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Reimbursable Travel Expenses and Forms

Chapter 6410
Revised October 13, 2016

Table of Contents
.010 Introduction
.020 General Information
.030 Travel Related Object Codes
.040 Transportation Expense
.050 Mileage Reimbursement for Use of a Privately-Owned or Operated Conveyance
.060 Use of a State-Owned or Leased Vehicle
.070 Reimbursable Expenses in Using a State-Owned or Leased Vehicle
.080 Travel by Public Transportation
.090 Travel by Charter or Rental of a Special Conveyance
.100 Subsistence Expense
.110 Meal and Incidental Expense Reimbursement
.120 Lodging Expense Reimbursement
.130 Subsistence Reimbursement in Special Travel
.140 Miscellaneous Expenses
.150 Student Travel Using Student Activities Association Funding
.160 Sponsored Research Projects (all Project numbers "G")
.170 Cash Advance for Student Travel
.175 Cash Advance Reimbursement for Student Travel
.180 Cash Advance for International Travel
.185 Cash Advance Reimbursement for International Travel
.190 Reimbursable Mileage From Manhattan

 

Related Content

.220 DA-28 Request for Actual Conference Lodging
.230 Request for Out-of-State Travel

 

.010 Introduction

State of Kansas employees may be required to travel in fulfilling their official duties or in attending seminars or other professional or educational activities benefiting the State. The State may reimburse employees, within prescribed limitations, for all necessary and actual travel expenses incurred during travel on official state business.

Travel expense reimbursement may also be allowed as part of employee relocation (see PPM Chapter 6320 Moving Expense) and interview expenses (see PPM Chapter 6320).

Employees are reimbursed for allowable travel expenses incurred by completing a prescribed travel payment voucher. The employee is responsible for detailing the travel and expenses and attaching all receipts and supporting documentation required by this chapter. Completed travel payment vouchers should be submitted to KSU General Accounting for review and approval as often as possible, BUT AT LEAST ONCE EACH MONTH. The agency then reviews the voucher form and supporting documentation for compliance. The reimbursement is then issued to employee via direct deposit using designated account in HRIS.

All travel vouchers will be limited to one qualifying trip per voucher. Days of travel must be continuous per voucher. If there are lapses of time in travel, a separate voucher must be prepared for each trip. The only exception to this rule will be mileage only for in-state travel. If there are multiple trips, within the State of Kansas, then more than one trip will be allowed per voucher.

Vouchers requiring correction or additional information are generally returned to the department which results in the reimbursement to the employee being delayed. Thus, employees and departments should exercise care in preparing and submitting travel vouchers to KSU General Accounting to avoid delay.

The following definitions and descriptions of relevant travel terms have been derived from state laws, regulations, and policy statements and are used throughout the policies, procedures, and related information presented here.

Air Terminal: The principle terminal in the general geographic area. 

Director: The Director of the Division of Accounts and Reports.

Domicile: The place an employee adopts as the employee's place of habitation and has the intention of returning to when absent. When an employee eats at one place and sleeps at another, the place the employee sleeps is deemed to be the employee's domicile.

Employee: A person employed by the State of Kansas and required to travel on official state business. This includes a person employed intermittently by or under an agency as an advisor or advisory committee member.

In-State Travel: Travel within the borders of the State of Kansas.

International Travel: Travel outside the contiguous United States, Alaska, Hawaii and U.S. Territories.

Lodging Establishment: An establishment in the business of providing lodging to the general public.

Motor Vehicle: A passenger motor vehicle or a truck. A passenger motor vehicle is a motor vehicle designed primarily for carrying passengers and having a gross vehicle weight of not more than 12,000 pounds. A truck is a motor vehicle designed, used, or maintained primarily for the transportation of property and having a gross vehicle weight of not more than 12,000 pounds.

Non-Standard Area (NSA): A city, town, or area, where subsistence expenses incurred are reimbursed at higher than standard rates due to higher subsistence costs associated with the city, town, or geographic area.

Official State Business: The pursuit of a goal, obligation, function, or duty imposed upon or performed on behalf of a state agency.

Official Station - Field Employee: The official station of a field employee is the city or town designated as the employee's official station by the administrative head of the agency.

Official Station - Office Employee: The official station of an employee assigned to an office is the city or town where the office is located.

Out-of-State Travel: Travel within the contiguous United States (other than Kansas), Alaska, Hawaii and U.S. Territories.

Privately-Owned or Operated Conveyances: Motor vehicles or other privately-owned conveyances including, but not limited to, automobiles (passenger cars, station wagons, trucks vans, etc.), airplanes motorcycles, and other similar privately owned conveyances. This does not include conveyances offered publicly for temporary and occasional hire on trip basis (e.g. rental cars, etc.).

Secretary: The Secretary of the Department of Administration.

State-Owned or Leased Vehicles: Motor vehicles owned or directly leased by the state or its agencies and specifically excluding privately-owned motor vehicles.

State-Owned or Operated Vehicles: All motor vehicles, including privately-owned vehicles, authorized for use on official state business.

Subsistence Expenses: All charges for meals and lodging, all fees and tips to waiters, hotel porters, bellhops, doormen, and maids.

.020 General Information

When Requesting reimbursement for travel expenses, the associated travel documentation retained on file with the department authorizing the travel payment is to include: the conference agenda, meeting information or other travel documentation relating to the purpose including meals or items covered by any registration fee, dates of conference or meeting, travel purpose, lodging information and other related expenses.

This section provides general information relating to employee travel such as approvals required prior to travel, how employee travel is financed, and certain responsibilities of employees in traveling on official state business. Travel Authorization. All travel by employees should be authorized prior to travel by the agency head or designee, whenever possible and as required by agency procedures. In addition, out-of-state travel should be authorized as specified in the paragraphs below. Out-of-State Travel Approval. Out-of-state travel requiring approval is required for employee travel outside the borders of the State of Kansas as follows:

Official travel outside of the state must receive prior approval in writing on a Request for Out-of-State Travel signed by the appropriate budget authority as delegated by the President. A Request for Out-of-State Travel form should be completed by the department which funds the out-of-state travel. The travel payment request number will be the number printed in the upper right-hand corner of the form.

This number will be entered on a Payment Voucher when a payment for airfare or registration is being submitted. It will also be entered in the Travel Payment Voucher form in the Travel Order Number blank. Each department should retain the Out-of-State Travel Request in their office files. See reference .230.

Employees shall provide themselves with sufficient personal funds for all anticipated expenses. Advances from the State Treasury or other special funds to cover anticipated expenses are not allowed except from an agency imprest fund as authorized by K.S.A. 75-3072. Employees are not authorized to pay the travel expenses of other employees. However, if employees choose to share lodging accommodations, one employee may claim the entire room charges as specified in reference.120.

