Travel Summary

Step 1 Before you travel... Seek approval to travel from department – (Plan early) Apply for State Travel Card (US Bank Visa) (Allow 2 weeks for card to arrive) Obtain Travel Request and Authorization Form (TRAF) from accounts payable (when out-of-state-travel, airline ticket, or non-ATM advance is involved Give T# from TRAF to approved travel agency if purchasing airline ticket (TQ3 Navigant or Boulder Travel) Use Procurement Card or Check Request to pay conference/event registration Use Check Request to pay lodging deposit (if required by hotel) Look up maximum meal reimbursement (per diem) rates and lodging expense guidelines for destination If international travel, review travel warnings and health alerts If renting vehicle, use your State travel Card with state contracted agencies: Avis, Budget or Enterprise Step 2 During your trip... Keep conference schedule (showing which meals were provided) Keep original itemized receipts, for all meals you had to pay for. Full day’s meal receipts will be required if you are requesting the maximum (per diem) reimbursement. Keep original itemized receipts for all rental car gas & lodging charges. Keep original itemized receipts for other charges if over $25 Separate non-reimbursable personal expenses (dry cleaning, magazines, alcohol beverages, etc. Step 3 When you return... Prepare Travel Reimbursement Sheet (TRS) for eligible expenses that will not be reimbursed by any other entity (not allowed): personal expenses, recreation, meal per diems if meals provided at conference) Attach required receipts/proof of payment, conference schedule, etc. Staple/Tape small receipts securely to separate piece of paper, staple to TRS form Submit TRS in time to avoid IRS implications (Accounts Payable must receive within 60 days of the trip end) Useful Websites for Travel: Calculate miles driven: www.mapquest.com Rental Car Contracts: www.state.co.us/gov_dir/gss/cen/travel1/stmp State of Colorado Fiscal Rules: http://www.colorado.gov/dpa/dfp/sco/FiscalRules/7-1-06/rules.htm  State travel card Insurance: www.visa.com/benefits International Health Related Alerts: www.who.int/mediacentre/notes/2004 International Travel Warnings: http://www.travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html IRS Regulations: www.irs.gov/pub/irs-pdf/p.463.pdf Note: To view these documents you must have a copy of Adobe® Acrobat® Reader® software. The software is free of charge and available from Adobe® for Macintosh®, Windows®, and Unix based computers. Select the "Acrobat Reader" button to install now.