Colorado State University-Pueblo > Purchasing > University Travel Reference Guide

University Travel Reference Guide

The following rules and definitions apply to all travel paid with University funds – no matter the source of the funds – and to all individuals engaged in such travel, whether administration, faculty, staff, students, or non-employees traveling on University business. Travel expenses paid by the University must be incurred for the benefit of the State, in furtherance of the University’s mission, and in support of assigned duties.

For questions, contact the Procurement Service Center Help Desk (719.549.2772) or visit our website at: http://www.colostate-pueblo.edu/Purchasing/

Accidents
Contact the campus Risk Management Office. If accident occurs in a rental vehicle charged on the State Travel Card, contact the US Bank VISA Program Administrator (1.800.VISA.911) as soon as reasonably possible to report the claim and request a claim form. If the claim form is not filed within the designated time period, the renter can be held personally responsible. See also Rental Vehicle.

Account ChartFields
Common travel-related expenses include:

820	Employee Travel-In state	835	Non-employee Travel-Out of state
821	Travel Student-In state	836	Non-employee Travel-International
825	Employee Travel-Out of state	843	Non Employee Travel – In State
826	Travel Student-Out of State	861	Official Functions-Meetings/Conferences/Receptions
829	Employee Travel-International	868	Conference Registration Fees

Advances
There are two ways to obtain an advance:

State Travel Card (STC). The only individuals authorized for cash advances on the STC are those employees authorized in the International Program.
Student Functions. Coaches/Employees can request a travel advance through accounts payable while traveling with their groups (athletics, ELC, etc.). Travel advance must be approved 7 days prior to trip/project begin date. Advances must be settled with Accounts Payable upon completion of trip.. No further advances will be issued to an individual while he/she has an advance outstanding past the 30 days.

Airfares/Airlines
Traveler should work with approved travel agency and use State contract airlines. (Exceptions to use of contract airlines: Approved travel agency finds that lower fare is offered to general public that is not matched by awarded airline; or there is no contract for the city pair; or traveler is inconvenienced by three hours or more by using awarded airline.) Additional restrictions apply to travel funded by Federal projects; consult campus fiscal policy and campus Grants/Contracts office. See www.state.co.us/gov_dir/gss/cen/travel1/stmp/airfares_print.PDF

for current city-pair price agreements on unrestricted tickets. For information on the less expensive restricted fares, contact an approved travel agency.

Airline Tickets
Traveler should use approved travel agency to book tickets, requesting lowest fare available from all carriers. First/Business Class travel not allowed. Upgrades (including extended leg room upgrades) not allowed. Travel agency will need T# number from TRAF form (TRAF can be obtained through accounts payable) to proceed. Service fees are nonrefundable, even when ticket is not used/credited to traveler. Value of cancelled ticket will generally be preserved as long as new ticket is booked (or, for some airlines, as long as new trip is completed) within one year of original ticket issue date. See also Internet Airfare Purchases.

Alcoholic Beverages
Not reimbursable.

Approving Authority
University employee designated authority, in writing, to approve matters related to University travel, sign travel forms, etc. Approving authority cannot be a subordinate of the traveler. Travelers cannot approve their own travel or travel reimbursements.

Charters
Contact Procurement Services at 719.549.2772.

Conference/Event Registration
If possible, use Procurement Card. Otherwise use Check Request to issue payment directly to vendor/event. (Attach registration form/invoice to Check Request (CR), submit to Accounts Payable.) Travelers who personally pay for a registration (in advance of the trip or while on-site at the event) use CR to request reimbursement upon trip completion. (Attach registration form/POP to CR, submit to Travel.)

CONUS
Acronym for the 48 contiguous United States, including District of Columbia.

CTS (Central Travel System) Account
US Bank VISA card account number used by approved travel agencies to cover cost of airline/other common carrier ticket. Not used for vehicle rental, lodging, or other travel-related expenses. Charges on CTS account are billed directly to campus department according to Account provided by department on TRAF form.

Currency Exchange
Cost of converting money is reimbursable when exchange rate is documented (e.g., www.oanda.com/convert/classic) and included with RQ. Currency calculation must be backdated to reflect actual date expense was incurred.

Gasoline-Rental Vehicles
Traveler must use State Travel Card (US Bank VISA) wherever accepted. Original itemized receipts/POP required regardless of dollar amount. (Gasoline not reimbursable for personal vehicles. See Mileage-Personal Vehicle.)

