FPI_5-1_Travel.pdf

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COLORADO STATE UNIVERSITY

Financial Procedure Instructions

FPI 5-1

Procedure Title: Travel Procedures

Procedure Purpose and Effect:

To define procedures for travel expenditures. Different procedures

often apply to payments made to or on behalf of Foreign Nationals. Please direct specific questions to

the Foreign Tax Office.

Application of Procedures:

This procedure applies to all expenditures made with University funds

for travel related to official University business.

Exemptions: None.

Definitions:

The following definitions apply to all travel paid with University funds---no matter the

source of the funds---and to all individuals engaged in such travel, whether officers, faculty, staff,

students, or non-employees traveling on University business. For questions, contact Travel Services

bfs_tem_users_questions@mail.colostate.edu

Amend

To amend a Travel Authorization (TA) to encumber additional expenses that were not

included on the original TA. The original TA can be amended until a Travel Reimbursement is

issued. To amend the TA, click the "amend" button at the bottom of the TA.

Approving Authority

University employee designated authority, in the Kuali Financial System

(KFS), to approve matters related to University travel, approve travel documents, etc. Approving

authority cannot be a subordinate of the traveler. Travelers cannot approve their own travel as

the Department Higher Authority. The approving authority must be on the Signature Approval list

(defined below) for that department.

Auto Liability Insurance

Auto liability insurance only covers injuries or damages to third

parties and their property. There are two components to auto liability - bodily injury liability and

property damage liability. In the context of auto rentals auto liability insurance is NOT collision

damage waiver/loss damage waiver (CDW/LDW).

Blanket Authorization

A department head may annually provide blanket authorization for in-

state travel for the entire department or for specific individuals in the department, in the form of a

memo, maintained within the department and available for audit. The blanket authorization does

not cover airfare for in-state travel; pre-approval is required for all airfare. If blanket authorization

is not in place a Travel Authorization must be completed for each in-state trip.

CSU Travel Card

The CSU Travel Card is the preferred method of payment for University

employees traveling on business. This card may be used for vehicle rentals, lodging, and all

other travel expenses, wherever it is accepted. Charges incurred are the personal liability of the

traveler; reimbursement is obtained through the travel reimbursement process. Obtain a card

application from the Travel website. To report a lost card or for general assistance, call the

number on the back of the card.

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Collision Damage Waiver/Loss Damage Waiver (CDW/LDW) - This is an optional insurance

coverage that is available when you rent a vehicle. Car rental companies treat CDW/LDW as a

waiver of their right to make a renter pay for damages to the car rented. It is not auto liability

insurance.

CONUS

Acronym for the Continental US, including District of Columbia.

Department Higher Authority (DHA)

The approver for the traveler's department defined as

the Department Head, next higher authority, or delegate.

Fiscal Officer

The approver in KFS for the account the traveler is charging their expenses to.

Group Event Card

A CSU Travel card that can be issued to Business Officers in colleges or

departments. This is a Corporate Liability card, available

for student travel and CSU sponsored

events not to be used for individual travel

. Contact Travel or visit the Webpage for further details.

Ghost Card (also known as a CTA Account)

CSU Travel card account number used by

approved travel agencies to cover cost of airline or other common carrier. Not used for vehicle

rental, lodging, or other travel-related expenses. Charges incurred on ghostcard are billed

directly to campus departments according to information received from the travel agencies. (TEM

T-Number associated with transaction is used to reconcile expenses.) Ghost cards are different

from Travel Cards; they are not issued to individual employees, but only to University approved

travel agencies.

In-State Travel

Travel within the State of Colorado or immediate area outside Colorado where

travel can be completed within the same day. Travel to an immediate area outside of Colorado

can be done on the TR by selecting "in-state" and having the primary destination of "Fort Collins."

In the notes and attachments box state the purpose and justification of the trip, the location they

are driving to, and that it is a single day trip. Approval from the department is always required for

travel. Travel Authorization is only required if travel is by airline or other common carrier, a travel

advance is requested, or by Department policy. Expenses incurred while in travel status are

reimbursable according to the Travel Policy (System fiscal policies Rule 5).

