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Internal Audit Office

Kansas State University
5 Anderson Hall
Manhattan, KS 66506-0118

 

785-532-7308
785-532-0186
internalaudit@k-state.edu

Reimbursable Travel Expenses and Forms

Chapter 6410
Revised July 2, 2012 

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 Expense Reimbursement
.120 Lodging Expense Reimbursement
.130 Subsistence Reimbursement in Special Travel
.140 Miscellaneous Expenses
.150 Employee Moving Expense
.160 Student Travel Using Student Activities Association Funding
.170 Sponsored Research Projects (all Project numbers "G")
.180 Cash Advance for Student Travel
.185 Cash Advance Reimbursement for Student Travel
.190 Cash Advance for International Travel
.195 Cash Advance Reimbursement for International Travel
.200 Reimbursable Mileage From Manhattan
.210 High Cost Geographic Areas
.220 Approved Border Cities
Related Content
.230 DA-28 Request for Actual Conference Lodging
.240 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 6410 Moving Expense) and interview expenses (see PPM Chapter 6320).

Employee Travel Expense Reimbursement Overview: 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 Travel Section, Room 220 Anderson Hall 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. A warrant is then issued and forwarded to the claimant.

Beginning January 8, 2007, 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 Administrative Audit to avoid delay.

Definitions and Descriptions of Relevant Travel Terms. 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. Border City Travel: Travel outside the borders of the State of Kansas with travel expense reimbursement made at in-state rates. The Director has designated all locations within 200 miles of the Kansas borders as border cities. 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.

High Cost or Special High Cost Geographical Area: A city, town, or area, either in-state or out-of-state, where subsistence expenses incurred are reimbursed at higher rates than normal rates due to higher subsistence costs associated with the city, town, or area.

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

International Travel: Travel outside the fifty states and the District of Columbia.

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.

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 to the other 49 states and the District of Columbia.

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. Introduction. 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 .240.

Travel to Border Cities. Subject to the approval of the Secretary, the Director may designate any city in a state bordering or near Kansas as a border city, except a city designated as a high cost geographic area. The director has designated all locations within 200 miles of the Kansas borders as border cities. An employee may be authorized by the agency head or designee to travel to a border city under the "Border City Rule ".

Travel to a border city under the "Border City Rule" does not require out-of-state travel approval as specified above. Also, meal and lodging expenses incurred are reimbursed at in-state reimbursement rates, using Out-of-State object codes. If a trip to a border city is not made under the border city rule, out-of-state travel approval is required and reimbursement for meal and lodging expenses are made at out-of-state reimbursement rates. .

Employee travel vouchers should identify travel to border cities under the border city rule to properly determine travel expense reimbursement. In apply the border city rule, in-state rates should be used for subsistence reimbursement with out-of-state object codes.

Agencies may request a city be designated a border city, or high cost border city. A letter must be prepared and sent through the KSU Travel Section to the Director of Accounts and Reports requesting with justification that a city be designated as one of these areas.

A Complete listing of border cities may be found in reference .220 Approved Border Cities.

Personal Funds to be Used for Travel. 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. This allows employees to charge amounts incurred during travel and submit a travel claim form and receive reimbursement from the state prior to the credit card billing becoming due. (PLEASE NOTE: EVEN THOUGH OBTAINED THROUGH THE STATE, EACH CREDIT CARD AND ITS USE IS THE PERSONAL RESPONSIBILITY OF THE EMPLOYEE TO WHOM THE CARD WAS ISSUED. THE STATE OF KANSAS ACCEPTS NO RESPONSIBILITY FOR EMPLOYEE MISUSE OF THESE CREDIT CARDS. ALL BILLING QUESTIONS ARE TO BE DIRECTED TO THE CARD ISSUER. EMPLOYEES WHO TRAVEL FREQUENTLY ON STATE BUSINESS AND ARE INTERESTED IN OBTAINING CREDIT CARDS SHOULD CONTACT THE DIVISION OF HUMAN RESOURCES FOR CREDIT CARD APPLICATION INFORMATION.) 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.

Foreign Currency Conversion. 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.

Accident Reporting Requirements. See PPM Chapter 3040, Insurance for Self-Propelled Vehicles . 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.
.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

 

E251

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. Please note that border city travel is coded in this series but in-state rates are used for reimbursement.

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 50 states and the District of Columbia 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

Reimbursable Transportation Expenses. 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.

Non-Reimbursable Transportation Expenses. 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.

