The University of Colorado has established rules related to travel in accordance with state and federal regulations. CIRES employees travelling on university business and non-employees receiving financial support from the university are expected to follow the university travel and procurement rules, as well as CIRES procedures for receiving travel approval, incurring travel costs and submitting expense reports.
Approval for your travel must be received before you pay travel costs such as lodging deposits, rental car reservations, or airfare. If you have questions about paying for an abstract submission or conference registration before your trip has been approved, contact cirestravel@colorado.edu.
Travel Checklist for Employees
- If including personal travel during trip, obtain quotes from Christopherson Business Travel (CBT) or Concur for the business only travel and for the business with personal time added travel.
- Identify an appropriate and valid funding source for your trip.
- Obtain any required approval or acknowledgements for travel, if required.
- Create and submit travel request through InsideCIRES (for both domestic & international travel).
- Receive approval from CIRES Travel for the trip.
- Book airfare using CBT or Concur.
- If appropriate, work with your finance manager to use your travel card for business-related travel expenses, such as lodging or conference registrations.
- Register for conference or workshop.
- Make reservations for your lodging and rental car.
- Once you submit your travel request via InsideCIRES, the travel team will create a shadow request in Concur. Once the travel request is approved in Concur, the travel team will then approve your InsideCIRES request. At that point, you may book your airfare in Concur or by contacting CBT. International travel paid up front by the university must be booked either through Concur or CBT.
- Know the visa and/or passport requirements for your international destination, including whether specific vaccinations are needed.
- Research the destination of your trip and be aware of any travel advisories. See information posted on the US State Department website.
- If traveling to a high-risk destination, review the Research & Innovation Office (RIO) recommendations posted here.
Travel Checklist for Non-Employees
- Complete and submit the Non-Employee Travel Request form.
- Receive approval from CIRES Travel for the trip.
- Contact CBT (cutravel@cbtravel.com) to book your airfare, based on the instructions provided in the travel approval email. (Non-employee may have also been given the option to book airfare on their own.)