In exceptional circumstances or hardship cases, an agency head may authorize a travel subsistence advance from an authorized imprest fund for an amount considered to cover the anticipated travel expenses. Travel advances from an authorized imprest fund are recoverable from the employee by: (a) setoff against the accrued pay or other amount due the employee; and (b) other method provided by law.

To avoid undue hardship on employees, the state has contracted with UMB Bank to provide personal credit cards to employees who travel frequently on state business.  The Division of Financial Services recommends that credit card number be blacked out when a credit card statement or receipt is provided as back-up for documentation for personal reimbursements.

Agencies may directly purchase transportation tickets for employees as specified in reference .080 and may pay advance registration fees for employees as specified in reference .140 and may pay lodging expenses directly as specified in reference .120.

Costs incurred for travel to attend funerals, including reimbursement for the use of private vehicles and the use of state-owned vehicles, generally are not allowed.  The exception is that the allowance will be made for incurring agency funeral travel costs incurred as a result of funeral attendance by the agency head, or the agency head's designee representing the agency in an official capacity.

When a traveler incurs expenses in a foreign currency, each expense should be converted to United States Dollars (USD.) The following methods are acceptable:

1. Credit card statement. If the expenses are charged, the credit card company will convert to USD

2. Conversion of charges via the internet for the dates of travel.

An acceptable site is: http://www.oanda.com/convert/classic. This site allows for built in exchange fees and specific dates.

3. Currency rate conversion based on actual cash exchange. Use the following

  • F x C = U
    • F = amount of charges in foreign currency
    • C = conversion factor = USD's per unit of foreign currency.
    • U = expense in USD's
  • Example:

$100 expenses in Canadian Dollars

$.68 USD's per Canadian Dollar

$100 x .68 USD/CD = $68 USD

Safe operation of State-Owned or Operated Vehicles by Employees. Employees operating a privately-owned or state-owned or leased conveyance are responsible for operating the vehicle in a safe and prudent manner and in accordance with all applicable federal, state, and local traffic laws. Fines assessed for traffic citations or other violations of applicable traffic law are the responsibility of the employee and are not reimbursable.

If an accident occurs involving a privately-owned or state-owned or leased motor vehicle being used for office business, the following action should be taken:

  1. The accident should be immediately reported by the vehicle operator or some other reliable person to the Highway Patrol or other law enforcement agency.
  2. Statements should not be made to anyone except law enforcement officers, representatives of the State's insurance company, or motor pool or agency officials.
  3. Identifying information of other parties involved in the accident should be obtained.
  4. In the event of an accident in which there are serious injuries or death, immediately notify the Claim Department of the State's insurance company, or the employing state agency.
  5. Immediately notify the employee's immediate supervisor of the accident. If the employee is unable to do so, the first employee having knowledge of the accident should notify the departmental supervisor within 24 hours.
  6. In case of a severe accident involving a Central Motor Pool vehicle, the employee involved or the employee's immediate supervisor should immediately notify the employee designated at the Central Motor Pool and report the accident. A complete written report of each accident should be made to a designee within 24 hours.
  7. The employee involved in the accident is responsible for protecting state property from theft or further damage. If the employee is not able to do so, the employee's immediate supervisor or first employee having knowledge of the accident will be responsible for protection of the property.
  8. The location of any damaged vehicle shall be reported to an employee designated at the motor pool as soon as the information is available.
  9. Damaged vehicles shall be towed to state property to avoid storage charges.
  10. Other reports to the Highway Patrol, or other law enforcement officials, should be made, if required.

See PPM Chapter 3040, Insurance for Self-Propelled Vehicles to learn more about accident reporting requirements.

.030 Travel Related Object Codes

The following is a list of object codes applicable to travel. Expenses not appropriately classified as travel or subsistence, but included on travel claim forms, should be assigned proper object codes. See KSU PPM Chapter 6320 for a complete listing of object codes. All fees associated with travel arrangements should be coded to the same expenditure code as the service being acquired (i.e., the fee for booking an airline ticket should be coded E257X).

25X1 - In-State Travel and Subsistence: Allowable expenses incurred by a state employee or officer while away from the employee's official station or domicile within the borders of the State of Kansas. Travel occurring within the State of Kansas but associated with an out-of-state trip is coded in the E25X2 series. Travel occurring within the State of Kansas but associated with an international trip is coded in the E25X3 series.

KSU

State

 

E2511

525110

Private Vehicle Mileage for In-State Travel (also used in lieu of other transportation codes when reimbursement is made at prescribed mileage rates).

E2521

525120

Hire or Charter of Special Conveyances (passenger Cars, Airplanes, and Buses) for In-State Travel

E2531

525130

State Car Expense for In-State Travel (turnpike and other tolls, parking fees, etc. Please note that registration costs for these vehicles are also coded 2531.

E2571

525170

Railroad, Airplane and Bus Fares for In-State Travel (transportation between cities)

E2581

525180

Subsistence (Meals and Lodging) for In-State Travel (includes subsistence paid for students, inmates, prisoners, and patients)

E2591

525190

Non-subsistence Expenses for In-State Travel (includes all miscellaneous expenses such as telephone calls, taxi fares, city bus fares, privately-owned vehicle parking fees, turnpike tolls, transportation within a city, etc.)

E2661

526610

 Job-Related training and Conference Registrations

25X2 - Out-of-State Travel and Subsistence. Allowable expenses incurred by a state employee or officer while outside the borders of the State of Kansas during the course of his/her official duties. Travel occurring within the State of Kansas but associated with an out-of-state trip is coded in this series. Travel occurring out-of-state but associated with an international trip is coded in the E25X3 series.

KSU

State

 

E2512

525210

Private Vehicle Mileage for Out-of-State Travel (also used in lieu of other transportation codes when reimbursement is made at prescribed mileage rates)

E2522

525220

Hire or Charter of Special Conveyances (Passenger Cars, Airplanes and Buses) for Out-of-State Travel

E2532

525230

State Car Expense for Out-of-State Travel (turnpike and other tolls, parking fees, etc.)

E2572

525270

Railroad, Airplane, and Bus Fares for Out-of-State Travel (transportation between cities)

E2582

525280

Subsistence (Meals and Lodging) for Out-of-State Travel (includes subsistence paid for students, inmates, prisoners, and patients)

E2592

525290

Non-subsistence Expenses for Out-of-State Travel (includes all miscellaneous expenses such as telephone calls, taxi fares, city bus fares, privately-owned vehicle parking fees, turnpike tolls, transportation within a city, etc.)

E2661

526610

Job-Related training and Conference Registration

25X3 - International Travel and Subsistence. Allowable expenses incurred by a state employee or officer while outside the contiguous U.S., Alaska, Hawaii and U.S. Territories during the course of his/her duties. This includes fares for riding public conveyances, private car mileage, expenses of operating state owned vehicles, subsistence (meals and lodging), tips, telephone calls and nominal amounts for postage and urgently needed supplies and services. Items not appropriately classified as travel or subsistence, but included on travel vouchers, should be assigned proper sub-object codes. Travel occurring within the State of Kansas but associated with an international trip is coded in this series.

