After Travel

• At the conclusion of your travel, create a CONCUR expense reimbursement report (details below).
• Reports must be submitted for approval within 30 days to ensure time for all DRA and Physics Department review and approval steps and for timely allocation to sponsored projects.

Create Expense Report

Follow PSC Directions to Create Report

I. Report Header

1. Select “Create From an Approved Request” (upper left) for international travel only; this links the approved international request number to the report as required.
2. Type of Report: Travel Reconciliation
3. Report Name: Please use the following name convention for your report name: yyyy_mm lastname tripidentifier (conference/description/location).
   Example “2023_01 Nix ISTE” or “2023_04 Jones Berkely Labs”
4. Travel Type:
   • ​In State (Destinations within Colorado)
   • International (Destinations outside of the US)
   • Out of State (Destinations outside of Colorado, but within the 48 contiguous United States, Alaska, Hawaii, and the District of Columbia)
5. Travel Business Purpose: Select Trip Purpose
   Frequently used:
   • Meeting/conference-research duties
   • Field research/work
6. Routing/Reimbursement SpeedType: Enter the Speedtype indicated on your approved TA form.
7. Submit Report To:
   Physics Department: Speedtype (Finance Fiscal Role)
   CU PREP: HR Supervisor (HCM Reports To)
8. Add Comments, as appropriate:
   • Conference/Meeting Dates (match the dates indicated on your TA form)
   • Briefly explain if travel report will not include standard/expected expenses (flight/lodging/meals) or any atypical added expenses
   • If there is 3rd-party reimbursement (ie: travel grant, travel support from host)
   • If any expenses were shared with another traveler (ie: shared lodging)

II. Attach Approved Travel Authorization Form

1. Manage Receipts (dropdown)
2. Manage Attachments
3. Upload your approved Travel Authorization form (TA)

III. Attach Receipts and Travel Itinerary

Please attach any required receipts/other documentation along with sufficient information to identify the expense and to support that it is official University business.

• Every expense report has an Available Receipts Area, a document repository to which you can email or upload images and attach to the report.
• Methods to upload Receipts to the Available Receipts Area:
  1. Upload images directly to your Available Receipts area.
  2. Forward emails of receipts (receipts can either be email attachments or embedded in the email content) to receipts@CONCUR.com
     Note: Email verification required. Visit the CONCUR General: Completing your Profile for instructions.
  3. Use your mobile device to take pictures of receipts and email the pictures to receipts@CONCUR.com.
  4. Use CONCUR Mobile to take pictures of receipts, which are then stored in your Available Receipts area automatically.
• Once all receipts have been uploaded to the Available Receipts Area, they can easily be attached to individual expenses.
• Receipts may also be uploaded to the report as a single file (follow TA instructions above).
• A Travel Itinerary must be attached. CONCUR itineraries are emailed upon booking and may also be found in CONCUR: Travel > Trip Library > Print Itinerary.

IV. Add Expenses

General Expense Instructions

Always select “YES” for “If Required, Is Receipt Included?” on every added expense, unless a receipt is not obtainable for an expense greater than $75. For sponsored projects, receipts are required for all expenses. Exception may be granted for small, unobtainable receipts (ie: bus).

Airfare

• If booked via CONCUR or Christopherson Business Travel, airfare is charged to a “USB Airfare Card.” These expenses have already been paid by CU but the expense lines must be moved into the related travel report to be allocated to a speedtype. You must also attach the itinerary to the report.
• The airfare charge will appear in the Available Expenses Section in CONCUR. Flights booked with Christopherson also carry a $20 Agent Fee that should be moved along with the airfare charge.
• If airfare is booked via the internet, you are required to provide a comparison quote from CONCUR dated on or prior to the date of the internet purchase for the exact same itinerary – same travel dates, times, routes, and airline/s as the planned internet purchase. The quote and internet itinerary must be attached to the report, added as Expense Type “Internet airfare.” When compared to the quote from CONCUR or CBT, the cost of the internet airfare purchase must be at least:
  • $50 less for domestic flights
  • $200 less for international flights

Combined Personal and Business Travel
Combining personal and business travel requires attaching both the booked itinerary and a Business-Only flight “quote” obtained from CONCUR prior to booking. Combined Personal and Business Travel quote requirements.

On the report header of your CONCUR Expense Reimbursement report indicates personal travel:

Lodging expenses must be individually itemized (nightly room rate, room taxes)

• Combined Business and Personal Travel: Pay for the business portion of the stay with your Travel Card and the personal portion of the stay with personal funds. Hotels will work with you to split the bill accordingly. If personal lodging is comingled with business lodging, you will need to mark the itemized expense as a ‘Personal Expense’.
• Shared Lodging is encouraged to share/split lodging expense with other CU travelers. Each traveler pays their own portion of the lodging expense and submits separate expense reports. If vendor cannot separate cost of shared lodging, one employee should pay total bill and identify the other employee in comments on the reconciling expense report, indicating whose lodging is included on that bill.

Mileage for personal vehicle use while in travel status may be reimbursed within Mileage Policy. Use the Mileage Calculator to deduct your normal round-trip commute.
Note: Mileage reimbursement for personal vehicles driven in lieu of flights for primary transportation requires prior approval, flight quote and is limited. Please see policy under “Mileage vs. Airfare - Traveler's Option”

Per Diem (Meal Allowance): If your trip was booked in CONCUR or by Christopherson Business Travel, your itinerary will already be available in CONCUR under Travel Allowances.

• Create an itinerary and adjust meal per diem
• Meals Purchased with your Travel Card should be marked as 'Personal Travel Charge (not reimbursable)'.

IV. Set Approval Flow

The Physics department uses the following approval flow for all travel reimbursement reports:

1. + Add Step: Add your group’s DRA (see contact list; also indicated on your TA); If your DRA is not an option, add them as a delegate
2. Speedtype Approval - Ensure the Speedtype Approval is set to one of the following: (if someone else is listed, please contact your DRA)
   • Keeler, Teresa L. (tkeeler@colorado.edu)
   • Munsat, Tobin (tobin.munsat@colorado.edu)
   • Namburi, Houng S. (sherry.namburi@colorado.edu)
   • Babjak, Mahlea (mahlea.babjak@colorado.edu)

V. Review and Submit Report

Review required receipts and Submit Report

Expense reports are paid via direct deposit to the same account used for regular payroll.