Travel Costs

Written By Michelle Diebel (Collaborator)

Updated at May 1st, 2026

Original receipts are required for the travel costs listed below when the cost exceeds $75, unless otherwise specified. If your travel is being supported by a sponsored contract, you may need to provide receipts for all travel expenses, regardless of dollar amount. Contact the finance manager of the contract supporting your travel for additional information on the receipt requirements your trip.

Abstract Fees

Policy

Abstract fees are often related to travel, but they are not categorized as travel expenses in our financial system, nor are they charged to the travel account codes 700000 - 709999. Because abstract fees are not accounted for as travel costs, they can be paid for using a couple of different methods. The methods for payment and the reimbursement timeline for each payment option is described below.

  1. Personal Credit Card - Individuals may choose to purchase their abstract fee on a personal credit card. If you paid out of pocket for your abstract fee, you can be reimbursed and do not need to wait until the trip is complete. Please email cirestravel@colorado.edu a completed travel voucher and your itemized receipt. They will create an expense report for you to be reimbursed.
  2. Travel Card - Employees can pay for their own abstract fees on their Travel Card. The expense will need to be reconciled along with all of their other trip expenses in Concur, after the trip is complete.
  3. P-Card - Employees can pay for their own abstract fees, another employee's abstract fees, or a non-employee's abstract fees using their P-Card. The expense will need to be reconciled with the cardholder's other monthly P-card expenses. This is the preferred purchasing option for abstract fees related to attending a virtual conference. Those that want to use this option but do not have a P-card may email cirestravel@colorado.edu to make the payment on their behalf.

To the greatest extent possible, travelers and/or virtual conference attendees should not purchase individual memberships for professional organizations with CIRES funds, even if purchasing a membership lowers the cost of an abstract submission.

If a membership is required in order to submit an abstract to present/disseminate research at a conference, travelers and/or virtual conference attendees may purchase an individual membership to the professional organization.

Receipt Requirement

Itemized receipt and proof of payment must be attached to the Concur expense report.

Travelers and/or virtual conference attendees who have purchased an individual membership because it was required to submit an abstract for the conference need to attach proof of the membership requirement along with an itemized receipt to their expense report. Proof of the membership requirement can be shown with a screen shot from the conference webpage or some other written confirmation from the professional organization.

Reference

 
 

Bank Fees

Policy

Bank fees directly related to business travel are reimbursable. These fees are typically limited to travelers visiting remote areas where cash is required, often alongside a cash advance. In most other cases, travelers should use a CU Travel Card. Fees associated with international travel are generally tied to the Travel Card and are addressed by the PSC on their Travel Card page.

Receipt Requirement

Receipt Requirement: None, given that these fees are generally well below the PSC threshold requiring a receipt. However, travelers may elect to provide a redacted credit card statement showing the amount of the fee.

 
 

Cash Advances

Policy

Travelers expecting a large number of our-of-pocket expenses during their trip may request a cash advance. Please see the full PSC Procedural Statement about Cash Advances. If traveler has never requested a cash advance in the past, there is a set-up process that needs to be followed in order to be able to request a cash advance for the first time. Please email your CIRES Finance manager and cirestravel@colorado.edu if you need to request a cash advance. Your finance manager can help you through the process of requesting the cash advance, including preparing the required budget and justification details.

Receipt Requirement

If a cash advance request is approved, traveler will receive notification of the approval and the advance will be direct deposited into the same bank account used for direct deposit of your paychecks. Traveler is responsible for keeping a log of what costs are paid for with the cash advance. The cash advance will be added to traveler's expense report, after trip is complete, and will be reconciled along with all other travel expenses.

References

PSC Procedural Statement: Cash Advances

Cash Advance Setup Form

 
 

Field Expenses

Policy

Field expenses may be charged to a traveler's travel card or to personal credit card, which may be reimbursed after the trip occurs. Non-travel-related field expenses may be charged to a P-Card or to a personal credit card, which may be reimbursed via Concur after the trip occurs.

Receipt Requirement

Itemized receipt and proof of payment must be attached to traveler's expense report for all field research supplies.

Reference

PSC Procedural Statement: Travel

 
 

Gasoline

Policy

Gasoline is allowable for rental vehicles. Travelers may charge gasoline to a travel card or to a personal credit card, which may be reimbursed after the trip occurs. Gasoline for personal vehicles it not allowed because the traveler receives mileage reimbursement.

