Physics Travel
Travel Policy Update
Travel to the UK
Effective 1/8/25
Travel to听the UK requires an Electronic Travel Authorization (ETA). 听The ETA is directly connected to passports (vs a visa fee often required to enter other countries) and is valid for 2 years. Per current policy, the fee (~$13 USD) is not reimbursable to individuals traveling on 小黄书 Business.
Please reference the links below for more information.
It is the traveler鈥檚 responsibility to understand and follow .听The risk to the traveler for violating policy is听personally bearing the burden of actual trip expenses and/or having a travel card suspended, if applicable.
Before Travel
What Counts as Travel?
, usually involving an overnight stay, that cannot reasonably be accomplished in under 12 hours; or travel to a University campus location (not considered the employee鈥檚 primary work location) that requires an overnight stay.
How to Request Travel
- Traveler completes Department Travel Authorization (TA Form) on the Physics Travel Website for all 小黄书 business travel, regardless of funding. The TA Form automatically routes via docusign for approvals.
- If required: Attach a dated, business-only flight quote (screenshot/print) from CON小黄书R or Christopherson Business Travel (CBT). A business-only flight quote should accurately reflect the actual dates/time of travel and routes that would have been taken if only the business trip were booked. The quote should be both reasonable and demonstrate prudent use of university funds. Any changes to the initial itinerary will require an听updated business-only quote prior to booking.听If you have any questions, reach out to your DRA. A business-only quote must be obtained in advance of any booking and is required when:
- Combining business and personal travel
- Choosing to drive a personal vehicle vs flying to out of state destinations
- Booking a flight outside of CON小黄书R - Internet bookings require an identical itinerary from CON小黄书R or CBT demonstrating a cost savings >听$50 domestic/$200 international
- International travel requires additional submission via CON小黄书R
- Attach the signed TA Form
- If required (see above), attach a business-only flight quote
- Contact DRA directly with questions or any changes听to travel TA approval.
How to Book Travel
After the TA Form is fully signed, proceed with booking the flight and other reservations (see Policy Highlights):
- Domestic Travel: Book Flights听via CON小黄书R ().
- International Travel:听听After the additional CON小黄书R international travel request is approved, book flights via CON小黄书R or contact CBT) for assistance (fees apply).
After Travel
- At the conclusion of your travel, (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.
All expense reports听submitted after 90 days will result in related expenses being reported as taxable income on your pay advice and on IRS Form W-2. Once reported, these cannot be reversed. .
Create Expense Report
I. Report Header
- Select 鈥淐reate From an Approved Request鈥 (upper left) for international travel only; this links the approved international request number to the report as required.
- Type of Report: Travel Reconciliation
- Report Name: Please use the following name convention for your report name: yyyy_mm lastname tripidentifier (conference/description/location).
Example 鈥2023_01 Nix ISTE鈥 or 鈥2023_04 Jones Berkely Labs鈥 - Travel Type:
- 鈥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)
- Travel Business Purpose:听Select Trip Purpose
Frequently used:- Meeting/conference-research duties
- Field research/work
- Routing/Reimbursement SpeedType: Enter the Speedtype indicated on your approved TA form.
- Submit Report To:
Physics Department: Speedtype (Finance Fiscal Role)
小黄书 PREP: HR Supervisor (HCM Reports To) - 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
- Manage Receipts (dropdown)
- Manage Attachments
- 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 , 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:
- Upload images directly to your Available Receipts area.
- Forward emails of receipts (receipts can either be email attachments or embedded in the email content) to receipts@CON小黄书R.com
Note: Email verification required. Visit the for instructions. - Use your mobile device to take pictures of receipts and email the pictures to receipts@CON小黄书R.com.
- Use CON小黄书R 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. CON小黄书R itineraries are emailed upon booking and may also be found in CON小黄书R: Travel > Trip Library > Print Itinerary.
IV. Add听Expenses
Always select 鈥淵ES鈥 for 鈥淚f Required, Is Receipt Included?鈥 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 CON小黄书R or Christopherson Business Travel, airfare听is charged to a 鈥淯SB Airfare Card.鈥 These expenses have already been paid by 小黄书 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 CON小黄书R. Flights booked with Christopherson also carry a $20 Agent Fee that should be moved along with the airfare charge.
- If airfare is听booked via the internet, you are听required to provide听a comparison quote from CON小黄书R dated on or prior to the date of the internet purchase for the exact same itinerary 鈥 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 鈥淚nternet airfare.鈥 When compared to the quote from CON小黄书R 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 鈥渜uote鈥 obtained from CON小黄书R prior to booking. quote requirements.
On the report header of your CON小黄书R Expense Reimbursement report indicates personal travel:
Results in higher cost:
- Attach the comparable business-only quote to the Airfare (CON小黄书R/CBT) charge in your report.