KSU

State

 

E2513

525310

Private Vehicle Mileage for International Travel

E2523

525320

Hire of Passenger Cars, Airplanes, and Buses for International Travel

E2533

525330

State Car Expense for International Travel

E2573

525370

Railroad, Airplane and Bus Fares for International Travel (transportation between cities)

E2583

525380

Subsistence (Meals and Lodging) for International Travel

E2593

525390

Non-subsistence items for International Travel (transportation within a city)

E2661

526610

Job-Related training and Conference Registration

Travel related items used or consumed in the operation and maintenance of State motor vehicle, including fuel, oil, grease, batteries, tires, tubes, chains,

KSU

State

 

E3510

535100

Gasoline

E3520

535200

Diesel Fuel

E3530

535300

Gasohol

E3540

535400

Liquefied Petroleum, Butane, Natural Gas

E3550

535500

Aircraft Fuel

E3560

535600

Motor Oil

E3590

535900

Other Parts, Supplies, and Accessories

 

Other

 

 

E2010

520100

Postage

E2090

520900

Faxes

E2230

522300

Duplicating Costs

E2410

524100

Repair and Servicing State Passenger Cars

E2990

529900

Other Contractual Service (use this when items purchased while in travel status do not fall into one of the above codes, or appropriate code to be used is taxable.

E3690

536900

Other professional, scientific supplies and materials.

E3710

537100

Stationery and Office Supplies

E3800

538000

Research supplies and materials (except chemicals).

.040 Transportation Expense

Agencies should discourage the use of privately owned conveyances on official state business and direct their employees to use state-owned or leased vehicles on official state business whenever possible. Employees may be reimbursed for transportation expenses incurred for authorized travel by privately-owned or operated conveyances, state-owned or leased conveyances, public transportation (commercial air flights, trains, buses, etc.), and, in some cases, charter or rental of special conveyances. Local transportation expenses such as city bus and taxi cab fares are considered miscellaneous expenses and are discussed in reference .140.

Transportation expenses incurred by employees are not reimbursable in the following situations: (1) Additional transportation expenses incurred as a result of an employee residing in a city or town outside the employee's official station or otherwise incurred because of an employee's choice of residence are not reimbursable(2) Transportation expenses incurred between an employee's official station and domicile are not reimbursable. An agency head or designee should assign more than one employee to a vehicle, whenever possible, in authorizing the use of a privately-owned or state-owned conveyance.

In authorizing employee travel, the agency head or designee should approve the most economical or advantageous mode of travel and made by the most direct route. The State of Kansas deems airline travel to be the most economical mode of transportation. The most economical mode of airline travel is generally tourist or economy class. The most economical mode of passenger train travel is generally first-class day coach. Specific justification must be furnished with the travel claim forms submitted for reimbursement of air fare or train fare when these classes are not used. If these classes are not available, substantiation, such as a verifying statement from the travel agency, airline, or passenger train company must be furnished with the travel claim form.

If an employee becomes incapacitated due to illness or injury while on official state business away from the official station or domicile, the agency head or designee may authorize payment to the employee for expenses. These expenses are for the return of the employee and/or the employee's private vehicle to the official station or domicile as appropriate under the circumstances.

.050 Mileage Reimbursement for Use of a Privately-Owned or Operated Conveyance

Mileage reimbursement rates. Employees authorized to travel by privately-owned or operated conveyance may be reimbursed for allowable miles traveled at a rate fixed and established by the Secretary. Privately-owned or operated conveyances include automobiles (passenger cars, station wagons, trucks, vans, etc.), airplanes, motorcycles and other similar privately-owned conveyances.

Mileage reimbursement is made at the following rates (effective January 1, 2016);

Privately-owned Motorcycle $0.51

Privately-owned Automobile $0.54

Privately-owned Airplane $1.17

These reimbursements rates are considered to cover all costs associated with the use of the privately-owned conveyance including but not limited to gasoline, oil, tires, repairs, insurance (including uninsured losses, and insurance deductibles resulting from damage to the privately owned conveyance), license fees, depreciation costs, and expenses of any type.

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 allowable mileage rate to reimburse individuals traveling in KSU Foundation vehicles will be 20 cents per mile. When submitting a travel payment voucher, please clearly indicate the type of vehicle used during the travel period (private, state, off-campus rental or foundation vehicle).

See paragraphs below for additional reimbursable expenses in using a privately-owned conveyance.

Exceptions to the mileage reimbursement rates. Exceptions to the above mileage reimbursements rates are as follows:

A.   When a mode of transportation is available and less costly than transportation by a privately-owned conveyance, mileage reimbursement is limited to the cost of the other mode of transportation.

B.   The agency may pay a specified mileage rate that is lower than the above rates when an employee's travel is not required by the agency and the employee is informed of the specified rate in advance of the travel.

Travel by privately-owned or operated conveyance (other than privately owned airplane) is deemed to be by the usually traveled, most direct route. Mileage figures reported on travel vouchers for travel within the borders of Kansas are verified by General Accounting for the Official 2002 Kansas Distance Chart prepared and published by the Kansas Department of Transportation (KDOT). Agencies may obtain the KDOT state mileage chart directly from the Kansas Department of Transportation at: http://kdotapp.ksdot.org/mileagebetweencities/. Mileage figures for travel outside the borders of Kansas are verified from information and maps published by the American Automobile Association (AAA). For out-of-state travel, the place of lodging may be used as a point of official duty when determining mileage.

Travel by privately owned airplanes should use air mile distances (as the crow flies.) An acceptable site for verifying the mileage is http://www.indo.com/distance.

When travel begins, an employee may be reimbursed for mileage from the employee's domicile OR official station to the destination, whichever is less. Upon return, an employee may be reimbursed for mileage from the last point of business to either the employee's domicile or the employee's official station, whichever is less.

The agency head or designee may allow reimbursement to the employee for vicinity miles traveled by privately-owned or operated conveyance during official state business within or in the area of the employee's official station or the city, town, or location traveled to. The total vicinity mileage traveled each day for each city should be reported separately on the employee's travel claim voucher along with the purpose for traveling the vicinity miles and the name of at least one business or individual contacted.

The following expenses incurred as the result of using a privately owned-or operated conveyance are also reimbursable:

A.   Parking fees when on an official trip.

B.   Tolls paid for toll roads and toll bridges.

C.   Airplane landing and tie-down fees.

D.   When an employee travels by a privately-owned airplane, reimbursement may be made for one round trip in a privately-owned automobile (mileage expense) or taxi (fare expense) for each of: (i) transportation between the official station or domicile and the airport in the city in which the official station or domicile is located; and (ii) transportation between the airport in the destination city and the place of official business.