Group Travel
Three or more individuals traveling together on CSU-Pueblo business.

In-State Travel (Blanket Travel)
Travel within State of Colorado and immediate area outside Colorado that is a necessary part of an otherwise in-state trip. Approval from department always required. T# number from TRAF required only if airline/common carrier travel is used.

International Travel
Travel to any destination not considered in-state or out-of-state. Approval always required from President, Provost, or Vice President for Finance and Administration. TRAF always required. When travel is funded from grant projects, the appropriate Dean must verify approval and/or determine that adequate trip justification/purpose is provided. See campus-specific fiscal policies for additional special requirements on grant projects. For information about traveler’s destination country (including travel warnings issued by the U.S. Government), see http://www.travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html.

Internet Airfare Purchases
Travelers who wish to purchase airline tickets on the internet must first provide the internet fare quote to an approved travel agency for comparison. If approved travel agency cannot meet or beat the internet fare, within $50, including fees, than travelers can proceed with the internet purchase. Travelers must purchase the ticket using their individual State Travel Cards and will not be reimbursed until trip completion. Include original itemized receipt/POP with TRS; reference travel agency quote on bottom of TRAF form. See also Airline Tickets.

Intra-city Transportation
Transportation costs (shuttles, buses, taxis, etc.) at traveler’s destination are reimbursable. Original itemized receipt/POP required for any single item charge over $25.

Lodging-Business/Commercial
Reimbursable to the extent of actual cost of reasonable accommodations as set by traveler’s department. Approving authority shall determine reasonable costs of the lodging (see Lodging Guidelines

for additional information). State Travel Card must be used to cover cost of lodging. Original itemized receipts/POP always required.

Lodging Deposit
Use Check Request (CR) to issue payment (one night/person) directly to vendor. (CR must clearly identify this as a deposit. Attach original invoice to CR, submit to Accounts Payable.) Otherwise, use traveler’s State Travel Card. (Reimbursable upon trip completion. Attach original itemized receipt/POP to TRS, submit to Accounts Payable.)

Lodging-Personal
University employees on personal (non-business) travel may be able to take advantage of State lodging price agreements at vendor’s discretion. For the in-state lodging directory, see www.state.co.us/gov_dir/gss/cen/travel1/stmp/hin_web.htm.

Lodging-Spouse/Other
Not reimbursable. Single-room occupancy rate must be indicated on lodging receipt.

Maximum Meal Reimbursement
Meal reimbursement is for the actual cost of the traveler’s meals. To ensure these costs are reasonable, actual costs are limited to a Maximum Meal Reimbursement amount specific to the geographic travel location. The State of Colorado’s Maximum Allowable Meal Per Diem Rates represent the University’s Maximum Meal Reimbursement amount; refer to http://www.colorado.gov/dpa/dfp/sco/FiscalRules/7-1-06/rules.htm.

Meal Receipt Threshold
The reimbursement of meal expense (which is based on actual costs and limited to the Maximum Meal Reimbursement amount) must be supported by original itemized receipts if the daily meal reimbursement is being sought by the traveler.

Meals during Single-Day Trip
If travel is wholly within a single day: Breakfast is reimbursable if business requires that traveler leave home before 5:00 a.m. Lunch is never reimbursable. Dinner is reimbursable if business requires that traveler return home after 8:00 p.m. Per State Controller and/or IRS regulations, breakfast/dinner reimbursements for single-day trips are reported as income.

Meals in Travel Status
Traveler should request reimbursement for actual cost of meals purchased, minus alcohol, up to designated Maximum Meal Reimbursement amounts for that geographic location (in U.S., these are determined by county): refer to http://www.colorado.gov/dpa/dfp/sco/FiscalRules/7-1-06/rules.htm . Daily rate divided as follows: 22%-breakfast, 25%-lunch, 53%-dinner. Original itemized receipts required for entire day’s meals if claiming the maximum reimbursement on that day. Amounts in access of Maximum Meal Reimbursement amount not reimbursable unless part of required Official Function. Meal reimbursement not allowed if meals included with lodging, as part of conference/registration fees, or otherwise provided to traveler at no cost. (Exception: Airline meals do not count as a meal.) Furthermore, if traveler chooses not to retain receipts, the maximum reimbursement for each day will be $25.

