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Central Administration Shared Services

While in travel, post-travel.

A Travel Expense report must be submitted within 90 days of returning from travel. 

• Detailed Itinerary/agenda
• This includes lodging, Travel Card purchases, Personal card purchases, meals, etc
• Mileage reimbursement: please use Mileage Calculator in Concur
• You can import your airfare transaction 
• The University must report as taxable income any business expenses incurred by an employee and not substantiated within 90 days of the transaction date or within 90 days of the trip end date.

Frequently Asked Questions

How do i reconcile a lodging deposit (pre-trip).

In your Concur report, add the charge as its own itemization, NOT as a nightly itemization.  

Click the box next to "Lodging Rates" on the left in expense list, then on the right click "add itemization"  

Use  Lodging Deposit Check out Credit

Do I get per diem for Single Day travel?

University of colorado anschutz medical campus.

CU Anschutz

Fitzsimons Building

13001 East 17th Place

Aurora, CO 80045

[email protected]

303-724-5000

Department Travel Authorization (DA) Request Form

All domestic and international travel must be pre-approved prior to booking a trip by following these step by steps .

Information message

You'll need a comparison quote from Concur or Christopherson Business Travel prior to the internet purchase.   After submission of this form, you may send an updated comparison quote to  [email protected] as needed, to fulfil this policy.   An example is where there's a time lag between when you provide the original business-only comparison quote and when you book the business-personal flight in which the business-personal flight becomes more costly than the original business-only quote.  You may obain an updated quote which documents buisness-only flight at that the time in which the flight is booked.  This will help guard against situations where travel costs have increased since the time an original comparison quote was obtained.  Otherwise the original quote will be used.  Here's the PSC policy on Personal Travel Combined with Business Travel which travlers must adhere to  https://www.cu.edu/psc/travel/booking-travel/personal-travel-combined-business-travel

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Current Travel Promotions

Southwest Bonus Points

Between 2/1/24 and 4/30/24 DU travelers can earn 50% Rapid Rewards bonus points by flying to/from any Southwest destination on qualifying flights.

Make sure you include your Rapid Rewards number in your Concur Profile before booking to take advantage of this deal! View all details on the Pioneer Travel & Expense Company Notes page within the Travel tab.

How to Book Travel

Note: all du business travel should be booked through the travel tab in the pioneer travel & expense system or by contacting a christopherson business travel (cbt) agent directly. , getting started.

All travelers must have a Pioneer Travel & Expense account and profile before booking trips.

• How to log in
• How to set up your profile
• Verify your email address
• Frequent travelers can customize preferences for flights, hotels, rental cars, and more.

Booking a Trip

All travel should be booked using the Pioneer Travel & Expense online booking tool or by booking through Christopherson Business Travel directly. The only exception is for conference hotels with a negotiated rate that can only be accessed when booked through the conference.

International Travelers

Policy Change: It is no longer necessary to submit a travel REQUEST before booking international travel.

For international trips with multiple travel legs, our travel partner, Christopherson Business Travel , can generally offer better pricing than booking on your own.

While Traveling

Travel support.

Full travel support for flight cancellations is provided when airfare is booked through Pioneer Travel & Expense or  Christopherson Business Travel.

Managing Receipts

You can upload receipts to your Concur account in three ways:

1. Use the  Concur mobile app  to capture the receipt

2. Forward the receipt to [email protected]  (from a verified email address)

3. Save a picture of the receipt and use the "browse" feature within Concur.

When Your Trip Is Complete

Completing and submitting your expense report.

• Reconcile all expenses within 30 days.
• IRS regulations require that expenses submitted more than 90 days after being incurred will be reported as taxable income to the employee.
• Expenses are reconciled by creating and submitting an expense report in Pioneer Travel & Expense.

Expense Reports for Trips

Please include all expenses related to your single trip in one expense report. A completed report provides you and your business officer with the total cost of the trip. Examples of trip expenses include:

• Conference registration fees
• Hotel charges
• Ground transportation charges
• Meal expenses

Non-Travel Expense Reports

Non-travel expenses should be submitted monthly in a single report.

Note: ALL DU business travel should be booked through the Travel tab in the Pioneer Travel & Expense system or by contacting a Christopherson Business Travel (CBT) agent directly. 

If you have not traveled for the University recently, we recommend working in tandem with your unit’s Business Officer or your supervisor to ensure compliance with University policies and procedures.

