FOR INTERNAL CFEI PROGRAM ADMINISTRATORS NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION Page 1 of 15 March 11, 2019 Colorado First and Existing Industry Customized Job Training Grant Program Program Policies and Procedures FY2019 Policies FY2020 Policies and Procedures Effective July 1, 2019 1. The Colorado First (CF) training program focuses on companies relocating to or expanding in Colorado and provides funds only for net new hires. Ref.: CFEI FY19 Fact Sheet The Colorado First (CF) customized training grant program focuses on companies relocating to or expanding in Colorado and in need of training workers with the skills necessary to increase their productivity, to increase their wages, and to reduce their need for public support. 2. Colorado First grants are intended for net new hires only. Net new hires are permanent, full-time (32 hours/week+) employees hired within the previous 12 months from the date of the application. “Net new hires” pertains to job growth, not replacements. Any net new hires funded during the previous fiscal year are not eligible for Colorado First training funds in subsequent years. Ref.: FY18 Summary Policies and Procedures (email 5/11/17) The CF program provides training funds only for net new hires with full-time (32+ hours/week) permanent (regular) or for full-time temporary employees intended for permanent (regular) employment. “Net new hires” pertains to job growth, not replacements. CF-funded employees may be counted in a grant if first hired within the previous 12 months from the date of the application through the initiation of training. Net new hires funded during the previous fiscal year are not eligible for Colorado First grant funds in subsequent years. 3. The Existing Industry (EI) training program focuses on providing assistance to established Colorado companies in order to remain competitive within their industry, adapt to new technology, and prevent layoffs. Ref.: Ref.: FY19 CFEI Fact Sheet The Existing Industry (EI) customized training program focuses on providing assistance to established Colorado companies in order to remain competitive within their industry, adapt to new technology, and prevent layoffs. The EI program provides training funds only for current permanent (regular), full-time (32+ hours/week) employees. 4. Grant funded training must be for permanent, full- time (32 hours/week), non-seasonal, non-retail employees eligible to work in the U.S. who have significant career opportunities and require substantive instruction. Ref.: FY19 CFEI Fact Sheet All grant-funded training must be for full-time (32 hours/week), non-seasonal, non-retail employees who have significant career opportunities, require substantive instruction, and are eligible to work in the U.S.
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FOR INTERNAL CFEI PROGRAM ADMINISTRATORS
NOT FOR PUBLICATION OR EXTERNAL DISTRIBUTION
Page 1 of 15 March 11, 2019
Colorado First and Existing Industry Customized Job Training Grant Program
Program Policies and Procedures
FY2019 Policies
FY2020 Policies and Procedures
Effective July 1, 2019
1. The Colorado First (CF) training program
focuses on companies relocating to or expanding in Colorado and provides funds only
for net new hires.
Ref.: CFEI FY19 Fact Sheet
The Colorado First (CF) customized training
grant program focuses on companies relocating to or expanding in Colorado and in
need of training workers with the skills necessary to increase their productivity, to
increase their wages, and to reduce their need for public support.
2. Colorado First grants are intended for net new hires
only. Net new hires are permanent, full-time (32 hours/week+) employees hired within the previous
12 months from the date of the application. “Net
new hires” pertains to job growth, not replacements. Any net new hires funded during the
previous fiscal year are not eligible for Colorado First training funds in subsequent years.
Ref.: FY18 Summary Policies and Procedures (email 5/11/17)
The CF program provides training funds only for net
new hires with full-time (32+ hours/week) permanent (regular) or for full-time temporary
employees intended for permanent (regular)
employment.
“Net new hires” pertains to job growth, not replacements.
CF-funded employees may be counted in a grant if first hired within the previous 12 months from the
date of the application through the initiation of training.
Net new hires funded during the previous fiscal year
are not eligible for Colorado First grant funds in
subsequent years.
3. The Existing Industry (EI) training program
focuses on providing assistance to
established Colorado companies in order to remain competitive within their industry,
adapt to new technology, and prevent layoffs.
