University Travel Reference Guide

Accidents
Account ChartFields
Advances
Airfares/Airlines
Airline Tickets
Alcoholic Beverages
Approving Authority
Charters
Conference/Event Registration
CONUS
CTS (Central Travel System) Account
Currency Exchange
Gasoline-Rental Vehicles
Group Travel
In-State Travel (Blanket Travel)
International Travel
Internet Airfare Purchases
Intra-city Transportation
Lodging-Business/Commercial
Lodging Deposit
Lodging-Personal
Lodging-Spouse-Other
Maximum Meal Reimbursement
Meal Receipt Threshold
Meals during Single-Day Trip
Meals in Travel Status
Mileage-Personal Vehicle
Mileage vs. Airfare-Required
Mileage vs. Airfare-Traveler’s Option
Nested Tickets
No Cost to the State
Non-Employee Meals, Lodging, Travel
Out-of-State Travel
Parking
Per Diem (Meals)
Personal Expenses
Personal Travel combined with Business Travel
POP (Proof of Payment)
Procurement Card
Propriety of Expense Rule
Receipts
Reimbursement
Rental Vehicle
Shared Costs-Employees
Grant Programs
State Travel Card
Student Meals, Lodging, Travel
Supplies/Goods
T Number (T#)
TRAF (Travel Request Authorization Form)
Tax Implications
Telephone/Fax/Modem Line Charges
Tips
Toll Road Charges
Traffic Fines/Tickets
Travel Insurance
Traveler’s Checks
TRS (Travel Reimbursement Sheet)
US Bank VISA Card
Vaccination
Visa Costs

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:

Advances

There are two ways to obtain an advance:

1. State Travel Card (STC). The only individuals authorized for cash advances on the STC are those employees authorized in the International Program.
2. 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. Visit: http://www.colorado.gov/dpa/dcs/travel for current 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
http://www.colorado.gov/cs/Satellite/DPA-DCS/PA/1201542229357

Lodging-Spouse/Other

Not reimbursable. Single-room occupancy rate must be indicated on lodging receipt.

Maximum Meal Reimbursement

The State has elected to use the standard method for reimbursement under regulations issued by the IRS.  Therefore, employees authorized to travel shall be reimbursed using the standard allowance method for meals daily rather than the actual cost method. Employees can claim 75% of the destination city's per diem, including incidental Expenses on the day of departure, and 75% of the city's per diem rate including incidental Expenses on the day of return.  Employees cannot be reimbursed for meals provided at a conference if the meals are a part of the registration fee.  Standard 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.gsa.gov/mie

Meal Receipt Threshold

The Standard allowance of the destination city being traveled to is the Maximum Reimbursement Amount.

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.

Mileage-Personal Vehicle

Reimbursable, using State rates, when in travel status: www.colorado.gov/dpa/dfp/sco/FiscalRules/mileage.htm  Currently $0.50/mile. If road conditions require four-wheel-drive vehicle, reimbursement is $0.53/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.

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. See www.colorado.gov/dpa/dfp/sco/FiscalRules/FR_Travel.htm   

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.)

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 Advantage Avis or Budget. (In Colorado, rent from Advantage, Avis, Budget, or Enterprise.) See Auto Rental: http://www.colorado.gov/dpa/dcs/travel .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.

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 given to bellhops, porters, maids, and ground transportation personnel. Tips have been include in the State Per Diem Rates under Incidental Expense.

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.)