Travel

BioFrontiers Institute Travel Guide

Below you will find information on properly booking travel. Please follow these guidelines to ensure you are fully reimbursed for your travel expenses.

Travel Authorization: 

As required by CU policy, department approval is required prior to booking travel.

BioFrontiers Travel Authorization Form

  • Do not book any travel until you receive email approval from the BioFrontiers travel team.
  • A travel authorization form must be submitted at least 21 days in advance of departure.
  • On the travel authorization, you will need to estimate your overall cost of travel, including registration, airfare, lodging, ground transportation, and, if needed, meals. Actual reimbursement of meals will be based on GSA rates or lab policy, but you may use $70/day as an estimate.

Airfare (Domestic):

You must purchase your airfare through Concur or through a travel agent at Christopherson Business Travel (CBT).

  • If you book your airfare outside of Concur or CBT, you will not be reimbursed for your airfare.
  • After you have purchased your airfare (either through Concur or CBT), any changes or cancellation for your ticket need to be arranged with a travel agent at CBT and communicated to BiofrontiersTravel@colorado.edu.
  • If the changes to your airfare include adding personal travel, you must receive approval from the BioFrontiers Travel team before changing your tickets through CBT.

Airfare (International):

You must purchase your international airfare with a travel agent at Christopherson Business Travel (CBT). Provide them with the Concur Travel International Travel Request ID# from your approved travel authorization.

  • If your travel is supported by federal funds, you need to comply with the Fly America Act. Christopherson Travel can assist you with adhering to these restrictions. 
  • See the International Travel section below for information about export control, insurance, passports and visas.

Important Travel Policies: 

  • All travel must be completed using the most economical means available which will satisfactorily accomplish university business.
  • Flights must be booked at least 21 days in advance of departure to ensure best pricing. Any flights booked under 21 days will require Finance Director approval. Last minute bookings are often more costly and we hope to encourage travelers to book early for best pricing.
  • If you choose to combine personal travel with your University business travel, you will need a comparison quote at the time of booking from Concur or CBT to document the cost of the business-only trip. This includes travel that has any personal component, such as travel beginning or ending elsewhere and date changes. Because airfare constantly fluctuates, the comparison quote must be dated the same day as you book your actual itinerary. If the comparison quote for business-only travel is less expensive than the cost of your actual travel with the personal component, you will need to provide personal payment to the University for the difference. If you will be receiving a reimbursement, the amount will be reduced accordingly.
  • If a third-party entity is covering the cost of your University-related travel, you must still submit a BioFrontiers Travel Authorization Form in the event that the third party does not cover all expenses. Additionally, if a third-party entity books an international trip on your behalf, you must self-register your trip in iSOS. Go to Subscriber Login and enter the CU Membership Number 11BCAS000006. Create a login and upload your itinerary/detail under MYTRIPS to register your travel.
  • All travel-related receipts must be submitted for reimbursement within 45 days of your travel end date. If not submitted within 45 days, reimbursement could be forfeited. Further restrictions could be imposed due to fiscal year end deadlines. Expense reports must be finalized and approved within 90 days from the end of the trip to avoid tax implications.
  • The University does not cover incurred costs due to illness, including COVID. While on travel status, there are inherent risks and travelers are personally liable for covering those expenses that arise due to these types of situations. Individuals may still use applicable leave to cover sick time, but are personally liable for other expenses incurred while on travel status (those unrelated to the work they are doing, conference they’re attending, etc.).
  • If a non-CU employee will be travelling with you (i.e., family member), you may book their airfare with a personal credit card by calling Christopherson. A $20 service fee will be assessed for each transaction. (You cannot book their travel through the Concur system.)

Rental Car: 

  • Rental cars must be reserved through Concur. Travelers must use University contracted rental agencies and reserve a basic, non-luxury rental vehicle that can adequately meet their needs.
  • Decline insurance when using University contracted rental agencies since they provide liability coverage.
  • The car rental will need to be paid with a Travel Card or personal card. The booking in Concur is only a reservation and is not directly billed to a ST.
  • Fill-up the rental car with gas before returning the vehicle. Rental car fuel must be incurred by whoever holds the rental car reservation. Avoid selecting any pre-pay fuel option.
  • You will need to obtain a rental car receipt that shows actual itemized charges and proof of payment. 

