Important Fine Print:

Requirements for Every CCEP Travel Grant Recipient

  • Must be a US citizen or legal permanent resident (no Visa holders)
  • Must travel within the United States
  • Must be currently employed or enrolled at an accredited US institution
  • Must submit receipts (for conference registration, airfare, and/or conference hotel) within 45 days after travel and, without those, will not receive reimbursement.

Recipients will be reimbursed for charges (via check mailed to home address) rather than pre-paid. 

Specific individuals who demonstrate financial need may be pre-booked at the discretion of the ACCESS team. Please email alana.romanella [at] colorado.edu (alana[dot]romanella[at]colorado[dot]edu )if you believe you fall into this category.

Reimbursable Items and Associated Rules:

Conference registration

CCEP recipients must provide all of the following to ACCESS:

  1. Full conference schedule
  2. Proof of Registration
  3. Payment Receipt for Registration

Flight Fare to/from the conference city

  1. Recipients may book Round-trip ECONOMY flights between CCEP awardee home airport and the location of the conference ONLY
  2. Recipients may depart no sooner than the day before the conference and must return the day the conference ends, unless it ends after 12pm (noon). If the conference ends after 12pm (noon) the CCEP awardees may travel the day after the conference ends.
  3. Recipients must send a copy of their Flight booking to CCEP travel team the day it is made. This must be sent to ccep [at] colorado.edu (ccep[at]colorado[dot]edu).
  4. Recipients must choose the least expensive fare possible.
  5. CCEP awards only allow economy flights. Passengers must cover any flight upgrades after flight is booked (inlcuding seat selection and luggage).

Hotel

  1. CCEP Recipient may arrive the night before the conference and leave the last day of event unless the conference ends after 12pm (noon). If the conference ends after 12pm (noon) the CCEP awardee may leave the day after the conference ends.
  2. Hotel should be the one(s) sanctioned by the conference (usually listed on conference website).
  3. If this is not possible, we require that you contact us PRIOR to booking to discuss and pre-approve the hotel selection to ensure reimbursement.
  4. Single room occupancy 
  5. We only pay for room and taxes. Any charges and upgrades are your responsibility.

Examples of what is NOT approved/allowable/reimbursable:

(Please note: This is not an all-encompassing list. Anything other than what is listed above is NOT approved for reimbursement).

  • Reimbursements for cancellations OR changes
  • Any trip extensions for purposes other than conference
  • No travel deviations such as: Start and end at different destinations (ie, start in Seattle, fly to Portland, then fly from Portland to Dallas.  If you start in Seattle you have to end in Seattle) 
  • Receipts submitted more than 45 days after the last day of travel.   
  • Hotels or flights in which the CCEP awardees home address is within 50 miles of the conference city 
  • Ground transportation
  • Rental cars
  • Luggage fees
  • Mileage
  • No AirBnBs
  • Upgrades or add-ons (seat assignment fees)
  • Food or per diem
  • Alcohol
  • Travel insurance
  • Private jets or leased planes
  • Camping fees
  • Laundry

Any questions about what is allowable should be directed to the ACCESS Team at %20ccep [at] colorado.edu (ccep[at]colorado[dot]edu).

The rules for travel, including non-employee travel, can be found at the addresses below.  Please note that our CCEP rules may be stricter than the CU rules and the CCEP rules take precedence.
https://www.cu.edu/psc-procedural-statement-travel
https://pschelp.cu.edu/s/article/CU-Travel-Booking-Non-Employee-Travel
 

Final Notes

  • One request may be submitted for the life of the grant. 
  • The award must be spent during the subsequent 12 months. After 12 months the funds are forfeited.