Using Cash During International Travel

• If you travel internationally for CU keep in mind that you need to establish a conversion rate for each day for each transaction. This means if you use your credit card to pay for an expense, your credit card statement may document your conversion rate. However, if you use cash and have not established the daily rate CU Travel Accounting will use the interbank rate for the day. In most cases you will lose money on the currency conversion. So, if possible, do not use cash when traveling internationally.

Receipts

• Travelers must submit original itemized receipts for all individual charges exceeding $25 which detail the purchase and show proof of purchase. If you paid cash the detailed receipt is sufficient, otherwise you need to document that you paid for the item. If your receipt does not provide this additional documentation you will need to also submit your credit card statement showing the purchase or your credit card receipt for the purchase. Exceptions: All rental vehicle gas receipts required regardless of dollar amount. All receipts required for lodging except Lodging-Staying with Friends.
  
  
• Documentation for reimbursement needs to be in two parts:
  An original itemized vendor receipt or invoice (or a good explanation as to why you are submitting a copy thereof) plus proof of payment.
  
  Proof of Payment is defined by CU as: Written evidence that an expense is no longer outstanding and that a specific individual or entity covered that amount. Such information is required in order to process reimbursements.
  
  Examples include:
  Original vendor receipt showing items were paid for; Original vendor invoice showing balance due is zero; Original vendor invoice showing that amount due is "Autopaid;" Original vendor receipt/invoice showing note that "Paid in full-cash" and vendor’s signature; Original credit card slip or copy of credit card summary statement; Copy of cancelled personal check to vendor; or, Copy of subsequent month’s invoice indicating that previous amount due was paid.
  
  Questions? Contact FinPro Help Desk at 303.315.2846.
  
  
• To obtain an online statement for an CU Travel Card (USBank Visa) you can register online and access the system with this website which has instructions for setting up an account and accessing your statement.

Rental Vehicle

• Rent from Avis, Budget or Enterprise and charge to traveler's State Travel Card (US Bank VISA). Decline all insurance. CDW — Collision Damage Waiver — is already provided at no cost to traveler by US Bank VISA. Liability insurance is provided at no cost to traveler by rental agency when renting with State corporate rates from the State contract rental agencies. Receipts always required. (Note: If travel is covered by sponsored project funds, rental vehicle use will be determined by sponsor policies and may not be allowed.)

Shared Costs - Employees

• Should not be combined. Each Travel Voucher should be a record of one traveler's trip. If two University employees in travel status share lodging, each should pay his/her own portion of lodging and submit separate reimbursement requests.

Shared Costs - Spouse, Relatives, and Friends

• Not reimbursable. Employee must cover any personal costs directly.
  
  

Telephone/Fax/Internet Usage Charges

• Charges for University business are reimbursable. When using hotel services, these charges must be itemized and traveler must identify any business-related charges which are reimbursable.

Tips

• Reasonable tips given to bellhops, porters, maids, and ground transportation personnel are not itemized any more. They are reimbursed as a part of the Incidentals per diem reimbursement.
  

Toll Road Charges

• Reimbursable.
  

For more information call the Finance & Procurement Help Desk at 303-315-2846 or click here.

Return to guides