Invoicing and FAq
Meal receipts are not needed for the travel reimbursement, however, please keep all other travel receipts as those need to be provided to receive reimbursement.
If you are a non-employee seeking travel reimbursement through CSU, please complete the AR Customer Form and return to Jordan Roggen.
AR Customer Form: https://busfin.colostate.edu/Forms/Travel/AR_Customer_Form.pdf#zoom=100
Pocket Guide for CSU Travel: https://busfin.colostate.edu/Forms/Travel/trvpcktguidetrv.pdf#zoom=100
CSU Quick Reference Guide to University Travel: http://busfin.colostate.edu/Forms/Travel/quick_reference_guide_to_univ_travel.pdf#zoom=100
State of Colorado Per Diem Rates: https://www.colorado.gov/pacific/osc/travel-fiscal-rule
At CSU, we can process an invoice to a vendor that is $10,000 or less within the fiscal year. CSU’s fiscal year is July 1st through June 30th. If the vendor is not already set up in our financial system, a W-9 and a vendor certification form is required to set the vendor up for payment. The invoice needs to include the business header with address, invoice number, amount and description.
If a purchase needs to be made that $10,000 - $50,000, we will follow the requisition process. A quote is required to input the request into our financial system and will route to CSU Procurement for review and approval. Please note that work cannot begin until a purchase order is established by CSU Procurement. Beginning work without a purchase order is against Colorado State University’s Fiscal Rule 2.4.
If paying an individual instead of a business, an independent contractor form is required. The form is sent to CSU Accounts Payable and needs to be approved PRIOR to any work being performed. Please reach out to Bethany Peterson if you have questions on this.
Uniform Guidance (2 CFR § 200.403) establishes standards for the allowability of costs (aka “Cost Principles”) that can be charged to a federally funded sponsored project. These Cost Principles, along with sponsor and applicant requirements, should form the basis for determining if a cost can be charged to a federal award.
For a cost to be allowable, it must meet all the following criteria:
- Be necessary and reasonable for the performance of the federal award and be allocable to the award. A cost is necessary if it supports an item or activity essential to the scope of work and can be allocated to the award, whereas a cost is reasonable if, by its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost (2 CFR § 200.404).
- Conform to any limitations in the federal award.
- Be accorded consistent treatment, meaning a cost may not be assigned to a federal award as a direct cost if any other cost incurred for the same purpose in like circumstances has been allocated to the federal award as an indirect cost.
- Be consistent with policies and procedures that uniformly apply to federally funded activities and other non-federal activities.
Incentive payments are payments or items given to individuals to encourage participation in research. Incentive payments may include small dollar items, such as cash, gift cards, gift certificates, or other tangible, small value items such as pens, mugs, or keychains. In accordance with Institutional policy, cash incentives should not exceed $100 per incentive or instance and should not exceed $599 during a calendar year. Costs associated with entertainment (e.g., tickets to shows or sporting events) are generally unallowable (2 CFR § 200.438). https://www.research.colostate.edu/osp/2020/11/11/incentive-payments/
Incentive Payment Request Form: https://busfin.colostate.edu/Forms/General_Forms/fmIncentivePaymentRequestForm.pdf
Vendor Certification: http://busfin.colostate.edu/Forms/AP/apBusinessSelfCertification.pdf
Please us our Invoicing form to submit you invoice:
All subaward invoices need to have the following:
- Current and cumulative costs
- Invoice period (ex: July – September 2023)
- Certification, as required in 2 CFR 200.415 (see sample for certification language)
- Signature of authorized official
- Backup documentation includes either:
- general ledger report run directly from Subrecipient financial system, or receipts, invoices, and payroll reports
Subaward invoices can be sent monthly or quarterly.
For any direct billed expenses to the center account number (#5340702), (ex: FastPrint, RamTech, or Bookstore, etc) please send all receipts to Bethany Peterson (Bethany.firstname.lastname@example.org).
Jessi Fuentes – Executive Director of Finance – Jessica.Fuentes@colostate.edu (970) 491-1931
Bethany Peterson – Strategic Business Manager – Bethany.Peterson@colostate.edu (970) 491-7705
Cliff Schulenberg – Manager of Grant Facilitation – Cliff.Schulenberg@colostate.edu (970) 491-0926
Jordan Roggen – Travel Processor – Jordan.Roggen@colostate.edu