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MSU Denver

Travel Process

Last updated 08/24/2021

Call or email Melissa ([email protected], x57037) or Michael ([email protected]) with any questions!

Step 1: Funding

  • Determine what funds are available for you to use. Depending on your classification you may have money from the department, money from the Dean’s Office, and/or money from the University. Check in with Administrative and Financial Services Specialist (Michael) to find out how much money you have left to work with.

Step 2: Travel Authorization (AS NEEDED PER CURRENT UNIVERSITY POLICY)

  • Complete and circulate for signatures a Request for Pre-approval for Domestic Out-of-State Travel Authorization or a Request for International Travel Authorization (new since COVID) – CHECK WITH MELISSA OR MICHAEL FOR CURRENT POLICY

Step 3: Pre-Approval Report in Chrome River (must be completed at least 30 days prior to trip)

  • Set a meeting with Melissa or Michael to assist in completing this report.
  • Bring any travel estimates you have to the pre-approval meeting (lodging, airfare, etc.)
  • Once you have completed and submitted this report, we are available to help book your travel and registration

Step 4: Booking (must be done at least 3 weeks prior to trip, and only after funding is approved)

You have two options when booking your travel:

  • You can work with the Administrative and Financial Services Team. You can choose your own flight and hotel and send that information to the team. You can also provide them with the information to register you for a conference. They will then do the booking using the correct accounts based on funding sources.
  • You can book the flight, hotel, and registration yourself and be reimbursed. If you choose this option you will be reimbursed for ACTUAL EXPENSES after submission and processing of your Post-Travel Expense report in Chrome River. DO NOT BOOK BEFORE COMPLETING STEPS 1-3.

Step 5: Go on your trip! Have fun! But remember…

  • You do not need to save receipts for meals. You will receive reimbursement for meals after your trip based on per diem rates, which differ by location. The only exception to this is if there were meals provided as part of your conference registration. These meals will be excluded by Accounts Payable from per diem reimbursement.
  • You DO need to save receipts if you plan to request reimbursement for shuttles, taxis, parking at airport, baggage fees, etc. You will note these expenses on your post-travel expense report and upload receipts at that time.

Step 6: Post-Travel Expense Report

  • When you return from your trip you will have to complete the post-travel expense report. This is a different report in Chrome River. The amounts and times of departure and return must all be exact. Obviously since you’ve already travelled you will know the exact cost of your flight, hotel, registration, parking etc. If the Administrative and Financial Services team did some or all of the booking for you, check in with them for exact amounts.
  • If you aren’t very comfortable with completing Chrome River reports, make a meeting appointment with Michael or Melissa to assemble and submit your post-travel expense report.
  • This is when you would request reimbursement for relevant expenses that you paid for yourself. If you paid for your flight or hotel out-of-pocket you will reflect that on the post-travel report. Remember that receipts must be attached for incidentals, with one exception – Taxi/Uber/Lyft less than $25 do not require a receipt.
  • Upload copies of the following to your post-travel report (you may need to request some of these from Administrative and Financial Services team):
    • Flight itinerary/receipt
    • Itemized hotel folio with $0 balance due
    • Conference brochure showing the schedule and meals provided
    • Conference Registration receipt
    • Receipts for any incidentals (parking, baggage fees, taxi/shuttle, etc.)
  • Any out-of-pocket expense you incurred, within your available budget, will be reimbursed once the routed post-travel expense report is processed.

Travel Authorization and International Travel Procedures

Affiliate Onboarding

Have you completed your application and uploaded your CV?

Have you taken the required affiliate survey?

  • If not, please click here to complete the survey

ONCE YOU’VE BEEN HIRED – Onboarding Requirements

  • Register for a “new affiliate faculty orientation” at https://msudenver.edu/hr/calendar/. If for some reason you are unable to attend one of the scheduled sessions, email Angela Roberts in Human Resources to set up an individual session: [email protected]
  • Print and fill out the new hire packet, make sure to print single sided.
  • Complete your portion of the Federal Form I-9 (instructions are in the new hire packet) electronically – click here to access this form.
  • Once you have registered for Orientation, please email Melissa Grogan Gore, Administrative and Financial Services Coordinator, at [email protected] and share that you are a new hire and you have registered for orientation with your scheduled date of attendance. You may email Melissa at any time with questions about the process!

Purchasing

Office Supplies, Book Order, and Purchases Under $100

Contact the Welcome Desk Coordinator, Kayla Duensing, at [email protected] or 303-615-0555

Travel Purchases, Registrations, and Memberships

Contact the Administrative and Financial Services Coordinator, Melissa Grogan Gore, at [email protected] or 303-605-7037

Non-Travel Purchases over $100

Complete the Qualtrics Survey to request the purchase, indicating if this is or is not an urgent request. Please discuss all requests with your supervisor prior to filling out this form. Requests will be reviewed quarterly by the Department Chair and the Director of Student Services, Administration, and Finance unless deemed “urgent”. Urgent classification is reserved for needs that impact your ability to perform the duties of your job effectively.

Professional Development Funds

Department PD Fund Use Parameters