Administrivia

Travel

For conference travel logistics, you need to complete a Department Authorization Request Form before you book airfare. The speedtype field is provided by your advisor on a trip-by-trip basis. Here's the process given to us by the administrative staff:

1. Complete the Department Authorization Request Form and send it to Bobbie Atkinson <Bobbie.Atkinson@colorado.edu> and cc'ing your advisor.
2. Book your airfare with Christopherson Business Travel. They will direct bill CU/your advisor, so you do not need to pay out of pocket.
   • Exception: If you have a travel grant that covers airfare, then you should follow whatever the requirements for the grant (or book on your own).
   • Option: You can book airfare on your own, but you then need a quote from Christopherson saying that the flight you booked on your own is cheaper than had you done it through Christopherson.
3. Pay for the rest of the trip out-of-pocket. You must save all receipts, including for meals. Receipts must be itemized and show proof of payment, particularly important for hotels.
   • Option: Your advisors can pay for conference registration using a CU Procurement Card so that you do not need to front that expense.
4. Submit receipts to Bobbie with a cover page listing the expenses for reimbursement. You can either scan them to send them by e-mail or drop them off in Bobbie's office.

Your advisors do not want travel to be a financial burden and a source of stress for you. If any prepayment of expenses becomes difficult, please let us know. We will use our own personal credit cards or funds when needed.

We ask that you try to keep expenses reasonable and help us stretch our travel budget so that we can send you to as many places as possible. The CS Department has a travel grant program if you are presenting anything, including posters (amounts vary depending on the selectivity). SIGPLAN has student travel awards to their conferences. The Graduate School also has student travel grants (though these are more limited). Whenever there is an opportunity for student travel awards, we ask that you apply.

If you're a CS PhD student, the department offers a one-time Research Development Award to send you to a top conference early in your career. Please take advantage of this.

Christopherson Business Travel

Business Hours: 7:00 a.m. to 5:30 p.m. (Mountain Time) Monday-Friday

Toll Free Phone: 1-855-462-8885

Local Phone: 303-694-8744

Fax: 303-741-6329

Email: cutravel@cbtravel.com

Emergency After Hours: 1-800-787-2390 (must reference service code AI79) 5:30p.m. & Weekends

Int’l Emergency After Hours: 1-818-575-4313 (collect call using service code AI79)

Graduate School Student Travel Grant

It seems the graduate school travel grant opens up for a few hours twice a year. If you know you're going to be taking a trip when the open period is about to hit, please be ready to apply.

Here's what we know from previous semesters.

This application for travel occurring 7/1/14-12/31/14 will be open on:

May 22, 2014 from 8:30-12:00 for FIRST-TIME applicants only

May 23, 2014 from 8:30-1:30 for ALL applicants