General FAQs

The controllers consider these user option accounts and user option accounts are not included on the Quick Reference Card (QRC). The QRC includes only those accounts that departmental administrators are required to use at a minimum to classify assets, liabilities, revenues, expenses and cash transfers in coding departmental business transactions. The QRC does not include accounts that are:

• System maintained and not available for use on departmental transactions,
• Used primarily by staff in central administrative offices such as the Finance Office, Accounting Office, Bursar, System Controller, Treasurer, Contracts & Grants, etc.,
• User option accounts as requested by departments and approved by the OUC. (9/12)

Obtain the approval of the head of your unit – dean, director, department chair, etc. Then, send the write-off request to the campus controller. The controller will review the request and follow up with any questions. If the request is approved, the controller will sign it and forward it to Central Collection Services for processing. The controller has requested that Central Collection Services return to the requesting department any account receivable write-off requests that do not include controller approval. (8/02)

In simple terms, it’s like a tax that the university levies on those fund groups that benefit from University services and support but would otherwise not pay for them. The General Administrative and Infrastructure Recharge (GAIR) is a combination of the General Administrative Recharge (GAR) and the General Infrastructure Recharge (GIR). Although the two have their own rates and are calculated separately in the Finance System, they are often referred to together as GAIR. GAIR is only applied against expenses, not cash transfers. Current GAIR rates are posted on the our website.

General Administrative Recharge (GAR): A percentage rate charged to auxiliary and self-funded funds (20, 26, 28, 29) and their renewal and replacement plant fund (78) and to agency funds (80). GAR is calculated monthly on expenditures and paid to the general fund in recognition of the general fund administrative expenses incurred in support of the auxiliary and self-funded activities. This is a cost allocation methodology to recognize that the general fund incurs general administrative costs such as accounting, payroll, employment, purchasing, accounts payable, etc. in support of the auxiliary and self-funded activities. The general fund credit is to institutional support.

General Infrastructure Recharge (GIR): A percentage rate charged to auxiliary and self-funded funds (20, 26, 28, 29) and their renewal and replacement plant fund (78). GIR is calculated monthly on expenditures and paid to the general fund in recognition of the general fund administrative expenses incurred in support of the auxiliary and self-funded activities. This is a cost allocation methodology to recognize that the general fund incurs infrastructure expenses such as grounds maintenance, roads, sidewalks, etc. in support of the auxiliary and self-funded activities. The general fund credit is to operations and maintenance of plant. (3/15)

In some circumstances, you may receive Concur notifications for transactions related to a trip that has not yet occurred. In those situations, please create a Travel Reconciliation expense report, and assign the trip-related transactions to that report. Please include the future dates of travel in the report header.

If you are a travel coordinator for non-employees, like students in a university club, please use the non-employee report for all expenses (including travel card transactions) relating to the non-employee travel.

In very rare cases, CCO may escalate requests for an exception to this procedure to the Office of University Controller’s Director of Tax. We may escalate requests when an employee has made a demonstrable and good faith effort to complete their valid expense report in Concur within the required 90-day period, but exceptional circumstances outside of the employee’s influence or control prevented the expense report from being processed as non-taxable.  

CCO may reject exception requests when the expense report was submitted in Concur by an employee more than 90 days after the cost was incurred, and when:

• The employee claimed to be unaware of the PSC’s substantiation requirements; or
• The employee claimed to be unaware that the cost had been incurred; or
• The employee claimed the department was at fault for a delay in completing the report in Concur, and the delay could have been prevented by the employee with reasonable care and diligence.  

See the Petty Cash, Change Funds and Gift Cards page.

No. Do not endorse the check over to the student. Work with the Office of Financial Aid and the Bursar’s Office to deposit the check into the Finance System and apply it directly to the student’s bill. If this check exceeds the amount of charges on the student’s bill, then a refund will be issued to the student. The Bursar’s Office and Financial Aid will handle this check as a 3rd party payment of a student’s bill since the sponsor has designated the student to receive these funds. Financial Aid must always be involved with scholarship payments received on behalf of students to ensure that all applicable regulations are followed. (3/15)

This falls under the Participation category of the Recognition and Training PPS. The PPS states that, “Cash-like refers to an item, such as a gift certificate or a gift card, which can be used in place of cash to purchase goods or services.” Gift cards, certificates, or coupons that are redeemable for products or services are considered cash-like by default (https://www.cu.edu/psc/psc-procedural-statement-gift-cards-gc). Exceptions may be granted on a case-by-case basis depending on the circumstances. Any exceptions must be approved by the Associate Vice President and University Controller who renders a decision based upon a written request that describes the coupon/card it is handing out along with an example. (3/15)

The OUC will authorize a special SpeedType for each event you host. You will deposit the revenues and pay expenses for the event using that one SpeedType. After the event—and the accounting—is completed, then OUC will inactivate that SpeedType until the next time you host that same event (e.g., golf tournament, dinner, tour, race, trip). (3/15)

Budget journal entries for fundraising events are created by staff from the Office of University Controller (OUC) and approved by the fundraising event compliance coordinator. The OUC will use the budget submitted as part of the event set-up process to record the budget in the Finance System. Budgets for fundraising events will be recorded at a high level. Only three budget entries will be recorded: one for revenue, one for expenses, and one for the transfer out of event net proceeds from the event SpeedType to the Fund 34 SpeedType receiving the proceeds from the event. Visit the OUC Fundraising Event website for additional information. (3/15)

Yes. This type of event qualifies as an official function. The Policy Glossary lists common types of official functions. One of these types is goodwill functions which can include an event to express condolence or sympathy. The general provisions of the Official Functions Procedural Statement on the PSC website apply as usual which includes abiding by the Propriety of Expenses APS and Sensitive Expenses PPS. (3/15)

No, the only difference is what 6-digit account number the charge will land in.

The paper Official Function form is required unless the expense will be reconciled in the Concur expense system (paid with the procurement card, travel card or with a personal card for reimbursement). Concur will automatically route these expenses to the campus alcohol approver, therefore, advance approval is not required.

This payment has to be recorded as revenue. The total cost of operations is a university expense, even though it was abnormally high and should be shown as an expense. The money from the outside organization is effectively a gift or grant to help us pay for these costs. No goods/services were provided to the outside organization in exchange for their payment to us (a non-exchange transaction) so this constitutes a gift. The gift does not reduce our cost but provides funds to help pay the cost. The outside organization payment should be recorded as gift revenue in a gift FOPPS. Part of the operating costs should then be moved to the gift FOPPS. Payments from outside organizations may only reduce our expenses under the circumstances described in the Accounting Handbook Revenue Definition & Recognition. CCO monitors cash receipts that credit expense accounts to ensure compliance with these requirements.

