Do I need to change the auto-populated nightly lodging rate on my travel request?
The InsideCIRES Travel application auto-populates the GSA rate as an estimate for the night lodging cost based on the destination. The GSA rate does not include taxes and fees. If you have done research ahead of time and know that your lodging expense is expected to be lower or higher than this, you can update the estimated nightly rate.
CIRES travelers are not held to the GSA for night lodging costs. This rate is used as a guide. If your actual nightly rate is well above the GSA rate, you may be asked to provide a justification for why the nightly rate is so much higher than the GSA rate. CIRES employees are not federal employees.
Can I purchase an upgraded airfare ticket when I have a long international flight?
Please see CIRES Connect > Travel Costs > “Upgrades - Airfare” for full guidance. If your travel is being supported by non-sponsored funds, you may be able to purchase an upgraded flight. If your travel is being supported by sponsored funds, you must have an approved ADA Accommodation documented with the PSC prior to ticket issuance. Please email CIRESTravel@colorado.edu about specific circumstances.
Why do I need to provide comparison quotes?
The purpose of comparison airfare quotes is to establish the maximum amount of airfare that CIRES could cover for your trip. As an example, you are traveling to AGU and you want to include 1 additional day of personal travel after the meeting. You will be required to provide comparison airfare quotes comparing the cost of what your airfare cost would have been traveling the business-only days vs. your intended airfare itinerary, including the 1 personal day.
Airfare quotes:
Business only: $300
Business + personal: $350
In this example, CIRES would cover up to $300 in airfare costs.
Do I need an approved travel request before I register for a conference?
No, you do not need an approved travel request before submitting an abstract or registering for a conference. We recognize that sometimes registering for a conference does not result in any travel.
Approval is required before you travel for CIRES or University business. Travelers should request and receive approval before charging any travel related costs, to the greatest extent possible. Receiving pre-travel approval from CIRES Travel ensures that there is sufficient funding available for the trip and that your trip plans are in compliant with the funding source, department, university, state and federal policies and procedures.