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:

A.   Travel of one employee only. The employee may be reimbursed the lesser of the following:

(1) 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;

(2) The State of Kansas 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 travel contract vendor has agreed to provide written quotes for airfare upon request.

In addition to the reimbursement allowed in (a) and (b), the employee may be reimbursed for mileage incurred between the lodging establishment and meetings. No taxi or terminal expenses incurred at the destination are reimbursable.

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.

For subsistence expense reimbursement when using a privately-owned or operated conveyance instead of public transportation see reference .130.

.060 Use of a State-Owned or Leased Vehicle

The agency head or designee may authorize travel for official state business in a state-owned or leased vehicle for: A. An officer or employee of the State of Kansas; or B. Any other person who has been approved by the Secretary, or the Secretary's designee, to operate a state-owned or leased vehicle on official state business. A person must have a valid driver's license to operate a state-owned or leased vehicle. Only other state employees or individuals reasonably engaged in official state business are allowed to ride in state-owned or leased vehicles. In addition, state law prohibits and provides penalties for personal use of a state vehicle.

.070 Reimbursable Expenses in Using a State-Owned or Leased Vehicle

Whenever a Business Procurement Card (BPC) cannot be used, employees may be reimbursed for routine expenses incurred for gasoline, oil, lubricants, and similar purchases. Employees may also be reimbursed for properly authorized expenditures for vehicle repair and maintenance.

Agencies may request K-Tag's from the Kansas Turnpike Authority. Employees may use K-Tag's to charge tolls on the Kansas Turnpike.

Additional routine expenses incurred by employees such as tolls on bridges, other toll roads, or parking fees are reimbursable as miscellaneous expenses.

Receipts verifying expenditures should be submitted with the documentation for the employee's travel reimbursement. Receipts for tolls are not required for reimbursement. Receipts are not required for unattended tollbooths or unattended parking meters.

Subobject codes to be used for State-Owned or Leased Vehicles can be found in reference .030

.080 Travel by Public Transportation

An agency head or designee may authorize employee travel by transportation available to the general public such as commercial air flights, passenger trains, buses, etc., if the transportation is determined to be the most economical and advantageous to the state. See reference .040.

The most economical mode of airline travel is generally tourist or economy class. The most economical mode of passenger train travel is generally first-class day coach. Justification must be furnished with travel claim forms submitted for reimbursement of airfare or train fare when these classes are not used. If these classes are not available, a substantiation, such as a verifying statement from the travel agency, airline, or passenger train company must be furnished with the travel claim form.

Employees are reimbursed for public transportation expense incurred by submitting the official transportation receipt (and any supporting documentation as required above) with the travel claim forms, except when tickets are purchased directly by the agency (see below). For airfare, the official transportation receipt is considered to be the passenger copy of the airline ticket or a copy of the booked itinerary from the internet. The traveler is reimbursed for tickets after the travel is completed.

Employees may also be reimbursed for transportation expenses and parking fees incurred for travel to and from the official station or domicile to the airport or other terminal, and at the destination for: (1) travel to and from the airport or other terminal to the lodging establishment; and (2) travel to and from the lodging establishment to meeting locations.

Local transportation expenses such as city bus and taxi cab fares are considered miscellaneous expenses as specified in reference .140.

An Agency may directly purchase tickets for an employee for travel by airplane, train, or other commonly recognized transportation from any source. The BPC may be used to purchase tickets for air and rail travel. In addition, these tickets can also be charged to an employee's personal credit card. If these tickets are charged to the traveler's personal credit card, the traveler will NOT be reimbursed for the tickets prior to the completion of the related travel.

Upon receipt of a billing for tickets purchased, an agency should prepare a PCV. The PCV submitted must include the following information for each ticket purchased:

  • Name of the employee (including official title)
  • Purpose of Travel
  • Beginning and Ending date of travel
  • Departure point and Destination points
  • Out-of-State Travel Number Refunds for Fully or Partially Cancelled Transportation Tickets. If the employee's schedule or other circumstances require the employee to cancel all or a portion of a transportation ticket, the employee should:

a. Obtain a written statement of the cancellation from the transportation company or the travel agent; or

b. Take other necessary action to release the employee from the full or remaining portion of the ticket.

The employee should forward the cancelled or unused ticket to the state agency along with the written statement or other documentation obtained releasing the employee from the ticket. The agency should then obtain a refund for the cancelled or unused portion of the ticket from the travel agency or transportation company where the ticket was purchased. The traveler should not personally try to obtain the refund. If the traveler purchased the ticket from personal funds, the traveler should be reimbursed for the ticket as part of the reimbursement for allowable travel expenses incurred. The employee's travel claim form should claim reimbursement for the purchase of the ticket and supporting documentation of the ticket and agency efforts to obtain a refund of the unused portion of the ticket should be part of the documentation of the traveler's claim form.

.090 Travel by Charter or Rental of a Special Conveyance

The agency head or designee may authorize travel by the rental or charter of aircraft, automobiles, boats, buses, or other special conveyances when no public or other ordinary transportation is available or when the public or other ordinary transportation available cannot be used advantageously in the best interest of the state. Specific justification shall accompany the travel claim form in each instance a special conveyance is used. Mere convenience of the employee is not justification for the rental or charter of a special conveyance.

An agency that needs to lease or rent an aircraft to meet its travel needs must use the State's executive aircraft if available. If the executive aircraft is unavailable, the agency may then lease or rent a commercial aircraft. In such cases, a completed copy of form DA-27, Notice of Unavailability of the Executive Aircraft, must be attached to the payment voucher when making the lease or rental payment.

If the executive aircraft is available for use but an agency feels it has economic or other reasons for using a commercial aircraft, a written request to rent or lease a commercial aircraft must be submitted to the Governor's Office for review. If the Governor's Office approves the request, a copy of the approval must be attached to the payment voucher when making the lease or rental payment.

An employee should secure the most economical rental vehicle that adequately fulfills the need of the traveler. (See table below for average vehicle capacity.)

CAR SIZE

AVG. SEATING CAPACITY

AVG. LUGGAGE CAPACITY

Full-size

5-6

15.6 cu.ft.-6 pieces

Mid-size

5

13.5 cu.ft.-4 pieces

Compact

4-5

13.0 cu.ft.-4 pieces

Economy

4

10.2 cu.ft.-3-4 pieces

Mini-Van

7

8 pieces

VEHICLE SIZE IS TO BE DETERMINED BY THE NUMBER OF TRAVELERS AND USE.
VEHICLES ARE TO BE USED FOR OFFICIAL USE ONLY.

In-state rental of special conveyances should be made through the contracting vendor and paid using the agency's BPC. The BPC includes Collision Damage Waiver at no additional cost for most vehicles.

Employees are reimbursed for out-of-state rental of a special conveyance by submitting the official receipt for the rental or charter with the travel claim form.

Personal Accident Insurance (PAI) and other supplemental liability insurance are considered personal expenses and are not reimbursable.