When you receive a “reimbursement” check for expenses, it can be tempting to credit the expense because it seems like the expense was reduced by the reimbursement. That isn’t true. The expense was not reduced. You received additional funds to help pay for it, and that is revenue. Crediting an expense is allowable only in very limited circumstances. (3/15)

For example, instructors in the college can receive $400 from the college to use for travel if they are presenting their work at a conference. If the cost of their travel exceeds the $400 (say the airfare cost $500) and the faculty member writes a personal check to reimburse the additional cost of the airfare, can we deposit that check into the general fund FOPPS using the account where the procurement card airfare expense was recorded (the 700000 account series)? 

Depositing cash to the general fund is not allowed unless it is to reimburse an inadvertent personal expense, in which case the expense should be credited. Fund 10 is limited primarily to revenues generated from State appropriations, tuition, instructional fees, administrative student fees, and some student activity fees. The campus keeps these revenues separate and clean from all other sources of the campus. If the travel scenario described in the question above is entirely for university business, it would be handled the same as the proceeding question. Always feel free to contact your area accountant if you aren’t sure about a specific situation. (3/15)

Should we deposit the professor’s check as a credit against the computer expense? 

No. Deposit the check as miscellaneous revenue to a Fund 29 FOPPS, not as a credit to expense. Crediting expense is only appropriate under very limited circumstances, and this does not qualify. No matter how it is paid, the computer is entirely for official university business and it is owned 100% by the university. Therefore, a credit to expense is not appropriate.

As you note, the FCPP contributes up to a set amount toward a computer purchase, but it does not limit the purchase price to that amount. If a more expensive machine is purchased, the difference must be paid by either the department, the faculty member, or a combination of both. Departments may want to exhaust other sources of funding before asking a faculty member to pay the excess. Start-up funds or discretionary gift funds are possible options to consider.

Record the entire computer expense using account code 501800-UCB Faculty Computer Program. After OIT approves and processes the Request for FCPP Reimbursement, OIT then credits your account 501800 for the purchase price up to the program dollar limit. If there is a remaining balance and your department pays it from the same SpeedType, you’re done. If the faculty member pays all or part of the balance, record it as revenue in a Fund 29 (note that this payment cannot be considered a gift). It is preferable to record the associated computer expense in the same SpeedType for proper matching of revenues and expenses. As always, feel free to contact your area accountant if you have questions about how to do the accounting for computer purchases made under the FCPP program. (3/15)

After receipts and any support documentation are scanned or faxed into the Concur Travel and Expense System and their legibility is confirmed, technically you can discard the receipt because it can be retrieved electronically. However, CCO recommends that departments keep physical receipts until the expense report is paid and reconciled to the Finance System. (3/15)

Use account code 501800-UCB Faculty Computer Program. Eligible computers ordered through the faculty computer purchase program receive a credit from OIT into account code 501800. If the original computer expense was recorded in a different account code, that results in an abnormal balance in 501800 (i.e. a credit balance instead of a normal debit balance). If your 501800 shows a credit balance, prepare a JE to move the entire purchase cost to account code 501800. If you have questions about moving or recording costs for the faculty computer program feel free to contact your Area Accountant. For information about the faculty computer program go to the OIT website. (3/15)

You can always follow non-employee procedures when processing student travel authorizations and reimbursements. This means: 
  
If a student needs a Travel Authorization (TA) number, you can follow the expense system’s non-employee process (and the TA # will be last name and date of trip, for example, SMITHZ03112010).
  
If a student needs to be reimbursed, you can do this with a paper form. (Note: the reimbursement form must identify the payee as a student.)

Or, if the student is also an employee of your department, you can follow employee procedures. This means:

• If a student-worker needs a Travel Authorization (TA) number, you can follow the expense system’s employee process (and the TA # will be employee ID and date of trip, for example,12345603112010).
• If a student-worker needs to be reimbursed, you can do this with an expense report in the expense system.

So you can choose the approach – paper, or expense system.

One caution: for travel reimbursements that require a TA, you can’t change horses (or systems) in mid-stream. Whichever type of TA (non-employee or employee) you create for the trip, you’ll need to continue with the reimbursement according to that process (paper or expense system). (From the PSC 2/26/10 newsletter.) (3/15)

The Edit Check verifies that you have used a valid combination of data such as fund/organization/program or fund/organization/project and fund/account combinations. Edit check also checks to make sure all values used are active. The Budget Check checks to make sure that no account (asset, liability, revenue, expense, transfer) used on the transaction is a “System Maintained” account. System maintained accounts are not allowed to be used on journal entries, except that the cash transfer accounts 990000-994999 can be used on the cash transfer journal entry panels. (3/15)

The following are encumbered:

1. Payroll salary (not hourly).
2. Benefits administered through HRMS (taxes, insurance and retirement) on salaried employees are encumbered. Benefits administered through the Finance Allocation process (workers’ compensation, unemployment compensation, and annuitant’s insurance) are not encumbered.
3. Purchase Orders (POs) and Standing Purchase Orders (SPOs).
4. Facilities and administrative budget on sponsored projects. (3/15)

Each month has a campus close deadline date when no more journal entries can be made by the campus for the closing month. The campus close is generally on the 2nd working day of the following month. You can find this date on the CCO calendar or the OUC GL calendar. These identify the time and day that the General Ledger closes to campus journals for that month. On the working day following the campus close, the System Office briefly opens the period periodically throughout the day to post allocation journals. This is known as the system close day. This month-end close process occurs each month following the day identified as the close for the campus.

After 6 p.m. on the campus close day, anything that gets “Approved to Post” for the just-closed period is acknowledged by the Finance System (so you may think everything is fine), but in fact, the journal remains unposted in limbo and the System Office has to apply additional processes to get rid of these. CCO also advises the journal creator and approver to copy or recreate the journal in the following month’s business; otherwise, the journal creator assumes that their journals posted. The disposition of these problem journals takes a lot of effort by System, CCO, and the department.