Full travel support for flight cancellations is provided when airfare is booked through Pioneer Travel & Expense or Christopherson Business Travel.

Travelers who will be paying for expenses on the trip must have a Pioneer Travel & Expense account before booking group travel.

Booking a Group Trip

You may use the group travel form to book when there are 10 or more people traveling together. You may also call Christopherson Business Travel at 866-371-3580 rather than using the online tool to ensure everyone is booked together. This includes arranging groups traveling from different cities to one location.

Please be sure to assemble a full list of all travelers prior to booking, including full legal names and dates of birth.

Any employee who will be paying for expenses on the trip must have a Pioneer Travel & Expense account and profile before booking.

Tips and Information

For the best rates, we recommend booking flights at least two weeks in advance.

By booking through Pioneer Travel & Expense or a Christopherson Business Travel agent, flights are paid via the University's Purchasing Card. Paying with a personal card (out-of-pocket) requires waiting until the trip is complete to be reimbursed.

Airfare is automatically booked to the DU Agency Card. Hotel stays and car rentals should be reserved and paid for using a University of Denver Purchasing Card.

Selecting Fares and Travel Insurance

Basic Economy fares are highly discouraged. These flights are not available in Pioneer Travel & Expense because this fare is not in the best interest of the traveler or DU. For more information on this policy, please review the DU Travel Policy .

Travel Insurance is not an allowable purchase. Too often, this insurance does not cover cancelations or changes made by the traveler and only offers coverage if the airline changes a flight. Coverage for this is already included in the price of the ticket bought through Pioneer Travel & Expense or an agent.

Convenience

• Online booking
• Mobile apps (Concur app and Trip-It Pro)
• Agent assist (fees may apply)
• 24 hour support (from Christopherson Business Travel — must book within the DU program)
• Flight updates
• Expense report integration (travel itinerary, car charges, and supplier e-receipts automatically entered)

Special Rates and Discounts

• Contracted rates with select airlines
• DIA parking discounts
• Enterprise/National car rental discounts

Airlines may issue credit vouchers for unused tickets. These credits will appear in the Travel tab of your Concur profile.

Individual Travel

• Phone: 800-285-3603
• Email: [email protected]

Group Travel

• Phone: 866-371-3580
• Email: [email protected]

Emergency After Hours

• Domestic: 800-285-3603
• International: 682-233-1914

Travel Apps

Concur helps keep your expenses organized while traveling on behalf of DU.

• Set up Concur Mobile
• Capturing receipts on the Concur Mobile app
• How to hide a personal trip in Pioneer Travel & Expense

TripIt Pro is a free app provided to all benefited DU employees ($50 annual value). It organizes all your travel plans into one easy-to-use itinerary and provides travel updates (such as check-in reminders, closures, flight changes, gate changes, and delays).

• Download TripIt Pro

Current DU Travel Restrictions

For current COVID related travel restrictions, visit https://www.du.edu/coronavirus/faqs/travel-visitors .

• Setup my Pioneer Travel & Expense profile
• Book travel
• Create a new expense report
• Add meal per diem to my expense report
• Submit a reimbursement
• Email and attach receipts

Most-Requested Resources

• Booking Travel? Start Here
• Chart of Allowable Travel and Entertainment Expenses
• Contact Christopherson Business Travel (CBT)
• Christopherson Business Travel Fee Chart
• Booking Airfare

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Browse our knowledge base for help with frequently asked questions or submit a request with a Shared Services Specialist. (Login required for employees.)

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Fiscal year-end 2024: posting, payment, and accrual deadlines.

Fiscal Year (FY) 2024 ends at midnight on July 2, 2024. Follow these deadlines and instructions to ensure that your FY 2024 expenses are appropriately recorded in FY 2024.

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Procurement and Sourcing Virtual Office Hours

Fiscal year end 2024 it procurement information.

With fiscal year-end deadlines quickly approaching, the PSC IT Purchasing Team would like to inform campuses on how to streamline upcoming purchases.

Source Selection & Price Reasonableness Form Changes

With the support of your campus Controller and Grants & Contracts / Contracts & Grants offices, the Procurement Service Center is pleased to announce that effective May 1, 2024 the Source Selection & Price Reasonableness (SSPR) form will no longer be required for any purchases under $50,000. This streamlined process empowers CU to acquire necessary goods and services more efficiently.

