CIRES employees (including undergraduate and graduate student staff) travelling on university business must receive prior approval from CIRES Travel.

Getting Set-Up in Concur

New employees travelling on CIRES/CU business within their first month of employment in CIRES will need to manually update some of their profile settings in Concur in order for the CIRES Travel team to approve the employee's trip request and help prepare post-trip reimbursement. Updating your profile settings in Concur should only take a few minutes.

To assign delegates in your Concur profile, complete the following steps:

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 Hofman
   • Libby O'Neall
   • Ingrid Simecek
   • Lauren Stockwell
   • Rebecca Stossmeister
   • Xingji "Andy" Wang
   • Dawn Williams
   • Lin Yang
   • Jen Erickson
   • Holly Webb
8. Check to following boxes for each:
   • Can Prepare
   • Can Submit Requests
   • Can View Receipts
9. Click "Save."

Approval

You will prepare and submit your travel request in InsideCIRES.

• Instructions for submitting a domestic trip request are posted here.
• Instructions for submitting an international trip request are posted here.

Personal Travel

It may be allowable to include personal travel when traveling for university or CIRES business. If the funding source allows for the inclusion of personal travel, CIRES employees may include personal travel as long as he or she can demonstrate that the personal travel does not result in increased costs to the grant, CIRES, state of Colorado, or other funding source, and when the personal component of such travel does not create the appearance of being the dominant aspect of the trip.

If you plan to include personal travel in your trip, please read and follow the requirements of the CIRES Personal Travel Policy, which are posted here.

Booking Travel Expenses

Travelers are permitted to purchase their airfare through CBT or Concur, once their trip has received all requisite approvals.

Travelers are encourage to apply for a corporate-liability university Travel Card before their trip takes place. This card can be used to pay for business-related travel costs for the traveler.

Getting Reimbursement

To receive reimbursement for your trip, reconcile your airfare and any travel expenses charged to your travel card, you will need to log into the Travel Application in InsideCIRES and complete your Final Travel Report for this trip.

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, expenses submitted after the 6-month timeframe will not be processed or approved by CIRES Finance/Travel.

Once a traveler's expense report has been reviewed and approved by their Finance Manager and the accounts payable group in PSC, the university will distribute payment to the traveler via direct deposit to their account