Frequently Asked Questions for Travel
The following FAQs address common situations related to the Engineering Business Office (EBO) and apply specifically to the Walter Scott, Jr. College of Engineering (WSCOE) at Colorado State University. For detailed or unique circumstances, please contact ebo@engr.colostate.edu.
What is the Travel Request Form, and when is it required?
EBO’s Travel Request Form streamlines the process for requesting travel pre-trip authorization and post-trip reimbursement. The form helps ensure efficient processing and compliance with travel related policies.
It is required prior to all travel outside of Colorado. It is not required for in-state travel unless you require travel advances and/or are charging airfare to CSU.
What is TEM profile, and when is it required?
A Travel Expense Module (TEM) profile captures important information such as the traveler’s contact info, their emergency contacts, default account number, etc. A TEM Profile must be created for each traveler before travel authorizations or reimbursements can be processed. Submitting the Travel Request Form will automatically fill the Traveler Profile Form necessary to setup a TEM profile.
What is per diem?
Per Diem is intended to cover meal and incidental expenses and is provided to travelers that have traveled a minimum of two days (based on the State Controller approved rate for your destination).
Per diem is reduced respectively when meals are provided to you at no-cost.
How far in advance should I submit my Travel Request Form?
Submit your Travel Request Form as soon as possible, but no less than 48 hours prior to departure.
Are there special considerations for international travel?
Yes, international travel must be approved by CSU’s Office of Risk Management prior to departure. Submitting the Travel Request Form will trigger the appropriate approval process. Additionally, travelers with student status are required to register with the Office of International Programs (OIP) before departure (here).
For all international travel, provide the following details in your request:
Type of accommodation (hotel, motel, barracks, private home, etc.), including dates, address, and a telephone number for each location
A telephone number where you can be reached while traveling abroad
An emergency contact (name, relationship to you, phone number, and email address)
What steps should I take to obtain travel approval before my trip?
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, which EBO helps coordinate.
- Students traveling internationally need additional approval from CSU’s Department of Education Abroad. EBO does not coordinate this approval.
In-State Travel:
- For travel within Colorado and without an advance or airfare, no Travel Request Form is required. Submit an In-State Reimbursement Request Form after your trip.
Can EBO assist with booking and paying for airfare?
Yes, EBO can book and pay for airfare directly. Follow the steps outlined on our Travel page for more information.
What is the process for requesting a travel advance?
Employees and students may request a travel advance up to $1,500 via the Travel Request Form. The request must be submitted at least 20 business days before departure. The advance will be paid 10 days prior to departure. You must submit a reimbursement request within 60 days of your trip end date and return any unused funds.
How can I apply for a CSU Travel Card?
Frequent travelers should apply for a joint liability State Travel Card. Cardholders have 60 days to pay off their travel expenses with their reimbursement. For more information, contact Jessy Tuma, Travel Operations Coordinator, at Yisselt.Tuma@colostate.edu.
Can EBO assist with group travel expenses?
Yes, EBO can assist with paying for lodging and shuttles directly for group travel situations involving more than two CSU-affiliated personnel traveling together for the same purpose. Contact ebo@engr.colostate.edu to coordinate these expenses at least 20 business days prior to travel.
Can EBO assist with student travel expenses?
Yes, EBO can assist with paying for lodging and shuttles directly for individual student travelers. Contact ebo@engr.colostate.edu to coordinate these expenses at least 20 business days prior to travel.
What should I do when my trip is complete?
Out-of-State/International 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.
What documentation is required for expense submissions?
Submit PDFs of all itemized receipts. International travelers may include a redacted credit card or bank statement showing expenses in USD. A standard conversion rate will be used if not provided. Receipts cannot be shared or split between travelers; the traveler who made the transaction must claim the expense.
What if I lose a receipt for a travel expense?
Fill out a missing receipt form and attach it to your reimbursement request.
How will I know when my reimbursement request has been processed?
You will receive an automated email confirmation from Smartsheet when your request has been processed. EBO will contact you via email if there are any questions or concerns.
How long does it take to get reimbursed for travel expenses?
Upon submission of your reimbursement request and all receipts, travelers can typically expect to receive their reimbursement within 10-14 business days. Timelines are dependent on time of year and request volume.
My reimbursement status is “Awaiting Travel Manager Review”. What does that mean?
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.
How will I receive my reimbursement?
Employees will receive a direct deposit payment to the bank account on file with HR.
Non-employees will receive a check mailed to their address on file.
Note: Reimbursements are disbursed on Tuesdays and Thursdays weekly.