Breakfast	Lunch	Dinner
$5.75	$5.75	$13.50

Mileage-Personal Vehicle
Reimbursable, using State rates, when in travel status: www.state.co.us/gov_dir/gss/cen/travel/122.pdf. Currently $0.28/mile. If road conditions require four-wheel-drive vehicle, reimbursement is $0.32/mile. To help travelers calculate miles driven, see www.mapquest.com.

Mileage vs. Airfare-Required
Traveler will be reimbursed for actual trip cost (mileage, lodging, meals up to Maximum Meal Reimbursement amount) if vehicle travel is required due to nature of trip or items which must be transported, or because multiple travelers make vehicle travel the lowest cost.

Mileage vs. Airfare-Traveler’s Option
Traveler will be reimbursed for driving cost (mileage, lodging, meals up to Maximum Meal Reimbursement amount) up to actual total flight cost (transportation to/from Colo. Springs Airport/DIA, airfare, destination ground transportation). Calculation of airfare cost is based on lowest obtainable 14-day advance restricted fare. Traveler must declare annual leave for any additional days required as a result of alternative travel.

Nested Tickets
Two or more scheduled trips made without returning to traveler’s home base. Reimbursable if total cost of nested tickets is less than total of individual round-trip tickets. Must be purchased through an approved travel agency. Only one T# needed.

No Cost to the State
Regardless of who is paying for the trip, traveler must obtain a T# number if out-of-state/international travel or travel by airline/other common carrier is involved. Traveler must reimburse CSU-Pueblo for any travel-related expenses incurred by CSU-Pueblo and ultimately paid by another entity.

Non-Employee Meals, Lodging, Travel
Governed by same rules that apply to employee travel-related expenses. (Exception: Non-employees cannot receive advances.) Sponsoring department is encouraged to take advantage of State contract airfares and work with approved travel agencies, however, non-employees can make their own travel arrangements. T# required for non-employees only if department purchases airline ticket directly.

Out-of-State Travel
Travel other than in Colorado and that is within the 50 United States, including District of Columbia. Approval from department always required. T# umber from TRAF always required.

Parking
Reimbursable when it is a necessary part of the trip, e.g., parking at traveler’s destination, parking at Colorado Springs Airport/DIA.

Per Diem (Meals)
See Maximum Meal Reimbursement.

Personal Expenses
Expenses incurred for traveler’s benefit – e.g., magazines, dry cleaning, laundry, athletic club fees, movie rentals, other entertainment – are not reimbursable.

Personal Travel combined with Business Travel
Only business-related cost of travel will be reimbursed.

POP (Proof of Payment)
To be reimbursed for an expense, traveler must provide both evidence of the expenditure (original itemized receipt documenting nature/cost of item) and proof of payment (demonstrating that he/she personally covered that expense). If receipt does not indicate that bill was paid (by cash, check, credit card) and balance is zero, traveler must provide additional documentation to that effect (e.g., credit card slip).

Procurement Card
University MasterCard. Not used for travel. (Exception: Should be used for conference/event registration, if accepted by vendor.)

Propriety of Expense Rule
Travel paid by CSU-Pueblo, regardless of funding source, shall be for the benefit of the State and completed using the most economical means available which will satisfactorily accomplish the State’s business. Traveler requests reimbursement – and Approving Authority approves payment – only for those expenses incurred for the benefit of CSU-Pueblo.

Receipts
Travelers must submit original itemized receipts for all individual charges exceeding $25. (Exceptions: Regardless of dollar amount, original itemized receipts required for all rental vehicle gas purchases and for all lodging.)

Original itemized receipts required for all meals in a day if claiming maximum reimbursement. See also POP.

Reimbursement
Eligible expenses incurred while in travel status are reimbursable upon trip completion, according to rules in this Guide. (Exception: If another entity is paying for business travel, traveler must reimburse CSU-Pueblo for any travel-related expenses incurred by CSU-Pueblo and ultimately paid by another entity.) See also POP and Receipts.