International Travel

Travel to any destination not considered in-state or out-of-state. All

international travel must be approved in advance by the fiscal officer of the account being

charged, Department Higher Authority through KFS, and Risk Management.

For information

about traveler's destination country (including travel warnings issued by the US

Government, see

www.travel.state.gov/travel warnings.html

Kuali Financial System (KFS)

The open-source enterprise-level financial systems used by

Colorado State University.

0. Out-of-State Travel

Travel other than in Colorado and immediate area outside Colorado where

travel cannot be completed in one day and that is within the Continental US, including the District

of Columbia, Alaska, and Hawaii, as well as U.S. territories such as Guam and Puerto Rico.

Mexico and Canada are considered international travel.

PCARD

PCARD is the University's procurement card and cannot be used for travel expenses.

Exception: Used for conference/event registration, if accepted by the vendor and some non-

employee

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travel. See the PCard Program Handbook located on the Procurement webpage for further

information about the proper use of the PCard regarding travel, or email questions to

procurement_pcard_help_desk@Mail.Colostate.edu

Proof of Payment - To be reimbursed for an expense, traveler must provide both evidence of the

expenditure (original itemized receipt documenting nature/cost of item) and proof of payment

(demonstrating that they personally covered that expense). If receipt does not indicate that bill

was paid (by cash, check, and credit card) and balance is zero, traveler must provide additional

documentation to that effect (e.g., credit card receipts).

Propriety of Expense Rule - Travel paid by the University, regardless of funding source, shall be

for the benefit of the University and completed using the most economical means available which

will satisfactorily accomplish the University's business. Traveler will request reimbursement and

Approving Authority will approve payment-only for those expenses incurred for the benefit of the

University.

Route Log - Located at the bottom of the KFS documents, the route log shows the approvals

that have finalized, and the approvals that still need to occur.

Signature Approval List - The signature approval list is a list of individuals who are authorized to

approve travel for a specific department or individual in that department. If an approver changes

please notify Trave to update the approver within KFS.

TEM Profile - A document in KFS that stores the traveler's information that is used on each

travel document. A TEM Profile must be set up for every traveler and Travel Arranger (defined

below) for the department.

Travel Arranger - A person who creates and submits travel documents on behalf of the traveler.

Travel Authorization (TA) - Travel document used to authorize travel out-of-state, internationally

or in-state where a blanket authorization cannot be used or is not in place. The TA is also a

payment document for airline tickets purchased through an approved travel agency and charged

to the "ghostcard."

Travel Reimbursement (TR) - Travel document used to request reimbursement for CSU travel

related expenses (meals, lodging, mileage, on-site event registrations, etc.) Documents should

be submitted within 60 days of the trip's end. Documents approved by the traveler in Kuali in

excess of 60 days from the trip end date will result in the reimbursement becoming taxable to the

traveler.

Procedure Statement:

Travel Authorization (TA) - All employee travel requires a TA approval in KFS by the account

Fiscal Officer and the DHA. The fiscal officer of the account where the travel is being charged

approves the TA. A blanket in-state authorization may be completed annually that allows

employee travel within the state of Colorado without requiring the completion of a TA. A TA for in-

state travel needs to be completed if this is not in place. If in-state travel involves air travel, a TA

must be completed.

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Travel for department heads must be approved by the dean, VP, or next higher authority. Travel

for deans must be approved by the Provost or next higher authority. Travel for VPs must be

approved by their supervisor or next higher authority.

International travel must have approval by the Office of Risk Management. The approval must be

attached to the TA in the Notes & Attachments section. International Travel needs to be approved

by the fiscal officer on the account being charged and DHA. International travel involving

students needs to have approval from International Programs. That approval must be attached to

the Notes & Attachments section of the TA.

Non-employee travel only requires approval by an account approver and must be for the benefit

of the University.

Travel Reimbursement (TR)

Traveler will submit this document to request reimbursement for

CSU travel related expenses (meals, lodging, mileage, on-site event registrations, etc.). The TR

must be approved by the traveler and fiscal officer in Kuali. The TR should be submitted within 60

days of the trip's end date. Documents approved by the traveler in Kuali in excess of 60 days

from the trip end date will result in the reimbursement becoming taxable to the traveler. All travel

expenses paid by the University must be reasonable and necessary, for University business

purposes, incurred in support of assigned duties, and in furtherance of the University's mission.