.100 Subsistence Expense

Employees may be reimbursed for subsistence expense incurred when sleeping domicile on official state business is required. The subsistence reimbursement consists of  Meals and Incidental (M&IE) allowance and actual lodging expense incurred within prescribed limitations. Subsistence is reimbursed at the rate based on the city in which the lodging expense was incurred. In limited circumstances and at the discretion of the agency head or designee, employees may be reimbursed for one meal per day for official state business travel in which overnight travel does not occur. The meal reimbursement is determined by a per-meal allowance rate for breakfast, lunch or dinner.

Subsistence expenses incurred by employees are not reimbursable in the following situations:

  1. Subsistence expenses incurred as a result of an employee residing in a city or town outside the employee's official station or otherwise incurred because of an employee's choice of residence are not reimbursable.
  2. Subsistence expenses incurred within the same city as the employee's domicile or within 30 miles of the official station are not reimbursable. However, when determining the distance, vicinity mileage may be considered in addition to the mileage from the KDOT distance chart.
  3. No subsistence expense may be reimbursed to the employee when the subsistence is furnished at no cost to the employee by any federal, state or local agency or division of government.
  4. No subsistence expense may be reimbursed when the employee leaves the official station or domicile and returns on the same day without incurring lodging expense, unless the agency head or designee approves payment to the employee for one meal in limited travel situations in which lodging expense is not incurred.

Effective January 1, 2016 the State of Kansas adopted federal standards for per diem subsistence rates for Meal and Incidental Expenses and Lodging occurring on and after January 1, 2016.  Subsistence rates include a standard area rates as well as non-standard area rates.  The standard area rate (or “other” location rate) is used except when the travel location is specified as a non-standard area (formerly referred to as high-cost or special high-cost), in which case the per diem rate for that non-standard area is used.

The official subsistence rates for CONUS (Contiguous United States) and OCONUS (Alaska, Hawaii, and U.S. Territories), and international travel locations will be updated each October 1 and April 1.  The rates may directly be accessed at the following websites listed below:

Contiguous United States (CONUS):  http://www.gsa.gov/portal/content/104877
The U.S. General Services Administration (GSA) maintains the M&IE rates and lodging rates for travel locations in the contiguous United States.

Outside Contiguous United States (OCONUS): http://www.defensetravel.dod.mil/site/perdiemCalc.cfm
The U.S. Department of Defense (DOD) maintains the M&IE rates and lodging rates for travel locations within Alaska, Hawaii and U.S. Territories/Possessions.

International Locations:  https://aoprals.state.gov/web920/per_diem.asp
The U.S. Department of State (DOS) is the source for M&IE rates only for international travel locations.  Payment for actual lodging expense is allowed for international travel.

Please note when referencing these federal websites that interim federal website updates may occur subsequent to the semi-annual State update each October 1 and April 1.  CONUS rates are published on an annual basis but the annual file is updated periodically throughout the year with no interim files published.  OCONUS and international rates are updated and published on a monthly basis.  Be aware that any interim updates for CONUS and OCONUS locations are not valid until reflected by the State.  For international travel, only the October 1 and April 1 subsistence files should be used to locate the M&IE rates.

When utilizing the federal websites to find M&IE and lodging rates, those rates should be used as follows:
       1. Rates published October 1 – for travel occurring between October 1 and March 31 of each year.
       2. Rates published April 1 – for travel occurring between April 1 and September 30 of each year.

Actual Conference Lodging reimbursement policies may be found in reference .120.

Subsistence Expense Reimbursement for Employees who become Incapacitated During Travel.

If an employee becomes incapacitated due to illness or injury while on official state business away from the official station or domicile, the agency head or designee may authorize payment of subsistence allowance to the employee for a period not to exceed five (5) days. See reference .040 for transportation expense.

.110 Meal and Incidental Expense Reimbursement

Employees may be reimbursed for M&IE while in travel status.  The M&IE allowance is based on quarter days with the daily M&IE rate divided equally between quarters.  M&IE is provided for the time in which the employee is in travel status, including the quarters the employee departs and returns.
On the date of departure and the day in which the employee returns to the official station or domicile, M&IE allowance is reimbursed as follows:
 
 

                   % of M&IE 
Time of DepartureQuarter DayDay of Departure
Day of Return
12:00 AM - 5:59 AMQuarter 1100%25%
6:00 AM - 11:59 AMQuarter 275%50%
12:00 PM - 5:59 PMQuarter 350%75%
6:00 PM - 11:59 PMQuarter 425%100%

 

Unless a reduction is made for provided meals (see reduction rates below), employees are reimbursed for the full M&IE allowance on days in travel status between the departure and returning days.

When an employee begins travel from his or her domicile located in an area other than the city designated as the employee's official station, the employee's actual departure time must be adjusted for excess travel time incurred. For reimbursement purposes, travel time begins from the employee's official station when it is closer to the destination. Likewise, if the employee returns directly to his or her domicile from the last point of official business, the employee's actual return time must be adjusted for excess travel time incurred for not returning to the official station. The departure and return times are adjusted as follows:

1.  Departure time adjustment:

a.    Subtract the mileage from the official station to the destination from the mileage from the domicile to the destination to determine the excess miles driven.
b.    Divide the excess miles driven by 45 miles per hour to determine the excess travel time.
c.    Add the excess travel time to the actual departure time to determine the time used for computing M&IE allowance.

2.  Return time adjustment:

a.    Subtract the mileage from the official station to the destination from the mileage from the domicile to the destination to determine the excess miles driven.
b.    Divide the excess miles driven by 45 miles per hour to determine the excess travel time.
c.    Subtract the excess travel time from the actual return time to determine the time used for computing M&IE allowance.


The M&IE rates include charges for meals, taxes and all fees and tips to waiters, hotel porters, bellhops, doormen, maids and dining room stewards. For CONUS locations, the following standard M&IE allowance rate applies:

                 Standard M&IE Allowance    $51
   
The agency head or designee may authorize reimbursement to employees for one meal per day in the following circumstances when lodging expense is not incurred:

               1.    the employee is required to travel on official state business and the employee’s workday, including travel time, is extended three hours or   more beyond the employee’s regularly scheduled work day; or
               2.    the employee is required to attend a conference or a meeting as an official guest or participant and a meal is served during the required attendance time.

A meal cannot be reimbursed if the place at which the official business is conducted is within 30 miles of the employee’s official station or if a meal is provided at no cost to the employee.