Ref.: Ref.: FY19 CFEI Fact Sheet
The Existing Industry (EI) customized
training program focuses on providing
assistance to established Colorado companies in order to remain competitive within their
industry, adapt to new technology, and prevent layoffs. The EI program provides
training funds only for current permanent (regular), full-time (32+ hours/week)
employees.
4. Grant funded training must be for permanent, full-time (32 hours/week), non-seasonal, non-retail
employees eligible to work in the U.S. who have
significant career opportunities and require substantive instruction.
Ref.: FY19 CFEI Fact Sheet
All grant-funded training must be for full-time (32 hours/week), non-seasonal, non-retail employees
who have significant career opportunities, require
substantive instruction, and are eligible to work in the U.S.
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5. The CFEI grant program will consider applications
from all industries.
Ref.: FY2019 CFEI Fact Sheet
No change
6. Both for-profit companies and 501(c)(3) organizations are eligible for funding.
Ref.: FY2019 CFEI Fact Sheet
No change
7. Application, Training, and Reporting Calendar:
Round 1 applications due to State August 3, 2018; training completion January 31, 2019; final reports
due February 15, 2019.
Rolling Application Period: Applications may be submitted between August 4, 2018 and April 1,
2019; training completion May 31, 2019; final
reports due two weeks after training completion
Ref.: FY19 Grant Application Calendar; email announcement 6/22/18
Application, Training, and Reporting Calendar:
The CFEI Program will observe one rolling application Period.
Applications may be submitted between July 1,
2019 and April 1, 2020
Training must be completed by May 31, 2020.
A hard closeout is required for each grant.
Final reports are due two weeks after training
completion.
8. Awards are contingent upon available funding.
Ref.: Email announcement 6/22/18
No change
9. Applications will be reviewed on a first come, first served basis.
Ref.: Email announcement 6/22/18
No change
10. CCCS/OEDIT will provide grant approval or denial
notification within 2 weeks of the application submission date.
Ref.: Email announcement 6/22/18
CCCS/OEDIT will provide grant approval or denial
notification approximately two weeks after date of application submission to the State.
11. Applications are reviewed on a competitive basis.
Factors considered are: customized job enhancing skills / number of learners / college training
participation / state geographic representation /
industry diversification / projected wage levels. Examples of competitive training skills include: Lean
manufacturing / information technology, such as SQL, HTML, JQuery, etc. / advanced financial
detailed training cost quote must be submitted with
the grant application.
32. Complete individual affidavits must be scanned and
electronically submitted as part of the grant Closeout paperwork.
Ref.: CF and EI Policies and Procedures documents
in application; CFEI Fiscal Procedures and
Guidelines
Complete individual training affidavits with training
participant signatures must be scanned and electronically submitted as part of the grant
Closeout paperwork.
Original signatures, verified by the company
representative’s signature on the State’s official affidavit form are the only allowable means to verify
that an individual participated in approved training.
Exception: In the case of grants with a very high
number of learners, a Learning Management System (LMS) may be used to track training participation.
Prior to LMS use, a sample of the LMS must be provided to State program administrators for LMS
content approval. The LMS documentation submitted in the final reporting information must be
accompanied by a signed verification form (supplied
by State program administrators.)
33. Learner profiles must be completed and submitted
for all participating learners.
Ref.: CF and EI Policies and Procedures documents
in application
No change
34. Federal or state mandated training (e.g.
Occupational Safety and Health Administration
No change
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(OSHA) / Commercial Driver’s License (CDL) is not
eligible for grant funding.
Ref.: CF and EI Policies and Procedures documents
in application
35. An on-site company visit by the Office of Economic
Development and International Trade (OEDIT) and
the Colorado Community College System (CCCS) program administrators is required.
Ref.: CF and EI Policies and Procedures documents
in application
No change
36. Grant-funded activities, including curriculum development and training, may not begin until the
training application has been approved by the State administrators.
Ref.: CF and EI Policies and Procedures documents in application
No change
37. Training must be completed within the specified
(published) grant period.