Do not create, validate, approve, or post journals for the closing month after 6 p.m. on the campus close day. If you do so inadvertently, the journal will be deleted and will not post, even if the journal status is "approved to post." What you should do instead is copy or recreate the journal in the following month's business. To see this information presented in a more visual format, see a generic monthly close calendar.

In order to reverse a journal entry, you have to create another journal entry to the same FOPPS, account numbers and dollar amounts but with opposite dollar signs. The dollar amounts of the original and reversing JE’s then net to zero effectively reversing the original JE. There are two ways to accomplish this. The first is to just create a new journal from scratch.

However, the recommended way is to use the Copy Journal process to copy the original journal entry you want to reverse. Give the new journal entry a journal ID of REVxxxxxxx (where xxxxxxx = the original JE number) and click the Reverse Signs box. You should also modify the journal header description box to explain the reason for reversing the original JE. The Copying Journal Entries step-by-step under the Journal Entries topic header can assist you in the process. The Copy Journal process cannot be used to reverse a Payroll Expense Transfer or a Cash Transfer. Those have to be reversed by creating a new JE from scratch. For Cash Transfer reversals, it is acceptable and preferred to debit 995100 (Cash Transfer In) and credit 997100 (Cash Transfer Out) as this zeros out the two cash transfer account codes which is the primary goal of the reversal correction. (3/15)

A SpeedType can be renamed to improve its description for the same activity but it cannot be used for a different purpose. Always request a new SpeedType for a new activity.

When a program is created in the Finance System, attributes are assigned based on its activity. The most important attribute is the expense purpose code (EPC) which classifies all the expenses as instruction, research, public service, etc. The EPCs ensure that our financial statements are properly classified. If you change how an existing SpeedType is used, then that new activity may be misclassified on our financial statements. In addition, changing the purpose would alter the integrity and continuity of the financial history of a SpeedType because transactions of the old activity would be attributed to the new activity when running reports for prior periods. (3/15)

The Subclass ChartField is an optional field available to departments to provide an additional value for classifying revenue and expense transactions for an existing program or project. This is a five-character (maximum), alpha-numeric field and values must be established in the Finance System before they can be used. A SpeedType must also be created to represent the new subclass FOPP combination. Values subclasses and SpeedTypes can be requested via the Chartfield Request - SpeedType, Program, Subclass form.

The advantage of subclass use is the ability to review financial transactions by subclass over multiple programs or projects, and also the ability to further break down financial transactions within a single program or project.

For example, PHAS1 could be a subclass value associated with many programs. For each program that you would like to use the PHAS1 subclass, you would need to create a unique SpeedType. If you want to look at the activity for PHAS1 across all of the programs in your org (department), simply run a report for PHAS1. If you want to look at the activity for PHAS1 for only one program, then run a report for that PHAS1 SpeedType specifically. If you want to look at all the financial transactions for a program, including non-subclass activity, run a report on the program value (not SpeedType). (3/15)

Coffee, tea, juice, snacks, and similar items of trivial value can be accepted at a meeting to discuss university business. 

Meals provided during the meeting may also be accepted if the meal is of trivial value. 

An employee may not accept meals or entertainment with an aggregate value or cost of $75* or more, from a current or potential vendor, in a full calendar year. 

An employee may not accept meals or entertainment of any value from a current or potential vendor, if acceptance would create an appearance of impropriety. 

*This amount is regularly adjusted for inflation. For the most recent amount, please consult the Colorado Ethics Commission.

Pens, calendars, notepads, books, and similar items of trivial value may be accepted at a conference.  

An employee may not accept promotional items with an aggregate value or cost of $75* or more, from a current or potential vendor, in a full calendar year.

An employee may not accept promotional items of any value from a current or potential vendor if acceptance would create an appearance of impropriety.

An employee may not use promotional items from potential vendors in a way that could give the appearance of preferentiality during a purchasing decision. 

*This amount is regularly adjusted for inflation. For the most recent amount, please consult the Colorado Ethics Commission.

Yes. The CU Foundation may accept gifts that are charitable in nature, and which benefit the university (rather than a specific person). To determine whether a vendor gift to the university is appropriate, please consult with The Foundation.

As a general rule, no. State employees cannot accept gifts from vendors. Heading the list of laws governing gifts to state employees is Article XXIX of the Colorado Constitution which had its start as Amendment 41. Its overarching purpose is well-stated by the Independent Ethics Commission (IEC) established by the amendment to give advice and guidance on ethics issues arising under the law: “…voters of Colorado approved Amendment 41 in order to improve and promote honesty and integrity in government and to assure the public that those in government are held to standards that place the public interest above their private interests.” Article XXIX prohibits the solicitation, acceptance or receipt of any gift or other thing of value worth more than $50 in any calendar year from a person, without that person receiving lawful consideration of equal or greater value in return. There are eight exceptions written into the law that are further explained by the IEC’s Position Statements, etc. providing guidance on how to apply the law to a variety of real world situations. One such exception is “an unsolicited item of trivial value less than fifty dollars ($50), such as a pen, calendar, plant, book, note pad or other similar item.” Note, however, that a gift of money in any amount is prohibited.

Colorado Revised Statutes Standards of Conduct (24-18-104) reiterates in broader language that state employees shall not “accept a gift of substantial value…Which would tend improperly to influence a reasonable person in his position to depart from the faithful and impartial discharge of his public duties.”

The university’s Conflicts of Interest and Commitment APS states “procurement of materials, and other administrative tasks at the University must be free of the undue influence of outside interests.” The Fiscal Code of Ethics linked to the APS of the same name is more specific: “Employees who purchase goods or services, or are otherwise involved in the University purchasing process, shall…Not solicit or accept money, loans, credits, or prejudicial discounts, and avoid the acceptance of gifts, entertainment, favors, or services from present or potential suppliers which might influence or appear to influence purchasing decisions.” These words are echoed in the Procurement Code of Ethics.

How about gift cards or items worth less than $50?

