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What CU can and cannot reimburse when you travel to Boulder as a guest, collaborator, or speaker. Please read before booking anything. Only CU business-related expenses that are compliant with policy are eligible for reimbursement.Ìý

Before You TravelÌý

• There are three ways your travel can be booked:ÌýÌý
  • Our department books your flight/hotel/car directly (strongly preferred).Ìý
  • You can book airfare through the university’s travel agent (Christopherson Business Travel). For additional information on this option, please contact us.Ìý
  • You book everything yourself and are reimbursed afterward.ÌýÌý
• If you’re booking yourself, get written approval on your anticipated travel expenses before you spend anything. Expenses without prior approval may not be reimbursable.ÌýÌý
• For international visitors, some visa types (J-1, H-1B) require documentation before you travel. If this applies to you, please contact us for guidance.ÌýÌý
• Processing international reimbursements takes longer. If you are not a US citizen or US permanent resident, it is strongly recommended that CU books your airfare and hotel to reduce your out-of-pocket expenses.Ìý

AirfareÌý

• Book economy/coach class only. Additional costs associated with priority boarding, extra legroom and seat upgrades are not reimbursable except in cases of a documented disability or medical accommodation.Ìý
• Do not use points, miles, or rewards to book your ticket. CU can only reimburse the actual cash expense you incurred. Pay by credit card and keep the receipt and itinerary.Ìý
• Most economy class tickets include a carry-on bag. One standard checked baggage is reimbursable. Extra or overweight bag fees generally are not without a valid business purpose. If you are unsure, check with us first.ÌýÌý
• If opting to drive a personal vehicle vs booking a flight, a flight quote for the dates/times you would have flown needs to be obtained in advance of travel. This will be used as the threshold for eligible mileage reimbursement and must be submitted with your other receipts for reimbursement.Ìý

Ground TransportationÌý

• Our ground transportation options between Denver International Airport (DEN) and Boulder are as below.
  • Option 1:Ìý
    • The RTD SkyRide, AB Bus, provides a direct connection from the airport to Boulder. Domestic arrivals are located in the center of the main terminal on level 5. International arrival is located at the north end of the terminal. Baggage claim is also located on level 5.ÌýÌý
    • To get to Denver Airport Station, follow the signs to the Transit Center and proceed to the south exit on level 5 (look for the large American flag), exit the terminal through the sliding glass doors and take the escalator located in the center of the plaza down to level 1. You can pay for the ($10 cash) or purchase a one-way ticket at a light rail ticket vending machine. Please retain your receipt for reimbursement.Ìý
    • To go directly to the Physics building, exit at Broadway & Euclid Ave (University of Colorado) stop. From the stop, it is about a 5–8-minute walk to Duane Physics.Ìý
  • Option 2: Uber / Lyft / Taxi.Ìý
    • The maximum reimbursable tip is 20% of the total service charge, including taxes and service fees. Please retain receipts for reimbursement. Upgrades cannot be reimbursed.Ìý

International VisitorsÌýÌý

• If you are not a U.S. citizen or permanent resident, or you don't have a U.S. mailing address, your reimbursement is processed through a separate international form and requires additional documentation (e.g., passport/visa information) reviewed by CU's International Tax Office.Ìý
• By default, U.S. tax law requires CU to withhold up to 30% of the reimbursement for non-resident foreign nationals.ÌýÌý
• Processing international reimbursements takes longer, so please send us your documentation early.Ìý

Is it reimbursable? Quick check