Each request for reimbursement shall, at a minimum, identify the date, departure time, arrival time, destination, meal requested, and the purpose of travel.  The travel claim reimbursement should be reflect the meal requested for reimbursement (e.g., lunch) and the employee’s scheduled work hours for the day (e.g., 8 a.m. – 5 p.m.) in the description field.  Receipts are not required and there is no provision to reimburse an employee if the actual cost of a meal exceeds the per-meal allowance rate. One breakfast, lunch or dinner may be paid, as determined by the agency head or designee, at the following percentage of the daily M&IE allowance rates:

 

 BreakfastLunch     Dinner
Reimbursed % of Daily M&IE15%35%50%

 

.120 Lodging Expense Reimbursement

Employees may be reimbursed for actual lodging expense incurred. The total amount for lodging may not exceed the established lodging expense limitations shown below.  No allowance for any tips is included within the lodging rate.  Taxes associated with lodging are not considered when applying the maximum lodging limit to the traveler's lodging rate. Thus, the amount reimbursed or paid for lodging expense may exceed the established limitation by as much as the amount of associated taxes.

Lodging expense reimbursement is limited to the lodging establishment's lowest available rate for normal single occupancy on the day (or days) the lodging expense was incurred. The official receipt from the lodging establishment must be part of the documentation submitted with the employee's travel expense report. Non-itemized lodging receipts are sufficient for reimbursement unless rates are higher than the single rate and/or include charges in addition to room rate and taxes. Receipts provided to employees using express checkout are also acceptable provided that the dates of lodging, the daily room rate, and the total lodging charges are in agreement.

In limited exceptional circumstances, the lodging expense may be reimbursed without the official receipt on presentation of written justification with the travel claim form explaining why the official lodging receipt is unavailable and a statement that the claim represents a true and actual claim in accordance with current state travel laws. The justification should include the dates of lodging and an itemized breakdown of charges (daily room rate, taxes, telephone, etc.). The agency head or designee authorized to approve the travel claim form must approve the justification. If lodging was obtained from another sources, a justification of why lodging was not obtained from a lodging establishment must be included with the travel expense report.

Employees are not required to share lodging accommodations with other state employees when traveling. However, if employees choose to share lodging accommodations, one employee may be reimbursed for the entire room charge, with the payment vouchers for those staying in the room cross-referenced.

All out-of-state lodging reservations should be booked in accordance with the agency’s travel policy.

No allowance for any tips is included within this rate. For CONUS locations, the following standard daily lodging expense limitations apply:

    Standard Lodging Rate        $91

   International Lodging        Actual expenses are allowed

See reference .100above for additional information on subsistence rates and website locations to access subsistence rates.

KSU as an agency allows 150% rate for lodging with Departmental approval.

State agencies may pay lodging expenses directly to lodging establishments on behalf of employees in travel status on official state business. Advance payment for lodging is NOT authorized.

Departments are encouraged to contact the lodging establishment in advance and make arrangements for the employee's stay.

Travelers authorized to bill lodging directly to a department should be specific at check-in as to the appropriate department to be billed for the charges. Prior to or at the time of checkout, travelers should pay all charges for meals, room service, personal phone calls, movies, laundry, and any other miscellaneous personal charges.

Each payment voucher for lodging expense should include the name of the traveler(s), date(s) of lodging, location of lodging, daily room rate, purpose of travel, and the department head's signature. Itemized receipts should be accumulated, reviewed by appropriate departmental personnel, and attached to the voucher. Completed payment voucher should be submitted to KSU Travel, 220 Anderson Hall.

Only lodging (lowest available rate for normal single occupancy) and appropriate taxes (No sales tax within the State of Kansas) is allowed for payment directly to the lodging establishment. Official telephone calls may also be paid directly to the lodging establishment if a statement is included on the payment voucher that the call is in accordance with established KSU Travel Policy.

Direct payment of lodging does not supersede or replace any current requirements for out-of-state travel approval, approval to exceed lodging rates, or actual conference lodging reimbursement. Departments should continue to attach appropriate approval forms with authorized signatures to the payment vouchers in accordance with previously established KSU Travel guidelines.

An agency may request to pay or reimburse actual lodging expenses when an employee is required or authorized to attend a conference, and the lodging rate exceeds the applicable lodging expense limitation (including the additional 50%). The agency head must be provided with conference materials indicating that the conference will be held at or in connection with a lodging establishment with rates exceeding both the applicable lodging expense limitation and the exception provided above.

This provision may be used for the approved conference and for official state business related to the conference, and shall be applicable only to the state employee attending the conference. The term "conference" means any seminar, association meeting, clinic, colloquium, convention, symposium, or similar gathering that is attended by a state employee in pursuit of a goal, obligation, function, or duty imposed upon a state agency or performed on behalf of a state agency.

M&IE allowance will be reimbursed at the M&IE rate based on the location of the conference.

The following rules apply in determining meal expense for travel to a non-standard area:

A.    Reimbursement at non-standard area M&IE allowance and lodging rates is not allowed when the travel to a non-standard area is only an intermediate stopover at which no official state business occurs.


B.    When travel requires official state business in both a travel location with a standard rate and in a travel location with a non-standard area rate, M&IE rates are adjusted accordingly. The rate used to determine the M&IE allowance changes to the new appropriate rate beginning with the quarter day in which the employee arrives at the second travel location.

An agency shall reduce the meal allowance by the amount shown in the meal reimbursement table above for each meal provided to an employee if the cost of meals is included in the cost of a registration fee or other fees or charges paid by the agency or supplied without cost by another party. This includes complimentary breakfasts accepted by employees at lodging establishments, excluding light Continental breakfasts. (NOTE: Each agency is responsible for reducing meal allowances for complimentary breakfasts accepted by traveling employees.)

An agency may pay an employee a reduced amount for M&IE allowance or lodging expense by obtaining prior approval. To request approval to pay a reduced subsistence amount, agencies should complete and forward form DA-37, Request for Reduced Subsistence.  The following instances for reduced subsistence payments have been approved and the use of form DA-37 is not required:

  1. An agency may pay no subsistence or a reduced subsistence amount to an employee if the agency is not requiring the employee to undertake the travel and if the employee is informed of the reduced subsistence amount in advance.
  2. An agency shall reduce the M&IE allowance paid to an employee if the cost of meals is included in the cost of a registration fee or other fees or charges paid by the agency for the employee as specified in reference .120.
  3. An agency may pay no subsistence to an employee if both meals and lodging will be provided at no cost to the employee.
  4. An agency may pay the reduced subsistence amount requested by the employee.

.130 Subsistence Reimbursement in Special Travel Situations

When an employee has been continuously stationed at one location for three months, that place shall be immediately designated as the employee's official station and no further subsistence expense incurred there may be reimbursed. This is also true when an employee travels to a location for three months or more and spends more than one-half of the normal work time there. Agencies may make a maximum of two requests to the Director of Account and Reports to extend the subsistence payments. Each request may be for a period of three months or less. Requests to pay subsistence expenses for the maximum two additional periods should be submitted to the Division of Financial Services in 220 Anderson Hall on form DA-34, Request for Extension of Subsistence Period.

When an employee is granted leave of absence while on official travel (including Saturdays, Sundays, and holidays), the employee's subsistence allowance claim should be adjusted accordingly for the date and hour the leave begins and the date and hour the leave ends.

