The CU Museum is closed until January 8, 2026.

During this time, collection visits will be available by appointment and other special access requests will be considered on a case-by-case basis.
Please email cumuseum@colorado.edu for more information.

Travel Information

Employees of the Museum

After getting your Travel Authorization and before booking, get in touch with Mary Beth Besel or Linda Park. They can make sure that your travel is properly accounted for and fend off any headaches later.

  1. Get approval first

  2. Book your flight

  3. Pay for travel expenses

  4. Submit your receipts

  5. Set up delegates in Concur

1. Get approval

Beforeyou book your travel, you must complete a Travel Request in Concur.

  • International flightsmust be authorized through aConcur Request. (Go to Create a New Travel Request)
    • Your request must include a quote for your flight. The quote should come from Concur or CBT and be attached to your Request in Concur. This is to help staff confirm Fly America compliance before booking if the travel is on sponsored research funds.
    • If your trip will include personal travel, you must also include a quote for your flight without the personal travel. Upload the quote from Concur or CBT to your Concur Request or include with the PDF. If your plans change, you may need a new quote. Reach out to your finance contact to confirm.
  • Domestic flightsmust be approved via a Concur Request.(Go to Create a New Travel Request)
    • If your trip will include personal travel, you must include a quote for your flight without the personal travel. Upload the quote from Concur or CBT to your Concur Request or include with the PDF. If your plans change, you may need a new quote. Reach out to your finance contact to confirm.
  • Domestic Field Trips must be approved via a Concur Request. (Go to Create a New Travel Request)
  • Please include the reason for the tripand how it benefits the University and/or the award you are traveling on. Please spell out acronyms.
    • E.g.,: "Attending the American Geophysical Union (AGU) conference in Chicago, IL, December 12–16, 2023. Will present research on [X] developed by the award funding this trip."
  • Approversfor Travel Requests are Linda Park or Nancy Stevens(to confirm fund availability) and the Project PI/Speedtype Owner (to confirm the travel is relevant to the funds being used).
    • If youarethe PI/Speedtype owner, only Museum finance staff approval is needed.
Important: select your correct approver
Screenshot of Concur Travel page showing drop-down under "submit requests to"

In the first screen's"Submit Requests to" field, choose Speedtype (Finance Fiscal Roles).

If the travel is on a Sponsored Research grant and you are not the PI (student, research assistant, post-doc, etc.) you must have your PI approve the trip before submitting the travel request, please submit the online travel form and have your PI’s name and email at the bottom (under Name of person completing form).This will allow the finance team to know that the travel you are requesting in your Concur Travel Request is approved by your PI.

If you are flying international, you must adhere to Fly America compliance.

If you are flying domestic or international where some travel days will be personal days, we also need a comparison quote to show the cost of the flightwithoutthe personal travel would not be more expensive that the flightwithpersonal travel. If your plans change, you may need a new quote. Reach out to Linda Park or Mary Beth Besel.

You have two options for flight quotes:

Option 1: Reach out to CBT

(CBT) can help you with a flight quote. To have CBT pull a flight quote for you, send an email to cutravel@cbtravel.com with your start and ending destinations and dates of travel (with and without personal days, if applicable). CBT will send you an email with flight options. Save the email as a PDF and attach to your travel authorization (Request) in Concur. Note that by interacting with CBT you will incur a $20 service fee that will show up in Concur to be reconciled with all other expenses.

Option 2: Search in Concur

You may search for flights in Concur. Access Concur through the MyCUInfo portal. Use the Trip Search feature on the left side of the screen to search for your flight.

When the results appear, click over to the Shop by Fares tab.

To save the fare quotes, either take a screenshot of the results, or click Print/Email at the top of the page. This will print a PDF copy of your search results. If the PDF is many pages long, you may trim to only show the first few pages.

Tips

If a flight would require you to leave at an unreasonable time, or you need to arrive at your destination by a certain time on the travel day, you may use the Depart/Return filters on the left to filter results.

If you are taking an international flight where you must use a US carrier, airlines that use “code-sharing” can be confusing (where one airline is selling the ticket, but another airline is operating the plane). To ensure you are booking through a US airline, filter results by clicking on the airline in the results matrix at the top of the screen.

In the above screenshot, even thought the plane will be an Iberia Airlines plane, the flight is still Fly America compliant since it is booked through American Airlines.

2. Book your flight​

  • Booking.You canor.
    • Exceptions:You may only purchaseairfare through the internet (instead of booking through Concur or CBT) if your flight falls under an exception in the.
    • Please forward any itineraries you receive to your finance contact.
    • Never use your CU travel card to pay for airfare.
  • Federally funded.If you are traveling on a federal award, please make sure you comply withFly Americaand book on a US carrier.
  • Changes. If you need to make changes to your travel plans, you can either call CBT or adjust directly in Concur. If you are at the airport, you can also speak directly to the airline desk agent.
  • Personal travel.If you would like to include personal travel on your trip, be sure to get a comparison quote to show that the cost of flights/etc. without the personal days is not significantly different.

3. Pay for travel expenses

Save all your receiptsincluding meals. Exception: You do need receipts for group meals, which should show all items purchased and be accompanied bya list of participants.

  • Conference registrationscan go on a Procurement Card or Travel Card.
  • Hotelscan be booked through Concur or with your Travel Card. If your hotel needs to be booked through a conference website please use your Travel Card.
  • Meals:Pay for meals with personal funds, not a CU Travel Card. You will be reimbursed afor meals based on your destination.
  • Mileage:If you are using your personal vehicle for business travel, use your personal funds to buy gas, not a Travel Card. You will be reimbursed a flatfor your travel in your personal vehicle. Daily commute mileage is not reimbursable.
  • Rental car:You may book a rental car through Concur or by calling Christopherson. We use Budget, Avis, Hertz, and Enterprise. Use your Travel Card when paying for a rental car, as you receive insurance coverage through using the card. Please decline insurance if the rental car company offers it; you are already covered. You may pay for rental car gas using your Travel Card.
  • All other travel chargesmust go on a Travel Card.