Most Economical or Advantageous Mode of Transportation. 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, a verifying statement from the travel agency, airline, or passenger train company must be furnished with the travel claim form.

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.

Travel Expense Reimbursement for Employees Who Became 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 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

1. 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 for Fiscal Year 2014 is made at the following rates:

Privately-owned Motorcycle $0.53

Privately-owned Automobile $0.56

Privately-owned Airplane $1.33

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.

Effective June 2007 (FY2007) 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.

2.   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.

3.   Calculation of mileage. 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 Audit Services 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://www.ksdot.org:9080/burtransplan/dist_chrt.cgi. 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.

4. Mileage calculation when residing outside the official station. 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.

Vicinity Mileage. 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.

Additional Reimbursable Expenses in Using a Privately-Owned or Operated Conveyance. 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.

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:

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) 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.

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.

Accessibility to a State car through the University motor pool must be established prior to the traveler being reimbursed at the maximum mileage reimbursement rate.

B.   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.

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 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.

Direct Purchase of Transportation Tickets by Agencies for Employees.

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:
1.   Name of the employee (including official title)2. Purpose of Travel3. Beginning and Ending date of travel4. Departure point and Destination points5. 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

Reimbursable Subsistence Expenses.

Employees may be reimbursed for subsistence expense incurred when sleeping domicile on official state business is required. The subsistence reimbursement consists of meal allowances 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.

Non-Reimbursable Subsistence Expenses.

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.

Travel to High Cost Geographic Areas. Studies conducted by the Director have shown that meal and lodging costs are higher in certain cities and areas within the United States. The Secretary has designated these areas as high cost geographic areas. Reimbursement for meal and lodging expense is made at higher high cost geographic area rates than the normal out-of-state travel rates.

State agencies may request in writing through the KSU Travel Section to the Director to conduct a study of meal and lodging costs of a city not designated as a high cost geographic area. The Director may then recommend to the Secretary that the city be designated a high-cost geographic area.

For a complete listing of high cost geographic areas see reference .210.

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 Expense Reimbursement

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/Out-of-State/Border City

$11.25

$12.25

$23.50

Out-of-State High Cost

$11.75

$13.25

$25.00

Out-of-State Special High Cost

$15.50

$17.00

$32.50

International

$16.25*

$17.25*

$33.50*

*or actual expense incurred (with itemized receipts) not to exceed $101 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 is included within the cost of registration fees or other fees and charges, the meal allowance should be reduced as shown in the table above.

A complete listing of Border Cities is provided in reference .220 and a complete listing of high cost and special high cost geographic areas is provided in reference .210.

See reference .210 for information which may affect the meal allowance paid for travel to high cost geographic areas.

Meal Reimbursement. One-Day Travel Situations

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 identify the date, departure time, arrival time, destination, meal requested, and the purpose of travel. The meal requested for reimbursement (e.g., lunch) should be shown in the "Description of Expense or Purpose of Travel" column, as well as the employee's scheduled work hours for the day (e.g., 8 a.m. - 5 p.m.) should be noted in "comments" section of the travel voucher. 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 per-meal allowance rates:

Area

Breakfast

Lunch

Dinner

In-State/Out-of-State/Border City

$11.25

$12.25

$23.50

Out-of-State High Cost

$11.75

$13.25

$25.00

Out-of-State Special High Cost

$15.50

$17.00

$32.50

.120 Lodging Expense Reimbursement

General. Employees may be reimbursed for actual lodging expense incurred, including tips to hotel porters, bellhops, doormen, and maids. The total amount for lodging and tips may not exceed the established lodging expense limitations shown in paragraph (B). 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 submitted with the employee's travel claim form for reimbursement. Credit card tissue paper does not qualify as a lodging receipt.

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.

Lodging expense limitations. The daily lodging expense limitations are as follows:

Location

Rate

150% Rate

In-State/Border City

$85.00

$127.50

Out-of-State

$110.00

$165.00

Out-of-State High Cost

$159.00

$238.50

Out-of-State Special High Cost

$174.00

$261.00

International

Actual

Actual

Conference Lodging

Actual

Actual

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

A complete listing of Border Cities is provided in reference .220 and a complete listing of high cost and special high cost geographic areas is provided in reference .210.

Direct Payment of Lodging. 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.

Reimbursement for Actual Conference Lodging. 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.

Meal allowance will be reimbursed at the regular meal allowance rate based on the location of the conference.