Ref.: CF and EI Policies and Procedures documents in application
No change
38. Grant extensions are discouraged. In rare
circumstances, a grant extension may be approved to complete training. In this case, if the required
Closeout paperwork is not received in a timely manner, the company may be ineligible to receive
the grant funds.
Ref.: CF and EI Policies and Procedures documents
in application, email announcement 6/22/18
No change
39. Original, approved training budgets may be revised a single time. Changes to the original, approved
training budget must be submitted on a new training budget form and approved by the state
program administrators prior to implementing any changes in training. Thorough planning up front is
necessary to avoid training and budget revisions.
Ref.: CF and EI Policies and Procedures documents
in application
Original, approved training budgets may be revised a single time. Changes to the original, approved
training budget must be submitted on a new training budget form for approval by the state
program administrators prior to implementing any changes in training. Thorough planning up front is
necessary to avoid training and budget revisions.
Revised budgets may not exceed the original, approved grant amount.
40. Departures from the original, approved training plan may reduce the amount of a grant award. If a
smaller number of employees participate in the training, or if the actual training cost is lower than
the cost on the original, approved training budget, funds must be returned to the state via the final
report.
Ref.: CF and EI Policies and Procedures documents
in application
No change
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41. Unused funds will be pulled back to CCCS for
redistribution to new companies in future rounds.
Ref.: Summary FY2018 Policies and Procedures
(email 5/11/17)
Unused grant funds will be pulled back to CCCS for
redistribution.
42. Disallowed Expenses:
Certification exam fees
Ref.: FY19 Training Budget – Disallowed Expenses spreadsheet
Training certification exam fees are allowable.
The CFEI program will allow grant funds to be used for training certification exam fees with the
following parameters: One exam attempt will be reimbursable.
Exam fees must be expensed within the
published training period.
The exam must be completed within the
published grant period.
Expense backup documentation must be kept on
record by the company and the representing college.
43. Disallowed Expenses:
Trainer incentives, gifts
Learner incentives, gifts
Ref.: FY19 Training Budget – Disallowed Expenses spreadsheet
Gifts, incentives, and bonus costs, for any party involved with grant planning, implementation,
participation, or administration, may not be included
in CFEI grant budgets.
44. The Colorado First and Existing Industry Customized
Job Training Grant Program and its grantees are subject to program compliance and auditing.
Ref.: FY19 CF Policies and Procedures documents
in application
No change
Disallowed Costs Ref.: FY19 Training Budget Workbook Disallowed Expenses spreadsheet
Training expenses incurred prior to grant approval notification
No change
Capital equipment No change
Computers and associated equipment purchases No change
Non-customized curriculum/development No change
Certification exam fees To be removed – see certification exam fees allowance policy above
Food and beverages No change
Outreach and/or promotional items No change
N/A Gifts, incentives, and bonus costs, for any party involved with grant planning, implementation, participation, or administration, may not be included in CFEI grant budgets.
Trainer incentives, gifts To be removed - see above
Learner incentives, gifts To be removed - see above
Training-related A/V equipment purchases No change
Ceremony-related items No change
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Definitions
Trainer Time Direct cost associated with trainer’s training set-up, delivery, and tear-down time Ref.: Training Budget – Definitions and Instructions
Trainer Instruction Time: Trainer time may include: Instructional delivery Setup/teardown time Two hours per training per day for training preparation
N/A Trainer Travel Time: Direct costs associated with trainer’s travel time to and from training site – if daily RT exceeds 60 minutes
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Colorado First and Existing Industry
Customized Job Training Grant Program
Fiscal Policies and Procedures
FY2019 Procedures and Guidelines
FY2020 Policies and Procedures Effective July 1, 2019
1. Grant Awards
Colorado First and Existing Industry Training Grants
are comprised of funds to support the direct costs of
a company’s approved training plan plus an administrative fee that equals eight-percent (or
minimum $1,000) of the grant awarded to deliver training. The total grant award figure that is
included in all grant award paperwork includes the
grant funds to support the approved training plan plus the college’s 8% administrative fee.