- Add a comment to the Airfare (CON小黄书R/CBT) charge to explain the difference: 鈥淧ersonal/business combined travel cost $386.09. Business only would have cost $364.59. (Validated cash receipt attached to report to document reimbursement of $21.50).鈥
- Because the extended personal trip resulted in a higher cost, you need to reimburse the University the difference in airfare as soon as possible after the purchase occurs. (Please discuss with your DRA)
- The expense may be deducted from your reimbursement directly in the report or
- Use the to deposit the reimbursement with the campus Bursars Office and attach a听copy of the validated cash receipt to attach to the trip expense report
Results in lower cost:
- Attach the comparable business only quote to the Airfare (CON小黄书R/CBT) charge in your report.
- Add a comment to the Airfare (CON小黄书R/CBT) charge to explain the difference: 鈥淧ersonal/business combined travel cost $364.59. Business only would have cost $386.09.鈥
Lodging expenses must be (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 鈥楶ersonal Expense鈥.
- Shared Lodging is encouraged to share/split lodging expense with other 小黄书 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 . Use the 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 鈥溾
Per Diem (Meal Allowance): If your trip was booked in CON小黄书R or by Christopherson Business Travel, your itinerary will already be available in CON小黄书R under Travel Allowances.
- Meals Purchased with your Travel Card should be marked as 'Personal Travel Charge (not reimbursable)'.
Meal reimbursement is not allowable if adequate meals are included with lodging, as part of conference/registration fees, or otherwise provided to traveler at no cost.
IV. Set Approval Flow
The Physics department uses the following for all travel reimbursement reports:
- + Add Step: Add your group鈥檚 DRA (see contact list; also indicated on your TA); If your DRA is not an option,
- 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
Expense reports are paid via direct deposit to the same account used for regular payroll.
小黄书 Travel Card
听听
- Anyone traveling on University business regularly is encouraged to apply for and obtain a 小黄书 travel card.
- Two online Skillsoft courses are required:
- Travel and Travel Card Training
- Fiscal Code of Ethics
- Transactions are charged to 小黄书 directly.
- Restricted/unallowable transactions will be the financial responsibility of the traveler and may result in the suspension of the 小黄书 Travel Card.
听听Policy Note: Out-of-pocket/personal funds expended can only be reimbursed AFTER a trip has concluded.
Using Your Travel Card
Travel cards may be used only for cardholder's travel-related expenses while in :
| 听听Yes | 听听No |
|---|---|
| Conference Registration and Abstract Fees | Flights (including CON小黄书R and internet bookings) |
| Ground Transportation (bus/train/shuttle/Uber/Lyft/taxi/etc.) | Alcohol Purchases (including restaurants) |
| Rental Car and Gas | Non-Travel Related Expenses |
| Parking | Expenses for Other Travelers |
| Baggage Fees | 听 |
| Lodging | 听 |
| Meals (Not recommended; must exclude alcohol, itemized receipts required) | 听 |
| Food Purchases (ie: Target/grocery stores/etc., itemized receipt required) | 听 |
| Required Covid Testing (test only, not office visits) | 听 |
Travel Policy Highlights
Highlighted travel guidelines and policies provided.听Refer to the site for a complete list of all travel policies and additional information.听It is the traveler鈥檚 responsibility to understand and follow 小黄书鈥檚 travel policies.听The risk to the traveler for violating policy is听personally bearing the burden of actual trip听expenses and/or having a travel card suspended, if applicable. If there are any travel questions, please consult the website or your DRA.
- All travel reservations, changes, and cancelations are the responsibility of the traveler.
- Advise DRAs immediately of any travel changes听that may require an updated TA and/or International Travel Request (Changes听include altering approved听travel dates and destinations).
- Travelers must proactively cancel/change flights, reserved ground transportation, hotel reservations, conference registration, etc. and seek refunds where听applicable.鈥
- Call (CBT) to cancel CON小黄书R flights at least 3 hours prior to departure to receive travel credit.
- Call CBT if your flight is canceled听while in travel status to discuss options.
- Advise DRAs of any airline credit under your name to ensure it is used in future travel.
- Flights and any expenses/credits on the 小黄书 Travel Card require an expense report to reconcile.
Business Travel May Include Personal Travel听with supervisor's approval as long as the purpose of travel is to conduct university business. The business portion includes in-transit days as defined under Domestic and International Flights.
- Bookings/Changes/Cancelations should be done within policy and are the traveler's responsibility. (Flight Cancelations and Credits)
- Only the most economical airfare that accommodates a business schedule is allowed.
- Select economy seating; upgrades are not allowed. Limited exceptions include: 1) An approved, qualifying medical exemption on file with the department prior to travel听or 2) a continuous scheduled flight longer than 14 hours. ()
- Standard baggage is听allowable if required for official university business; valid business purpose must be noted in expense report comments.
