| 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 |
Travel Agency Cost Chart |
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University employees may contact the following travel agencies for out-of-state travel reservations.
Travel Contract: 11485 |
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Short's Travel Management (Formerly Passport Travel)
State Travel Center Branch Office
2129 SW Fairlawn
Topeka, KS 66614
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Set Up Travel Profile
Reservation Request: 785-272-7511
Toll Free: 800-255-3507
Fax Requests: 785-272-6244
Emergency Contact: 877-233-2427 (5:30 p.m. – 8:30 a.m.)
Access Code A-1N51
Email: travelks@shortstravel.com
Travel Consultants:
Bob Hicks ext. 2210
Bill Burgoon ext. 2206
Sue Leavitt ext. 2201
Karen Oxandale ext. 2219
General Voicemail ext. 2200
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National Travel Systems (NTS)
6502 Slide Road, Ste. 402
Lubbock, TX 79424
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www.jayhawktraveler.com
Toll Free: 1-877-717-7768
Telephone: 806-794-3181
Facsimile: 806-687-3815
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Travellers, Inc.
831 Massachusetts Street
Lawrence, KS 66044
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Toll Free: 800-382-6700
Telephone: 785-749-0700
Facsimile: 785-841-8208
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Travel Leaders (formerly Carlson Wagonlit)
4104 W. 6th St., Suite A
Lawrence, KS 66049
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Toll Free: 800-444-4248
Telephone: 785-842-4000
Facsimile: 785-842-0055
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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 BPC either online or from one of the travel agencies listed below. If the airfare is purchased online and the total cost of the airfare (including taxes and fees) is $500 or less, quotes are not necessary. If the total cost (including taxes and fees) exceeds $500, three quotes meeting the business needs must be obtain, and lowest quote selected. If three quotes are not obtained, it will be necessary to reimburse the airfare with private funds. Each department needs at least one individual with an Enhanced Standard BPC to charge registration, first night lodging, airfare, and car rental. Applications for an Enhanced Standard BPC are located at http://www.comptroller.ku.edu/central_accounting_services/documents/bpc_forms/BPC_Application.pdf
Low Cost Online Travel Vendors:
National Travel Systems:
Shorts Travel:
Departments may continue to use Travellers or Travel Leaders, which are $50 per booking.
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. If the total cost of the airfare (including taxes and fees) is $500 or less, quotes are not necessary. If the total cost (including taxes and fees) exceeds $500, the traveler must obtain three quotes meeting the business needs, and then choose the lowest quote. If three quotes are not obtained it will be necessary to reimburse the airfare with private funds. |
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Travel Expense Reimbursement |
| *Effective January 10, 2006, Las Vegas, NV is considered "out-of-state, high cost" for reimbursement purposes. |
Employee Travel Expense Reimbursement Handbook-FY 2009 |
| Employee Travel Expense Reimbursement Summary-FY 2009 |
| 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 |
FY 2009
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Meal Allowance
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Location |
Per Quarter-Day
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In-state
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$9.00
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Out-of-state, regular
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$9.00
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Out-of-state, high-cost
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$10.25
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Borough of Manhattan and D.C.
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$12.50
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International
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$13.25
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Or actual expenses not exceed $87 per day.
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FY 2008
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Meal Allowance
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Location |
Per Quarter-Day
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In-state
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$8.50
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Out-of-state, regular
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$8.50
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Out-of-state, high-cost
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$9.75 |
Borough of Manhattan and D.C.
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$11.75 |
International
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$12.50
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Or actual expenses not exceed $84 per day.
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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 as follows:
FY 2009
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Location |
Breakfast
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Lunch
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Dinner
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In-state
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$8.50
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$9.50
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$18.00
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Out-of-state, regular
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$8.50
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$9.50
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$18.00
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Out-of-state, high-cost
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$9.75
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$10.75
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$20.50
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Borough of Manhattan and D.C.
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$12.00
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$13.00
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$25.00
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International
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$12.75
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$13.75
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$26.50
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FY 2008
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Location |
Breakfast
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Lunch
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Dinner
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In-state
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$8.00
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$9.00
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$17.00
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Out-of-state, regular
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$8.00
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$9.00
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$17.00
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Out-of-state, high-cost
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$9.25
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$10.25
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$19.50
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Borough of Manhattan and D.C.
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$11.25
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$12.25
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$23.50
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International
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$12.00
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$13.00
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$25.00
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Mileage Reimbursement |
FY 2009 -- Mileage reimbursement is $0.505 per mile for private vehicles.
FY 2008 -- Mileage reimbursement is $0.47 per mile for private vehicles. |
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Lodging Rates
FY 2009
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Location |
Maximum Amount Allowed* |
In-state
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$112.50
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Out-of-state, regular
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$142.50 |
Out-of-state, high-cost
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$208.50
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Borough of Manhattan and D.C.
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$231.00
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| International
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Actual |
*Taxes associated with lodging may be reimbursed in addition to this amount. |
FY 2008
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Location |
Maximum Amount Allowed* |
In-state
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$109.50
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Out-of-state, regular
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$138.00 |
Out-of-state, high-cost
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$202.50
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Borough of Manhattan and D.C.
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$225.00
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| International
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Actual |
*Taxes associated with lodging may be reimbursed in addition to this amount. |
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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 Actual Conference Lodging (Form DA-28) has been completed, approved, and submitted with the payment voucher. |
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Staff Travel Loan |
| A staff travel loan may be obtained from the University of Kansas Endowment Association to prevent financial hardships on the employee while waiting for reimbursement. To obtain a loan, a Request for Staff Travel Loan form must be submitted and approved prior to travel. The loan must be repaid no later than four weeks from the date of return. The loan cannot be used for rail transportation. However, the may be used for airfare if the airline tickets are purchase online. |
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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 |
Background
Border cities are all cities within 200 miles of the Kansas border (excluding any high-cost geographic areas) and certain other cities specifically designated by the director of Accounts and Reports and Secretary of Administration. Travel to these destinations may be processed under the border city rule.
Border City Rule Travel to border cities may be processed without a travel request. Meal and lodging expenses incurred are reimbursed at in-state reimbursement rates. If a trip to a border city is not made under the border city rule, out-of-state travel approval is required and meal and lodging expenses are made at out-of-state reimbursement rates.
Reimbursement
When reimbursing a traveler under the border city rule, out-of-state expenditure accounts (125x2) will be used for the entire travel reimbursement if lodging or registration is incurred. If only mileage is reimbursed, the in-state mileage account number (12511) is used.
Since no travel request is completed, “border city” should be used in the out-of-state travel request field.
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