Ground Transportation and Parking:

  • Travelers may be reimbursed for taxi, bus or shuttle costs to/from airport, hotel, conference site, and business-related meetings/locations and up to 20% tip. Please identify the locations and business purpose when providing receipts.
  • Transportation for personal meals is not reimbursable.
  • Travelers are responsible for ensuring that their trip is conducted in the most economical means possible, including their transportation to and from the airport. Employees travelling between their home or office to Denver International Airport (DIA) are expected to use public transportation, shuttle services like those offered by the Green Ride or Super Shuttle, or a personal vehicle. In some cases, it may be appropriate to take a taxi or other car service to and from DIA; in those instances, travelers must provide a detailed justification explaining the need to use more costly ground transportation.
  • For travelers who need to park at DIA, there are discounted airport parking rates for CU employees.

Lodging:

  • For lodging, an itemized receipt showing the number of occupants, nightly rate, taxes and all fees must be submitted. The itemized receipt must show a $0 balance as proof of payment. A credit card slip is not sufficient because it does not show itemized charges.
  • Please do not book lodging using a third party booking site (hotels.com, Travelocity, etc.), as most are unable to provide the necessary receipt and back-up documentation required for reimbursement.
  • Travelers are allowed to make their lodging arrangements through Airbnb if nightly lodging rates are comparable to the single-room occupancy rates of nearby hotels.

Meals: 

  • Any meals provided by the conference or otherwise provided at no cost will reduce your meal allowance, which is calculated based on your travel destination.
  • If required by your lab policy, save your itemized meal receipts. Maximum allowable tip is 20% and alcohol is not allowed.
  • Please do not pay for meals for your fellow travelers, as they will be reimbursed for meals with their own per diem.

International Travel:

  • Prior to your international travel, contact the Office of Export Controls if you plan to travel with your laptop, equipment, software, technology, or information that may be subject to export controls.
  • The US government provides information on travel warnings and the World Health Organization provides travel advice. CU guidance on international travel is also available: http://www.cu.edu/risk/services/international-travel
  • University employees traveling abroad on university-sponsored international travel are eligible for coverage through an international insurance policy. This policy is paired with 24/7 travel assistance services provided by International SOS (ISOS). Go to the International SOS website to set up your login prior to travel. CU Membership Number: 11BCAS000006
  • CU provides employees with international medical and evacuation insurance that covers medical emergencies, security emergencies, or natural disasters through GeoBlue. CU Access code: QHG99999UCBT
  • CU funds cannot be used for passport applications, renewals or any other passport related fees. These are considered personal expenses.
  • Vaccinations that are required to gain entry to or travel to specific regions within a country are reimbursable. Doctor's Office Visit charges associated with vaccinations are not reimbursable.
  • When required for business travel to a foreign country, CU funds may be used for visa application costs, including passport photocopies, shipping and processing fees. Costs for expediting visa application processing are not typically allowable, since travelers should know the visa requirements for their destinations well in advance of the business travel taking place.

CU Travel Card:

If you have a Travel Card, use it to pay for hotel, transportation and other related travel expenses. Do not purchase airfare or any meals on your travel card. Itemized receipts are required for all purchases and must be emailed to: BioFrontiersTravel@colorado.edu 

Travel Reimbursement Process

  • Upon completion of your travel, email your itemized receipts to: biofrontierstravel@colorado.edu
  • Please explain anything unusual that may pertain to your travel. If you attended a conference, be sure to include the conference/meeting program.
  • The BioFrontiers Finance Team will create your travel expense report on your behalf and will notify you when it is ready for submission in Concur.
  • Any reimbursement will be processed as a direct deposit.

 

If you have any travel questions, please do not hesitate to ask! Email BiofrontiersTravel@colorado.edu or drop by to chat with the BioFrontiers Finance Team, JSCBB Room A171N (Tues/Thurs).