听听Policy Note: Combined Personal and Business Travel听must be approved on the TA Form and the traveler must obtain a dated, business-only flight quote (screenshot/print) PRIOR to any听booking from CON小黄书R or Christopherson Business Travel (CBT). A business-only flight quote should accurately reflect the actual dates/time of travel and routes that would have been taken if only the business trip were booked. The quote should be both reasonable and demonstrate prudent use of university funds. Any changes to the initial itinerary will require an听updated business-only quote prior to booking. If the extended trip results in a higher cost, it is the traveler鈥檚 responsibility to reimburse 小黄书 or ensure the difference is deducted in the expense report. Discuss any听questions and the process with your DRA.
Domestic Flights鈥
- Book flights directly via CON小黄书R.
- In-transit days: Arrival one day prior to the start of a conference/business is allowed if needed; return flights are expected at the conclusion of business or no later听than the following day if a conference/business runs late and a return flight is not viable the same day.鈥
鈥婭nternational Flights
- Submit an 听via听CON小黄书R.
- Attach completed/signed TA Form to the CON小黄书R Travel听Request鈥.
- Attach required business-only flight quote, if applicable.
- Once the Travel Request is approved a 4-digit code will be generated in CON小黄书R and may be used to book the flight via CON小黄书R directly or with a听(CBT) agent听(Additional fees apply; recommended for complex travel).
- Flights must comply with the听.
- In-transit days: Two travel days prior to the start of a conference/business are听allowed;听return flights are expected at the听conclusion of business or no later than the following day if a conference/business runs late and a return flight is not viable same day.鈥
Internet Airfare
- Travelers may be responsible for the full flight expense if they do not comply with travel policies.鈥
- Purchase with personal funds only.听You may not use the travel card.
- Domestic: Traveler must obtain an听identical, dated quote (same day/time/airline)听from CON小黄书R/CBT prior to booking that shows a cost savings of听$50 or more.听The quote is attached to the expense report.鈥
- International (Not recommended): The International Travel Request via CON小黄书R is still required. Traveler must obtain an identical, dated quote听(same day/time/airline) from CON小黄书R/CBT prior to booking that shows a cost savings of $200 or more.听The quote is attached to the expense report.听It is听the traveler鈥檚 responsibility to ensure compliance with the .鈥
听听Policy Note: Personal Vehicle vs Flight (optional)听requires听department approval听in advance and a comparison flight quote printed from CON小黄书R Travel.听Traveler will be听reimbursed for actual听mileage听up to total flight cost (may also include relevant transportation to/from DIA and destination ground transportation).听
- RTD听EcoPass听includes free rides to/from DIA.听 ()鈥
- Rental cars should only be used if other viable transportation is not available or inconvenient due to schedule/distance to business site听()
- The rental should be the听least expensive听vehicle available.
- A听business purpose for the rental will be required.
- All rental cars (employee and non-employee) must be reserved via CON小黄书R.
- If renting a car using 小黄书 Travel Card, waive all added liability 鈥 the card provides added听coverage.鈥
- Gas receipts required.
- Pay for ground transportation via 小黄书 Travel Card or personal funds and seek reimbursement after the听trip.鈥
- Shared rides are typically paid by one person, but the expense must still be split and applied toward individuals/STs; provide a list of names for those who shared听the ride to the DRA.鈥
- TA required.
- Lodging not typically allowed as long听as attendance can be accomplished by commuting. If lodging required, discuss听with DRA for pre-authorizations.
- Registration, business mileage (minus normal workday commute) for personal vehicle use, parking and/or rental car (only if necessary for business purposes) are reimbursable.
- Per diem is not provided unless a听single-day trip exceeds 12 hours (verifiable). If eligible for per-diem, the daily limit is 75% of the allowed rate based on destination. ()
- To secure special conference/block room rates or discounts,听book听via conference instructions directly or independently. (Do not use CON小黄书R)
- Hotel stays may be reserved in CON小黄书R 鈥 however, only standard rates are听available.
- Pay with either 小黄书 Travel Card or personal funds and seek reimbursement after the听trip. (Talk听to DRA if alternative payment needed.)鈥
- 鈥婼hared lodging: each traveler should pay their own portion of the expense and submit individual听receipts.鈥
- Lodging receipts must be itemized, include the traveler's name, and proof of payment. 听
- Any hosted meals (provided by a conference or host) and hotel-provided breakfasts are听deducted from eligible per听diem.鈥
- The per diem rate is the maximum eligible rate for your destination. In-transit听travel听days (first and last calendar day of travel)听are reduced to 75%鈥.
- Pay for meals with Travel Card or personal funds (preferred)听and seek reimbursement after the听trip.鈥
- Travel Card purchases of food at locations other than restaurants (Target/Walmart/Grocery Store/Etc.) require听itemized receipts to verify only food was purchased.