Rental Vehicle
Rent from Avis or Budget. (In Colorado, rent from Avis, Budget, or Enterprise.) Charge to traveler’s State Travel Card. In most cases, traveler should decline all insurance. Liability insurance provided at no cost to traveler by rental agency when renting with State corporate rates from State contract rental agencies. CDW (Collision Damage Waiver)/comprehensive insurance provided at no cost to traveler by US Bank VISA when certain terms and conditions are met. (Exceptions: Coverage limited to 31 days. Coverage not provided for off-road operation of vehicle. Coverage not provided for some types of rental vehicles, including some vans. Coverage not provided in Israel, Jamaica, Republic of Ireland, or Northern Ireland.) Some countries require traveler to purchase additional rental vehicle insurance; this cost is reimbursable if requirement for insurance is documented. Note: This cost may not be reimbursable if using grant project funds. Traveler should obtain complete insurance information before the trip from the US Bank VISA Program Administrator at 1.800.VISA.911 or www.visa.com/benefits - click on Auto Rental Insurance-Business.

Original itemized receipts always required for reimbursement of car rental costs and for rental car gas purchases regardless of dollar amount. See www.state.co.us/gov_dir/gss/cen/travel1/stmp/boa_matrix.htm.

For travel on sponsored/grant project funds, rental vehicle use will be determined by grant policies and may not be allowed.

Shared Costs-Employees
Should not be combined. Each T# should be a record of one traveler’s trip. If two CSU-Pueblo employees in travel status share lodging, each should pay his/her own portion of lodging and submit separate reimbursement requests. If vendor cannot separate cost of shared lodging, one employee should pay total bill and request full reimbursement, indicating whose lodging is included on that bill. Meal reimbursements always requested separately by each traveler.

Grant Programs
Travel on grant project funds must be approved in advance by the appropriate campus administrator.

State Travel Card
See US Bank VISA Card.

Student Meals, Lodging, Travel
Governed by same rules that apply to employee travel-related expenses and use of T#.

Supplies/Goods
Traveler who needs to purchase non-travel items may request reimbursement of goods/supplies up to $25 total per trip on TRAF. Training materials or other items over $25 used for University Business should be purchased on the Procurement Card.

T Number (T#)
Unique number assigned to a trip.

TRAF (Travel Request Authorization Form)
Form required for the following travel:

Employee/student travels out of state; or,
Employee/student will be traveling on an airline or other common carrier (to any destination); or,
Employee/student needs an advance and use of the State Travel Card at an ATM is not an option.

T # is required for a non-employee only if the department will be purchasing a common carrier ticket directly for that person.

Tax Implications
Per State Controller and/or IRS regulations: Signed completed Travel Reimbursement Sheet (TRS) all supporting documentation must be received in Accounts Payable within 60 days of trip end to avoid having reimbursement reported as income. Breakfast/dinner reimbursement on single-day trips always reported as income.

Telephone/Fax/Modem Line Charges
Reimbursable if for CSU-Pueblo business. In addition, traveler can make one personal telephone call (not to exceed $2.00) for each full day in travel status. When using hotel services, these charges must be itemized and traveler must identify any business-related charges.

Tips
Travelers can be reimbursed for reasonable tips (up to a maximum of 20%) given to bellhops, porters, maids, and ground transportation personnel. Tips on meal service already included in Maximum Meal Reimbursement amounts and cannot be claimed separately.

Toll Road Charges
Reimbursable.

Traffic Fines/Tickets
Not reimbursable.

Travel Insurance
Not normally reimbursable: depends on actual insurance coverage available from State contract rental agencies and State Travel Card. See also Rental Vehicle.

Traveler’s Checks
Fees for traveler’s checks are normally reimbursable. (Exception: May not be reimbursable from a grant project if traveling on Federal funds.)

TRS (Travel Reimbursement Sheet)
Used to request reimbursement for travel-related expenses (meals, lodging, mileage, on-site event registrations, etc.). Accounts Payable must receive signed original forms/supporting documentation within 60 days of trip end – within 30 days if traveler received an advance.

US Bank VISA Card
State Travel Card, required for employees traveling on business. Must be used for vehicle rentals, lodging, meals, and ground transportation, where accepted. If CTS account not available to purchase airline tickets, traveler’s individual State Travel Card must be used. Charges incurred are personal liability of traveler and should be paid promptly. Late fees/finance charges are traveler’s personal responsibility and are not reimbursable. Applications can be obtained from the Procurement Services Office. To report a lost or stolen card, contact US Bank VISA immediately at 1.800.344.5696 (outside U.S., call collect 1.701.461.2010).

Vaccination
Reimbursable if needed in order to enter a foreign country. (Exception: May not be reimbursable from a project if traveling on Federal funds.)

Visa Costs
Normally reimbursable. (Exception: May not be reimbursable from a project if traveling on Federal funds.)

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