If you are a frequent traveler (3 or more trips/year), please email sehdfinance@ucdenver.edu about obtaining a university travel card.

First, please check with your corresponding fiscal staff to ensure funds are available to cover the pending trip expenses. For international travel, please submit a Concur travel request for the Dean’s approval. Once this has been approved, you may move on to the next step and contact Christopherson.

1. All airfare purchases need to be made through Christopherson Business Travel by contacting them directly or through Concur in the employee portal. CU travel procedures allow an exception to this policy under one of these circumstances:
   1. The fare is not available for purchases through the University Travel Program. Limitations could be related to international in-country travel, remote travel, etc.
      1. Exceptions for these fares must pe approved prior to purchase by emailing an exception request to psctravel@cu.edu.
   2. Significant cost savings are demonstrated to the Univesity. The quote will have to be attached to the Concur report with your airfare expense.
      1. For an internet airfare purchase to demonstrate significant cost savings, all of the following requirements must be fulfilled:
         1. Obtain comparison quote from Concur dated on or prior to the date of the internet purchase. If you cannot locate the exact fare in Concur, contact a CBT agent. The comparison quote must be for the exact itinerary- same travel dates, times, routes, and airline(s) as the planned internet purchase.
      2. When compared to the quote from Concur or CBT, the cost of the internet airfare purchase must be:
         1. $50 less for domestic flights
         2. $200 less for international flights
2. For combined business and personal trips, the airfare must be booked through Concur or CBT. You will still need to obtain a comparison quote documenting the cost of the business-only fare prior to or on the date of purchase and attach it to the Concur report. If the extended trip results in a greater cost, the difference will need to be paid by the traveler.
3. Airfare comparison quote required if vehicle travel is determined to be lower cost than airfare.
4. You will need to make your own arrangements for lodging. You may use a travel card to book lodging.
5. Conference Registration methods for payment are:
   1. To have your registration handled by SEHD, fill out this Conference Registration form prior to the conference.
   2. Pay for the registration yourself and submit the receipt to SEHDFinance@ucdenver.edu for reimbursement after the travel has been completed.
   3. Pay via CU Procurement Card (P-Card).
6. To be reimbursed for items such as hotel, taxis, shuttles, parking, etc., please keep your itemized receipts and turn them in to your corresponding Concur delegate when you return. Again, reimbursement cannot occur until after travel is completed. Conference agenda MUST be provided for reimbursement! The agenda must include the name and dates of the conference as well as a breakdown of the schedule. Please refer to the following link for more information/important travel guidelines https://www.cu.edu/psc/travel.
7. Meals/food will be reimbursed at the per diem rate only per university policy. There is no need to keep food receipts when traveling. Per Diem rates can be found at the following link http://www.gsa.gov/portal/content/104877.
8. You may NOT request per diem reimbursement for any meals that are provided at the conference, even if you don’t eat the provided meals.
9. On days of travel, the final destination for the day determines the traveler’s per diem rate all day. However, on the day traveler returns home, the city from which the traveler leaves determines the per diem rate.
10. On begin and end travel days, reimbursement cannot exceed 75% of the daily M&I (meals and incidentals) per diem rate. If travel is wholly within a single day and the trip lasts 12 hours or more, then meal reimbursement is allowed. Reimbursement cannot exceed 75% of the daily M&I per diem rate. Per IRS regulations, meal reimbursements for single-day trips are reportable as income for CU employees.
11. Mileage calculations MUST deduct normal round-trip commute to primary work location–regardless of type of transportation used for normal commute; see mileage calculation guidelines.

• On-campus parking (Be sure to apply for re-entry privileges if you come & go to prevent payment more than once a day.)
• Parking tickets from the police
• Driving off-campus to have lunch with other professionals, even for purposes of business
• Lunch with SEHD/University colleagues
• Other expenses that are denied by a dean (Please check in advance if you think there will be any concerns or questions!)

All student travel must be approved prior to making any travel arrangements by the faculty member or program paying for their expenses. Students are able to book their flight through Concur Travel & Expense System or Christopherson as long as they are provided with a speed type. Students are also able to submit a conference registration request using the SEHD Impact Form (https://ucdenverdata.formstack.com/forms/sehd_conference_registration) to have the conference registration handled by and paid for by SEHD. For all other expenses, students will have to use personal funds and then submit receipts for reimbursement upon their return to the corresponding Concur delegate. Contact SEHDFinance@ucdenver.edufor general fund, extended studies and professional development account purchases and services, and Jamie Purevsuren for grant related purchases.

Following is a link to the Procurement Service Center website which answers all questions about travel including a step by step guide: https://www.cu.edu/psc/payables/travel.htm

If additional assistance is needed, please email SEHDFinance@UCDENVER.EDU.