4. Submit yourreceipts

To reconcile travel, fill out the Travel Reimbursement Form. Once complete, send the PDF and your receipts toMary Beth Besel.

Concur Travel & Expense is used to reconcile Travel Card charges and to request reimbursement for university travel and non-travel-related expenses by employees. Non-employees use the Non-Employee Reimbursement form. The traveler’s costs cannot be reimbursed until after the trip is completed.

  • ​After your trip, promptly send all your receiptsand theTravel Reimbursement Formto your finance contact.
  • Receipts should be itemizedwhere possible, and must clearly show what was purchased. They must also show proof of payment.
  • Per diem food reimbursement. In most cases, we do not need food receipts. Instead, we reimburse on a per diem basis using the. The exception is group meals, receipts for which should show all items purchased and be accompanied bya list of participants.

5. Set up delegates in Concur

A delegate is an individual authorized to process expense reports, in the Concur Travel & Expense System, on behalf of another person. Please set up Mary Beth Besel and Linda Park as your delegates in Concur which allows us process your Concur Travel Report.

Guests and Non-Employee Students

Travel Pre-Approvals for Non-Employees

If you have an non-employee who is traveling fill out the Museum Travel Form first. It will be routed to Linda Park and Nancy Stevens for review and approval of the traveloutside the Concur system. This will need to be provided to Christopherson Travel (if booking through an agent) or attached to the subsequent Concur expense report (for non-employee reconciliations and/or reimbursements).

Non-Employee Travel for Foreign Nationals

Prior to making any travel arrangements for international non-employees,.

For travel-related expenses paid directly to a third party (i.e. airline, hotel, etc.) on behalf of an international non-employee traveler, International Tax Office review and approval are required in advance. These payments may be taxable to the individual traveler. Once written approval has been obtained from the International Tax Office, proceed to the instructions for Booking Non-Employee Travel below. A copy of the approval email and any other required documentation must be attached to the Non-Employee Expenses report in Concur for reconciliation of payments made using the Airfare Card or the travel arranger’s Travel Card.

Student Travel

Students who are traveling on official university business should follow the guidelines for non-employee travel.

Student employees traveling for their employment should follow the guidelines for employee travel for both approvals and reimbursement.

Booking Non-Employee Travel

When using university funds to pay for a non-employee’s trip, the sponsoring unit has three options for booking travel:

  1. Completing a Guest Booking in Concur: A travel arranger can use the Concur Travel & Expense System (Concur) to. In Concur, this is known as "Guest Booking” and access can be granted to individuals who need this role by emailingPSC@cu.edu. There is no service or agent fee charged to the department when booking guest airfare in Concur
  2. Authorize the non-employee to book their own travel through Christopherson Business Travel:The department can authorize the non-employee to work directly with a Christopherson Business Travel (CBT) agent. The department travel arranger (notthe traveler) can initiate this process by submitting CBT's. A $20 service fee will be charged to the department when airfare is booked through a CBT agent.
  3. Allow the non-employee to make their own travel arrangementsand the department willrequest reimbursement. The University’s managed travel program allows non-employees to make their own travel arrangements. They do not need comparison quotes from CBT in order to purchase their own airline tickets if they are paying directly and seeking reimbursement after the trip.Please note thepolicy still applies to non-employees making their own travel arrangements.can be processed on theNon-Employee report.This will result in payment going directly to the non-employee for reimbursement.For non-employees who are non-U.S. persons or those with a non-U.S. address, reimbursement must be requested on the. Additional information can be found in

Note: If a non-employee trip is cancelled, for any reason, CU cannot reimburse a non-employee for the cost of airfare.

Important Note on Independent Contractors

When working with an Independent Contractor under thethe non-employee's travel expenses must be identified on the SOW form and included as part of the procurement and payment for the contracted services. Non-employee travel expenses related to the SOW for an independent contractorcannotbe reimbursed through Concur nor the NRI form.

Preferred Hotel Program (Local Stays)

The Procurement Service Center’s Travel Program has established relationships with many local hotels in and around Boulder, the Denver-metro area, and Colorado Springs to provide a local preferred hotel program that benefits our traveling university guests. Our negotiated rates at these preferred hotels are lower than the rates typically available at these properties and, in some cases, they include additional negotiated values such as extra amenities for our visiting guests.

Please refer to thepage for more information on participating vendors and how to leverage the partner rates.

Additional info

  • International travel.Special insurance and travel assistance foris available to you through the CU system. See.
  • DIA airport bus.Your CU-issued EcoPass gets you onthe AB or other airport-bound busfor free.
  • DIA airport parking. Discount parking is available at DIA for CU employees from:
    • Canopy Parking – 8100 Tower Road
    • ParkDIA - 25200 East 68th Avenue
    • The Parking Spot – 19901 East 56th. Avenue
    • USAirport Parking – 18000 East 81st Avenue
    • Wally Park – 24200 East 78th Avenue
  • Flight Credits.You must book with CBT to use any flight credits from previous cancelled flights booked through CU. Be sure to mention the credit to your agent. To know if you have any flight credits, check Concur on the travel page. You should have an Alert saying "You have unused tickets." If you click on the alert, it will display any available credits.
  • Upgrades. All travel shall be completed using the most economical means available that will satisfactorily accomplish university business. Upgrades, including extended leg-room upgrades and business or first class travel, are allowed only with justification. Please see your finance contact before making any upgrades.