Receipt Requirement

Itemized receipt and proof of payment must be attached to traveler's expense report for all gasoline charges greater than $75.

Reference

PSC Procedural Statement: Travel

 
 

Ground Transportation

Policy

If the traveler elects to conduct a trip via ground transportation, the traveler must provide comparison quotes for airfare from Concur or CBT. Travelers are eligible for reimbursement for actual mileage in excess of their daily commute, up to the quoted cost for airfare.

Receipt Requirement

The airfare comparison quote must be attached to traveler's expense report.

Reference

PSC Procedural Statement: Travel

 
 

Internet Airfare Purchases

Policy

Travelers must compare the full costs (including all applicable fees) of the internet airfare with fare quotes provided by either Concur or CBT. Comparison quotes must be for the same dates and general time frames as the internet airfare. If the cost of internet airfare is less, travelers may purchase the tickets with a personal credit/debit card and request reimbursement after the trip occurs.
Airfare itineraries must be compliant with the Fly America Act when using sponsored funds. CIRES does not recommend internet airfare purchases when traveling internationally. Please contact CBT.

Receipt Requirement

Comparison quote must be attached to traveler's travel request and expense report. Receipt showing proof of payment for the airfare on a personal card must be attached to traveler's expense report.

Using Frequent Flier Miles or Points

Travelers are allowed to use miles or points to purchase business airfare. When airfare is purchased with miles or points, the traveler may still be charged for out-of-pocket expenses, such as taxes and fees. Travelers wishing to be reimbursed for out-of-pocket expenses related to airfare purchased with airline miles or points are still required to provide comparison quotes from CBT or Concur, in accordance with the PSC Procedural Statement: Travel. Travelers are strongly encouraged to contact the CIRES Travel team before purchasing any internet airfare in order to make sure that the airfare purchase with miles or points complies with all applicable policies.

Travelers who do not want reimbursement for any costs related to the purchase of internet airfare do not need to provide comparison quotes.

Reference

PSC Procedural Statement: Travel

 
 

Insurance Coverage

Policy

Policy: CU provides employees with international medical and evacuation insurance that covers medical emergencies, security emergencies, or natural disasters through GeoBlue.

This insurance applies to:

  • Travel outside of US and its territories
  • Travel for less than 180 consecutive days
  • Travelers up to age 80

CU employees can contact University Risk Management or PSC Travel for information on the GeoBlue group access code, access to ID card and emergency contact information.

Univeristy Risk Management recommends that non-employees purchase travel medical and evacuation insurance for their trips, as personal health insurance may not cover foreign medical treatment, co-payments, co-insurance, or out-of-network charges.

Resource/Additional Information:

 
 

Lodging

Policy

Lodging is allowable to the extent the lodging provides reasonable accommodations based on the business needs for the traveler. Travelers should use their travel card to pay for lodging.

Receipt Requirement

Itemized receipts for lodging deposits and for the balance due must be attached to traveler's expense report. The itemized receipt must show a $0 balance, as proof of payment. Single-room occupancy must be indicated on the lodging receipt; a credit card slip is not sufficient because it does not show itemized charges.

Reference

PSC Procedural Statement: Travel

 
 

Lodging - Airbnb

Policy

Travelers are allowed to make their lodging arrangements through Airbnb. Nightly lodging rates should be comparable to the single-room occupancy rates of nearby hotels.

If three or more CU employees and/or non-employees are traveling together and sharing lodging through Airbnb, the PSC considers this "Group Travel" and allows for one employee to pay for the entire cost of the group lodging with their Travel card. This employee is responsible for identifying each of the other travelers who shared the lodging on their Travel Voucher or expense report.

Receipt Requirement

An itemized receipt showing the number of occupants, nightly rate, taxes and all fees must be attached to the traveler's expense report. 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.

Reference

 
 

Lodging - Camping

Policy

Camping fees are allowable lodging expenses if they are paid to either a commercial campground or a State/National Park.

Receipt Requirement

Itemized receipt and proof of payment for camping fees over $75 must be attached to traveler's expense report.

Reference

The PSC Procedural Statement: Travel requires receipts for camping fees over $75. CIRES requires receipts for travel expenses of more than $25.

 
 

Lodging - Staying with Friends or Family

Policy

Travelers may arrange lodging with friends or family and are eligible for reimbursement up to $25/day for associated costs.