Amendment 41 prohibits gifts of money in any amount—and gift cards are cash-like. Therefore, gift cards from vendors are not allowed. How about non-cash items like a small flash drive or a mug or a free sandwich from a caterer trying to drum up business? Amendment 41 prohibits gifts valued over $50 but allows an exception for items of trivial value (<$50). This would seem to allow these three examples as long as they were unsolicited, but hold on. For employees who are involved in purchasing, university policy does not identify a $50 dollar threshold so theoretically there is no lower limit. Instead, its focus is on the gift’s influence (or appearance of influence) in purchasing decisions. This is a more stringent requirement and demands extra vigilance. Giveaway items used as a marketing tool are standard practice in industry and as a rule do not target a particular individual with the implicit understanding that a purchasing favor is to be returned. But nevertheless, that remains the underlying issue. With even the smallest gift, you must be confident that it will not improperly influence a buying decision. If you are not certain, or simply want to avoid any potential issue from arising, decline the gift. (3/15)

No. Essentially, we are taking CU funds and providing additional remuneration to selected faculty for outstanding service. This should not be accomplished by routing the funds through an external entity. It is permissible for the external entity to select the outstanding faculty to receive the award. But the award should be paid through our payroll system following the proper procedures provided by the Recognition and Training PPS available at https://www.cu.edu/psc/procedures/. (3/15)

Yes, gift funds follow the same policies and procedures as all other funds unless the terms of the gift are more restrictive than university policies and procedures in which case we follow the gift restriction. We always follow the more restrictive of state/University policy or gift terms. Gifts are given to the University of Colorado in the name of the Regents. As such, they are a gift to a state agency and become state funds subject to applicable state and university policies and procedures.

Example 1: The donor may allow gift funds to be used for first-class travel however university policy does not allow first-class travel. Therefore, gift funds may not be spent on first-class travel.

Example 2: General funds may be used for any legal purpose for the university as decided by management. However, the donor said this gift may only be used to support the Chemistry Department or it may only be used for financial aid. We must, therefore, limit the use of the gift funds for the Chemistry Department or financial aid. We may not use the gift funds for any other university business. (3/15)

This is known as a Gift In Kind (GIK) transaction because it involves a non-cash donation. GIK transactions route through CU and not the Foundation. In brief, the policy states that any GIK

• valued at over $5000 or 
• attached to a written contract or agreement or  
• that is an addition to an existing collection valued at over $5000 

requires

• the completion of a GIK Acceptance Form and
• the approval of the campus controller prior to custody.

Donations of GIK valued at less than $5000 and not accompanied by a bilaterally executed written agreement are not recorded in the Finance System and do not require a GIK Acceptance Form (except a GIK of any value to Athletics is recognized, and GIK used for Recognition and Training awards is recorded). Contact the Office of University Treasurer about a receipt to support a tax deduction.

A GIK valued at over $100,000 requires an appraisal paid for by the donor if the donor requests IRS Form 8283. If no Form 8283 is requested, the campus controller may approve payment for an appraisal. For donor tax benefits, CU must receive the gift directly from the donor (not via the Foundation); the gift must be in good condition, and the University must use the gift for at least three years.

If your department receives an offer of a gift in kind, consult the Accounting Handbook to be sure you are in compliance before accepting the gift or making any commitments. Direct any questions to the campus controller. Follow this link for the Gift in Kind section of the Accounting Handbook. (3/15)

This is allowable. There is nothing in university policy that prevents this activity, although it may seem that one or more policies pertain. Let us examine each of these policies in turn. Gift In Kind– This requires that the university receive the gift from the donor, which does not apply here. In this case, the tickets are offered directly to the attendees by the vendor. Recognition and Training PPS – The Participation Award category in this PPS does not apply because the attendees do not automatically receive a ticket just for participating in the official function. They must obtain one from the vendor. In addition, since it is the vendor and not the university offering the tickets, the participation award element is removed. Finally, while a ticket may meet cash-like criteria, its value is less than $100 and therefore would not require the Recognition Reporting form even if it did qualify as a participation award. Complimentary Tickets PPS – This policy involves tickets to university events, and the free ticket is for a non-university event. Therefore, it does not apply.

This sort of activity is similar to other university events where vendors may be present and give away tokens such as pens, water bottles, or coupons. However, please consider the following. You must guard against appearing to offer any kind of vendor endorsement or promotion because that is inappropriate university support. In addition, take care not to form some sort of exclusive arrangement with a particular vendor. For example, if another theater wanted to make the same offer, you could not exclude one over the other. The goal is to support the students, not to give a business advantage to an outside vendor. (3/15)

CIW stand for Central Information Warehouse. It's a database with data extracted from various CU administrative systems, including the Finance System (aka "GL" for General Ledger). See http://www.cu.edu/irm/CUonly/dwhse/. You can tell if your are using the CIW instead of PeopleSoft because most systems that retrieve financial data from the CIW require a User ID ending with "CIW" or an ID that is similar to your name, or use your Windows account. The Cognos Reporting System, for example, relies on the CIW for its data. 

To get access to the CIW, complete the Central Information Warehouse Access Request Form on the UIS web. (3/15)

Yes, an electronic image is a suitable substitute for original paper university records in most cases. The Retention of University Records APS states in section D.7, “The retention period is satisfied by retaining an electronic record of the information that accurately reflects the information set forth in the record and remains accessible for later reference.” 

“Accurately reflects” implies that the electronic image is readable, so before you toss the paper, be sure you can read the electronic version. “Accessible” means that you can locate the electronic files for later retrieval to use as needed and to dispose of when the retention period is met. You may want to keep these files on a networked drive and limit access. It is also a best practice to keep electronic backup copies on a different drive.

These electronic files are still university records and, therefore, should be stored on a medium owned or controlled by the university. Work with your IT staff on how to best manage these records for archival and security purposes.

While scanned images of receipts are acceptable as source documentation for records retention purposes as long as they are an accurate image of the original and are readable, please note that, in addition, federal contracts also require that the original be retained for a minimum of one year after imaging per Federal Acquisition Regulation 4.703. (3/15)

PIE is a charge caused by certain FOPPS being in cash deficit on a daily average for a quarter. The cash deficit reduces the total amount of cash available to the Treasurer to invest and reduces the interest earnings of the University. Therefore, FOPPS are charged PIE to replace the lost interest earnings.

All FOPPS in funds 2x, 7x and 80 are subject to PIE. The cash balances of all FOPPS of a single organization within the same fund (except fund 28) may be aggregated to calculate one average daily cash balance for that organization. This is accomplished by selecting one SpeedType of the organization and assigning that SpeedType as the PIE attribute to all the SpeedTypes of the organization in the fund. The daily cash balance of the FOPPS is averaged for the quarter. If the quarterly average is a deficit then the PIE SpeedType is charged PIE interest expense in transfer account 997102–Voluntary transfer out within campus-PIE. 

