Effective 3/23/2009: Free Baggage Availiable through United and Frontier airlines.

Effective 10/01/2007

• The state of Colorado has released a revised Travel Fiscal Rule effective October 1, 2007. The requirement to have receipts for meals while in travel status with reimbursement for the actual cost of meals up to the per diem rate will be eliminated. We will return to the regular meal per diem system that was in place prior to 2005 and that is used by the Federal government where the “authorized meal per diem rate may be claimed for each meal…” Until the new rule is added to the complete set of State Fiscal Rules website, you may view it, the per diem rates, and an informative FAQ on the Fiscal Rules Filing site. It is Fiscal Rule 5-1.
  
  

• If you travel internationally on CU business, you will need approval for the trip from a dean, vice chancellor, chancellor, vice president, or president. This is done automatically for you when you do your Travel Authorization. Assume your international travel is approved unless you learn otherwise.
  
  

Regardless of who is paying for the trip, CU travelers must obtain a Travel Authorization number through TAP if out-of-state/international travel or travel by airline is involved. Traveler must reimburse the University for any travel-related expenses incurred by the University and ultimately paid by another entity.

Step 1: Use TAP to get a travel authorization

• All TAs are to be done online using the Travel Authorization Program (TAP) by the traveler. For information on per diems, visit the State of Colorado fiscal rules website.

Step 2: Booking your airfare and/or rental car

• To book your airfare and/or rental car please contact a travel agent with an approved travel agency; find the complete list of state approved travel agencies.
  
  
• Free Baggage: Frontier & United Airlines are now providing free baggage with the purchase of State Airfare Price Agreement tickets. Approved travel agencies servicing the State of Colorado are aware of these fare rules. In order to avoid paying baggage fees, please verify with your travel agent that you have purchased a ticket from the State of Colorado Airfare Price Agreement.
  
  
• Airfare Purchases Policy Reminder: CU employees and students must obtain a comparison fare quote from an approved travel agency prior to purchasing an airline ticket from any other agency or on the internet. This comparison quote must be referenced in the comments section of the Travel Voucher form. If you are using a comparison quote for airfare the quote must be from the same day that the tickets are purchased.
  
  
• If you need to rent a car, you will need to use your US Bank VISA (the State Travel Card). Furthermore, you must contact 1.800.VISA.911 prior to traveling to determine the specific insurance needs applicable to your trip. (In most cases, VISA provides CDW/LDW. The State contracted agencies provide liability coverage.) Regardless of which rental car agency you use, you'll need to obtain a printed copy of the zero-balance receipt in order to receive reimbursement.
  
  
• Four-wheel-drive vehicles may only be rented if the trip requires it to access a difficult-to-get-to location. Unless this is the case, travelers must rent two-wheel drive vehicles.
  
  
• If renting a car, use Avis, Budget or Enterprise, per the automobile rental matrix by city. Your travel agent from a state approved travel agency can help you make these arrangements.
  
  
• Carolyn James will need a copy of your final travel itinerary.

Step 3: Booking your hotel

• Use your State Travel VISA card to book your hotel reservations. If you do not have a State Travel VISA card, you can download an application here. Use of this card is mandatory for all employees traveling for CU more than once.
  
  
• The University of Colorado has guidelines for determining "reasonable accommodations" that travelers must follow when booking the hotel.

Conference registration

• Your conference registration can be pre-paid by CIPS, but the traveler must complete all of the registration form and give a copy of it to Carolyn James, who will complete the payment section of the form and fax it. Or you can pay your registration with your State Travel VISA card and get reimbursed upon trip completion. Plan ahead and register early and get the early registration discount most conferences provide.

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