KANSAS STATE UNIVERSITY
DIVISION OF FINANCIAL SERVICES
TRAVEL GUIDELINES
July 1, 2011
Revised September 26, 2011
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:
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 be entered on the
travel voucher when the voucher is prepared for reimbursement.
2. The departments are encouraged to make reservations for
commercial air travel and 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 or faculty for international travel.
TRANSPORTATION
1. Transportation must be by the most economical or
advantageous standard mode. Personal vehicle mileage for the most direct route
will be reimbursed at a rate of $0.51 per mile. Each department will be
responsible for deciding which of the three available options: use of
state-owned vehicle, a privately owned vehicle, or an Enterprise rental vehicle
is most appropriate and cost effective given the circumstances of the travel.
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 Enterprise. Personal accident insurance (PAI),
personnel effects insurance (PEI), and other supplemental liability insurances
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.
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, and special
high cost areas.
2. Employees may be
reimbursed for meal expenses while in travel status. The allowed meals
are based on the time in which the employee is in travel status. Meal
allowances on the day of departure are reimbursed as follows:
Meal allowances on the day of departure are reimbursed based on the time of departure.
|
Time of Departure |
Meals Allowed |
|
12:01 a.m. - 6:00 a.m. |
Breakfast, Lunch and Dinner |
|
6:01 a.m. - 12:00 noon |
Lunch and Dinner |
|
12:01 p.m. - 6:00 p.m. |
Dinner |
|
6:01 p.m. – 12:00 midnight |
No meals allowed |
Meal allowances on the day in which the employee returns to the official station or domicile are reimbursed based on the time of return.
|
Time of Return |
Meals Allowed |
|
12:01 a.m. - 6:00 a.m. |
No meals allowed |
|
6:01 a.m. - 12:00 noon |
Breakfast |
|
12:01 p.m. - 6:00 p.m. |
Breakfast and Lunch |
|
6:01 p.m. – 12:00 midnight |
Breakfast, Lunch and Dinner |
Meal allowance rates are as follows:
|
Area |
Breakfast |
Lunch |
Dinner |
|
In-State/Border City |
$10.25 |
$11.25 |
$21.50 |
|
Out-of-State |
$10.25 |
$11.25 |
$21.50 |
|
Out-of-State High Cost |
$10.75 |
$12.25 |
$23.00 |
|
Out-of-State Special High Cost |
$14.25 |
$15.75 |
$30.00 |
|
International |
$15.25* |
$16.25* |
$31.50* |
*or actual expense incurred (with itemized receipts) not to exceed $91 per day. Travelers may choose either the meal allowance rate or actual expense method of reimbursement for international travel. The reimbursement method selected must be used for the entire trip. A combination of methods is not allowed. If the actual expense method is selected, receipts must be included with the travel claim form.
If the cost of meals in included within the cost of registration fees or other fees and charges, the meal allowance should be reduced as shown in the table above.
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. One
breakfast, lunch or dinner may be paid per the meal allowance rates
above. Please include workday hours on voucher.
4. Lodging is limited to the lodging establishment's lowest
available rate for normal single occupancy. The original lodging
receipt must be filed with your travel payment voucher. A credit card receipt
does not qualify as a lodging receipt.
The daily lodging expense limitations are as follows:
|
Location |
Rate |
150% Rate |
|
In-State/Border City |
$81.00 |
$121.50 |
|
Out-of-State |
$104.00 |
$156.00 |
|
Out-of-State High Cost |
$151.00 |
$226.50 |
|
Out-of-State Special High Cost |
$166.00 |
$249.00 |
|
International |
Actual |
Actual |
|
Conference Lodging |
Actual |
Actual |
USE OF A PRIVATELY-OWNED CONVEYANCE FOR OUT-OF-STATE TRAVEL INSTEAD OF PUBLIC TRANSPORTATION
When an agency head or designee authorizes the use of a privately-owned or operated conveyance rather than public transportation for out-of-state travel, transportation expense reimbursement is determined as follows:
1. Travel of one employee only. The employee may be reimbursed the lesser of the following:
a. The total of actual mileage traveled (round trip mileage from the employee's official station or domicile to the lodging establishment at the destination, whichever is less), turnpike tolls, and parking charges, OR;
b. Kansas State University generally deems airfare as the most economical mode of transportation when traveling to destinations outside of the state of Kansas. If a traveler chooses to drive, rather than fly to a destination outside of the state of Kansas, a cost comparison needs to be completed when such travel is to a destination that is more than 400 miles from the travelers official station, or official domicile, whichever is less. The cost comparison must be completed at the time the out-of-state travel request form is signed.
The State of Kansas deems airline travel to be the most economical mode of transportation. Therefore, if an employee chooses to drive rather than fly, a cost comparison must be completed at the time the out-of-state travel request form is signed.
2. Travel of two or more employees. When two or more employees are traveling together, mileage reimbursement may be paid to one employee for use of the private conveyance as provided in this reference.
Upon written prior approval of the agency head, exceptions to this paragraph may be granted in unusual circumstances when deemed to be in the best interests of the state. A copy of the approval should be attached to the travel claim form when submitted for payment.
Sponsor restrictions may be more restrictive and must be adhered to
regardless of state or university restrictions. The statement "An
obligation of sponsored research project KSA 76-752 and/or 76-770 exemptions
apply" must be typed on the travel claim. Please see PPM Chapter
6410.100, Subsistence Expense, for more information.
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)
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 |
|
|
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 $26.50 will apply to all domestic air reservations.