For fund 28 FOPPS, federal cost principles prohibit the use of a surplus in one Internal Service Center (ISC) to fund the deficits of other ISCs or other operations. They also require that any interest earned on the investment of ISC cash balances be returned to the ISC as an applicable credit, thereby reducing their rates. Therefore, we cannot combine an individual fund 28 ISC FOPPS cash balance with any other cash balances. If we did combine these cash balances, the ISC positive cash balances are reduced thereby reducing the interest income allocable to those ISCs. This results in an increase in their rates that are then charged to federally sponsored projects.

The only exception to this rule is where one ISC has a number of fund 28 FOPPS used for internal management of the single Service Center. For example, if Imaging Services had more than one fund 28 FOPPS to manage Imaging Services, those cash balances would be combined. The basis for this exception is that there is one ISC and the multiple FOPPS are all for same ISC. (3/15)

This situation only applies to International Education which has been authorized to use foreign bank accounts to administer international programs. At the end of each year International Education must convert the foreign bank account balance into US dollars and this can result in a gain or loss due to a change in the rate of exchange since the last conversion. These gains and losses are reported in account 231102, Unrealized Currency Gain/Loss. These gains and losses are not realized at this point. They merely reflect a change in the balance sheet value due to a change in the rate of exchange. They would be realized gains/losses if we actually withdrew the funds and converted them to US dollars at the current rate of exchange. (3/15)

The IRS recognizes the university as exempt from federal taxes under section 501(c)(3) of the Internal Revenue Code. A list of such organizations – including CU – can be found on the IRS website. To locate the university on this Excel table, click on the Colorado link and look or search for “Regents of the University of Colorado.”

To confirm that the university is eligible to receive tax-deductible charitable contributions, use the IRS Search for Charities page. For a pinpoint search, include “Regents of the University of Colorado” in the search criteria and select the “All of the words” radio button. (3/15)

Value Added Tax (VAT) is a type of consumption tax that is placed on a product whenever value is added at a stage of production and at final sale. It is most often used in the European Union. As a U.S. entity, the university does not have a VAT number. Some vendors request certification that the university is a U.S. entity. If requested by the vendor, the international tax specialists at Employee Services can provide a certificate to show that CU is indeed a U.S. entity. (3/15)

An honorarium is a payment for a one-time service made to an individual as a gesture of appreciation and is considered a token payment given the services rendered and/or stature of an individual rendering the services. An example of this is a guest lecture. Often, an honorarium is identified after a service has been provided although prior planning and an expectation of payment is allowable.

In contrast, payment for service is a transaction where the fee is always negotiated in advance at fair market rates and generally covers delivery of services over a period of time as opposed to a single instance.

Honoraria are discussed on the PSC website. An honorarium requires the Honorarium (HNR) form for amounts over $100, and the payment for service requires the Scope of Work (SOW) form in any amount. Both the HNR and the SOW forms require review and approval (signature) by your campus Human Resources office. SOW review must be conducted prior to any work being performed. See the PSC Forms webpage. (3/15)

In order to reverse a Payroll Expense Transfer (PET) you have to use the PET process to create another PET to offset the first PET. Do not use the Copy Journal process with the Reverse Signs box checked. This process does not work with PETs. (3/15)

You need to work with Employee Services to recover the salary overpayment from the employee and to ensure the payroll expense is properly credited after receiving repayment from the employee. Whether the benefit expenses will be credited depends on when the overpayment is detected and reported to PBS. Taxes and retirement will always be credited. Insurances will only be credited if the overpayment is identified within the time allowed by insurance companies to recover errors. If we cannot recover the overpayment from the insurance company then CU must retain that expense. If the overpayment error was on a sponsored project, then the insurance cost must be moved to another non-sponsored project FOPPS of the department. Worker’s compensation, unemployment compensation and annuitant’s insurance are administered by a PeopleSoft allocation process and will be credited when the salary expense is credited.  

The above assumes a return of 100% of the salary. If the overpayment is only partial (the employee retains some payment for the pay period and returns only part) then only those expenses driven as a percentage of pay such as taxes, retirement, worker’s compensation, unemployment compensation and annuitant’s insurance will be reduced. Those expenses that are a flat amount for qualifying employees such as insurance, will not be affected if the employee still qualifies to receive those benefits. Refer to Employee Services Procedures for Overpayment of Wages. (3/15)

Payment on a worker’s compensation claim represents a reimbursement to the university for payroll costs paid by the University on behalf of the insurance company. These insurance proceeds cannot be used for other purposes. Therefore, record these reimbursements as a reduction of the injured employee’s payroll cost. However, because actual payroll accounts are system maintained and not available for use, you must use the appropriate Non-HRMS (NHRMS) account code for the budget pool where the original salary expense was recorded:

• 400169 - Fac FTP Sal NHRMS
• 400369 - RschFac FTP Sal NHRMS
• 400549 - PRAFac FTP Sal NHRMS
• 400669 - RsAsFac FTP Sal NHRMS
• 400769 - OthFac FTP Sal NHRMS
• 401049 - RschFac PTP Sal NHRMS
• 401069 - RschFac FTT Sal NHRMS
• 401099 - RschFac PTT Sal NHRMS
• 401349 - Fac PTP Sal NHRMS
• 401369 - Fac FTT Sal NHRMS
• 401449 - Fac PTT Sal NHRMS
• 401499 - PRAFac FTT Sal NHRMS
• 401599 - PRAFac PTT Sal NHRMS
• 401749 - PRAFac PTP Sal NHRMS
• 401769 - RsAsFac FTT Sal NHRMS
• 401789 - RsAsFac PTT Sal NHRMS
• 401849 - RsAsFac PTP Sal NHRMS
• 401899 - OthFac PTP Sal NHRMS
• 401989 - OthFac PTT Sal NHRMS
• 402049 - OthFac FTT Sal NHRMS
• 402249 - StdFac FTP Sal NHRMS
• 402299 - StdFac FTT Sal NHRMS
• 402349 - StdFac PTP Sal NHRMS
• 402399 - StdFac PTT Sal NHRMS
• 402649 - O/E FTP Sal NHRMS
• 402749 - O/E PTP Sal NHRMS
• 402949 - O/E T Sal NHRMS
• 405149 - Class FTP Sal NHRMS
• 405249 - Class PTP Sal NHRMS
• 405349 - Class FTT Sal NHRMS
• 405249 - Class PTP Sal NHRMS
• 405349 - Class FTT Sal NHRMS
• 405449 - Class PTT Sal NHRMS 
• 407699 - Std Hr Pay NHRMS
• 407799 - Std OnC WS Pay NHRMS
• 407899 - Std OffC WS Pay NHRMS

