Getting Reimbursement

CIRES Employee with CIRES Speedtype

To receive reimbursement for your trip and reconcile your airfare or any travel expenses charged to your travel credit card (t-card), you will need to log into the Travel Application in InsideCIRES and complete your Final Travel Report for the trip. Once the Final Travel Report is completed, the CIRES Travel team will use the notes and attachments to complete your Concur expense report. You'll receive a notification when the Concur expense report is ready for your review and submission.

Compliance with university and CIRES travel policies is required in order for travelers to receive reimbursement for trip expenses. Also, trip expenses must be submitted within 6 months of trip completion and/or prior to the expiration of the funding project. Unless there is a justifiable reason, travel expenses submitted after the 6-month timeframe will not be processed or approved by CIRES Travel/ Finance. You may review CIRES-specific policies and practices in InsideCIRES for Airfare Policies & Procedures, Internet Airfare, Fly America Act, Personal Travel, and Travel Costs. For questions or concerns, please email us at cirestravel@colorado.edu.

Final Travel Report Checklist

1. Log into InsideCIRES with your username and password.
2. Were there changes in destination(s) and/or travel dates? If so, update your travel dates under "Destinations" and leave an explanation in the "Additional comments" box at the bottom of your Final Travel Report.
3. Were there any changes in funding source or types of payments? If so, you may leave a note under "SpeedTypes" for the travel team to address in your Concur expense report. We anticipate this to be an infrequent change.
4. Do I have all the required itemized receipts and documents? Collect (a) your airtinerary (final receipt) or airtineraries for airfare booked in Concur or with CBT and (b) itemized receipts with proof of payment for lodging, registration fees, abstract fees, membership fees, rental car, field research supplies, official function expenses, and expenses greater than $75. To learn more about receipt or documentation requirements for your travel expenses, visit our Travel Costs page in InsideCIRES or email us at cirestravel@colorado.edu. If a receipt is not required, we'll still need the transaction date, city of transaction, and vendor's name to add the expense to your Concur expense report.
5. Were there meals provided at no additional cost? If meals were provided by the hotel or meeting and should be deducted from per diem, please select "Add Meal +" under Complimentary Meals, then make sure the date and meal type are selected.
6. Was there Airfare booked in Concur or with CBT? If so, indicate if you booked in Concur or with a CBT agent, then choose your airtinerary (final receipt) and select upload to add it to the Final Travel Report. If you do not have the airtinerary, it may be attached to an email sent to you around the time of booking, available on your trips in Concur, or requested in an email to CBT.
7. Is there mileage to claim? If so, under Mileage select "Add Location +" to add mailing addresses for mileage calculations. The mailing address should include the street address, city, state, and zip code. If travel is on a Monday through Friday, select the box for "This travel fell on a normal work day". You may provide an estimate for the "Miles Driven" box but actual mileage will be calculated using the actual addresses on your Concur expense report. You may learn more about mileage calculations here from the PSC.
8. Review your Final Travel Report and select "Submit".

CIRES Employee with Non-CIRES Speedtype

Travel approval and reimbursement will be handled by the department that is funding the trip. 

Non-CIRES but CU Employee

If you are a CU Employee, you will receive your reimbursement the same mechanism as you receive your normal pay. Please complete the CIRES Travel Voucher (TV) so that CIRES Travel can complete your expense report on your Concur profile. You'll receive a follow up email from CIRES Travel when the expense report is ready for your review and submission in Concur. If a section of the form is not described below, you may leave it blank for CIRES Travel to fill in! To learn more, visit our Non-CIRES but CU Travel page.

1. Review your travel approval, collect itemized receipts, and complete the Travel Voucher (TV).
2. Please enter your name and CU employee ID number, so that we can easily find you in Concur. If you haven't done so already, please provide our team or your travel analyst with delegate access to your Concur profile. See instructions to add CIRES Finance as Delegates below this list.
3. For Personnel Category, please select "CIRES Employee" or "CU, non-CIRES Employee" from the drop down menu list.
4. For Business Trip/ Event Type, please select "Single-Day" for one day events/ trips; "Local/In-State" if you came to Colorado; "Out-of-State" if you traveled to a state besides Colorado; or "International" if you traveler outside of the U.S.
5. Please also re-enter your travel dates and purpose of travel/ business justification. If there were any changes to your travel dates or plans, please indicate that here as well.
6. For Business Expenses, please list travel costs paid up front by CU/ CIRES under "Corporate/ CU Credit Card(s)" and by you under "Personal Credit Card/ Out-of-Pocket."
   • Transaction Date should be the date the payment or action was completed.
   • Please utilize the drop down menu list for expense types. If there is an asterisk (*) next to the expense type or the total amount is greater than $75, you'll need to attach an itemized receipt for the expense to your email to CIRES Travel.
   • If an expense was completed in a non-USD currency, please enter the number as printed on your receipt and use the "Notes/ description." Column to note the actual currency.
   • Finally, select "yes" if you'd like to claim per diem meal allowance for this trip or event. If you selected Single-Day trip, then also indicate if you participated in business activities for at least 12 hours on the travel day. Finally, if you are claiming per diem meal allowance, please note if any meals were provided to you by the hotel, event, or coordinators.
   • If you are claiming mileage with a personal vehicle, please use the next few lines to list addresses for start and stop locations. As a CIRES or CU employee, please reference the PSC's Calculating Reimbursable Mileage and Ground Transportation to learn more about policies related to the work commute deductions.
7. For Funding or Accounting Information, please ensure that the speedtype supporting your trip is entered. This can be found on your travel request form and in your approval email.
8. Email completed form with receipts to CIRES Travel at cirestravel@colorado.edu.

Add CIRES Finance as Delegates in Concur:

1. Log into MyCUInfo portal using your Identikey and password.
2. Click "CU Resources Home" and select "Business Tools" from the dropdown menu.
3. Click the tile labelled "Concur Travel & Expense System."
4. Click "Profile" and then click "Profile Settings" from the upper right-hand corner of the page.
5. In the left-hand menu, under the heading Request Settings, click "Request Delegates."
6. Click "Add."
7. Add the following names exactly as listed one at a time:
   • Anna Fudale
   • Nicole Joy
   • Michelle Diebel
   • Jacqui Marti
   • Libby O'Neall
   • Ingrid Simecek
   • Lauren Stockwell
   • Rebecca Stossmeister
   • Xingji Wang
   • Dawn Williams
   • Lin Yang
8. Check the following boxes for each:
   • Can Prepare
   • Can Submit Requests
   • Can View Receipts
9. Click "Save."

Non-Employee Post-Travel Reimbursement

Please see the Non-Employee Travel page for full details on non-employee travel reimbursements. In short, Non-Employees receive post-travel guidance in their approval emails and their steps may differ based on their immigration status. Those who are U.S. Citizens or U.S. Green Cardholders must complete a TV and provide receipts as required for the travel costs. Those who are Non-U.S. Citizen or don't have a U.S. Mailing Address must complete a Non-Employee Reimbursement-International (NRI) form, provide receipts as required for the travel costs, and documents as required for their immigration status.