Employees may be paid for subsistence reimbursement while in travel status on Saturdays, Sundays, and holidays even though no official business may occur. An employee may be reimbursed for transportation and subsistence expenses incurred while returning home over the weekend period provided the reimbursement amount does not exceed the amount that would have been allowed had the employee remained at the city, town, or location traveled to.

When an agency or designee authorizes the use of a privately-owned conveyance rather than public transportation for out-of-state travel, subsistence expense is limited to the following:

  1. Travel of one employee only. M&IE 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, M&IE and lodging expenses are reimbursable for the number of days it would take by car via the usually traveled route to the destination. Reimbursement of Non-Standard M&IE and lodging rates is not allowed when travel to a non-standard area is only an intermediate stopover at which no official state business occurs.

The IRS requires employers to include fringe benefits in an employee's gross income reported on form W-2. Fringe benefits defined by the IRS include certain payments of meal allowances and other expenses incurred during non-overnight travel or subsistence payments exceeding IRS established maximum reimbursement rates. (Non-overnight travel is considered to be travel where no lodging expense is incurred.) These fringe benefits generally must be paid through the payroll process and are subject to withholding of applicable contributions and taxes. However, the IRS allows for infrequent meal money provided to an employee, to enable the employee to work overtime, to be considered a "de minimis" fringe benefit and be excluded from reportable income. Meals paid in accordance with the policy in Reference .100 are considered to meet the requirements for exclusion from the employee's gross income and, therefore, would not require payment through the payroll process. Except for certain reimbursement payments to elected officials, legislators and board members, most state employees are not affected by these requirements.

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. For transportation expense reimbursement when using a privately-owned or operated conveyance instead of public transportation, see reference .050.

Reimbursement to Employee for Meal or Lodging Expense Incurred for Students, Inmates, Prisoners, and Patients. Employees may be reimbursed for expenses incurred for meals or lodging for inmates, prisoners, patients, or students during official travel. The amount reimbursable shall not exceed the established limitations for state officials or employees. The expenses incurred should be classified as object code 2581 for in-state travel, 2582 for out-of-state travel, or 2583 for international travel on the employee's travel claim form.

.140 Miscellaneous Expenses

Employees may be reimbursed for miscellaneous expenses incurred during travel such as local transportation fares, purchase of supplies, registration fees, and other similar miscellaneous expenses identified below. Receipts evidencing each miscellaneous expenditure should be submitted with the travel claim form, except no receipts are required for: telephone calls, telegrams, local taxi fares, city bus fares, unattended parking meters, and unattended toll booths.

Employees may be reimbursed for local transportation charges incurred during travel to conduct official business such as: city bus, taxi fares, local limousine service, shuttle service, and other forms of local transportation. Local transportation charges for personal use such as travel from a lodging establishment to a restaurant are not reimbursable.

Kansas Turnpike tolls are reimbursable. With the implementation of the KTAG program, receipt requirements are no longer appropriate, or practical, in all cases. The responsibility for accurate toll claims, and whether receipts are required for reimbursement, is delegated to each agency. Additional information on the Kansas Turnpike Authority may be found at http://ksturnpike.com.

Charges for baggage in excess of the weight or size carried free by transportation companies are reimbursable if such excess baggage is used for official business (excess personal baggage expense is not reimbursable). Charges for storage of the baggage are also reimbursable if related to official business. Specific justification must be submitted with the travel claim form for incurring the baggage weight and storage charges.

Expenses for official telephone calls, FAX transmissions, or other authorized communications which must be paid by the employee are reimbursable. Employees placing KANS-A-N calls from access cities must use the local access number when applicable. Expenses incurred from the use of coin-operated telephones to access KANS-A-N calls from access cities must use the local access number when applicable.

Expenses incurred for the purchase of office supplies and services are reimbursable when required for official business while in travel status.

Registration fees paid for admittance, attendance, or participation in seminars, conferences, or other meetings are reimbursable. The official receipt should be submitted with the travel claim form for reimbursement subject to the following:

  1. Registration fees paid to obtain personal membership or other personal benefits from an organization are not reimbursable. Memberships in organizations must be in the name of Kansas State University.
  2. Registration fees may be paid by the employee and claimed for reimbursement on the employee's travel claim form or paid directly to the organization by the state agency. A direct payment to the organization by a department should be made by using an APV. Copies of the literature showing the costs should be attached to the voucher.

a.  When a subsequent travel reimbursement voucher is necessary for conference related costs, the travel voucher should note: (1) the name of the person attending; (2) the date(s) and place of the event; (3) the out-of-state travel request number; (4) the total number of each type of meal included in the registration fee (i.e. number of breakfasts, lunches, or dinners and the dates on which they occurred). If no meals were included, the travel claim form should state "No meals included in registration fee."

3.  In cases where the cost of meals is included in the cost of registration fees or other fees paid by the agency, the M&IE allowance amount must be reduced.

In limited exceptional circumstances, the registration fee may be reimbursed without the official receipt on presentation of written justification with the travel claim form explaining why the official receipt is unavailable and a statement that the claim represents a true and actual expense in accordance with current travel law. In addition, the justification should state: (1) the date(s) and place of the event; (2) the total number of each type meal included in the registration fee (i.e. the number of breakfasts, lunches, or dinners). If no meals were included, the travel claim form should state: "No meals included in the registration fee." The justification must be signed, not stamped, by the department head or designee authorized to approve travel claim forms

.150 Student Travel Using Student Activities Association Funding

Fund: 2520. List student names and student WID numbers on all copies of the travel request. If there is not enough room on the front side, use the back also.

Travel: Subsistence. Refer to SGA Funding Regulations, Section II, for meal and lodging spending limitations. In general, the amount reimbursable shall not exceed the established limitations for state officials or employees. If you have questions, please call the Office of Student Activities and Services (785)532-6541.

Signatures. Student Activities Association representative's initials is required.

.160 Sponsored Research Projects (all Projects beginning with "G")

Travel costs claimed under sponsored projects generally must follow institutional policy as applied to regular (non-sponsored) operations. State of Kansas travel policies and reimbursement rates are applicable to all sponsored projects, unless the sponsor has imposed more restrictive policies.

Situations and rules specific to sponsored projects travel include the following:

1.  To be allowable as a direct cost of a sponsored project, the travel must provide a direct benefit to the project being charged and must occur during the project period. Documentation of travel purpose in relation to the grant and the traveler's role in the grant work should be maintained at the department level.

2.  Fly America Act

        A.   All air travel funded by federal dollars must adhere to the Fly America Act in accordance with 41 CFR Part 301-01.  Exceptions are listed in    this chapter. http://www.gsa.gov/portal/ext/public/site/FTR/file/Chapter301p010.html/category/21868. U.S. Flag air carriers must be used for ALL air travel (including all parts of a trip) paid with federal funds regardless of cost of the ticket, convenience or personal preference (41 CFR Part 301-10.139). All costs not conforming to the Fly America Act must be charged to a non-federal funding source.  An Exceptions Form Checklist can be found in Eforms Sponsored Programs Accounting (SPA) forms.