(3/15)

You don’t need an existing SPO if you have a true emergency. University procurement rules identify the steps to follow when an emergency condition arises and the need cannot be met through normal procurement methods. There are stringent requirements that must be met in order to qualify as an emergency procurement. One rather obvious one is that it must be for an emergency. We recommend that you read the section on emergency procurements in the Procurement Rules and then discuss your department situation and concerns with the appropriate purchasing agent. (3/15)

Departments cannot spend money from their FOPPS to buy materials to be placed in the Library system. The department should transfer the money to a Library FOPPS and the funds spent from the Library FOPPS. All Library acquisitions are capitalized as part of the total cost of our library collection asset. Additionally, these costs are uniquely handled in our Facilities & Administrative rate calculation for sponsored projects. We obtain the Library acquisition costs from the Library FOPPS. Library acquisitions paid directly from departmental FOPPS would not be picked up, our Library collection value would be understated and we would have errors in our F&A rate calculation. Finally, Library materials bought from departmental FOPPS would be erroneously reported in our annual financial report under the expense purpose code of the departmental FOPPS (instruction or research for example) rather than the academic support expense purpose code designated for Library expenses. (3/15)

Cardholders are expected to make purchases from vendors that have mandatory price agreements. The Procurement Card Handbook says, “Cardholders are not to use the Procurement Card to purchase items otherwise covered by a mandatory price agreement. For a list of goods/services covered by such agreements, see the Commodity Listing.” (3/15)

Yes. You can use the procurement card to purchase postage. However, in allocating the postage cost to your FOPPS, you cannot allocate postage to a sponsored project FOPPS (fund 30/31) unless that project is approved by Sponsored Projects Accounting to pay for postage costs. If your sponsored project FOPPS is not authorized to pay postage costs using the campus mailing services, then you cannot charge procurement card purchased postage to the project either. To do so would be a violation of OMB Circular A-21 and the Federal Cost Accounting Standards (3/15)

 No, it is not allowable to use the Procurement Card Program to purchase any phone cards where there is no itemized billing of the long-distance charges showing the number the call was made to and from as well as the total time and total charges. The purchase of the phone cards where there is no itemized billing does not provide sufficient documentation as to whether calls were personal or business. There is not sufficient accountability to provide a reasonable balance of the risk with the control. OIT does not recommend the use of phone cards in place of the long-distance access codes based on 1) the cost to a department for the long-distance access includes the rollup and administrative time and effort to manage the billing while providing itemized information to the department and 2) auditing concerns, particularly with grant funds…again, where is the balance of risk and control to provide sufficient accountability? (3/15)

This is a good practice to do periodically because accurate information is needed for several key University business processes including the expense system. For “Reports To” data, run the Department Org Report in HRMS. It lists all employees in an org with each employee’s “reports to” and appointing authority. Navigation: Home > Reports and Reviews > Job Information > Department Org Report.

To find the fiscal roles for your org’s SpeedTypes, use the SpeedType with Fiscal Roles Look Up report in the Cognos Reporting System: CU Reporting > Finance > Look Ups

Send any program fiscal role corrections to accounting@colorado.edu. (3/15)

Per the State of Colorado Higher Education Accounting Standard #2 issued by the state controller, instructional fees are defined as those mandatory fees charged to students where the fee is directly related to specific instructional programs. This includes fees related to whole academic programmatic areas as well as to specific course fees. Examples of this type of fee are a lab fee (e.g., chemistry, anatomy), a microscope fee (when the microscope is required for a particular program or course), music fee, physical education fee, and program fee, (i.e., school of business or college of engineering fee). These fees are recorded in the “Tuition and Fees” program code.

All instructional fees are accounted for in the general fund (fund 10) except for instructional fees charged by Continuing Education that are accounted for in their FOPPS in the Auxiliary TABOR Enterprises fund (fund 20). If the fee has been approved to be dedicated to a specific program, then an expense budget is set up for that program and the continuing expense budget is adjusted at various times during the year to equal the actual fee revenue collected. (3/15)

Departmental self-generated revenue, sales of goods and/or services to parties external to the university, are accounted for in a 2x fund as appropriate for the type of revenue.

• Fund 20 – For all revenue of designated TABOR Enterprises
• Fund 26 – For royalty revenue and fixed price contract residuals
• Fund 28 – For designated Internal Service Centers
• Fund 29 – For all other departmental self-generated revenue

Do not record departmental self-generated revenue in the general fund (fund 10), grants and contracts (funds 30/31), gift fund (fund 34), or renewal and replacement plant funds (funds 72/78). (3/15)

Royalty income is exempt from TABOR reporting and is accounted for in fund 26 – Auxiliary-Other Exempt for most departments. Departments that have been designated a TABOR Enterprise will account for their royalty income in fund 20. Fund 29 is not exempt from TABOR and cannot be used to account for royalty revenue. (3/15)

No. The biggest issue with using prepaid calling cards is that there is no record of who was called and how much each call cost. So, there is no valid documentation to support this as official university business. (3/15)

All financial aid payments must be managed through the Office of Financial Aid (OFA). OFA needs to be aware of all financial aid payments to students in order to make sure that departmentally awarded financial aid does not impact or alter the financial aid package awarded by OFA. Contact OFA for instructions on how to process departmentally awarded financial aid. (3/15)

This issue was considered by the Office of University Controller who released the following policy on October 4, 2007 that becomes effective January 1, 2008: 

Home internet service is not an allowable expense. Exceptions can be requested from the appropriate Vice President or Vice Chancellor for Finance for reimbursement that is temporary in nature due to changes in job requirements or personal status (e.g., access from remote location home while on sabbatical). This authority can be delegated to one person (per campus) via a written memo to the University Controller. 

The reason for this is twofold. First, it ensures consistency among the campuses. Second, it recognizes that the IRS views this type of expense as personal in nature and therefore, if paid by the employer, it becomes reportable income to the employee. (3/15)

If you can answer “Yes” to all of the questions in the Propriety of Expenses (APS) then it would be considered allowable. However, these items appear to be more of a personal nature which requires the employee to provide for his or her own needs. If similar items were included in an emergency first aid kit purchased by the department, then that would be more appropriate. (3/15)

This is considered allowable in the Sensitive Expenses PPS. These visiting colleagues were associates of CU, the meeting was an infrequent occurrence, and the meeting involved participants from more than one entity, operating unit, or campus. In general, meals with only employees or associates for the purposes of discussing work are not allowed for official functions. Note that official function expenditures are usually unallowable costs to sponsored projects. (3/15)

Yes, this is permissible. The PSC Procedural Statement (PPS) on Recognition and Training addresses recognition awards for employees and non-employees, which includes students.

