Expense Reimbursement

Publication: Staff Handbook

Policy Statement

University expenses, paid for personally, are reimbursable with appropriate receipts. The expenses are submitted to the Accounts Payable Office via the Faculty/Staff portal and may include the following reasons, but are not limited to the following reasons:

• Administrative unit or school expenses
• Travel expenses
• Conference expenses
• Etc.

Policy Procedures

Meals (should be reasonable)

• Itemized receipts should be obtained for each meal.
• When the employee is paying for more than just themselves, they should list the names of the additional people.

Airline tickets (including reservations)

Car rental and fuel (or mileage)

• Unless instructed otherwise, do not purchase additional insurance or coverage on a rental car. CU carries adequate coverage for most rental scenarios.
• Our policy is to reimburse mileage at the current rate listed by the IRS. (2018 Rate: 54.5 cents per mile view latest annual rates)
• Mileage reimbursement is capped at the estimated rental/fuel expense for the trip in question based on a standard car rental.

All mileage reimbursement requests exceeding $100 per trip should be accompanied by a completed Mileage vs. Rental Comparison.

Hotel charges (including reservations)

Other expenses that occur during your travel for the University