Meal Allowance and Lodging Expense Reimbursement for Travel to High Cost Geographic Areas. The following rules apply in determining meal expense for travel to a high cost or special high cost geographic areas:

  1. Reimbursement at high cost meal allowance and lodging rates is not allowed when the travel to a high cost area is only an intermediate stopover at which no official state business occurs.
  2. When travel requires official state business in a city designated as a high cost geographic area and in a city not designated as such, the rate used to determine meal allowance will change to the new appropriate rate beginning with the time of departure.

Reduced Meal Allowance for Meals Provided at No Cost to the Employee. An agency shall reduce the meal allowance by the amount shown below 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.)

Area

Breakfast

Lunch

Dinner

In-State/Out-of-State/Border City

$11.25

$12.25

$23.50

Out-of-State High Cost

$11.75

$13.25

$25.00

Out-of-State Special High Cost

$15.50

$17.00

$32.50

International

$16.25

$17.25

$33.50

Reimbursement at a Reduced Subsistence Allowance. An agency may pay an employee a reduced amount for meal 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. In completing form DA-37, agencies should make requests for reduced subsistence amounts based on reducing meal allowances and lodging expenses in multiples of a half-dollar ($0.50). 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 meal 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

Re-designation of official station. 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.

Leave of absence while in a travel status. When an employee is granted leave of absence while on official travel (including Saturdays, Sundays, and holidays), the date and hour the leave begins and the date and hour the leave ends should be shown on the employee's travel claim form to properly determine allowable subsistence expenses.

Weekends. 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.

Subsistence Expense Reimbursement When Using a Privately-Owned Conveyance for Out-of-State Travel Instead of Public Transportation. 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. 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 of 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.

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

Reimbursable 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.

Local Transportation Charges. 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. 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.

Baggage. 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.

Telephone, and Facsimile (FAX) Messages. 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.

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

Registration Fees. 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 meal 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 Employee Moving Expenses

Moving expenses are not permitted by State Board of Regents, except at authorized by sponsored project agreements or by Kansas Administrative Regulation [**]1-16-2b**] or House Bill No. 2034 passed by the 2000 Kansas Legislature.

Kansas Administrative Regulation [**1-16-2b} provides that, ...(see B) "Whenever an agency requests an employee to move from his current duty station to a permanent duty station in another location within the state and which move would require a change in the employee's residence, the agency shall pay reasonable moving expenses for the employees household goods. Provided: Moving expenses may not be paid for an employee who asks to be moved to another location when such request is for his own convenience and not for the good of the service." For this purpose reasonable moving expenses are considered to be the lower of actual moving expenses as supported by receipts or the lowest estimate from three commercial moving firms.

House Bill No. 2034 provides that "Reimbursement for moving expenses may be made to applicants for all positions in the unclassified service under the Kansas Civil Service Act at state educational institutions if such reimbursement is from private funds provided to the state educational institutions by the endowment associations or other affiliated corporations of such state educational institutions. Any reimbursement of moving expenses made to any applicant shall constitute compensation for the applicant."

Departments responsible for reimbursement of moving expenses must ensure that:

  • The applicant is required to sign an agreement that if the applicant leaves the position of employment within one year from the beginning date of employment, the applicant will reimburse Kansas State University the full amount paid for moving expenses. (Form DA-22 "Agreement for Reimbursement of Moving Expenses").
  • Reimbursement for mileage will be at the state mileage rate. Actual gas receipts will continue to be accepted for reimbursement.
  • The amount to be paid for moving expenses shall not exceed the amount of the actual moving expenses verified by receipts or the amount of moving expenses for moving 12,000 pounds of household goods, whichever is the lesser amount.
  • Taxable reimbursements will now be paid through the University's payroll systems and nontaxable reimbursements will now be paid through the University's APV process. All transactions will be generated from Human Resources and this will ensure the appropriate reporting of moving expenses.
  • The payment method for reimbursement paid through the payroll systems will be the same as the method currently used in receiving the employees paycheck. The payment method for reimbursement paid through the APV process will be a check.

Moving and relocation expenses are reimbursable for in-state and out-of-state unclassified applicants (new hires).

The following expenses are considered non-qualified moving expenses that must be paid through the payroll system and are included in taxable income.

  • Expenses related to one pre-move trip to look for a new residence.
  • Meal allowance while en-route from the old residence to the new residence (must be a move of at least 30 miles.)
  • Subsistence expenses while occupying temporary quarters for a period of 30 days.

