CSU Pueblo Travel Information

Please review the CSU Pueblo travel information below.

For questions about the Kuali Travel Module, please contact Nicole Lara at nicole.lara@csupueblo.edu or call (719) 549-2145.

For all questions on Travel Policy and Procedures, please contact Purchasing.

Please visit the State Controller's Office when traveling on State of Colorado business.

• Here you can find travel fiscal rules, mileage reimbursement policy & rates and meal & incidental per diem rates.

CSU Pueblo employees may apply for a Travel Card by filling out this form and submitting it to the Purchasing Department. You should give adequate time before you travel on official CSU Pueblo business for this form to be approved, the card ordered and for you to receive the necessary training.

State Travel Cardholder Agreement (Application as of July 1, 2018)

Cardholder Training Dates

Travel Arranger Access:

• Option #1 TEM Arranger Application for access to arrange travel department-wide.
• Option #2 Travel Arranger for Individuals - step by step to arrange individual travel.

Non-Employee Travel:

• Travel AR Customer form - to add non-employee travelers to Travel Module.

TEM Profile

• TEM Profile Step by Step - how to create the TEM profile needed for ALL travelers.

Travel Documents in Kuali:

• Travel Authorization (TA) - Step by Step guide
• Travel Reimbursement (TR) - Step by Step guide

  *For all travel that requires reimbursement or travel advance issued on a TA

• Travelers - Certifying and Approving Travel Documents - Step by Step guide

  *Those that have travel arrangers prepare their trip still need to certify their travel. Here's how!

When is a TA required?

• Any Travel requiring a travel advance request
• All out of state and international travelers
• All travel with Ghostcard Airfare through the travel agent

When is a TA not required?

• All in state travel that is covered by the Blanket Approval form provided by Accounts Payable (X2238)

Miscellaneous Kuali Information:

Kuali Travel Flow Chart
Schedule for Direct Deposits
How to Search for Travel Documents

Useful Websites for Travel:

• Calculate miles driven using MapQuest
• International Health Related Alerts: View Alerts Here
• International Travel Warnings: View Warnings Here
• IRS Regulations: View IRS Travel Regulations

Before you travel...

• Seek approval to travel from department – (Plan early!)
• If international travel, get President approval (see International travel Policy) and review travel warnings and health alerts
• If applicable, apply for State Travel Card (Jp Morgan Chase MasterCard) (Allow 2 weeks for card to arrive)
• Create Travel Authorization (TA) in Kuali (when out-of-state-travel, airline ticket, or travel advance is involved)
• When TA is FINAL, give TEM doc# to travel agency, if purchasing airline ticket. The University is currently using New Horizons Travel.
• Use Procurement Card or Disbursement Voucher to pay conference/event registration
• Use Disbursement Voucher to pay lodging deposit (if required by hotel)
• Look up maximum meal reimbursement (per diem) rates and lodging expense guidelines for destination
• If renting vehicle, use your State travel Card with state contracted agencies: Avis, Budget, Enterprise or Hertz

During your trip...

• Keep conference schedule (showing which meals were provided)
• Keep original itemized receipts for all rental car, gas & lodging charges. Keep original itemized receipts for other charges if over $25
• Separate non-reimbursable personal expenses (dry cleaning, magazines, alcohol beverages, etc.

When you return...

• Prepare Travel Reimbursement Sheet (TR) for eligible expenses. Reimbursements that are not allowed: personal expenses, recreation, meal per diems if meals were provided at conference)
• Attach MapQuest: 1) for mileage to and from destination if vehicle is used or 2) to and from airport if airline is used.
• Attach required receipts/proof of payment, conference schedule, etc.
• Reimbursement claims for travel should be submitted within 60 days following completion of travel to avoid tax implications.

Note:

• As provided in CRS 24-9-104 – New Mileage Reimbursement Rates Effective every January 1st.
• Employees traveling on official state (university) business using their own vehicles will be reimbursed according to the mileage reimbursement rate (Visit Statewide Travel Management program for link to more information.)