If you will only be giving token gifts valued at less than $100, and if recipients will not receive more than $100 worth of these gifts within a calendar year, then you do not need to establish a formal recognition program.

If the gift is valued at $100 or more, your department will need to establish a formal recognition program authorized by the organization fiscal principal. Most departments attach the documentation about the recognition program to the Recognition Reporting (RR) form. (3/15)

The Tests of Propriety PPS applies to all purchases using University resources. The answer to all eight of the following questions must be “Yes” in regards to including spouses or significant others to a university event where food is provided. 

1. For official university business?
2. In the best interests of the university?
3. The most effective way to accomplish official university business? Meaning that, without the expenses, would programmatic objectives be difficult or otherwise more costly to achieve? Or would the impact, level, or quality of the achievement be reduced?
4. In compliance with applicable policies, laws, regulations, and rules; and contracts, grants, and donor restrictions including having the required approvals and authorizations by the appropriate fiscal role?
5. Within the available resources of the responsibility unit, taking into consideration all outstanding commitments and encumbrances?
6. Directly beneficial to the responsibility unit where it is being charged?
7. Reasonable? Meaning that the quantity and quality of goods or services being purchased is sufficient to meet the University’s identified need without exceeding it.
8. In compliance with university conflict of interest provisions? Meaning that, if an employee derives private gain, or appears to derive private gain, as a result of the transaction, then the transaction violates the conflict of interest provisions stated in Regent Law, Regent Policy, and in the Administrative Policy Statement, “Conflicts of Interest and Commitment.”

The Propriety of Expenses APS (APS Number 4015) says this about the Tests of Propriety and Immediate Family Members:

“Generally, it is the policy of the University not to pay for the attendance of an employee’s immediate family member(s) to attend an event, function, or activity. However, there are limited instances, such as external community relations or fundraising functions, where it is deemed necessary for an immediate family member(s) to attend an event for the purpose of promoting the University. The attendance of immediate family members at such events must be limited to those individuals necessary to represent the University.”

In addition, the Recognition and Training PPS states: “Attendance at employee recognition events should be limited to those that are necessary to recognize the individual(s) receiving the award, reward, or prize. Limiting attendance will ensure expenditures are kept to a minimum. In certain circumstances, however, it may be appropriate for an immediate family member(s) to attend the recognition event. One such example would be a retirement function.” Another example would be at a staff appreciation meal timed to coincide with a University holiday.

The following are questions and the responses to those questions. The references cited are to the matrix found within the PSC Sensitive Expenses PPS. Eight sample scenarios, involving official functions attended by spouses or significant others, follow. The Official Functions PPS also applies.

1. Dinner for a student recruitment function that includes two faculty members, a graduate student, and their spouses. Answer: Allowable as a student function for faculty members and students. Meals provided for spouses are allowable only when the above eight tests of propriety are met.

2. Dinner for recruiting faculty members involving the recruits, the recruits’ spouses, faculty members, and faculty members’ spouses. Spouses invited for fostering a sense of community. Answer: Allowable as a recruitment function for faculty members, the recruits, and the recruits’ spouses. Meals provided for spouses are allowable only when the above eight tests of propriety are met.

3. A department chair hosted a reception to include faculty members from the department, faculty members from other campuses, a guest speaker, and the chair’s spouse. Answer: Allowable as an official function for faculty members, the speaker, and the chair’s spouse.

4. Dinner for a large number of departmental members, a guest speaker, and a few employees’ spouses. Answer: Allowable for the employees and the speaker as an official function. Meals provided for spouses are allowable if the above eight tests of propriety are met. The event invitation should be limited to those employees/individuals necessary to and directly involved with the event functions.

5. Food for a faculty and a non-CU employee colleague to conduct research for a book at the faculty member’s home during a two-week project time. The faculty member’s spouse occasionally joined their meals. Answer: Not allowable as an official function for all attending. However, meals for a non-CU employee in travel status can be allowed by complying with applicable Procurement Service Center Travel PPS.

6. Food for a welcome-back picnic held at the beginning of the fall semester to which faculty, staff, students, and their families are invited. Answer: Everyone but the employee's family can attend.

7. Food for a staff appreciation event timed to celebrate a University-recognized holiday. Answer: No, this is not allowable.

8. Dinner for a fundraising function including a guest speaker, the speaker’s spouse, some donors, board members of a Center, board members’ spouses, some faculty members, and faculty members’ spouses. Answer: Allowable as an official function for the speaker, the speaker’s spouse, donors, the Center’s board members, and faculty members. Meals provided for faculty members’ spouses and the Center’s board members’ spouses who meet the definition of associates are allowed.

In general, official function expenditures are treated as unallowable costs to sponsored research projects and internal service center (ISC) programs according to the OMB Circular A-21. (3/15)

Employees should be reminded that university provided cell phones are for University business only and not to be used for personal use. The Personal Technology and Telecommunications PPS governs the use of university-supplied cell phones. That policy states, “The University generally will not require reimbursement for an occasional personal call that does not result in incremental costs to the University provided the call enabled the individual to meet personal needs while achieving more efficient, effective conduct of university duties. The fiscal principal of the organizational unit is responsible for addressing patterns of personal calls that would create university exposure under tax law and other governmental regulations.”

If any employee has a frequent rate of personal use of a university-provided cell phone, the department should consider canceling the University provided phone. The employee can then provide a personal phone and get reimbursed for any University business. This would be similar to reimbursing an employee for mileage for driving his/her personal car on University business. (3/15)

Most likey, no. Most virtual meetings do not qualify as official functions. Providing gift cards, food vouchers, or delivering food via Grubhub (or similar) to virtual event attendees is not allowed in most cases. Contact fiscalcompliance@colorado.edu for more information.

For retiring employees, a greeting card is considered as part of the retirement gift they receive from their department. For employees who are simply leaving the unit or the university, i.e. moving to another state, a greeting card is not allowable with university funds. This is a “pass-the-hat” situation.