Allowable/Non-Allowable Reimbursements:

Accident/Stolen Rented Vehicle

If an accident occurs and the rental vehicle is damaged, or a rented vehicle is stolen and the CSU

credit card has been used and the CDW/LDW has been declined, call the CSU Travel Card

Program Administrator at the number on the back of your card to report the loss. The Program

Administrator will answer any questions you or the car rental agency may have and will then send

you a claim form. All claims must be reported immediately following the loss, but no later than 60

days following the date of the loss. Exclusions may apply. When you return the vehicle to the rental

agency you need to obtain the following: 1) a front/back copy of their accident report form and claim

document, which should indicate the costs you are responsible for and any amounts that have been

paid toward the claim; 2) a front/back copy of the initial and final car rental agreement; 3) a front/back

copy of the repair estimate or itemized repair bill, if available; 4) two photographs of the damaged

vehicle, if available; 5) a police report, if obtainable.

If you are involved in an accident with a rented vehicle which involves a third party, auto liability

insurance is provided by the auto rental agency provided that you have used a state approved

auto rental agency and used the discount code. Please ensure that you contact the auto rental

agency about this claim including a copy of the police report, including third party information. If

you are at fault the third party's insurance company may claim damages against you personally.

It is important that should you receive any notices from the third party's insurance company that

you immediately notify the auto rental company of this claim.

Advances

There are two ways to obtain an advance:

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1) CSU Travel card: Employees should use their CSU Travel card at an ATM to obtain travel

advances. ATM transaction fees are reimbursable via Travel Reimbursement upon trip

completion. Traveler is responsible for direct repayment of advances to CSU Travel card.

If the CSU Travel card option cannot be used, travelers may request an advance using the TA

document in KFS. Once the TA is approved in KFS, the Travel Advance will be deposited into

the employee's bank account on file with Payroll. If the employee wishes to receive a check

instead, mark the Check Enclosure box before the TA is submitted. The Controller's Office will

take any appropriate action to assure that each travel advance received from the University is

repaid within 60 days after the conclusion of the authorized travel.

Airline Tickets

Travelers must use an approved travel agency to book tickets. See

http://busfin.colostate.edu/Forms/Travel/trvstagen.pdf#zoom= 100.

Request the lowest fare

available from all carriers; First/Business class travel is not allowed except as provided in Rule

5.15.4. Travel agencies will need TEM T-number and account number to proceed. (Also see

Internet Airline Tickets.)

Alcoholic Beverages

Not reimbursable as part of Travel. Only covered when part of Authorized Business Function and

can only be purchased using the following funds and ranges of accounts: Gift Funds (64 Fund:

6430000 - 6499999) Auxiliary Funds (2602000 - 2799999) or an account approved in advance

by the University Controller on

a Disbursement Voucher

ATM Fees

Reimbursable if incurred on individual's CSU Travel card when obtaining an advance.

Authorized Business Functions

Expenses related to Authorized Business Functions are not permitted on travel documents.

Baggage Fees

Most domestic and foreign airline carriers have now implemented a charge for first and/or second

checked bags. Charges for checked bags and additional or excess baggage charges may only

be reimbursed to travelers if they are incurred in connection with official University business. The

justification for these charges should be documented in the Notes and Attachments section of the

TR when submitted in KFS. Receipts are required for all baggage fees over $25.00.

Camping Fees

Reimbursable as lodging expenses if paid to commercial campground or State/National Park.

Receipts required if more than $25.

Chartered Aircraft

Aircraft may only be chartered for University travel in accordance with University Financial Policy

5.24. The chartered aircraft approval form must be used to document approvals for the charter.

Conference/Event Registration

The CSU Travel Card may be used for Conference Registrations paid directly to the conference

provider. Receipts are required regardless of the dollar amount. The PCARD or a DV

(Disbursement Voucher) may also be used for payments directly to the conference provider.

