Travel

PRIOR TO DEPARTURE

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  1. List all anticipated expenses on the authorization form.
    • Try to estimate cost as closely as possible. When in doubt, it is best to estimate high.
  2. Contact one of the CSU Approved Travel Agencies.
    • Inform the travel agent that you are a CSU employee or student working with the Engineering Business Office and you need to book a flight. The travel agent will send your itinerary to our office for processing.
  3. Make your own hotel reservations. You will pay for this yourself and be reimbursed after your trip.
  4. If you will be renting a vehicle while traveling, please contact one of the CSU Approved Rental Car Agencies.
    • You must provide the discount code that is associated with the agency when making your reservation.
  5. While traveling, you will pay for your expenses with cash or a personal credit card and get reimbursed through the travel reimbursement process when you return.
    • Please keep all original receipts.
    • P-Cards may never be used for travel. However, they may be used to pay for conference registration.
    • If you will be traveling often, it is best to apply for a State Travel Card. For more information, please contact Linda Simons, Office Manager, at Linda.Simons@colostate.edu.

UPON RETURN

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  1. All expenses require a receipt for reimbursement, with the exception of toll receipts and meal receipts.
    • Hotel/Lodging receipts must be original and show proof of payment or a zero dollar balance. 
  2. For group travel, all meal receipts will be required.
  3. If you take a taxi, the fare is reimbursable but any tips are considered part of your per diem.
  4. Please upload all receipts to reimbursement request, or bring all receipts to our office located in the Engineering Building, Room AR 204. Receipts can also be sent through campus mail to:
    • 1301 Campus Delivery
      Attention: EBO Travel Services

State Approved Travel Agencies

New Horizons Travel

300 E. Boardwalk Dr.
Fort Collins, CO 80525

Phone:
(970) 223-7400
(800) 864-4364

info@travelnewhorizons.com

Frosch

3538 JFK Parkway, Suite 2
Fort Collins, CO 80525

Phone:
(970) 223-0442
(800) 255-0808

fortcollins@frosch.com

Travel Society

Jenny Bacon
201 South Whitcomb Street
Fort Collins, CO 80521

Phone:
(970) 495-6751

JennyB@travelsociety.com

State Approved Rental Car Agencies

Discount Code (for CDW/LDW and auto liability insurance)

avis logo

Avis
A514145

Budget
T143828

hertz logo

Hertz
65579

Enterprise-National logo

National/Enterprise
XZ12397

Travel Contacts

Ashley Schumann
Administrative Assistant, Travel
Phone:
(970) 491-2468
Sarah Chadock
Administrative Assistant, Travel
Phone:
(970) 491-1142