General Information

Reimbursement for the expense of travel is governed by the laws and regulations of the State, regulations of the Board of Regents, and policies of the University.

Department chairpersons, research supervisors, and the heads of divisions, bureaus, and offices are responsible for regulation of travel for their respective units. All vouchers must be signed by at least one of them as well as by the traveler. Travel within the state is to be authorized by those above named officers. Travel outside the state must be authorized by the Dean, Director, or their designee before the trip is started. To comply with this policy, the Travel Audit section of the Comptroller's Office must receive the out-of-state travel request no later than 10 days before the departure date. If less than 10 days, submit a letter of explanation. Amounts and dates authorized cannot exceeded. Requests for out-of-state travel, except those from the Graduate Travel Fund, are to be made to the appropriate Dean or University Director 30 days in advance on forms available from the Comptroller's website. Requests for grants from the Graduate Travel Fund are to be made 30 days in advance on application forms regularly supplied to all members of the graduate faculty by the Graduate School. An out-of-state trip commences upon departure from one's official station and concludes upon return to official station; therefore, dates and amounts authorized must include the in-state part of out-of-state trips.

When a traveler finds that the conditions are going to change the information originally submitted on an out-of-state travelrequest, an amended request should be submitted. An amended request is required when:

 When submitting an amended out-of-state travel request, show the conditions as they exist after the changes. Do not show the changes, but rather the result of those changes. For example, the cost of the original request was $500.00 and you want to be able to spend an additional $100.00; the amount on the amended request should be $600.00. Be sure to mark all amended travel requests as such by the word "Amended" in the upper right-hand corner.

The university reimburses an employee for travel expenses incurred on a trip within the state only when the traveler was on official university business and when the traveler's department has funds budgeted for this purpose. In general, a member of the faculty is expected to attend his state association meeting at his own expense. However, if a staff member plans to present part of the program at such a meeting, or to attend a special conference as the representative of the university, he should submit a request for reimbursement, in writing and in advance, to the Dean of the Graduate School. A faculty member who plans to present, in person, either a research paper which probably will be published, or a paper especially requested by the president or secretary of the society or the editor-in-chief of its official journal, should apply for reimbursement to the Office of the Graduate School. Except for travel by private car (where two or more authorized travelers desire to travel together so that mileage can be paid), the maximum graduate travel grant is equivalent to the actual cost of transportation.

Travel associated with research and development projects which are funded by at least 50% non state funds: This section includes travel which is funded at least 50% by an external sponsor (KU funds 0701-0715) or by Hi Tech Project and Center accounts (KU funds 0560, 0561, and 0563).
Prior approval for travel is not required except when foreign travel is involved or when reimbursement rate exceptions are requested; however, the standard travel voucher must be completed for reimbursement of expenses. A request for foreign travel must be approved by the Vice Chancellor for Research, Graduate Studies and Public Service, the University's Office of Sponsored Program Accounting, and the Travel Audit Office at least ten days prior to the trip. Rate exceptions must be approved in advance by the appropriate chairperson, dean, or principal investigator. (Approval for rate exceptions may be sought from the University's Office of Sponsored Program Accounting after the trip is completed and before the travel reimbursement request is filed.)
The use of a state designated travel agency is not required.
Meal reimbursement will be based on actual reasonable costs or $7 per quarter.
Mileage will be reimbursed at the state rate.
Lodging will be reimbursed at actual cost up to 150% of the state reimbursement rate if appropriate receipts are presented.
Travel reimbursement must adhere to any special constraints imposed by the sponsoring agency. Foreign travel reimbursement will be based on federal rates. Travel reimbursement will be accomplished through regular state expenditure procedures. Reimbursement requests must include an appropriate reference to K.S.A. 76-770.
Purpose of travel must be stated on the reimbursement voucher.

No advances of state funds for travel expenses can be made except for travel undertaken outside the United States and for travel where a staff member must pay expenses for a group of students. However, the KU Endowment Association will, for out-of-state travel only, provide advances for other than actual transportation costs upon recommendation of the University Comptroller's Office. All advances from funds 701-715, are processed for foreign travel only through Sponsored Program Administration. All others are processed through Travel Audit.

