What forms are required when I want to travel on Official University Business?
A Travel Authorization Form (when applicable, see details below) and a Travel Expense Form must be turned in when traveling for University business.
When is a TA required for University related travel?
Travel Authorization or a Pre-Approval Report is required for travel that meets any of the following conditions:
- All International Travel including Mexico and Canada
- If any part of the trip is being funded by a grant-typically any index beginning with a "4---"
- The individual is requesting a cash advance (this must be received by the MAPS office no later than 10 business days prior to trip departure.)
When am I considered to be in Travel Status?
An Employee’s job duties require them to be away from their regular work location overnight and/or the travel includes airfare. To be considered in travel status (and therefore entitled to per diem) the destination must be at least 40 miles away from your regular work location.
Can I drive instead of fly?
An individual can elect to drive instead of flying as long as they understand the university will only reimburse their costs up to what a flight would have been. The individual is responsible for supplying a comparable airfare quote.
How do I get access to Frosch? Do I have to call, or can I use the website?
Email a request for an account with Frosch to onlinesupport@frosch.com. They will contact the school verifying your employment status and ability to purchase tickets on behalf of school business.
When are change fees paid by Mines?
Airline change fees are reimbursable to the traveler only if travel plans are changed for Official University Business reasons. The business purpose for the change in travel plans shall be included on the Travel Authorization/Expense Report. Any cancellation or change fees are the responsibility of the traveler if the charges are a result of a personal nature.
When can I get reimbursed for out-of-pocket airfare?
If the traveler elects to pay their own airfare, they will not be reimbursed for the cost of the airfare until the travel is completed. If, for whatever reason, the trip is delayed, postponed, or cancelled and airfare credit is received, the traveler will not be reimbursed for the airfare or any associated changes until the airfare credit is used for University Business at a later time.
What “upgrades” will be reimbursed related to airline expenses?
Seat selection charges or early check-in charges are reimbursable. Seat selection does not include upgrading to economy plus. Expanded legroom (ex. Economy Plus) is allowable if the flight segment is greater than three hours. Business Class upgrades are allowable on international flight segments that are greater than nine hours nonstop.
May I purchase a bundled package from an airline?
Bundled packages often contain coverage categories that are not reimbursable under Mines travel policy. Bundled packages may not be reimbursed unless the traveler can show that the cost is less than the allowable fees for seat selection and checked baggage fees. Such documentation must be included in the final expense report.
When am I eligible for a cash advance for travel?
Any student, faculty, or staff member may request a cash advance if they will be traveling for University Business. A cash advance can be issued for estimated out-of-pocket expenses incurred while traveling. The amount of the advance cannot exceed the estimated out-of-pocket expenses. The allowed maximum advance is $1500.00 per person. All exceptions must be approved by the Controller.
My cash advance covered all my expenses. May I keep unused amounts?
No, a cash advance is a loan from the University. If a cash advance was more than the actual expenses incurred on the trip, then the unused portion of the advance must be returned to Mines in the form of a credit card payment, cash (exact change), or a check written to Colorado School of Mines. Please return the unused portion of the advance with your completed TE to Mines Administrative Processing Service (MAPS) office located in Guggenheim room 224.
If I requested a cash advance when will I receive it?
Cash advances are issued up to seven days in advance of departure. The traveler will receive a check that can be picked up from the Controller’s Office or via direct deposit if the traveler is set up to receive funds that way. The traveler will get an email when the check is ready for pickup. In order to ensure the Mines Administrative Processing Services Office has sufficient time to issue the check, please submit a TA at least 10 business days prior to your planned departure. Even if we receive your request at least two weeks before travel we cannot not guarantee it will be processed in time for your travel because of the possibility for additional signatures. For Cash Advances the rule of thumb is always the sooner we receive it, the better.
Can I be reimbursed for travel costs incurred prior to the completion of the travel?
No. Per Mines Travel Policy, a traveler will be reimbursed for approved out-of-pocket travel costs when the travel is completed, and the traveler has submitted their final expense report. Exceptions may be granted by the Controller.
What is the difference between a prepaid expense and an out-of-pocket expense?
Prepaid expenses are those paid directly by Mines. For example, if a traveler books through Frosch, Mines preferred Travel Agency, and the airfare was charged to the Mines’s Ghost Card, then that is prepaid airfare. Likewise, if travel is charged to a Mines One Card, it is considered a prepaid expense.
If the traveler pays for their own travel with the goal of being reimbursed, that is considered an out-of-pocket expense. As a reminder out-of-pocket expense related to travel will not be reimbursed until the travel is complete.
If a third party is paying my airfare, can I still upgrade my seating based on our travel policy? Do I need to use the approved travel agent to complete the upgrade?
You may upgrade your seating based on University single segment travel time requirements. You do not need to use the University-approved travel agent to upgrade.
If my travel dates change between the Pre-Approval and Final Expense Report do I need to complete a new Pre-Approval Report?
No, when you connect a Pre-Approval to your final Expense Report only the line items, title, and primary destination are carried over. On the report cover page, please make a note explaining any differences between the Pre-Approval and final report.
What should I include in my Pre-Approval?
The goal of a pre-approval is to get the most accurate proposed travel budget which helps expedite the approval process for the Final Expense Report. Some of the most common expenses to include would be airfare, lodging, ground transportation (mileage, rental car, parking, etc.), per diem, and registration fees.
Keep in mind if your final expense report is $500.00 or more over the pre-approved budget it will need to go through the approval process again.
My Pre-Approval says “Pending Approval;” with whom is the report pending?
For any report you can access the routing steps and see whose approval is still pending by viewing the tracking. This will show the previous, current, and future routing. Go to the “Submitted Last 90 Days” and click on the report in question (it will turn light blue). Click on the “Tracking” tab. A Tracking data box will appear and will show each line item and from whom it is pending approval.
How long does my Pre-Approval stay on my dashboard?
Processed Pre-Approvals will be visible on your home dashboard for 90 days. All Pre-Approvals will expire within the system in 180 days.
Can I use the preferred Rental Car Agency codes for personal travel?
No, but there is a special code for Enterprise and National that can be used for personal travel. This code still provides a discount but should not be used for official business travel. The current personal use code is XZ12433.