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The
University of Kansas maintains a fleet of general-purpose motor vehicles. Reservations
for vehicles to be used for official travel are to be made through the Motor
Pool. (4-3902).
No
state-owned vehicle may be parked more than two days (one day for pool cars)
in a nearby city or air terminal while the traveler is on an extended trip to
a still more distant city.
Actual
expenses incurred in the operation of a state-owned vehicle are reimbursable
and will include parking fees, purchase of gasoline, oil, grease, minor
repairs, and turnpike tolls. Minor repairs should be made when and where
necessary to insure safe and efficient operation of the vehicle, but all
major repairs should be handled by the department responsible for the
vehicle. In such cases, the department will get estimates of the cost of the
work and report to the Comptroller's Office before the work is done. Receipts
must be obtained for actual expenses.
University
departments operating state-owned vehicles should make arrangements with one
or more oil companies for the purchase of gasoline and oil on credit cards. This
will relieve the operator of the state-owned vehicle of the need for paying
cash for gas and oil, as well as save the university the federal tax. Such
credit card arrangements cannot be extended to cover purchase of gas and oil
for private car use.
The
University is authorized by the State of Kansas to carry public liability,
property damage, and medical payment insurance on state-owned vehicles. Cost
of this insurance coverage is charged to departments that have state-owned
vehicles assigned to them. Coverage is effective only when the vehicle is
used for official business and the driver has been authorized to operate the
vehicle. If involved in an accident with another vehicle, the driver should
contact the local police. The driver should attempt to get a copy of the
police report to establish responsibility for the accident. If a state-owned
vehicle is involved in an accident in which no other vehicle is involved, and
property of others is damaged, the owners should be contacted in addition to
the police. In every circumstance, a telephone report should be made to the
Motor Pool, Comptroller's Office, and the driver's department, if
practicable, followed by a written report on the insurance forms which are
carried in the state vehicle. This insurance does not necessarily remove the
need for individual "drive other car" insurance for operators of
state-owned vehicles. The cost of personal insurance endorsements may be
reduced, however, because of the university's insurance.
FOR ANY ACCIDENT CAUSING ANY INJURY
TO INDIVIDUALS, A REPORT MUST BE MADE WITHIN 48 HOURS TO THE KU COMPTROLLER'S
OFFICE (ACCOUNTS PAYABLE 864-3790).
Use
of a private vehicle for official university business within the state is
permissible. Private vehicle mileage can be paid at a rate not to exceed the
existing rate for the mileage posted on the official Kansas State Highway map
between cities, plus any detours necessarily traveled. The existing mileage
rates by type of vehicle are:
·
FY
2010 - Mileage reimbursement is $0.55 per mile for private vehicles
·
FY
2009 - Mileage reimbursement is $0.505 per mile for private vehicles
Mileage
is claimed from the center of one city to the center of the city visited. No
vicinity driving is allowed unless you go on the turnpike, or go to more than
one place in the visited city. Any claim for vicinity mileage must be shown
on the travel voucher as a separate item.
Repairs,
gas, and oil must be paid by the traveler. List the trip out and the return
trip as separate entries on the travel reimbursement voucher. When turnpike
tolls are claimed, mileage must be shown in accordance with the turnpike
mileage chart. Parking will be reimbursed if it is incurred in connection
with an authorized out-of-state trip and supported by a receipt or indicated
to be unattended and no receipt available. Travel vouchers requesting
reimbursement for private car mileage must be filed monthly.
An
authorized traveler may elect to drive his private car out-of-state and
reimbursement shall be allowed for the lesser of:
(a) actual mileage traveled from traveler's domicile or official station
whichever is less, to the lodging establishment at the destination, plus
turnpike tolls and parking charges, or
(b) airfare in lieu of mileage, which is mileage from domicile or official station
whichever is less, to the airport, plus economy airfare from the nearest air
terminal to the air terminal at the destination plus mileage to place of
lodging.
In
addition to reimbursement allowed in (a) or (b) travelers shall be allowed
mileage incurred from the lodging establishment to the meeting place. No
terminal expense, such as limousines or taxis, can be claimed. Out-of-state
subsistence will be paid only for the number of quarter days that would have
been necessary that the traveler used the fastest available public
transportation instead of a private car. However, when a privately owned car
is clearly required for field work, or when two or more authorized travelers
undertake a trip in one privately owned vehicle, reimbursement to the owner or
driver only will be at the existing privately owned vehicle rate for the most
direct route. Subsistence will be paid to each traveler for the time
necessary to complete the trip.
Approvals Required for Justification for Rental Car
Current
policy requires a separate justification be submitted with the payment
voucher when an employee rents a vehicle at the travel destination. Effective July 1, 1998, the
requirement for separate justification for rental cars will be delegated to
the agency. The agency will be
responsible for approving the use of a rental vehicle, and the separate
justification will no longer be an audit requirement for the payment
voucher. We recommend that the
approval for the rental car be incorporated in the agency's travel approval
process.
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