San Francisco, CA & Online Everywhere, December 11-15, 2023
104th Annual Meeting, Baltimore, MD & Online, January 28 – February 1, 2024
If you plan to attend a conference in person, you must complete a CIRES Employee Travel Request via Inside CIRES and seek approval from CIRES Travel prior to booking any trip costs. If you are planning to attend a conference virtually, you do not need to seek approval from CIRES Travel.
When attending a conference, we expect travel dates to occur one day prior to the start of the conference and one day after the conference ends. Any additional dates outside of this should be explained in your travel request. For example, you may be attending a pre/post-conference workshop.
Please note the CIRES Travel Policy regarding Personal Travel.
Abstract Fees
CU Travel Credit Card – Employees can pay for their own abstract fees on their Travel Card. The expense will need to be reconciled along with all of their other trip expenses after the trip is complete.
CU Procurement Card – Employees can pay for their own abstract fees, another employee’s abstract fees, or a non-employee’s abstract fees using their P-Card. The expense will need to be reconciled with the cardholder’s other monthly P-card expenses. This is the preferred purchasing option for abstract fees related to attending a virtual conference. Those who want to use this option but do not have a P-card may email their finance manager or email cirestravel@colorado.edu to make the payment on their behalf.
Personal Credit Card – Individuals may choose to purchase their abstract fee on a personal credit card. If you paid out of pocket for your abstract fee, you can be reimbursed and do not need to wait until the trip is complete. Please email cirestravel@colorado.edu a completed travel voucher and your itemized receipt. They will create an expense report for you to be reimbursed.
Membership Dues
Per CCO Cost Principles policy, individual membership fees are not an allowable cost on sponsored projects. When a sponsored award cannot support the costs of individual membership fees, but the need to purchase individual memberships arises because of the sponsored award, CIRES researchers may be able to assign individual membership fees to a non-sponsored CIRES fund. Researchers should review the parameters below to determine whether an individual membership can be charged to a CIRES fund.
- When an individual membership is required for researchers to present their research results at a professional conference, CIRES can cover the cost of the individual membership with non-sponsored funds. AGU, EGU, and AMS, for example, typically require researchers to have memberships with their organizations in order for the researcher to submit abstracts to present at these organizations’ annual meetings. Presenting research results includes submitting an abstract, speaking proposal, publication, or poster presentation; sharing research results at informal talks, discussions, or networking events is not considered presenting research. Researchers requesting the use of CIRES funds for individual memberships are responsible for providing the required documentation for the cost, including the itemized receipt and proof that the membership was required to present their research at a professional conference (this can be a screenshot of the requirement).
- When an individual membership is not required to present research results, the cost is considered personal and should be paid by the individual. In cases where a strong business need can be demonstrated for the individual membership, such that it meets the standards in CU APS 4011, individual memberships may be purchased using non-sponsored, discretionary funds. Researchers should work with their Finance Managers to determine whether adequate justification exists for supporting the membership using a discretionary fund.
Memberships should not be purchased in order to lower the cost of a conference registration.
Conference Registration Fees
You can use either a P-Card or your CU Travel Card to pay for conference registration fees, even if you are registering to attend a virtual/remote conference.
CU Travel Credit Card: Employees can pay for their own registration fees on their Travel Card. The expense will need to be reconciled, along with all of their other trip expenses, after the trip is complete.
If you attend virtually, please email cirestravel@colorado.edu a completed travel voucher and your itemized receipt once the conference has ended. They will create an expense report for you to be reimbursed.
If you attend in person, please plan to include this cost as part of your Final Travel Report (after the conference ends), and it will be included on your expense report with all other travel costs.
We encourage you to apply for a travel card to support your expenses during your trip, if you do not already have one. Take a look at our instructions on InsideCIRES for info on how to apply for a travel card.
CU Procurement Card – CU prefers that we use P-cards to pay for conference registration fees; however, it is also allowable to use a Travel Card. If using a P-Card, the expense will need to be reconciled with the cardholder’s other monthly P-card expenses.
Personal Credit Card – If you paid out of pocket for your conference registration, you’ll need to wait until after the conference is complete to submit your reimbursement request. If you attend virtually, please email cirestravel@colorado.edu a completed travel voucher and your itemized receipt. They will create an expense report for you to be reimbursed. If you attended in person, please include this cost as part of your Final Travel Report and it will be included on your expense report with all other travel costs.
Please see the Travel Services on Inside CIRES for additional travel information.