Contact the Campus Risk Management Office. If accident occurs in a rental vehicle charged on the State Travel Card, contact the JP Morgan Chase MASTERCARD Program Administrator (1.800.316.6056) as soon as reasonably possible to report the claim and request a claim form. If the claim form is not filed within the designated time period, the renter can be held personally responsible. See also Rental Vehicle.

Common travel-related expenses include:

Employee Travel- In state: 6001

Student Travel - In state: 6002

Employee Travel - Out of state: 6071

Student Travel - Out of State: 6072

Employee Travel - International: 6131

Non-employee Travel-Out of state: 6076

Non Employee Travel – In State: 6006

Authorized Business Functions-Meetings/Conferences/Receptions: 6649

Conference Registration Fees: 6633

There are two ways to obtain an advance:

1. State Travel Card (STC) . The only individuals authorized for cash advances on the STC are those employees authorized in the International Program.
2. Student Functions. Coaches/Employees can request a travel advance through accounts payable while traveling with their groups (athletics, ELC, etc.). Travel advance must be requested and finalized in KUALI TA 7 days prior to trip/project begin date. Advances must be settled with Accounts Payable upon completion of trip.. No further advances will be issued to an individual while he/she has an advance outstanding past the 30 days.

Traveler should work with approved travel agency and use State contract airlines. (Exceptions to use of contract airlines: Approved travel agency finds that lower fare is offered to general public that is not matched by awarded airline; or there is no contract for the city pair; or traveler is inconvenienced by three hours or more by using awarded airline.) Additional restrictions apply to travel funded by Federal projects; consult campus fiscal policy and campus Grants/Contracts office. For information on the less expensive restricted fares, contact an approved travel agency.

Contact Procurement Services at 719.549.2772.

International Travel Authorization Process:

Traveler/Arranger must provide an email to the Senior Executive Assistant in the Office of the President requesting approval. The Traveler/Arranger must attach proof of approval by their Department Chair, Dean, Provost or Vice President, dependent on traveler’s reporting structure. Additionally, International Travel that involves students need to have approval from International Programs. The approval must be attached to the Notes & Attachments section of the TA.

Email must include:

a. Purpose and Justification for travel

b. Dates of travel

c. Location to where traveler is going (must specify hotel and/or where traveler is staying - Risk Management requirement)

d. Estimated Costs

e. Account to be expensed for travel

Travelers who wish to purchase airline tickets on the Internet must first provide the Internet fare quote to an approved travel agency for comparison. If approved travel agency cannot meet or beat the Internet fare, within $50, including fees, than travelers can proceed with the Internet purchase. Travelers must purchase the ticket using their individual State Travel Cards and will not be reimbursed until trip completion. Include original itemized receipt/ POP with TRS ; reference travel agency quote in notes section of Kuali Travel Reimbursement. See also Airline Tickets.

Reimbursable to the extent of actual cost of reasonable accommodations as set by traveler’s department. Approving authority shall determine reasonable costs of the lodging. State Travel Card must be used to cover cost of lodging. Original itemized receipts/ POP always required.

Use Disbursement Voucher (DV) to issue payment (one night/person) directly to vendor. (DV must clearly identify this as a deposit. Attach original invoice to DV, submit in Kuali.) Otherwise, use traveler’s State Travel Card. (Reimbursable upon trip completion. Attach original itemized receipt/ POP to TR, submit in Kuali.)

University employees on personal (non-business) travel may be able to take advantage of State lodging price agreements at vendor’s discretion.

The State has elected to use the standard method for reimbursement under regulations issued by the IRS. Therefore, employees authorized to travel shall be reimbursed using the standard allowance method for meals daily rather than the actual cost method. Employees can claim 75% of the destination city's per diem, including incidental Expenses on the day of departure, and 75% of the city's per diem rate including incidental Expenses on the day of return. Employees cannot be reimbursed for meals provided at a conference if the meals are a part of the registration fee. Standard costs are limited to a Maximum Meal Reimbursement amount specific to the geographic travel location. The State of Colorado's Maximum Allowable Meal Per Diem Rates represent the University's Maximum Meal Reimbursement amount: refer to http://www.gsa.gov/mie

Two or more scheduled trips made without returning to traveler’s home base. Reimbursable if total cost of nested tickets is less than total of individual round-trip tickets. Must be purchased through an approved travel agency. Only one TEM doc# needed.

