The RASEI Travel Guide
Below you will find information on properly booking travel. Please follow these guidelines to save everyone time and stress!
Required departmental approval听prior听to booking travel:听
As required by CU policy, all employees planning business travel on behalf of RASEI听must fill out and submit a听TA (Travel Authorization) form that can be downloaded here.听
On the travel authorization form, you will need to estimate your overall cost of the travel to include registration, airfare, lodging, taxi/transportation and, if needed, meal听estimates are generally $70/day.听 You will receive an email notification upon approval of the travel authorization, and only THEN you are good to proceed with booking travel.
International travel - An additional University Int鈥檒 Travel Authorization Request is needed.听 The RASEI staff will queue you on this additional step after you submit the RASEI Travel Authorization.
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University Employee Travel:
Airfare:听 To book your domestic airfare use the University鈥檚 CONCUR Travel & Expense System: 听
Access by way of the听
Log in using your identikey and password
Under 鈥楺uick Links鈥� on the right, click on CONCUR TRAVEL & EXPENSE SYSTEM
Search for flights under TRIP SEARCH听听听听听听听听听听听听听听听听听听听听
To book International flights, you must contact the University鈥檚 travel agent, Christopher Business Travel. The agent assisted booking fee is $20. Provide them with your Speedtype#. If your travel is supported by federal funds, you will need to comply with the听. Christopherson Travel can assist you with adhering to these restrictions, if they apply.听 In addition, the US government provides information on听听and the World Health Organization provides听.
Christopherson Business Travel
Hrs of Operation:听7:00 a.m. to 5:30 p.m. (MST)听Monday听through听Friday
Local Phone:听303-694-8744
Toll Free Phone:听1-855-462-8885
Email:听cutravel@cbtravel.com听听听听听听听
Emergency After Hrs:听1-800-954-0023听Reference ID code VP-JOO听(the letter O, not zero)
Int鈥檒 Emergency After Hrs, Call Collect: 听682-233-0916听- Reference ID code VP-JOO听(the letter O, not zero)
Or, if you wish to purchase airline tickets personally (not in the CONCUR Travel & Expense System), you must obtain an airfare comparison quote in CONCUR or directly from Christopherson Travel on the same day you personally purchase your airfare (not after the fact!).听 If the total cost of the personally purchased airfare is less than the CONCUR/Christopherson comparison quote, you can proceed with personally purchasing the airfare.听 Upon completion of your travel, submit for reimbursement your itemized airfare receipt with proof of purchase along with the comparison quote.听听Without a comparison quote, you may not be reimbursed for personally purchased airfare.
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Important Note:听
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Your flights must be booked in at least 21 days in advance of departure in order to ensure best pricing.听 听Please make note of this new update.听 Any flights booked under 21 days in advance of departure would require Director of Finance approval. 听Last minute bookings are often more costly and we hope to encourage travelers to book听early听for best pricing.听
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Additional Info:
- If you have a personal component with your University business travel, please be aware of the following info.听If you are including personal time by extending your travel dates, you must obtain a CONCUR/Christopherson Travel comparison quote for the dates just to attend the business portion of your travel. If you are beginning or ending your travel (for personal reasons) at an airport other than Denver Int鈥檒 Airport, you must obtain a CONCUR/Christopherson Travel comparison quote for travel originating/ending at DIA. If the comparison quote is less expensive in comparison to the cost of your actual travel with the personal component, you will need to provide personal payment to the University for the difference.
- If a third party entity is covering the cost of your University-related international travel, you must still submit a RASEI听Travel Authorization Request as well as a Univ. Int鈥檒 Travel Auth.听Your trip will get registered with听听(for international travel only).
- If you are traveling with a non-CU employee (i.e. family member) you may book their airfare with a personal credit card by calling Christopherson; a $20 service fee will be assessed for each transaction. 听You cannot book personal travel through the online CONCUR system.
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CU Travel Card:
If you have one, use your Corporate Travel Visa Card to pay for hotel, transportation and other related travel expenses.听 Do NOT purchase airfare or meals on your travel card.听 Save and turn in all of your receipts to the RASEI Finance Office. 听
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Export Control & Your Laptop: 听
International travelers whose travel expenses are to be funded from University funds should contact Office of Research Integrity-Export Controls if traveling to another country with equipment (includes laptops) or information subject to export controls.听 See additional information at听.
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Rental Car:听
One must听use University contracted rental agencies.听 See Auto Rental info per the听.听 Decline insurance when using the State contracted agencies listed above since they provide liability coverage. 听You will need to obtain a rental car receipt that shows actual itemized charges, not estimates, and proof of payment.听 Save (and submit for reimbursement) your gasoline receipts that pertain to the rental car.
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Meals:听
SAVE your itemized meal receipts and submit for reimbursement after travel is complete. Do NOT tip over 20% gratuity. Any meals provided by the conference will reduce your meal allowance, which is calculated based on your travel destination.
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DIA Parking-Price Agreements:
For travelers who need to park at DIA, there are several advantageous price agreements for discounted airport parking.听 See听.
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Final Step:
Travel Expense Reimbursement Reports - We will create your travel expense report for you.
Email your legible receipts to听谤补蝉别颈-补诲尘颈苍蔼肠辞濒辞谤补诲辞.别诲耻鈥�
Explain anything unusual that may pertain to your travel. If you attended a conference, be sure to include the conference/meeting program. Any reimbursement will be processed as a direct deposit.
If you have any travel questions, please do not hesitate to ask! 听听
Our contact information is听rasei-admin@colorado.edu听