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Let’s book it

Your business needs a booking experience that is seamless every time. With our integrated booking options, you can give your travelers policy-compliant choices and a customized, convenient experience that saves time and money.

Get 24/7 support, 365 days a year, from our expert travel agents. You’re in good hands.

We partner with Concur, as an Elite Preferred, and Deem online booking tools offering an easy-to-use interface.

Book online or through a travel agent, our systems are fully integrated for a seamless experience.

Seamlessly book, save, and succeed on the go

Buckle down.

Connect with our team of experienced travel experts to learn how Christopherson can help your business travel with ease.

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Learn about our other services and how we can help your business take off.

Get more out of your travel budget and boost cost savings through our knowledgeable travel expertise.

Experience the luxury of smart travel technology with the trust of an experienced partner.

Our integrated booking, gives your travelers policy-compliant choices, all the while saving time and money.

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BioFrontiers Institute Travel Guide

Below you will find information on properly booking travel. Please follow these guidelines to ensure you are fully reimbursed for your travel expenses.

Travel Authorization: 

As required by CU policy, department approval is required prior to booking travel.

BioFrontiers Travel Authorization Form

• Do not book any travel until you receive email approval from the BioFrontiers travel team.
• A travel authorization form must be submitted at least 21 days in advance of departure.
• On the travel authorization, you will need to estimate your overall cost of travel, including registration, airfare, lodging, ground transportation, and, if needed, meals. Actual reimbursement of meals will be based on GSA rates or lab policy, but you may use $70/day as an estimate.

Airfare (Domestic):

You must purchase your airfare through Concur or through a travel agent at Christopherson Business Travel (CBT) .

• If you book your airfare outside of Concur or CBT, you will not be reimbursed for your airfare.
• After you have purchased your airfare (either through Concur or CBT), any changes or cancellation for your ticket need to be arranged with a travel agent at CBT and communicated to [email protected] .
• If the changes to your airfare include adding personal travel, you must receive approval from the BioFrontiers Travel team before changing your tickets through CBT.

Airfare (International):

You must purchase your international airfare with a travel agent at Christopherson Business Travel (CBT) . Provide them with the Concur Travel International Travel Request ID# from your approved travel authorization.

• If your travel is supported by federal funds, you need to comply with the  Fly America Act . Christopherson Travel can assist you with adhering to these restrictions. 
• See the International Travel section below for information about export control, insurance, passports and visas.

Important Travel Policies: 

• All travel must be completed using the most economical means available which will satisfactorily accomplish university business.
• Flights must be booked at least 21 days in advance of departure to ensure best pricing. Any flights booked under 21 days will require Finance Director approval. Last minute bookings are often more costly and we hope to encourage travelers to book early for best pricing.
• If you choose to combine personal travel with your University business travel, you will need a comparison quote at the time of booking from Concur or CBT to document the cost of the business-only trip. This includes travel that has any personal component, such as travel beginning or ending elsewhere and date changes. Because airfare constantly fluctuates, the comparison quote must be dated the same day as you book your actual itinerary. If the comparison quote for business-only travel is less expensive than the cost of your actual travel with the personal component, you will need to provide personal payment to the University for the difference. If you will be receiving a reimbursement, the amount will be reduced accordingly.
• If a third-party entity is covering the cost of your University-related travel, you must still submit a BioFrontiers Travel Authorization Form in the event that the third party does not cover all expenses. Additionally, if a third-party entity books an international trip on your behalf, you must self-register your trip in  iSOS . Go to Subscriber Login and enter the CU Membership Number 11BCAS000006. Create a login and upload your itinerary/detail under MYTRIPS to register your travel.
• All travel-related receipts must be submitted for reimbursement within 45 days of your travel end date. If not submitted within 45 days, reimbursement could be forfeited. Further restrictions could be imposed due to fiscal year end deadlines. Expense reports must be finalized and approved within 90 days from the end of the trip to avoid tax implications.
• The University does not cover incurred costs due to illness, including COVID. While on travel status, there are inherent risks and travelers are personally liable for covering those expenses that arise due to these types of situations. Individuals may still use applicable leave to cover sick time, but are personally liable for other expenses incurred while on travel status (those unrelated to the work they are doing, conference they’re attending, etc.).
• If a non-CU employee will be travelling with you (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. (You cannot book their travel through the Concur system.)