Currency Exchange

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The cost of converting money is reimbursable when the exchange rate is documented. To find

the exchange rate, the Oanda website can be used (www.oanda.com/convert/classic).

(The TR

has a Currency Rate Conversion. When calculating the exchange, use this field to populate back

to U.S. dollars. Currency calculation must be within the dates of travel.)

Gasoline-rental vehicles

Traveler should use the CSU Travel card wherever accepted. Traveler must submit all receipts,

regardless of dollar amount.

Internet Airline tickets

Purchase of internet airline tickets is at the traveler’s own risk. Please note restrictions on

internet tickets: Travelers are cautioned that internet tickets often have added restrictions on

changes to itinerary or to dates and time of travel. Use of auction-based internet airfare vendors

where the itinerary cannot be determined prior to ticket purchase is strongly discouraged.

Travelers must secure an approved TA. There must be a savings or convenience advantage.

Documentation in writing of the amount of savings or convenience needs to be included in the

Notes and Attachments section on the TR prior to submission in KFS. Copy of itinerary is

required: In order to obtain reimbursement, the traveler must provide proof of payment (copy of

internet ticket receipt) and a copy of the itinerary when submitting the TR for reimbursement.

Reimbursement to the employee may take place when the cost is incurred.

Late Fees

Late fees or finance charges are not reimbursable.

Local Transportation

Transportation costs (shuttles, buses, taxis, Lyft/Uber etc.) at traveler's destination are

reimbursable. Receipts required for each trip over $25.00. The Rideshare Consideration Form is

required for Lyft/Uber trips to/from DIA click here

Laundry Services

Laundry service charges are reimbursable when a trip is seven (7) days or longer. Receipts are

required for reimbursement if over $25.00.

Lodging-Business/Commercial

Lodging expenses are reimbursable to the extent of the actual cost of reasonable

accommodations. Travelers should charge lodging to the CSU Travel card whenever

possible. The original lodging folio showing breakdown of charges is always required.

Lodging-Deposit

Travelers should use their CSU Travel card. If the charge posts to the travel card statement

prior to end of trip, travelers may request reimbursement. Proof of payment must be provided

(CSU Travel Card statement). Process a Travel Reimbursement claiming this pre-trip expense.

Process a new reimbursement from the Travel Authorization upon trip completion.

Lodging - Spouse, other

If traveling with spouse/other individual, business traveler can only request reimbursement for

their own lodging, meals, etc. Single-room occupancy rate must be indicated on lodging receipt.

Lodging-Staying with friends

Travelers who arrange private lodging (e.g., staying with friends/family) can be reimbursed up to $25

per night.

Meals during Single-Day Trip - Day trips

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Day trips, which start and end on the same day, are not eligible for meal reimbursements,

however, they may be reimbursed when included as part of a conference registration fee.

Meals in Travel Status

Meal reimbursements are allowed for the actual cost of meals up to the maximum allowable per

diem rate. Employees are allowed 75% of the applicable per diem rate on the first and last day of

travel regardless of what time the travel begins or ends. Daily per diem rates are for both meals

and incidental expenses. Domestic per diem rates include a $5.00 daily allowance for incidental

expenses. International daily per diem rates contain an amount for incidental expenses that

varies by travel destination but is approximately 20% of the total daily per diem rate. The daily

incidental expense per diem is intended to be used for personal telephone calls, miscellaneous

incidental tips such as bellhops and maids and other miscellaneous items. The University will

use the per diem rates established by the state controller. The approving authority may require

documentation, e.g., receipts but do not need to be attached to the reimbursement. In addition to

documentation prescribed by these policies that is deemed necessary or advisable in order to

review expenses and authorize reimbursements.

Mileage-Personal Vehicle

Reimbursable, using state-assigned rates, when in travel status: Click here

for Current 2WD and

4WD reimbursement rates. 4WD rates should only be used if road conditions require four-wheel

drive. Justification for use of 4wd must be provided. Web sites can help travelers calculate miles

driven:

www.mapquest.com.

Mileage vs. Airfare-Required

Travelers will be reimbursed for actual trip cost (mileage, lodging, meal per diems) if vehicle travel

is required due to nature of trip or items which must be transported, or because multiple travelers

make vehicle travel the lowest cost.

