KANSAS STATE UNIVERSITY
CONTROLLER’S
OFFICE
TRAVEL
GUIDELINES
July 18, 2008
The
following information, which represents a brief outline of Kansas State
University travel procedures, is intended to assist KSU faculty and staff in successfully
completing the necessary state paperwork to receive the maximum allowable
travel expense reimbursement. Please refer to Policy and Procedure Manual (PPM)
6410 for additional details not covered in this document.
This document is divided into the following sections:
Other helpful sites:
1. A completed Request for
Out-of-State Travel must be approved and on file at the authorizing official's
office in advance of out-of-state travel. This number will need to be entered on an Agency Purchase Voucher (APV) or travel voucher when a payment for airfaire or registration is being submitted.
2. The
departments are encouraged to make reservations for commercial air traveland rental car through state contract vender.
3. An APV can be used to pay for
registration fees up to 45 days in advance. Earlier payment must be accompanied
by a justification detailing cost savings.
4. Travelers must provide their
own travel funds. They will be reimbursed upon conclusion of the travel and
after the submission of the travel payment voucher. Employees are not
authorized to pay the travel expenses of other employees. However, in order to
provide relief for University travelers, personal
travel credit cards (VISA) are available through the
University at no cost. Applications, for UMB VISA cards, are available through the Human Resource
Services Office. Additionally, The KSU Foundation may provide travel loans, at
a minimal cost to the traveler. Contact the KSU Foundation for additional
travel loan information. State travel advances are not available except for
student groups and/or faculty for international travel.
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TRANSPORTATION
2. State-owned vehicles are
available through Facilities motor pool for official use. Call the motor pool
at (785) 532-6397 to arrange for use.
3. The departments are encouraged to reserve rental cars through state contract vendor. Personal
accident insurance (PAI), personnel effects insurance (PEI), and other
supplemental liability insurance are considered personal expenses and ARE NOT
REIMBURSABLE. Additional costs incurred
by requesting a Collision Damage Waiver or Loss Damage Waiver at the time of
signing of the rental contract are reimbursable.
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1. Only
complete, accurate and signed travel vouchers meeting state guidelines can be
processed. THE CLAIMANTS SIGNATURE MUST BE ORIGINAL.
Errors or incomplete information on the travel voucher will delay
reimbursement. Please discuss potential problems with your department’s travel
processor.
SUBSISTENCE EXPENSE REIMBURSEMENT
1. Subsistence includes all meals, lodging-related costs, and taxes. Rates vary
based on in-state, out-of-state, designated high cost areas, and approval of
the administrative head (President, Vice President, Dean, Director).
2. Meal allowances are paid
based on quarters of the day in travel status. When calculating the number of
quarters in travel status, include the quarter in which the traveler departs,
but exclude the quarter in which the traveler returns. Quarters are defined as:
12:01AM-6:00AM; 6:01AM-12:00 noon; 12:01PM-6:00PM; and 6:01PM-12:00 midnight.
Meal reimbursement rates per quarter are defined in the Reimbursement
Information section of this document. Any meals included in registration fees
or provided without cost must be deducted from the daily meal allowance.
3. Single day meal reimbursements may be made to an employee if
they are required to travel on official State business and their workday,
including travel time, is extended three hours or more beyond the employee’s
regularly scheduled worked. Please include workday hours on voucher.
4. Lodging is limited to the
lodging establishment's lowest available rate for single occupancy.
Maximum cost limitations, for lodging, are defined in the Reimbursement
Information section of this document. The original lodging receipt must
be filed with your travel payment voucher. A credit card receipt does not
qualify as a lodging receipt.
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SUBSISTENCE EXPENSE REIMBURSEMENT WHEN USING A
PRIVATELY OWNED CONVEYANCE FOR OUT-OF-STATE TRAVEL INSTEAD OF PUBLIC
TRANSPORTATION
1.
Travel of one employee only. Meal allowance is paid only for the travel
time, which would have been necessary had the employee used the fastest public
transportation available. Lodging expense reimbursement is limited to the
lodging expense incurred at the point of official state business. Lodging
expenses incurred en route are not reimbursable.
2. Travel of two or more employees. When two or more employees are
traveling together in a privately owned conveyance, meal and lodging expenses
are reimbursable for the number of days it would take by car via the usually
traveled route to the destination. Reimbursement at high cost meal allowance
and lodging rates is not allowed when travel to a high cost area is only an
intermediate stopover at which no official state business occurs.
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SPONSORED PROJECT TRAVEL
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1. ORIGINAL receipts must be submitted
with the travel voucher for the following types of travel expenses:
· Itemized lodging and registration receipts
· Airfare
· Shuttle van between Manhattan and K.C.I. (Road Runner)
· Turnpike
· Rental Car
· Gasoline
· Parking
· Professional (office supplies, etc.)
· Miscellaneous items (except tips and intercity transportation)
Short's Travel Management
State of Kansas Contact Information
Contact Information (8:30 a.m. – 5:30 p.m. CST):
| Reservation Request: | 785-272-7511 | Topeka, Local Standard reservation processing |
| Toll Free: | 800-748-7400 | Standard reservation processing |
| Fax Requests: | 785-272-6244 | Standard reservation processing |
| Travel Consultants: | Bob Hicks | ext 2210 |
| Sue Leavitt | ext 2201 | |
| Karen Oxandale | ext 2219 | |
| General voicemail | ext 2200 | |
| Bill Burgoon | ext 2206 |
Emergency Contact Information 5:30 pm – 8:30am CST:
| Emergency Services: | 877-233-2427 | After Hour Emergency Assistance (Access Code A-1N51) |
Note: E-mail is not recommended in emergency situations
Fees: A ticket processing fee of $24.50 will apply to all domestic air reservations.
Profiles: All profiles that were on file in the State Travel Center as of March 1, 2005 are still accessible by our agents.
If you have not completed a profile and would like to do so, please contact one of the State Travel Consultants for assistance.
Additional Services Coming Soon:
Online Traveler Profiles - 4th quarter 2005
Online Booking System – 4th quarter 2005
Meal Reimbursement – One-Day Travel
Situations
K.A.R. 1-16-18 (c) (3) has been amended effective February 15, 2002 allowing one meal reimbursement in limited situations to an employee conducting official State business, but not traveling overnight. Meal reimbursement is authorized for the following single day travel situations in which an employee is likely to pay out-of-pocket expenses:
2.
The following conditions apply to the single day travel meal reimbursement:
All claims for single day meal reimbursement must be made by submitting a Travel Voucher to the Travel section of the Controller’s Office in 220 Anderson Hall. The voucher must include the date of travel, departure & arrival times, destination, dollar amount of meal requested, and the purpose of travel. The meal requested (e.g. Lunch) should be shown in the ‘Purpose of Travel’ column as well as the employee’s scheduled work hours for the day (e.g. 8am – 5pm).