Receipt Requirement

None.

Reference

PSC Procedural Statement: Travel

 
 

Meals (M&I)

Policy

Dollar limits for breakfast, lunch and dinner are determined by the travel destination. The rates are available on the General Services Administration (GSA) website. Reimbursement on travel days cannot exceed 75% of the daily M&I per diem rate. Meals charged to a travel card must be indicated as personal expenses on a traveler's expense report. Meals provided by a conference host or workshop must be deducted from the traveler's per diem. International per diem rates are updated monthly by the GSA. It is the traveler's responsibility to check the site (click here) to see the rates have changed.

Receipt Requirement

Travelers do not need to provide receipts for meals charged to personal credit cards. If Travel Card meal costs exceed per diem limits, traveler may need to reimburse CU (depending on total amount of reimbursable expenses).

Reference

PSC Procedural Statement: Travel

 
 

Medical Costs - Travel to Arctic or Antarctic Regions

Policy

For Travelers to Arctic or Antarctic Regions on NSF Funds:

Travelers are required to undergo a series of medical and dental examinations for travel to Arctic or Antarctic regions. Travelers should check with the Principal Investigator and CIRES Finance Manager for the project to identify all required exams for conducting travel to Arctic or Antarctic Regions.

The following costs associated with those examinations are reimbursable:

  • Procedures or treatments that are necessary in order for an individual to meet the medical requirements to go to the Arctic/Antarctic.

The following costs are not reimbursable:

  • Exams and Co-Pays for Exams.
  • Office Visits necessary to conduct exams.

Receipt Requirement

An itemized receipt listing the examination, cost, and showing proof of payment must be attached to the traveler's expense report.

Travelers are allowed to use a Travel Card, Procurement Card, or pay out-of-pocket for these examination costs. When charges are reconciled with Travel expenses or as out-of-pocket costs, these costs are coded as "Transportation" because "Medical Services" is not an available Expense Type. When charges are reconciled with a P-card report or purchased with a PO, these costs are coded as "Medical Services."

Reference

NSF 19-595 Additional Proposal Instructions

 
 

Membership Dues

Policy

Per CCO Cost Principles policy, individual membership fees are not an allowable cost on sponsored projects, unless the award has an institutional allowance (e.g. NIH & NASA Fellowships or training grants). When a sponsored award cannot support the costs of individual membership fees, but the need to purchase individual memberships arises because of the sponsored award, CIRES researchers may be able to assign individual membership fees to a non-sponsored CIRES fund. Researchers should review the parameters below to determine whether an individual membership can be charged to a CIRES fund.

When an individual membership is required for researchers to present their research results at a professional conference, CIRES can cover the cost of the individual membership with non-sponsored funds. AGU, EGU and AMS, for example, typically require researchers to have memberships with their organizations in order for the researcher to submit abstracts to present at these organizations' annual meetings. Presenting research results includes submitting an abstract, speaking proposal, publication or poster presentation; sharing research results at informal talks, discussions or networking events is not considered presenting research. Researchers requesting the use of CIRES funds for individual memberships are responsible for providing the required documentation for the cost, including the itemized receipt and proof that the membership was required to present their research at a professional conference.

When an individual membership is not required to present research results, the cost is considered personal and should be paid by the individual. In cases where a strong business need can be demonstrated for the individual membership, such that it meets the standards in CU APS 4011, individual memberships may be purchased using non-sponsored, discretionary funds. Researchers should work with their Finance Managers to determine whether adequate justification exists for supporting the membership using a discretionary fund.

Memberships should not be purchased in order to lower the cost of a conference registration.

CIRES will review the above policy on an annual basis to ensure it remains both financially feasible for CIRES to support these costs and a reasonable practice, based on the Campus Controller's cost principles policies that limit the allowability of this expense. Researchers should be mindful that this policy may be subject to change in the future.

Receipt Requirement

Researchers who have purchased an individual membership to present or disseminate their research results at a professional conference need to attach proof of the membership requirement along with an itemized receipt to their expense report. Proof of the membership requirement can be shown with a screen shot from the conference webpage or some other written confirmation from the professional organization.

Reference

 
 

Mileage

Policy

Mileage cannot be reimbursed for the distance between an employee's home and their primary work location, regardless of whether the trip occurred on a non-normal workday.

When travelling to sites other than the primary work location, reimbursable mileage is calculated as the total miles driven that day less the total miles of an employee's regular commute between their home and primary work location.