Rental Car: 

• Rental cars must be reserved through Concur. Travelers must use University contracted rental agencies  and reserve a basic, non-luxury rental vehicle that can adequately meet their needs.
• Decline insurance when using University contracted rental agencies since they provide liability coverage.
• The car rental will need to be paid with a Travel Card or personal card. The booking in Concur is only a reservation and is not directly billed to a ST.
• Fill-up the rental car with gas before returning the vehicle. Rental car fuel must be incurred by whoever holds the rental car reservation. Avoid selecting any pre-pay fuel option.
• You will need to obtain a rental car receipt that shows actual itemized charges and proof of payment. 

Ground Transportation and Parking:

• Travelers may be reimbursed for taxi, bus or shuttle costs to/from airport, hotel, conference site, and business-related meetings/locations and up to 20% tip. Please identify the locations and business purpose when providing receipts.
• Transportation for personal meals is not reimbursable.
• Travelers are responsible for ensuring that their trip is conducted in the most economical means possible, including their transportation to and from the airport. Employees travelling between their home or office to Denver International Airport (DIA) are expected to use public transportation, shuttle services like those offered by the Green Ride or Super Shuttle, or a personal vehicle. In some cases, it may be appropriate to take a taxi or other car service to and from DIA; in those instances, travelers must provide a detailed justification explaining the need to use more costly ground transportation.
• For travelers who need to park at DIA, there are discounted airport parking rates for CU employees.
• For lodging, an itemized receipt showing the number of occupants, nightly rate, taxes and all fees must be submitted. The itemized receipt must show a $0 balance as proof of payment. A credit card slip is not sufficient because it does not show itemized charges.
• Please do not book lodging using a third party booking site (hotels.com, Travelocity, etc.), as most are unable to provide the necessary receipt and back-up documentation required for reimbursement.
• Travelers are allowed to make their lodging arrangements through Airbnb if nightly lodging rates are comparable to the single-room occupancy rates of nearby hotels.
• Any meals provided by the conference or otherwise provided at no cost will reduce your meal allowance, which is calculated based on your travel destination.
• If required by your lab policy, save your itemized meal receipts. Maximum allowable tip is 20% and alcohol is not allowed.
• Please do not pay for meals for your fellow travelers, as they will be reimbursed for meals with their own per diem.

International Travel:

• Prior to your international travel, contact the Office of Export Controls if you plan to travel with your laptop, equipment, software, technology, or information that may be subject to export controls.
• The US government provides information on  travel warnings  and the World Health Organization provides  travel advice . CU guidance on international travel is also available: http://www.cu.edu/risk/services/international-travel
• University employees traveling abroad on university-sponsored international travel are eligible for coverage through an international insurance policy. This policy is paired with 24/7 travel assistance services provided by  International SOS  (ISOS). Go to the International SOS website to set up your login prior to travel. CU Membership Number: 11BCAS000006
• CU provides employees with international medical and evacuation insurance that covers medical emergencies, security emergencies, or natural disasters through GeoBlue . CU Access code: QHG99999UCBT
• CU funds cannot be used for passport applications, renewals or any other passport related fees. These are considered personal expenses.
• Vaccinations that are required to gain entry to or travel to specific regions within a country are reimbursable. Doctor's Office Visit charges associated with vaccinations are not reimbursable.
• When required for business travel to a foreign country, CU funds may be used for visa application costs, including passport photocopies, shipping and processing fees. Costs for expediting visa application processing are not typically allowable, since travelers should know the visa requirements for their destinations well in advance of the business travel taking place.

CU Travel Card:

If you have a Travel Card, use it to pay for hotel, transportation and other related travel expenses. Do not purchase airfare or any meals on your travel card. Itemized receipts are required for all purchases and must be emailed to: [email protected]  

Travel Reimbursement Process

• Upon completion of your travel, email your itemized receipts to: [email protected]
• Please explain anything unusual that may pertain to your travel. If you attended a conference, be sure to include the conference/meeting program.
• The BioFrontiers Finance Team will create your travel expense report on your behalf and will notify you when it is ready for submission in Concur.
• Any reimbursement will be processed as a direct deposit.

If you have any travel questions, please do not hesitate to ask! Email [email protected]  or drop by to chat with the BioFrontiers Finance Team, JSCBB Room A171N (Tues/Thurs).

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