B.  NSF General Grant Condition, Article 10.c. Use of U.S. Flag Air Carriers-- http://www.nsf.gov/awards/managing/general_conditions.jsp

C.  NIH Grants Policy Statement, Part II: Terms and Conditions of NIH Grant Awards Subpart A: General 4.1.11 Fly America Act-- http://granst.nih.gov/grants/policy/policy/htm.

D.   It is important to apply the Fly America Act to only those projects that are federally-funded, as the potential for more costly travel conflicts with state travel policies and will be disallowed on non-federally-funded projects. To determine whether a specific sponsored project is federally-funded, refer to the instructions on the Division of Financial Services, Sponsored Programs SPA website for Identifying Federally-funded accounts, or contact Sponsored Programs for assistance.

3.  Specific sponsors or individual sponsored agreements may require advance approval for certain types of travel or may require special trip reports. Travelers should review their sponsored agreements carefully for any restrictions or requirements PRIOR to traveling

.170 Cash Advance for Student Travel

See PPM Chapter 6320.134, Procedures for Travel Cash Advances.

.175 Cash Advance Reimbursement for Student Travel

See PPM Chapter 6320.138, Repayment of Imprest Funds- Travel Cash Advances.

.180 Cash Advance for International Travel

See PPM Chapter 6320.134, Procedures for Travel Cash Advances.

.185 Cash Advance Reimbursement for International Travel

See PPM Chapter 6320.138, Repayment of Imprest Funds- Travel Cash Advances.

.190 Reimbursable Mileage From Manhattan

Please use the following links for In-State Mileage, Out-of-State Mileage, and Air Mileage.

In-State Mileage

Out-of-State Mileage

Air Mileage

 

.220 DA-28 Request for Actual Conference Lodging

Agencies should use the DA-28, Request for Actual Conference Lodging, when an employee is required or authorized to attend a conference and the lodging expense exceeds 150% of the applicable rate for the host city. Conference materials must indicate that a conference will be held at or in connection with a lodging establishment with rates that exceed both the applicable expense limitation established under K.A.R. 1-16-18 and the exception provided in K.S.A. 75-3207a(e) which allows the lodging rate to be exceeded by the lesser of either: (1) an additional 150% of the applicable lodging expense limitation; or the actual lodging expense incurred.

The DA-28 is completed as follows: (The referenced numbers appear in the appropriate place on the sample form.)

1

2

Agency Name

Agency No.

Insert Kansas State University.

Insert 367.

3

Employee Name(s)

Insert the employees who are attending the conference.

4

5

6

Name of Conference

Location of Conference

Dates of Conference

Insert the requested information in the appropriate spaces.

7

Conference Daily Rate of Lodging

Insert daily rate. (Lodging only, does not apply to meal allowance.)

8

Department Head signature

Signature in Agency Approval block. Leave room for Agency Head or designee signature.

Submit form to Travel Section, 220 Anderson Hall.

.230 Request for Out-Of-State Travel

Departments must complete a Request for Out-of-State Travel when an employee will be claiming reimbursement for out-of-state travel. The number printed in the upper right-hand corner of the form will be the out-of-state travel request number. This number must be used when paying a registration or airfare on an PCV and on the Travel Payment Voucher in the travel order number blank. One number will be used for each out-of-state trip. Each office will retain the out-of-state travel request in their office files. It is no longer necessary to submit the out-of-state travel request to the Division of Financial Services.

If subsistence or transportation payments are to be authorized for students, a Request for Out-of-State Travel form is needed. If more than one student is going on a particular trip, all of the students names and social security numbers can be listed on the same form.

Graduate Research Assistants, Graduate Teaching Assistants or Graduate Assistants are considered unclassified faculty and Requests for Out-of-State Travel forms are completed accordingly.

Instructions for Completing the Request for Out-of-State Travel Form

Departments must complete a Request for Out-of-State Travel when a student or state employee will be claiming reimbursement for out-of-state travel.

Travel Request Number: The preprinted number in the upper right-hand corner of the travel request form.

Name, Title and Department of Traveler: Fill in name of person traveling. Department is the department which funds the travel.

Destination: List city(s) and state(s) to where the traveler will be going on official business.

Purpose of the Travel: Give a brief description of the purpose for requesting official out-of-state travel. If more than one purpose, give a description of each purpose.

Date Leaving and Date Returning: Enter first and last day of travel. This should include personal business or vacation time.

Meeting Dates: Enter beginning date(s) and ending date(s) of meeting(s).

Work Days Out of Office: Number of days the traveler will be out of office in an official capacity. The traveler should not include weekends, holidays, vacation leave or leave without pay in this total.

Days of Annual Leave: Number of days the traveler will be out of the office in an unofficial capacity.

Travel (Mode of): Indicate mode of transportation being used by placing an "X" in appropriate box. Travel must be the most economical or advantageous means of transportation available. If driving private vehicle on an extended trip, the traveler must claim either state mileage rates or lowest airfare, WHICHEVER IS CHEAPER. When the mode of travel is being paid for by some other source (another university, sponsoring organizations, etc.) type "No Cost to KSU" in the justification blank.

Special conveyance refers to chartered aircraft, chartered bus or rental car.

If traveler is claiming subsistence and will be a passenger in state/departmental vehicle, indicate so in justification blanks. When more than one individual is traveling in a state vehicle, indicate who will be principal driver. Turnpike tolls, parking, etc. should be included in Miscellaneous Costs.

Subsistence: Meal Allowance for out-of-state travel is outlined in reference .110.

Meals: List number of days the traveler anticipates being gone on official business including travel time. You should allow time to cover meeting dates, plus the time it would take if the traveler uses the fastest public transportation available to the destination, instead of private conveyance before and after the meetings.

Lodging: Indicate number of nights traveler will be away from home. No lodging is claimed for the last day of travel. If low cost and high cost areas are being claimed on same request, show by using a slash between numbers listing low cost first.

Registration Fee: Amount of registration (Indicate if meals or lodging are included.)

Miscellaneous Costs: Miscellaneous expenses are those deemed necessary to conduct the official business for the state which are not included in the categories above. Indicate what miscellaneous items the traveler anticipates incurring, such as taxi service or limousine service.

Total Costs: Total of travel, meals, lodging, registration fee and miscellaneous costs.

Account Name, Number and Amount: Provide the name(s) and number(s) of the KSU account(s) which will be providing funds for the travel. List the amount(s) funded from each account.

Names of Other K.S.U. Travelers: List the names of all other K.S.U. personnel requesting permission for out-of-state travel to the same meeting or location.

Approval and Date: The approval and date of approval is signed by the traveler and the appropriate departmental authority.