The following items are also considered non-qualified moving expenses that are paid through the payroll system and must be taxed when the new work location is less that 50 miles further from the former residence that was the former place of work.

  • Lodging en route from the old residence to the new residence (must be a move of at least 30 miles.)
  • Cost of moving personal effects.
  • One way mileage at the standard state rates.
  • Temporary Storage (defined as 30 days or less.)

When the work location is at least 50 miles further from the former residence that was the former place of work, the following moving expenses are considered qualified moving expenses that are paid through the APV process and are not taxed.

  • Cost of moving personal effects.
  • Mileage and lodging en route while moving from the old residence to the new residence.
  • Temporary storage (defined as 30 days or less.)

All requests for reimbursement submitted to the KSU Foundation require the original bill of lading be attached

.160 Student Travel Using Student Activities Association Funding

Fund: 2520. List student names and social security 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.

.170 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. All federally sponsored travel must comply with the Fly-America Act. This act states, in part,

A.   "Grantees must comply with the requirement that the U.S. flag air carriers be used by domestic grantees to the maximum extent possible when commercial air transportation is the means of travel between the United States and a foreign country or between foreign countries. This requirement must not be influenced by factors of cost, conveniences, or personal travel preference. The cost of travel under a ticket issued by a U.S. flag carrier that leases space on a foreign air carrier under a code sharing agreement is allowable if the purchase is in accordance with GSA regulations on U.S. flag air carrier and code shares."

B.   More details on the Fly-America Act may be found in:

NSF General Grant Conditions, Article 10.c., Travel: http://www.nsf.gov/pubs/policydocs/gc1_607.pdf

C.   NIH Grants Policy Statement, Part II: Terms and Conditions of NIH Grant Awards Subpart A: General: Cost Considerations, Selected Items of Cost: http://grants2.nih.gov/grants/policy/nihgps_2003/index.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.

  1. 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

.180 Cash Advance for Student Travel

See PPM Chapter 6320.134, Procedures for Travel Cash Advances.

.185 Cash Advance Reimbursement for Student Travel

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

.190 Cash Advance for International Travel

See PPM Chapter 6320.134, Procedures for Travel Cash Advances.

.195 Cash Advance Reimbursement for International Travel

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

.200 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

.210 High Cost Geographic Areas

OUT-OF-STATE HIGH COST GEOGRAPHIC AREAS

AlaskaAnchorage
 Barrow
 Fairbanks
 Juneau
 Kodiak
 Nome
Arizona

Phoenix

 Tucson
 

Scottsdale

 Maricopa County

California

Anaheim

 

Berkley including all locations within Alameda County

 

Carmel

 Los Angeles including all locations within Los Angeles, Kern, Orange, and Ventura Counties
 Monterey including all locations within Monterey County
 Oakland including all locations within Alameda, Contra Costa, and Marin Counties
 

Pasadena

 San Diego including all locations within San Diego County
 San Francisco including all locations within San Francisco County
 San Jose, including all locations with in Santa Clara County
 San Mateo including all locations within San Mateo County
 Santa Barbara including all locations within Santa Barbara County
 Santa Cruz, including all locations within Santa Cruz County

Colorado

Aspen including all locations within Pitkin County

 Avon and Beaver Creek
 

Denver

 Keystone including all locations within Summitt County
 Vail including all locations within Eagle County

Connecticut

Stanford

Florida

Boca Raton including all locations within Palm Beach County

 

Fort Meyers and Sanibel Island including all locations within Lee County

 

Lake Buena Vista

 

Miami including all locations in Dade County

 

Orlando including all locations within Orange County

 

Tampa

Georgia

Atlanta

Hawaii

Honolulu, Oahu including all locations on the Island of Oahu
 

Kaanapali Beach, Maui

 

Kailau-Kona

 Kaunakakai, Molokai
 Wailea, Maui

Idaho

Sun Valley including all locations within Blaine County

Illinois

Chicago including all locations within Du Page, Lake, and Cook Counties

Indiana

Indianapolis

Louisiana

New Orleans including all locations within Jefferson, Orleans, Plaquemines, and St. Bernard Parishes

Massachusetts

Boston including all locations within Suffolk County
 

Cambridge

Maryland

Baltimore

 

Ocean City including all locations within Worcester County

Minnesota

Minneapolis and St. Paul including all locations within Hennepin, Ramsey, and Anoka Counties