Mileage vs. Airfare-Traveler's Option

Travelers will be reimbursed for driving cost (mileage, lodging, meal per diems) up to estimated

total flight cost (transportation to/from DIA, airfare, destination ground transportation).

Calculation of airfare cost is based on lowest obtainable 14-day advance fare per quote from

CSU approved travel agency. Traveler must declare annual leave for any additional days

required as a result of alternative travel. Whenever a less economical means of transportation is

chosen for the convenience of the traveler, amounts claimed for lodging, meals and other

miscellaneous expenses are limited to the number of business days of travel that would

otherwise have been required.

No Cost to the State

f out-of-state/international travel is involved, travelers must obtain a Travel Authorization number

regardless of who is paying for the trip. Travelers must reimburse the University for any travel

elated expenses incurred by the University and ultimately paid by another entity. All business

travel that is paid for by a third-party sponsor must be reported in accordance with the University's

policy on Financial Conflicts of Interest in PHS-funded Projects, where applicable (regardless of

whether or not the traveler has an actual conflict).

n-Employee Meals, Lodging, Travel

Governed by the same rules that apply to employee travel expenses. Travel Authorization

number

required if department purchases an airline ticket

Meal/lodging reimbursements issued at

same rates. Sponsoring department is encouraged to take advantage of State-contracted

airfares and work with approved travel agencies. (Non-employees can, however, make their

own travel arrangements. Non-employees cannot receive advances).

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Parking

Reimbursable when it is a necessary part of the trip, e.g., parking at traveler's destination, parking

at DIA. Receipts required if over $25.00.

Per Diem

The maximum daily rate allowed for meal reimbursements. Under no circumstances can the per

diem claim exceed the maximum daily rate for any given destination. Employees are allowed

75% of the per diem rate on the first and last day of travel no matter what time the travel begins

or ends. The TA and TR documents have a per diem table that populates the rates based on

primary destination.

Personal Expenses

Expenses incurred for traveler's benefit---e.g., magazines, movie rentals, childcare, other

entertainment, are not reimbursable.

Personal Travel combined with Business Travel

Should not be combined unless unavoidable. Only business-related cost of travel will be

reimbursed.

Travel Reimbursements (internet airline tickets, lodging deposits, registrations)

Travelers may request reimbursement for specific expenses incurred and charged prior to

completion of their trip. Those expenses must be reimbursed on a Travel Reimbursement

document. To claim additional expenses after the initial reimbursement, click the New

Reimbursement button on the original TA. By using the new reimbursement button, it links all

these documents together and can be viewed in the View Related Documents tab.

Receipts

Travelers must submit electronic

itemized

receipts for all individual charges exceeding $25.

Exceptions: All rental vehicle/gas receipts are required. Registration receipts are required

regardless of the dollar amount. All receipts are required for lodging, except Lodging-Staying

with Friends.

Registration Fees

See Conference/Event Registration.

Rental Vehicle

Before renting a vehicle always check the State of Colorado website for rates and information at

the following web site:

https://www.bidscolorado.com/co/portal.nsf/xpPriceAgreementsByCategory.xsp

There are three different scenarios to rent a vehicle, please read carefully:

1) Renting from an approved state rental car agency:

Car rentals must utilize discount code provided by rental car agency.

Do not purchase CDW/LOW or auto liability insurance: this coverage is provided

when renting with State contracts. This applies to both employee and non-employee

travelers.

Make sure you have obtained the discount code provided by

the rental car agency prior to your trip.

If it is not possible to rent from an approved state rental car agency:

The traveler should use the

CSU

Travel Card to rent a vehicle from any available

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agency.

They should not purchase CDW/LDW.

ii.

However, they must purchase auto Liability insurance.

If the traveler does not have a

CSU

Travel Card and rents from a non-approved

agency, they should purchase both the CDW/LDW and Liability insurance.

Please provide justification in the notes and attachments box on your Travel Reimbursement when

renting from a non-contracted agency. Receipts are always required for reimbursement of rental

car expenses. Please remember that exclusions may apply to CDW/LDW coverage afforded

under the credit card program. In addition, rental agencies may have additional requirements for

certain types of vehicles - such as age limit of drivers that departments and CSU drivers are

expected to follow.