Gift cards are cash-like items and fall under the PSC Procedural Statement: Recognition and Training and the PSC Procedural Statement: Gift Cards. Gift cards can be used as a form of employee appreciation. If you are purchasing more than one or two gift cards you will need an approved gift card program. The department must also have an approved employee recognition program in place prior to giving gift cards as employee appreciation. The four recognition categories are: length of service, merit, safety or participation. It is acceptable to use a Fund 10 or a gift fund.

As per the PSC Procedural Statement: Recognition and Training, section G.1: Employee training must provide a benefit to the university and cannot be solely for the personal, professional development or advancement of the employee. In other words, the training must result in the enhancement or advancement of the employee in relation to her or his university job performance and career.

The amount of the over-tip may need to be reimbursed to CU. The employee will be notified if this is the case.

Yes, but they are the same limitations that apply to all funds. You have to be traveling on approved university business and you have to follow PSC travel policies. These policies apply equally to general funds, auxiliary funds, sponsored projects funds, and gifts funds. Sponsored project funds may have other restrictions imposed by the sponsor and require OCG approval.

The Cash Advances Procedural Statement on the PSC website sets the minimum advance at $500.

The original policy and procedures were created specifically to control how University departments reported – and were reimbursed for – the costs of University activities when the University of Colorado Foundation (CUF) development staff had agreed to share in those costs. (Direct payment from CUF in such cases was prohibited as it circumvented university purchasing policies and fiscal rules.) However, during Fiscal Year 2014, the CUF development staff became university employees. Accordingly:

Development funds are now firmly established as university funds (Fund 36) and therefore subject to University policies, procedures, and rules.

Development and non-development departments can now share costs without needing to complete additional paperwork/procedures.

Review and approval can be conducted as for other university funds and the university’s financial reporting system can assist in this process.

Finally, the change in procedures eliminates unnecessary paperwork and allows the individual campuses to focus on activities and events of greatest importance to their unique needs.

Account code 552666, Foundation Requested Services, must be used in a Fund 10, 20, 26, or 29. Further, the reimbursement from the foundation must be deposited to the SpeedType where the expense was posted using account code 325111, Foundation Service Revenue, which falls under the miscellaneous income revenue classification on the account tree. However, the Boulder campus controller has determined that miscellaneous income shall not be deposited to a Fund 10. Therefore, that leaves Fund 20, 26, or 29 available for your use. And you may be gratified to hear that account 552666 is exempt from GAIR. (3/15)

Yes that is correct.

Once the SpeedType approver approves the funding source and they click approve; it will flip back to that employees ORG and it won't follow the SpeedType approval.

Those need to be looked up.  Follow the approval process within Concur Request, once the HR Manager/Speedtype approval is complete, you should see the appropriate officer within the approval workflow.  

This option is available within the itinerary.  There is a link at top right of page that says change.  See this video for more information:

https://assets.concur.com/concurtraining/cte/en-us/cte_en-us_trv_changing-purchased-ticketed-trip.mp4

For any  non employee travel (domestic and international); charge is sent to the employee who contacts Christopherson Business Travel.  CBT will ask for contact information including your email address and employee id to associate you with that non employee trip.  We are still collecting SpeedType numbers and  there are cases where it does not attach to the employee by the employee id number correctly so it may mismatch to someone else, or it may match to the employee who has the same name as the person traveling.  In those cases we are using those SpeedTypes to help make those connections to assign the airfare to the appropriate employee.

Yes it does include international travel.  You can make changes to the travel dates prior to the trip.  If you are making changes prior to booking trip make sure that is included within an email string that you are sending to CBT when you are booking the trip .

When you create an expense report it should be asking you if you want to attach the cash adavance to that report if not you need to go in and select cash advance to be part of that expense report.  Fore more information visit:  https://www.cu.edu/psc/concur-how-reconciling-cash-advances

It depends on your department.  There are some deparments that require pre approval to be attached to the expense report.  That would be a dpt. requirement.  On the Travel dpt. end there is nothing that has to be done after the trip is completed.  Once you receive pre approval that is all we need.

No.  All travel should be reconciled once the trip is concluded. Concur is designed to provide reminders of aging transactions. To prevent you from receiving those notices you can move those transactions into an expense report and in that report put the future travel date in the name and title of report.  You do not need to reconcile these until after the travel is concluded.

As a travel arranger you should be able to go into the travelers dashboard and look up unused credits.  Travel can also run you an unused ticket report that will show you everybody that they have.  

To determine the value of your department’s canceled (unused) and refunded tickets – in other words, to determine the potential value toward future airfare purchases – you can request an Airline Ticket Report by emailing psctravel@cu.edu.

In your email, the Subject line should read “Ticket Report Request: (ORG number)”

If you need a report of multiple ORGs, please include the ORG list within the body of the email. Note: Reports cannot be pulled by the ORG Node, individual ORGs are required.

Typically the cancellations occur within the airline.  If they are traveling with the airlines app, that is the best way to see changes.  Tripit pro can also give you realtime changes to itinerary and cancellations.

https://www.cu.edu/psc/training/using-tripit-pro

Typically refundable tickets are not an approved expense.  However, we are seeing dpts. that want to get a ticket with more of a buffer on it.  It is considered an upgrade to airfare.   If you cancel airfare to a destination, regardless where you are going,  CU still secures those funds. so when you are purchasing a refundable ticket you are paying more money for funds that we are still being able to obtain if you have to cancel the event.  Second part; If you are using federal funds for a purchase; Funding requirements vary by the grant/funding source be sure to look at the funding requirements to see if it's allowable.

If an agent has to make the change.  If they have to go in and change the record there is a charge.  

Yes.  For further information, please consult:  https://www.cu.edu/psc/policies/travel-card-handbook

No not for airfare.  You can use if for lodging and ground transportation.  For more information:  https://www.cu.edu/psc/policies/travel-card-handbook

If they are non employee travellers, then that is acceptable under group travel.  For more information:  https://www.cu.edu/psc/group-travel

That is currently being reviewed.  This is more of a risk management question.  Its really on the onus on the traveller if they still want to take the trip.  The onus is also on the traveler for isolation costs associated with this trip.  Treated much like any other illness now that we are reaching the endemic phase. This is under review and will have more to come on this. (July 2022)

Right now internet airfare is being finalized to how that will look like into the future.  Guidance should be coming this summer (July 2022)

Consult here for the latest information:  https://www.cu.edu/psc/internet-airfare