Business Mileage / Mileage related to in-state or local travel which does not involve an overnight stay:

  • Reimbursable miles are those driven in excess of the normal round-trip commute, regardless of the type of transportation used.

 

Travel Mileage / Mileage related to air travel or an in-state overnight stay:

  • On a regular workday, M-F, mileage driven in excess of the employee's regular round trip commute is reimbursable, regardless of participation in a hybrid work schedule. 
  • On a non-normal workday, all of the miles driven to the airport (or in-state hotel) are reimbursable.
  • All mileage driven at the travel destination is reimbursable.

 

For reimbursable miles driven beginning January 1, 2026, the standard reimbursement rate is $0.65/mile. If the nature of the trip and road conditions require the use of a four-wheel-drive vehicle, the 4WD rate is $0.69/mile. PSC guidelines for calculating reimbursable miles are available at https://www.cu.edu/psc/travel/calculating-reimbursable-miles.

Receipt Requirement

None.

Reference/Additional Information

PSC Procedural Statement: Travel
Calculating Reimbursable Mileage

 
 

Parking

Policy

Travelers may be reimbursed for parking charges incurred as a necessary part of the trip. Travelers should use their travel card to pay for parking, when possible. CU faculty and staff are eligible for discounted parking at Denver International Airport (DIA). Details on the parking options available to CU employees can be found on the PSC website here.

Receipt Requirement

Itemized receipt and proof of payment must be attached to traveler's expense report for parking fees greater than $75.

Reference/Additional Information

PSC Procedural Statement: Travel
PSC Airport Parking Vendors

 
 

Passport Costs

Policy

CIRES funds cannot be used for passport applications, renewals or any other passport related fees. These are considered personal expenses.

 
 

Personal Vehicle Use

Policy

Travelers may be reimbursed for mileage when using a personal vehicle in travel status. Travelers are eligible for reimbursement for the miles driven in excess of their normal commute to their primary work location, regardless of the transportation method used for their normal commute. Guidance on calculating reimbursable mileage can be found here. Rates for reimbursement are determined by the PSC.

Receipt Requirement

None.

Reference

PSC Procedural Statement: Travel

 
 

Registration Fees

Policy

When attending a conference in-person:

Travelers may be reimbursed for conference or event registration fees. Travelers should use their Travel Card to pay for their registration, when possible. If a traveler does not have a Travel Card or if the conference registration is for another person, a P-card should be used.

When attending a conference virtually:

CU prefers that we use P-cards to pay for conference registration fees when conference attendance is virtual, however it is also allowable to use a Travel Card. CIRES-sponsored conference attendees should email cirestravel@colorado.edu if they want to have a virtual conference registration fee paid with a P-card and they do not have one. If a Travel Card is used to pay for the virtual conference registration fee, the attendee needs to wait until after the conference is completed to submit their expense report in Concur. Travel approval is not needed from CIRES Travel for attending a conference virtually.

When attending any conference:

To the greatest extent possible, travelers and/or virtual conference attendees should not purchase individual memberships for professional organizations with CIRES funds, even if purchasing a membership lowers the cost of a conference registration.

If a membership is required in order to attend a conference and/or to present/disseminate research, travelers and/or virtual conference attendees may purchase an individual membership to the professional organization.

Receipt Requirement

Itemized receipt and proof of payment must be attached to the expense report.

Travelers and/or virtual conference attendees who have purchased an individual membership because it was required to attend a conference and/or to present/disseminate research need to attach proof of the membership requirement along with an itemized receipt to their expense report. Proof of the membership requirement can be shown with a screen shot from the conference webpage or some other written confirmation from the professional organization.

Reference

 
 

Rental Car

Policy

All rental car reservations for official university business travel must be made in Concur or with Christopherson Business Travel (CBT). This includes any reservations for non-employee guest travelers. The discount codes affording travelers the university agreement pricing will automatically be applied to reservations made in Concur or with Christopherson Business Travel (CBT) directly.

Liability, CDW (Collision Damage Waiver), and LDW (Loss and Theft Damage Waiver) coverage are provided at no cost to the traveler when renting using a CU rate from a contract rental agency and when travelling domestically.

Limited secondary insurance is provided by Visa, when you use your Travel Card to book a rental car. Travelers should review all of the information on rental vehicles provided by PSC here before booking their rental car.