The following rules and procedures apply to the
award, payment, and fiscal accountability
procedures for all Colorado First and Existing Industry customized training grants:
A. When the College delivers training, it is
responsible for paying all applicable direct costs for curriculum development, instruction, materials, and
any travel or miscellaneous training costs from the
grant funds. (Please see below for descriptions of allowable costs related to grant-funded training.)
The following procedures apply for all grants in which the college is the training vendor as well as
grant administrator:
Receipts incurred for all grant-funded training
expenses must be retained by the college. The 8% administrative fee is to support the
college’s indirect costs to administer the grant,
including accounting, monitoring, fiscal, and other indirect costs. Other than the 8%
administrative fee, no grant funds may be used for any purpose that is not a direct cost of
delivering training, as outlined in the approved
training budget. Only direct costs for developing and delivering
training may be paid out of grant funds – any of
the college's administrative or indirect costs must be paid for with its administrative fee
and/or other resources that are not associated
I. Grant Awards
Colorado First and Existing Industry Training Grants
are comprised of funds to support the direct costs of
a company’s approved training plan plus an administrative fee that equals 8% (minimum
$1,000, maximum $12,000) of the grant awarded to deliver training. The total grant award figure that is
included in all grant award paperwork includes the
grant funds to support the approved training plan plus the college’s 8% administrative fee.
The following rules and procedures apply to the
award, payment, and fiscal accountability
procedures for all Colorado First and Existing Industry customized training grants:
A. When the College delivers training, it is
responsible for paying all applicable direct costs for curriculum development, instruction, trainer travel
time, materials, and any travel, or miscellaneous
training costs from the grant funds. (Please see below for descriptions of allowable costs related to
grant-funded training.) The following procedures apply for all grants in which the college, or a
contractor hired by the college, is the training
provider as well as grant administrator: Only direct costs for developing and delivering
training may be paid out of grant funds – any of
the college's administrative or indirect costs must be paid for with its administrative fee
and/or professional services percentage and/or other resources that are not associated with the
Colorado First or Existing Industry grant
programs. The minimum required grant expense evidence
for all grant-funded training expenses must be
kept on record by the college and the company for one year. (See CFEI Minimum Required Grant Expense Evidence document.)
The 8% administrative fee is to support the
college’s indirect costs to administer the grant,
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with the Colorado First or Existing Industry
programs.
B. When the company or an outside vendor is delivering all the training – i.e. a Pass-through Grant – the college shall enter into a service agreement with the company, thereby remitting the entire
grant amount – minus the college’s 8%
administrative fee – to the company to pay for the direct costs of training. The following fiscal
procedures apply: Only eligible direct costs (see below) may be
paid with grant funds. For pass-through grants,
it is the company’s responsibility to pay any outside vendors for direct training costs;
however, appropriate contracts or other fiscal
agreements should be in place before grant funds are paid to a third-party.
The college may choose the method of paying
the company for training, per its fiscal procedures and the terms of the service
agreement with the company grantee; however,
payment should not be made without appropriate expense documentation and
receipts. The company must maintain all receipts and
submit copies to the college, as requested.
If the college completes any work for the
company grantee in a pass-through grant, the college must have a signed contract or similar
signed service agreement in place with the
company and submit an invoice to the company for payment for any allowable services
rendered. Without a signed contract and invoice, the college may not collect or retain any
grant funds other than its 8% administrative
fee. The college is responsible for monitoring
training, preparing Closeout paperwork, and
completing any miscellaneous administrative duties. Other than the 8% administrative fee,
no additional grant funds are available to the college to complete these administrative duties.
C. If the delivery of the approved training plan is split between the college and the company and/or
an outside vendor – i.e. a Split Delivery Grant – the college must adhere to the procedures outlined in
including accounting, monitoring, fiscal, and
other indirect costs.
Colleges submitting CF and EI training
applications may include a margin of up to 47% on specified direct training costs for professional
services. Professional services percentages must be approved by State program
administrators. Refer to the CFEI College Professional Services Guidelines for policies,
application instructions, and percentage request
and approval information.