Travel vouchers $2,000 or greater are to be submitted in duplicate. Claims for travel expense reimbursement for out-of-state trips may be made immediately upon completion of the trip. All in-state trips chargeable to the same account number can be listed on one voucher and submitted for payment immediately after the close of the month in which travel was undertaken, except in June. In June, all travel vouchers must be received by Travel Audit by 12:00 noon of the first working day of July.

All vouchers for travel that ends on or before June 30 must be received in the Comptroller's Office by 12:00 noon of the first working day in July. This is to allow time for these claims to be charged to the fiscal year ending June 30. Travel expenses for a trip starting prior to June 30, but which does not end until July 1 or later may be charged to the year in which the trip terminates, provided funds are available in that fiscal year.

The purpose of a trip must be listed on the travel voucher. The department chairperson, or principal investigator for a sponsored project, must approve all travel vouchers.

On the Travel Expense Detail, the account number and name of the department to be charged should be clearly indicated on the line for State Agency.

Fees paid for driving state owned vehicles on the Kansas Turnpike will be reimbursed upon presentation of the travel expense detail. Fees paid for driving privately owned vehicles on the Kansas Turnpike will be reimbursed upon presentation of a travel voucher and the turnpike receipt, with the following information listed on the reverse: license number of the vehicle; destination; and the driver's signature. Parking fees at a transportation terminal can be paid. Fees paid for driving a rental car on the Kansas Turnpike can be claimed by including them in the miscellaneous non subsistence expense section of the DA-121. These fees must be supported by receipts and fully explained on the voucher.

No payment or reimbursement for any special conveyance (i.e., rental car, boat, etc.) will be allowed unless the rental thereof has been approved in advance by the Provost's Office and the traveler has justified on the travel voucher the use of the special conveyance instead of public transportation either as most economical for the state or as the only suitable transportation available for the trip undertaken. However, if the traveler faces unreasonable delay while enroute, because of failure or absence of public transportation, he/she may avail himself of private means. Failure to present suitable justification for the rental of a special conveyance may result in a reduction in the amount of any repayment to the equivalent local air, rail, bus fare, or private car mileage rate for the official mileage from origin to destination and return. State regulations contemplate the use of state owned vehicles where available and appropriate, public transportation, privately owned vehicles and, lastly, rental conveyances in that order. Reimbursement for the use of a private automobile, plane, motorcycle, or specially equipped vans for the physically handicapped cannot exceed the established mileage rate for private vehicles for the official mileage between origin and destination and return.

A state employee may not be reimbursed for expenses incurred on behalf of any other person except as follows:

Staff members may be reimbursed for the travel expenses of students they sponsor. Receipts are required for all student expenses. The amount reimbursed for students shall not exceed the established limitations for state employees. Claims for reimbursement must be included in the "Misc. Non subsistence Expense" section of the travel voucher. Students' names must be listed on the voucher except that, if the group numbers more than 10, the group is to be identified. A student who has a payroll appointment and is traveling in connection with his duties as an employee is expected to submit his own travel voucher.
State employees sharing a room. One employee may claim the entire room charge, however the two payment vouchers must be cross-referenced.

Original receipts are required for all items not covered by the per diem allowance. Photocopies of receipts are not acceptable except when the original receipt has been lost or destroyed or had to be turned over to the federal government for partial payment. Although "other suitable evidential matter" may be substituted in limited exceptional circumstances, when it becomes absolutely necessary to use the "other evidential matter" provision, it must be in the form of a letter setting forth the circumstances (including efforts to obtain the required receipts) and a statement that the claim represents a true and actual claim in accordance with the travel regulations. Receipts are required for transportation, registration fees, and all expenses of students; airline receipts; the lodging establishment receipt; and a receipt for meals when a state employee is claiming reimbursement for the expenses of students. Credit card receipts and canceled checks cannot be used to claim reimbursements. Registration fees can be paid by the traveler and reimbursement claimed by the submission of a receipt and a travel voucher. Registration fees can also be paid in advance by the use of an APO. It is inappropriate for the state agency to pay directly for travel expenses other than registration fees and commercial carrier accommodations.