In general, some countries require the traveler to purchase additional rental vehicle insurance; this cost is allowable if the requirement for insurance is documented.

Receipt Requirement

Itemized receipt and proof of payment must be attached to traveler's expense report.

Reference/Additional Information

PSC Procedural Statement: Travel
PSC Rental Car Guidance

 
 

Taxi/Bus/Shuttle

Policy

Travelers may be reimbursed for taxi, bus or shuttle costs. Travelers may be reimbursed for reasonable tips given to ground transportation personnel (up to a maximum of 20% of charge). Travelers are responsible for ensuring that their trip is conducted in the most economical means possible, including their transportation to and from the airport. Personnel 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 as part of their expense report.

Receipt Requirement

If the cost is greater than $75, an itemized receipt and proof of payment must be attached to traveler's expense report.

Reference/Additional Information

PSC Procedural Statement: Travel
RTD Airport Services
Green Ride
Super Shuttle

 
 

Telecommunications

Policy

Travelers may be reimbursed for business-related telecommunications with approval from CIRES administration. Reimbursement rates are: $0.20/minute for local calls or texts and $1.99/minute for international calls or texts up to the maximum of $30/month. Personal long-distance phone calls are not reimbursable, because this cost is included in the incidentals portion of per diem.

Receipt Requirement

Detailed telephone log showing business call activity (information on personal calls may be redacted) must be attached to traveler's expense report.

Reference

PSC Procedural Statement: Personal Technology and Telecommunications.

 
 

Tips

Policy

Travelers may be reimbursed for reasonable tips (up to a maximum of 20% of service charge) given to ground transportation personnel. Tips for meal service, maids, porters, and bellhops are included in the M&I per diem. Travelers are not eligible for reimbursement of these tips.

Receipt Requirement

None.

Reference

PSC Procedural Statement: Travel

 
 

Train Fare

Policy

For Domestic Travel:

Travelers who would like to travel by train/rail rather than by airplane must provide a comparison quote from either CBT or Concur showing the cost of the business-only airfare. Travelers can be reimbursed for the actual cost of their train fare, up to the cost stated on the business-only airfare quote. The indication that a traveler wants to travel by train and the comparison quotes should be included on the travel request submitted to the CIRES Travel Team. After the trip is approved, the train fare can be purchased with either a Travel card or a personal credit card. Travelers should keep in mind that if the Travel card is used and the train fare cost actually exceeds the amount of the business airfare quote, they will need to reimburse the university for the overage.

In the event that travelling via train requires additional travel days than would have been required if travelling by airplane, additional days of per diem (less any meals included in the train fare) can be reimbursed. However, travelers are encouraged to confirm with their supervisor/PI supporting the travel costs that the additional costs and travel time are reasonable and appropriate.

For International Travel:

Where travel by train is considered the most economical and/or practical method of travel, such as in parts of Europe, travelers may make their train travel arrangement without providing comparison quotes.

Receipt Requirement

An itemized receipt showing the actual cost of the train fare, taxes and all fees must be attached to the traveler's expense report. The itemized receipt must show a $0 balance, as proof of payment. The comparison quote from CBT or Concur showing the cost of the business-only airfare must also be attached to the traveler' expense report.

Reference

PSC Procedural Statement: Travel

 
 

Traveler's Checks

Policy

Travelers may be reimbursed for traveler's check fees. Traveler's checks should not exceed the estimated out-of-pocket costs for the trip.

Receipt Requirement

An itemized receipt of the fees must be attached to traveler's expense report.

Reference

PSC Procedural Statement: Travel

 
 

Upgrades - Airfare

Policy

Travelers are expected to book the least expensive unrestricted accommodations class offered by commercial airlines (e.g. coach or economy class) for business travel. Upgrades (including extended leg-room upgrades) and Business/First Class travel are generally unallowable, unless an exception is requested, justified and approved in advance of purchase by CIRES Travel.