Regardless of who is paying for the trip, traveler must obtain a TEM doc# number if out-of-state/international travel or travel by airline/other common carrier is involved. Traveler must reimburse CSU Pueblo for any travel-related expenses incurred by CSU-Pueblo and ultimately paid by another entity.

Governed by same rules that apply to employee travel-related expenses. (Exception: Non-employees cannot receive advances.) Sponsoring department is encouraged to take advantage of State contract airfares and work with approved travel agencies, however, non-employees can make their own travel arrangements. TEM doc# required for non-employees only if department purchases airline ticket directly.

Eligible expenses incurred while in travel status are reimbursable upon trip completion, according to rules in this Guide. (Exception: If another entity is paying for business travel, traveler must reimburse CSU Pueblo for any travel-related expenses incurred by CSU-Pueblo and ultimately paid by another entity.) See also POP and Receipts.

ONLY Rent from Avis, Hertz, Budget and Enterprise. (Mandatory use of these four only) Charge to traveler’s State Travel Card. In all cases, traveler should decline all insurance. Liability insurance provided at no cost to traveler by rental agency when renting with State corporate rates from State contract rental agencies. CDW (Collision Damage Waiver)/comprehensive insurance provided at no cost to traveler by JP Morgan Chase MasterCard when certain terms and conditions are met. (Exceptions: Coverage limited to 31 days. Coverage not provided for off-road operation of vehicle. Coverage not provided for some types of rental vehicles, including some vans. Coverage not provided in Israel, Jamaica, Republic of Ireland, or Northern Ireland.)

Some countries may require traveler to purchase additional rental vehicle insurance; this cost is reimbursable if requirement for insurance is documented. Note: This cost may not be reimbursable if using grant project funds. Traveler should obtain complete insurance information before the trip from the JP Morgan Chase MasterCard Program Administrator.

Original itemized receipts always required for reimbursement of car rental costs and for rental car gas purchases regardless of dollar amount. For IN STATE rentals, no taxes should be charged to you for your rental.

For travel on sponsored/grant project funds, rental vehicle use will be determined by grant policies and may not be allowed.

Should not be combined. Each TEM doc# should be a record of one traveler’s trip. If two CSU-Pueblo employees in travel status share lodging, each should pay his/her own portion of lodging and submit separate reimbursement requests. If vendor cannot separate cost of shared lodging, one employee should pay total bill and request full reimbursement, indicating whose lodging is included on that bill. Meal reimbursements are always requested separately by each traveler.

See JP Morgan Chase MasterCard.

Governed by same rules that apply to employee travel-related expenses and use of TEM doc#.

Traveler who needs to purchase non-travel items may request reimbursement of goods/supplies up to $25 total per trip on TA. Training materials or other items over $25 used for University Business should be purchased on the Procurement Card.

In Kuali, a unique number assigned to a trip. Can be found on TA document in upper right hand corner.

TA in Kuali required for the following travel:

• Employee/student travels out of state; or,
• Employee/student will be traveling on an airline or other common carrier (to any destination); or,
• Employee/student needs an advance and use of the State Travel Card at an ATM is not an option.

TEM doc# is required for a non-employee only if the department will be purchasing a common carrier ticket directly for that person or they will be receiving any kind of reimbursement from the trip.

When is a TA not required?

• All in state travel that is covered by the Blanket Approval form provided by Accounts Payable (X2238)

Per State Controller and/or IRS regulations: Signed completed Travel Reimbursement Sheet (TRS) all supporting documentation must be received in Accounts Payable within 60 days of trip end to avoid having reimbursement reported as income. Breakfast/dinner reimbursement on single-day trips always reported as income.

Not normally reimbursable: depends on actual insurance coverage available from State contract rental agencies and State Travel Card. See also Rental Vehicle.