The traveler must indicate for any registration fee or conference fee whether or not meals or lodging are included. If meals or lodging are included and an amount is shown on the receipt for these items, this amount must be deducted. If an amount is not shown on the receipt, the meal allowance must be deducted for meals provided to an employee at no cost as follows:

Certain cities in neighboring states have been designated as "Border Cities" by the State Division of Accounts and Reports. Travel may be made to these border cities at in-state rates without an out-of-state travel authorization, but object coded 25X2 the same as out-of-state travel. However, under the border city principle, subsistence may be claimed at the in-state rate only if the traveler was required to remain overnight. To claim subsistence at the out-of-state rate, an out-of-state travel authorization must be on record. Conference registration fees will be paid under either situation, provided receipts are obtained.

To reduce the funds that a staff member must advance for university travel outside the state, and to take advantage of special advance fare discounts, current travel arrangements may be made with the current state travel contractor. However, this is optional. Airfare will be charged to the University's Business Travel account. Personal credit cards are to be used for airfare when purchasing ticket online. Airfare vouchers paid from funds 701-712. Funds will be prepared by the department and may be purchased from the travel agency of choice. The same information as below must appear on the voucher. A staff member desiring to utilize this service should make the usual travel reservations and then report the following information to the Comptroller's Office (Travel Audit): Travel authorization number, name of the travel agency, cost of the fare, class accommodations, points of departure and destination that will appear on the ticket, and departure and return dates. State law contemplates the use of tourist or economy class air fare. First class can be substituted only upon approval of the Comptroller's Office. In the event that such approval is given, the traveler must present justification for first class air travel on the travel reimbursement voucher. Requests for advance ticket vouchers may be made up to 90 days prior to departure date.

As noted above, reimbursement for air travel is limited to tourist or economy class. The traveler must enter a statement on the reimbursement voucher identifying the class of travel used and if the class is other than tourist or coach air fare the traveler must deduct an amount equal to the excess over the cost of these fares. However, if a trip to be undertaken is by a route or on a flight where tourist or coach class is not available, the traveler can submit a statement, signed by the travel agent, certifying that no "regular" accommodations were available. This statement must accompany the travel voucher upon which the fare is claimed.

All fares for travel by air will be subject to the U. S. Transportation Tax. University travelers cannot claim exemption from this tax. Air fares, including the tax, will be reimbursed upon submission of the passenger coupon and the appropriate travel voucher forms. A claim based on the equivalent tourist air fare in lieu of mileage for use of a privately owned vehicle may include the applicable tax.

Future University employees traveling before their start date, should be reimbursed following employee reimbursement procedures.  Travel Expense Detail forms are used, not Contractual Services forms.

Local Transportation Receipts Not Required

Receipt requirements for local transportation have historically been determined based on what the company providing the service chooses to call their business. For example, a shuttle in Seattle might be the equivalent of a taxi in Houston. Often when travelers ask for a receipt for local transportation, they are given a “blank” receipt with the driver’s signature or the company's rubber stamp. The traveler completes the receipt by filling in the amount of the fare. Since the traveler often completes these receipts rather than the driver, and the traveler is ultimately responsible for claiming only true and actual expenses, the receipt requirement for local transportation will be eliminated. This is intended to eliminate confusion for the traveler regarding receipt requirements for local transportation.

Airfare in lieu of mileage calculation - what should be used as the “airfare” comparison rate?

See travel handbook #3101 (http://da.state.ks.us/ar/employee/travel/travbk.htm). Mileage to KCI (RT) + airfare availalbe at time out-of-state travel request is signed + mileage fro airport to hotel or meeting site. Take the lessor of the two when reimbursing an employee driving a privately owned vehicle rather than using the fastest public transportation. The State Travel center has agreed to provide written quotes for airfare upon request. Comparisons should be made based on the date the out-of-state travel request is signed.