Travel Information

Traveler's Handbook



Welcome to the Travel Center for University of Kansas employees. This page is your one-stop location for the latest information on the University of Kansas travel process. In addition, there are resources here to help create travel arrangements.


Travel Agencies

The University utilizes two optional contract vendors. Pricing and contact information can be obtained by clicking on the travel agency name.

Marathon Travel (contract 1166)

Short's Travel Management, Inc. (contract 11485)

The contracts are optional, so other travel agencies may be used.

KCI Airport Parking: The Parking Spot offers a 20% discount to KU Faculty & Staff. To request a Spot Exec card go to:
KU Faculty and Staff Spot Club Exec Program

For questions regarding travel, please call or email your CASPUR contact.

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How To Purchase Airfare

Airfare may be purchased with an Enhanced Standard P-card either online or from one of the travel agencies listed below. Each department needs at least one individual with an Enhanced Standard P-card to charge registration, first night lodging, airfare, and car rental. Applications for an Enhanced Standard P-card are located at P-card Action Request.

The other method of purchasing airfare is to allow the traveler to purchase it online. However, the traveler cannot be reimbursed for the airfare until the travel is complete.

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Travel Expense Reimbursement

Employee Travel Expense Reimbursement Handbook-FY 2013

FY 2013 Travel Summary Trifold

This document is in .pdf format and requires Adobe Acrobat Reader to view. After printing, this document is designed to be copied front-to-back to form a tri-fold brochure.

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Meal Allowance
Day of Departure
12:01 a.m. – 6:00 a.m. Breakfast, Lunch, & Dinner
6:01 a.m. – 12:00 noon Lunch & Dinner
12:01 p.m. – 6:00 p.m. Dinner
6:01 p.m. – 12:00 a.m. No meal reimbursement
Day of Return
12:01 a.m. – 6:00 a.m. No meal reimbursement
6:01 a.m. – 12:00 noon Breakfast
12:01 p.m. – 6:00 p.m. Breakfast & Lunch
6:01 p.m. – 12:00 a.m. Breakfast, Lunch, & Dinner

FY 2012 Meal Reimbursement Rates:
Location Breakfast Lunch Dinner
In-state $10.25 $11.25 $21.50
Out-of-state, regular $10.25 $11.25 $21.50
Out-of-state, high-cost $10.75 $12.25 $23.00
Borough of Manhattan and D.C. $14.25 $15.75 $30.00
International* $15.25 $16.25 $31.50
*or actual (with receipts) not to exceed $97.00 per day

FY 2013 Meal Reimbursement Rates:
Location Breakfast Lunch Dinner
In-state $11.00 $12.00 $23.00
Out-of-state, regular $11.00 $12.00 $23.00
Out-of-state, high-cost $11.50 $13.00 $24.50
Borough of Manhattan and D.C. $15.25 $16.75 $32.00
International* $16.25 $17.25 $33.50
*or actual (with receipts) not to exceed $101.00 per day
Reduced Meal Allowance

If the cost of meals is included within the cost of registration fees or other fees and charges paid or supplied without cost by another party, the meals are reduced by the amount in the above table

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Mileage Reimbursement

FY 2012 -- Mileage reimbursement is $0.51 per mile.

FY 2013 -- Mileage reimbursement is $0.55 per mile.

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Lodging Rates

FY 2012

Location Maximum Amount Allowed*
*Taxes associated with lodging may be reimbursed in addition to this amount.
In-state $121.50
Out-of-state, regular $156.00
Out-of-state, high-cost $226.50
Borough of Manhattan and D.C. $249.00
International Actual

FY 2013

Location Maximum Amount Allowed*
*Taxes associated with lodging may be reimbursed in addition to this amount.
In-state $124.50
Out-of-state, regular $160.50
Out-of-state, high-cost $232.50
Borough of Manhattan and D.C. $255.00
International Actual

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Actual Conference Lodging

In certain situations, the cost of the conference lodging may exceed the amount normally allowed. The actual amount can be paid in these instances provided a Request for Lodging in Excess of State Rates has been completed, approved, and submitted with the payment voucher. This request must have attached a copy of conference materials indicating that the conference will be held at or in connection with a lodging establishment with rates exceeding the state rates. If the conference is not held at or in connection with the lodging establishment, the requested amount will not be paid. Submission of this request does not imply or guarantee the requested difference will be approved by Central Accounting Services. If the requested amount is not paid, non-state funds may be required for the difference.

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Future Employees Traveling Before Start date

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.

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Border City Travel

A travel authorization is required for all reimbursements to border cities, unless mileage only is being claimed.

Examples:

1. An employee picks up a speaker from the Kansas City airport, and submits a reimbursement for mileage—No travel authorization is required.

2. An employee attends a conference in Kansas City and submits reimbursement for mileage and registration—Travel authorization is required.

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