Walter Scott, Jr. College of Engineering

Travel

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

Prior to Travel

*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).

Vehicle rental must be booked through a State Approved Rental Agency

  1. Provide the respective discount code when making your reservation to ensure liability insurance coverage (see below)
  2. 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

After Travel

*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:

    1. Lodging
    2. Rental Car
    3. Fuel
    4. Registration
    5. Supply or service expenses incurred while traveling
    6. Internet airline ticket charges/Airline change fees
    7. Meals (if claimed in lieu of per diem)
    8. 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.

CSU Approved Travel Agencies

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

State Approved Rental Agencies

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

EBO Travel Contacts
Jessy Tuma
Travel Operations Coordinator
Kenzie Kurtz
Travel Support