CCAR Travel Policies

All domestic and international travel must be approved prior to booking a trip. Please use a Concur Request for all domestic and international travel requests. You will need to enter your Request ID to finalize your international reservation.

As an employee, you can book your domestic and international trips through the Concur Travel & Expense System (Concur) or through a Christopherson Business Travel (CBT) travel agent.

Airfare is charged to a central card (ghost card) and reconciled by the PSC. Airfare will need to be reconciled in Concur once you return. 

If you have not already done so, please work with CCAR Finance to obtain a Travel Card to facilitate payment of your other travel-related expenses.

For additional information, please visit the Infrequent Traveler links below:

• Booking Travel: https://www.cu.edu/psc/training/booking-travel/concur-how-booking-travel
• International Travel: https://www.cu.edu/psc/international-travel-employees

If your travel includes personal travel, please contact CCAR Finance prior to booking, as there are additional approvals and proof of cost that are required.  

For further questions, please contact CCARFinance@colorado.edu. 

Keep itemized receipts and proof of payment for all single-item charges, regardless of the amount.  These items might include:

• Rental car/ gas
• Itemized hotel bill 
• Official function meals with itemization and tip no larger than 20%
• Transportation charges 
• If driving a personal vehicle, the traveler should keep track of the mileage driven.
• Conference attendees should retain the conference schedule in order to document whether or not meals were provided.

Receipts are not required for Per Diem.  The Per Diem rate is calculated based on the travel destination. If travel is wholly within a single day, meals are an allowable expense as long as the trip lasts 12 hours or more.  Reimbursement cannot exceed 75% of the daily M&IE per diem rate. If each travel day is not 12 hours or more, per diem is not allowable. 

As mentioned, since meals are paid via GSA per diem, receipts are not needed for meals in travel; however, please provide receipts for all other travel expenses. CU OCG Guidelines require that the department “ensure proper documentation exists and is retained to support the appropriateness of all sponsored project expenditures. This documentation responsibility is required regardless of dollar amount." 

For further questions, please contact CCARFinance@colorado.edu. 

Add the appropriate expense delegate to help you start your travel reimbursement.  Please add all CCAR Finance Staff.  

How to add an expense delegate

Fill out the Travel Reimbursement Form, and submit it along with your itemized receipts.  Please include justification for all items. Instructions for how to complete Travel Form can be found here.  

Airfare will be reconciled as part of your travel reimbursement request.  If that is your only expense, we will still need to create a request. 

*Receipts are not required for Per Diem.  The Per Diem rate is calculated based on the travel destination. If travel is wholly within a single day, meals are an allowable expense as long as the trip lasts 12 hours or more.  Reimbursement cannot exceed 75% of the daily M&IE per diem rate. If each travel day is not 12 hours or more, per diem is not allowable. 

As mentioned, since meals are paid via GSA per diem, receipts are not needed for meals in travel; however, please provide receipts for all other travel expenses. CU OCG Guidelines require that the department “ensure proper documentation exists and is retained to support the appropriateness of all sponsored project expenditures. This documentation responsibility is required regardless of dollar amount." 

To avoid IRS implications, the Concur Travel Office must receive the expense report within 60 days of the trip end.

For further questions, please contact CCARFinance@colorado.edu.