B. When the company or a 3rd party vendor is delivering all the training – i.e. a Pass-through Grant – the college shall enter into a service agreement
with the company, thereby committing the entire grant amount – minus the college’s 8%
administrative fee – to the company to cover the direct costs of training. The following fiscal
procedures apply: Only eligible direct costs (see below) may be
paid with grant funds. For pass-through grants,
it is the company’s responsibility to pay any
outside vendors for direct training costs; however, appropriate contracts or other fiscal
agreements should be in place before grant funds are paid to a third-party.
The college may choose the method of
reimbursing the company for training, per its
fiscal procedures and the terms of the service agreement with the company grantee; however,
payment should not be made without appropriate expense documentation and
receipts. The company must maintain all back-up
documentation and submit copies to the college,
as requested.
The minimum required grant expense evidence
for all grant-funded training expenses must be kept on record by the college and the company
for one year. (See CFEI Minimum Required Grant Expense Evidence document.)
The college is responsible for monitoring
training, preparing Closeout paperwork, and
completing any miscellaneous administrative duties. Other than the 8% administrative fee,
no additional grant funds are available to the college to complete these administrative duties.
Professional services percentages do not apply to company-provided or 3rd party vendor-
provided training.
C. If the delivery of the approved training plan is
split between the college and the company and/or
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Part A for the training it is delivering and to the
procedures in Part B for the training that is being
delivered by the company and/or outside vendors.
an 3rd party vendor – i.e. a Split Delivery Grant – the
college must adhere to the procedures outlined in
Part A for the training it is delivering and to the procedures in Part B for the training that is being
delivered by the company and/or 3rd party vendors.
2. Closeout Process
The following procedures apply to the close out process and determination if the grant was
successfully completed. Procedures apply to all Colorado First and Existing Industry grants:
At the completion of training, and no later than
July 31 of the current fiscal year, official
paperwork must be submitted by the college to CCCS documenting training.
The college officials’ signatures on the Final
Report and Financial Data Form certify that the conditions of the grant were met and funds
were properly expended. Original signatures, verified by the company
representative’s signature, on the state’s official
affidavit form are the only allowable means to
verify that an individual participated in approved training and must include approved
identification number. If fewer employees participated in training than
were proposed, verifiable by a signed affidavit,
funds must be returned to the state. In such
circumstances, funds shall be reimbursed on a pro-rated basis, calculated by the grant funds
awarded per trainee for whom training was proposed but not delivered. If actual training
costs are less than the amount awarded per trainee, the excess grant funds shall be returned
to the grant pool via CCCS. The 8%
administration fee shall be retained by the administering college, regardless of the number
of trainees who ultimately participated in training.
II. Closeout Process
The following procedures apply to the close out process and determination if the grant was
successfully completed. Procedures apply to all Colorado First and Existing Industry grants:
At the completion of training, and no later than
the published Closeout deadlines, official
paperwork must be submitted by the college to CCCS documenting training.
The college officials’ signatures on the Final
Report and Financial Reporting Form certify that the conditions of the grant were met and funds
were properly expended. Original signatures, verified by the company
representative’s signature on the State’s official
affidavit form, are the only allowable means to
verify that an individual participated in approved training.
Exception: In the case of grants with a very high number of learners, a Learning
Management System (LMS) may be used to
track training participation. Prior to LMS use, a sample of the LMS must be provided to State
program administrators for content approval. The LMS documentation submitted in the final
reporting information must be accompanied by a signed verification form (supplied by State
program administrators.)
If fewer employees participated in training than
were proposed, verifiable by a signed affidavit, funds must be returned to the State. In such
circumstances, funds shall be reimbursed on a pro-rated basis, calculated by the grant funds
awarded per learner for whom training was
proposed but not delivered. If actual training costs are less than the amount
awarded per learner, the excess grant funds
shall be returned. The 8% administration fee shall be retained by the administering college,
regardless of the number of learners who ultimately participated in training.
Grants that are not accomplished and are
refunded in total back to CCCS earn the
associated college 2% of the approved requested funds. (Extenuating circumstances:
If college expenses are higher than the 2%, documentation/business plan must be submitted
for review).
