO will contact you via email if there are questions.
- Employees must approve their reimbursement in the Kuali Financial System. Non-employees do not need to approve.
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 when their reimbursement is disbursed.
- Non-employees will receive a check mailed to their address on file.
- Reimbursements are disbursed on Tuesdays and Thursdays weekly.
A traveler profile must be set up before non-employees or guests can travel on behalf of CSU. To do so, fill the above Travel Request Form or email a traveler profile form to ebo@engr.colostate.edu prior to departure.
Airfare
EBO can book and pay for airfare directly. See steps above under Pre-Trip Authorization Request for more information.
Travel Advance
Employees and students may request a travel advance up to $1,500 via the Pre-Trip Authorization Request form above. The request must be submitted a minimum of 20 business days prior to departure. The advance will be paid 10 days prior to departure. You must submit a post-trip reimbursement request within 60 days of your trip end date and return any unused funds.
CSU Travel Card
Frequent travelers should apply for a joint liability State Travel Card. Cardholders are given 60 days to pay off their travel expenses with their reimbursement. For more information, please contact Jessy Tuma, Travel Operations Coordinator, at Yisselt.Tuma@colostate.edu.
Group Travel
EBO can assist with paying for lodging and shuttles directly for group travel situations (>2 CSU affiliated personnel traveling together for the same trip). Contact ebo@engr.colostate.edu to coordinate payment for these expenses at least 20 business days prior to travel.
Student Travel
EBO can assist with paying for lodging and shuttles directly for individual student travelers. Contact ebo@engr.colostate.edu to coordinate payment for these expenses at least 20 business days prior to travel.
Personal travel may 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.
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.
If out-of-state/international travel is involved, you must request travel authorization regardless of who is paying for the trip.
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 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).
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.
Receipts for group expenses cannot be shared among travelers. The person who paid for the expense must claim the entire amount and list the names and CSU IDs of everyone who benefited from it (such as everyone who received a meal). This applies to lodging, meals, transportation, and similar expenses.
Group meals should be provided only for individuals who are traveling on official business for CSU. Only those who are traveling should be included in these meals.
If a meeting is held over a meal with participants who are not traveling on official business, and the purpose is to advance university objectives (such as training, recruitment, promotion, or other similar goals), then the expense should be claimed using a Purchase/Payment Request Form with an Official Function Form.
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:
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
65770
Enterprise/National
XZ12397
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.
