The University has changed the process for allocating airfare expenses to speedtypes. They now have a Ghost Card/Airfare Card that is used exclusively by the University’s travel management program to charge airline and other common carrier tickets for University travelers.
When an employee books an airline ticket through the online Concur Travel & Expense System, Concur charges the Ghost Card/Airfare Card. Airfare transactions are subsequently imported into the appropriate employee’s Concur profile. These expenses need to be imported and reconciled in a Concur report along with any out-of-pocket (personally paid) and/or travel card expenses for the trip. This must be done so ASAP after the transaction shows up in your Concur profile (within five business days of the airfare purchase).
Please note that when a ticket is booked through Christopherson Business Travel, the reconciliation process is the same, but includes a $20 service charge to CBT.
When you book a flight through either Concur or CBT, please reach out to your corresponding fiscal staff, so that they can help create a report for the airfare. Please send your fiscal staff the following information: the dates of travel, travel business purpose and speedtype for the flight.
If the airfare is for a future trip, a report must be created, but you will submit the report until after the trip along with any other trip-related expenses. Please remember that all expenses must be reconciled within 90 days of the end of the trip to avoid tax implications.
Airfare expenses that are not included in a Concur report will result in multiple emails from compliance to both the traveler and the approver until the transactions are placed in a Concur report. These emails are automatic notifications sent on behalf of the Procurement Service Center.
Please also take a moment to read over the internet airfare University policy: Updates to Airfare Bookings for University-Related Travel – SEHD Impact! (ucdenver.edu)
If you have any questions, please contact sehdfinance@ucdenver.edu.