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3. Allowable Costs
The following direct costs are eligible to be paid for by funds awarded from the Colorado First or
Existing Industry program. Appropriate receipts must be retained in order to document eligible
expenses:
Curriculum Development: Payment for actual time
spent by college staff and/or company representatives and/or outside vendors to plan,
design, and evaluate approved training curricula. Telephone, supplies, and other direct costs explicitly
incurred in developing training curricula are eligible
grant expenses. All curricula must be customized for the company.
Instructor Costs: Wages and pro-rated benefits for
college instructors and/or trainers on a company or training vendor’s payroll that are delivering
instruction to trainees are eligible costs. The cost of
time lost to other projects is not a reimbursable expense. Consultants’ hourly or daily charges for
instruction apply here.
Training Materials: Direct costs for training-specific
materials – e.g. production of texts, handouts, and audio-visual aids (paper, overhead transparencies,
binding, etc.) Textbooks may be included in training materials only if they are used to enhance a
larger, customized curriculum. No materials costs
that were included in the direct costs of “Curriculum Development” may be reimbursed in this line item.
Instructor Travel: State travel and per diem
allowances, per state fiscal rules, for travel directly related to developing curriculum and/or delivering
training. Reimbursable travel expenses may not be
included in the line items for “Curriculum development” or “Instructor costs.” Receipts must
be maintained for all out-of-state travel costs submitted for reimbursement by the customized
training programs. Documentation must be
provided for travel claimed within Colorado. No travel costs that were incurred in the preparation of
the grant are eligible for reimbursement. No trainee travel costs may be reimbursed from the grant.
Miscellaneous Costs: Additional costs that are direct
costs necessary to deliver training. Monitoring,
fiscal, administrative, or other indirect costs may not be claimed here. No material, curriculum
development, travel, or instructor costs may be included in this line item.
III. Allowable Costs
The following direct costs are eligible to be reimbursed by funds awarded from the Colorado
First or Existing Industry grant program. Appropriate back-up evidence must be retained in
order to document eligible expenses:
Curriculum Development/Customization:
Payment for actual time spent by college staff and/or company representatives and/or outside
vendors to plan, design, and evaluate approved training curricula. All curricula must be customized
for the company.
Trainer Time:
Instructional contact hours (Wages and pro-rated benefits for college instructors and/or
trainers on a company or training vendor’s payroll that are delivering instruction to learners)
Setup/teardown time
2 hours per training per day for training preparation (lesson planning, materials prep,
assessment prep, etc.
Trainer Travel Time:
Travel time to and from training location – if trainer daily travel exceeds 60 minutes RT
Training Materials: Direct costs for training-specific
consumable materials – e.g. production of training
manuals, participant guides, handouts, and audio-visual aids and related supplies. Textbooks may be
included in training materials only if they are used to enhance a larger, customized curriculum. No
materials costs that were included in the direct costs of “Curriculum Development” may be reimbursed in
this line item.
Trainer Travel: State travel and per diem
allowances, per State travel fiscal rules, for travel directly related to developing curriculum and/or
delivering training. State rules can be found here:
Per State fiscal rules https://www.colorado.gov/pacific/osc/travel-fiscal-rule Travel reimbursements include but are not limited to: per diem, mileage, airfare; car rental; hotel receipts; ground transportation, parking, and toll road; receipts necessary only if over $25.00
Per State fiscal rules https://www.colorado.gov/pacific/osc/travel-fiscal-rule Travel reimbursements include but are not limited to: per diem, mileage, airfare; car rental; hotel receipts; ground transportation, parking, and toll road; receipts necessary only if over $25.00
Per State fiscal rules https://www.colorado.gov/pacific/osc/travel-fiscal-rule Travel reimbursements include but are not limited to: per diem, mileage, airfare; car rental; hotel receipts; ground transportation, parking, and toll road; receipts necessary only if over $25.00
Per State fiscal rules https://www.colorado.gov/pacific/osc/travel-fiscal-rule Travel reimbursements include but are not limited to: per diem, mileage, airfare; car rental; hotel receipts; ground transportation, parking, and toll road; receipts necessary only if over $25.00