Travelers using sponsored award funds to cover their travel costs may seek the following exceptions:

  • Accommodation is required for a disability/special need - If an upgraded ticket is required based on a medical disability, travelers can contact the Boulder campus ADA office, who will communicate with CIRES HR, prior to booking their airfare. The ADA office will assess the request to determine if an accommodation is appropriate. Medical documentation may be requested if needed. The ADA office will provide the employee and the employee's supervisor with notice of approval (or denial) of an accommodation. CIRES HR will provide appropriate information to the PSC when an ADA accommodation is approved. CIRES HR does not have authority to grant/deny ADA accommodations and can only convey decisions of the ADA Office as appropriate.
    Note: Travelers with an approved accommodation for upgrades do not need additional approval from CIRES Travel in order to make these purchases using a CIRES speedtype or their Travel card.
  • Booking the basic least expensive accommodations class requires: circuitous routing; travel during unreasonable hours; excessively prolongs the travel; or results in additional costs that would offset the savings of booking the least expensive option.

Travelers using non-sponsored, university, or discretionary funds to cover their travel costs make seek the following exceptions:

  • Accommodation is required for a disability/special need - If an upgraded ticket is required based on a medical disability, travelers can contact the Boulder campus ADA office, who will communicate with CIRES HR, prior to booking their airfare. The ADA office will assess the request to determine if an accommodation is appropriate. Medical documentation may be requested if needed. The ADA office will provide the employee and the employee's supervisor with notice of approval (or denial) of an accommodation. CIRES HR will provide appropriate information to the PSC when an ADA accommodation is approved. CIRES HR does not have authority to grant/deny ADA accommodations and can only convey decisions of the ADA Office as appropriate.
    Note: Travelers with an approved accommodation for upgrades do not need additional approval from CIRES Travel in order to make these purchases using a CIRES speedtype or their Travel card.
  • Upgraded ticket is the same price or less than the least expensive unrestricted accommodations class.
  • Upgraded ticket produces overall cost savings by avoiding additional lodging or other expenses, or by avoiding loss in business productivity time while awaiting coach class accommodations or due to restrictions of coach class accommodations.
  • Upgraded ticket is for extended foreign travel in which a continuous scheduled flight is longer than 14 hours.
  • Upgraded ticket is for foreign travel with inadequate security/sanitation/health facilities.

Documentation Requirement

Travelers must request, justify and receive approval from CIRES Travel prior to purchasing upgrades or booking business or first-class tickets. Documentation of the CIRES Travel approval must be attached to the traveler's expense report.

If approved by CIRES Travel to purchase an upgrade, travelers are allowed to use their Travel Card or pay out-of-pocket for the upgrade.

Note: Travelers with an approved ADA accommodation for upgrades do not need additional approval from CIRES Travel in order to make these purchases using a CIRES speedtype or their Travel card.

Reference

2 CFR 200.1475(e) - Uniform Guidance, Cost Principles, Travel Costs

PSC Procedural Statement: Travel

 
 

Vaccinations

Policy

Vaccinations that are required to gain entry to or travel to specific regions within a country are reimbursable. Travelers should review the country-specific US State Department Travel Advisories when preparing for their trips. If vaccinations are required to gain entry, they will be listed on the State Department travel advisory webpage.

Doctor's Office Visit charges associated with vaccinations are not reimbursable.

Receipt Requirement

An itemized receipt showing the actual cost of the vaccination must be attached to the traveler's expense report. Proof of the requirement for the vaccination—a screenshot from the State Department website is sufficient—must also be attached to the traveler's expense report.

Travelers are allowed to use a Travel Card, Procurement Card, or pay out-of-pocket for vaccination costs. When charges are reconciled with Travel expenses or as out-of-pocket costs, these costs are coded as "Transportation" because "Medical Services" is not an available Expense Type. When charges are reconciled with a P-card report or purchased with a PO, these costs are coded as "Medical Services."

Resource/Additional Information

PSC Procedural Statement: Travel

 
 

Visa Costs

Policy

When required for business travel to a foreign country, CIRES funds may be used for visa application costs, including passport photocopies, shipping and processing fees. Costs for expediting visa application processing are not normally allowable, since travelers should know the visa requirements for their destinations well in advance of the business travel taking place.

Receipt Requirement

Itemized receipt showing proof of payment is required and must be attached to traveler's expense report.

Resource/Additional Information

PSC Procedural Statement: Travel
Department of State: Country Information Including Visa Requirements

 
 

Wi-Fi/Internet

Policy

Wi-fi or temporary internet access fees that are necessary for official university business are allowed for direct reimbursement. These expenses should be categorized as "Internet Service for Work" on the traveler's Concur expense report.

Receipt Requirement

Itemized receipt showing proof of payment is required if the fees exceed $75.

Resource/Additional Information

PSC Procedural Statement: Travel