See matrix on the next page for additional guidance on what insurance is required to be

purchased as well as the claim contact information:

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CSU

Travel Card

State Approved Auto Rental

Agency

CDW/LDW and auto liability

insurance are included when

discount codes are used to rent

vehicle.

CDW/LDW and Liability Claim

Information:

Hertz- Online form

Discount codes:

Incident Report

(877) 584-7159

Hertz - 65570

National/Enterprise - XZ12397

Enterprise/National-

(866) 300-3238

(855) 266-9565

CSU

Travel Card

Non-Approved Auto Rental

Agency

MUST purchase $1M auto liability

coverage from auto rental agency

Decline CDW/LDW from auto

rental agency because it is

provided through the Travel Card

program.

CDW/LDW Claim Information:

Mastercard-800-mastercard

(800) 622-7747

Outside U.S. call collect

636-722-7111

Liability Claim Information:

Contact Auto Rental Agency

Directly

CSU

Travel Card

State Approved Auto Rental

Agency

CDW/LDW and auto liability

insurance are included when

discount codes are used to rent

vehicle.

CDW/LDW and Liability Claim

Information:

Hertz- Online form

Incident Report (877) 584-7159

Discount codes:

Hertz - 65570

National/Enterprise - XZ12397

Enterprise/National-

(866) 300-3238

(855) 266-9565

CSU

Travel Card

Non-Approved Auto Rental

Agency

Must purchase $1M auto liability

coverage

AND CDW/LOW from

auto rental agency

CDW/LDW and Liability Claim

Information:

Contact Auto Rental Agency

Directly

Short Term Housing

Employees and/or students conducting sponsored research in remote areas outside of a

commuting distance may require short term housing paid for by the University. This short-term

housing, defined as greater than 30 days and less than 9 months, includes any reasonable and

necessary rental cost for residential space. The employee and/or student are deemed in travel

status during this rental period and are required to have the same requirements of the Travel

Authorization and Travel Reimbursement as any other travel. These expenditures are to be paid

by grant funds awarded with sponsor-approved line items for such costs and the actual payment

of the rent for this housing is done on a DV (Disbursement Voucher) form directly to the lessor of

the housing.

For non-sponsored non-University related short term housing (i.e. Todos Santos), use the

expense type LE - Lodging Extended to record this cost appropriately.

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Students-Meals, Lodging, Travel

Governed by the same rules that apply to employee travel-related expenses and use of Travel

Document numbers when travel is for University business purposes. Meal/lodging

reimbursements issued at same rates.

Telephone/Fax Charges

Charges for University business is reimbursable. Receipts required for claims over $25.

Toll Road Charges

Charges incurred while on University business are reimbursable. Receipts required for claims

over $25.

Traffic Fines/Tickets

Not reimbursable.

Travel Insurance

Not reimbursable. Exceptions: 1) some countries require traveler to purchase additional rental

vehicle insurance; this cost is reimbursable if the requirement for insurance is documented; 2) if a

traveler cannot obtain a CSU Travel Card or is traveling to a location where a contracted car

rental agency is not available, the traveler should purchase all necessary insurance and this is

reimbursable.

Please be sure to justify purchase of insurance in the comments section of

the Travel Reimbursement.

Traveler's Checks

Fees for traveler's checks are normally reimbursable. Exception: Not reimbursable from a

project if traveling on Federal funds. Receipts required for claims over $25.

Vaccination

Costs are reimbursable if vaccination is required to enter a foreign country. Receipts required

regardless of amount.

Visa Costs

Normally reimbursable to the traveler when paid out-of-pocket by the traveler. Visas are

reimbursable on a federal project if the project requires foreign travel, and the visa is necessary

for that travel. Receipts required regardless of amount.

7. Reference and Cross-References:

None.

8. Forms and Tools:

For training slides and videos, FAQ, and more visit the Travel Services

website. Visit the Tax Services webpage for Taxable Travel Procedure for Foreign Nationals.