- Itemized receipts required for any single meal charge on the Travel Card.
- Travel Cards may not be used to purchase alcohol for any purpose, including听restaurants.
- Reimbursable for use of personal vehicle to/from DIA or off-site event.
- Must follow policy regarding .
- Personal Vehicle vs Flight (optional)听requires听department approval听in advance and a comparison flight quote printed from CON小黄书R Travel.听Traveler will be听reimbursed for actual听mileage听up to total flight cost (may also include relevant transportation to/from DIA and destination ground transportation).听
- Reimbursable when in travel status;听submit receipts, if听available.鈥
- Travel Card may not be used for intercampus/local-only parking or ground transportation (including听lyft, uber, etc.).
- Discounted DIA parking is听available at .鈥
- Receipts are required for all travel-related purchases. Exceptions may be granted for small-dollar purchases if a receipt cannot be obtained (some forms of ground听transportation may not be available 鈥撎齣e: bus).鈥
- Valid receipts include vendor, date, cost breakdown (if applicable 鈥 showing tip details), proof of payment by the person being reimbursed and either an indication of听paid or balance zero.听鈥
- Pay with 小黄书 Travel Card, Procurement Card, or personal funds and seek reimbursement after the trip.听鈥
听听Policy Note: Procurement Cards may be used for registration/abstract fees only; they may not be used for any other travel-related expenses.鈥
- Maximum tip allowance is 20% for any applicable 小黄书 expense. (lyft/uber/taxi/etc.)鈥
- Over-tipping amounts are the traveler鈥檚 responsibility and deducted from the traveler鈥檚 reimbursement.鈥嬏
- Required for ALL employee travel, regardless of how the trip is funded.鈥
- Travelers complete the TA Form, attach required documents, if applicable, and the form routes through required signatures.鈥
- Reservations and bookings may be made AFTER the TA is fully signed and authorized.鈥嬏
Travel FAQs
Yes, this is allowed as a cost-saving option when traveling for an extended period of time or when multiple travelers share accommodations, and it is less expensive than a hotel stay. Airbnb听options should NOT be used to share lodging听with听anyone who is not sharing the expense and business purpose for the听trip听or the traveler may only seek reimbursement for their听portion.听Typically, only a single payment option is provided so one person will pay and seek reimbursement. Names of others sharing the lodging must be provided to the DRA so expenses can be allocated accordingly.听
Private lodging may be reimbursed up to $25/day for associated costs. (No receipt required.)
Standard baggage is听allowable if required for official university business; valid business purpose must be noted in expense report comments. However, extra bags and overweight fees are not allowed unless there is a required business purpose.
Seat assignment fees for coach or economy class seats are reimbursable only when required to ensure a seat on the plane and under $50; anything over $50 requires approval and must be documented within the department.
No, 小黄书鈥檚 policy is travel should be accomplished by the most economical means possible. 听Seat upgrades are only allowed under specific circumstances, including: to accommodate a disability/special need, which must be approved in advance ().
An identical听flight quote is an itinerary showing the same airline/dates/times听to what is booked. 听An identical flight quote is required for purchasing internet airfare demonstrating a minimum cost savings > $50 domestic or $200 international and compliant with the Fly America Act.听
A business-only flight quote should accurately reflect the actual dates/time of travel and routes that would have been taken if only the business trip were booked. If combining business travel with personal or opting to drive vs fly for a business trip, a dated business-only flight quote is required from CON小黄书R or CBT prior to any booking. The quote will be used as the maximum allowed reimbursement for the booked flight or mileage claimed.
小黄书鈥檚 policy is that travel should be accomplished by the most economical means possible. All bookings should be via economy seating. 听If you have a valid business reason to book a refundable flight, please consult your DRA and garner approval on the TA prior to booking.鈥
Expense reports should be submitted as soon as possible after a trip concludes. 听All expense reports flow through a DRA review and department approval prior to advancing to travel accounting. All expenses older than 90 days are flagged, but since reports are only processed after the conclusion of a trip, the original submission date of the report is what drives additional review and potential tax implications. Reimbursements on reports submitted 90-days or more after the conclusion of a trip are reported as income on the traveler鈥檚 tax forms.听
Connecting/multiple destinations/events: Generate one Travel Authorization (TA) for the full travel dates and add details/dates in the justification section(s) for each leg of the trip. Overarching Trips with separate sub-trips: If travel is to a primarily location for an extended period of time with separate, sub-trips to other destinations, returning to the primary location, generate one TA for the overarching trip and a separate TA for each sub-trip.听 If the overarching/sub travel is international, there will be one overarching international travel request in CON小黄书R (one request may be linked to multiple trips) and one overarching TA with additional TAs for each sub-trip. If travel is complex or you have any questions, please work directly with your DRA.