Missouri

St. Louis

Nevada

Las Vegas

New JerseyAtlantic City including all locations within Atlantic County
 

Edison including all locations within Middlesex County

 

Morristown

 

Newark including all locations within Bergen, Essex, Hudson, Passaic, and Union Counties

 

Princeton including all locations within Mercer County

 Tom's River including all locations within Ocean County

New York

White Plains including all locations within Westchester County

Ohio

Cleveland

Oklahoma

Afton including Shangri-La Resort

Oregon

Portland

Pennsylvania

Hershey

 

King of Prussia

 

Philadelphia including all locations within Montgomery and Philadelphia

 

Pittsburgh

Rhode Island

Newport including all locations within Newport County

South Carolina

Hilton Head Island including all locations within Beaufort County

Tennessee

Nashville

Texas

Austin

 

Dallas/Fort Worth

 

Houston

 San Antonio
 

South Padre Island

Utah

Salt Lake City

Washington

Seattle including all locations within King County

 

1.   SPECIAL HIGH COST GEOGRAPHIC AREAS

Washington D.C., including the cities of Alexandria, Fairfax and Falls Church, the counties of Arlington, Fairfax and Loudon in Virginia, and the counties of Montgomery and Prince Georges in Maryland
New York, New York (all locations in Nassau and Suffolk counties)

2.   INTERNATIONAL LOCATIONS

All cities in countries located outside the fifty states and District of Columbia.

.220 Approved Border Cities

The following cities, areas, and boundaries are approved as border cities as noted:

BORDER CITIES. Except as noted, or otherwise, all cities within the boundaries of the **counties listed** for each state are approved as border cities for travel purposes.

ARKANSAS

Baxter

Izard

Pope

Benton

Jackson

Randolph

Boone

Johnson

Scott

Carroll

Lawrence

Searcy

Cleburnes

Logan

Sebastian

Conway

Madison

Stone

Crawford

Marion

Van Buren

Faulkner

Montgomery

Washington

Franklin

Newton

White

Fulton

Perry

Woodraft

Garland

Polk

Yell

Independence

  

COLORADO

Adams

El Paso

Otero

Alamosa

Fremont

Park

Arapahoe

Gilpin

Phillips

Baca

Huerfano

Prowers

Bent

Jefferson

Pueblo

Boulder

Kiowa

Saganche

Cheyenne

Kit Carson

Sedgwick

Clear Creek

Larimer

Teller

Costilla

Las Animas

Washington

Crowley

Lincoln

Weld

Douglas

Logan

Yuma

Elbert

Morgan

 

NOTE: The city and county of Denver require out-of-state travel approval.

IOWA

Adair

Guthrie

Pocahontas

Adams

Hamilton

Polk

Appanoose

Hardin

Pottawattamie

Audubon

Harrison

Poweshiek

Boone

Humboldt

Ringgold

Buena Vista

Ida

Sac

Calhoun

Jasper

Shelby

Carroll

Jefferson

Story

Cass

Keokuk

Tama

Cherokee

Lucas

Taylor

Clarke

Madison

Union

Crawford

Mahaska

Van Buren

Dallas

Marion

Wapello

Davis

Marshall

Warren

Decatur

Mills

Wayne

Franklin

Monona

Webster

Fremont

Monroe

 

Greene

Montgomery

Woodbury

Grundy

Page

Wright

 

Plymouth

 

MISSOURI

Adair

Gasconade

Nodaway

Andrew

Gentry

Oregon

Atchison

Greene

Osage

Audrain

Grundy

Ozark

Barry

Harrison

Pettis

Barton

Henry

Phelps

Bates

Hickory

Pike

Benton

Holt

Platte

Boone

Howard

Polk

Buchanan

Howell

Pulaski

Caldwell

Jackson

Putnam

Callaway

Jasper

Ralls

Camden

Johnson

Randolph

Carroll

Knox

Ray

Carter

Laclede

Reynolds

Cass

Lafayette

Ripley

Cedar

Lawrence

Saline

Chariton

Lewis

Schuyler

Christian

Lincoln

St. Clair

Clark

Linn

Scotland

Clay

Livingston

Shannon

Clinton

Macon

Shelby

Cole

Maries

Stone

Cooper

Marion

Sullivan

Crawford

McDonald

Taney

Dade

Mercer

Texas

Dallas

Miller

Vernon

Daviess

Moniteau

Warren

DeKalb

Monroe

Washington

Dent

Montgomery

Webster

Douglas

Morgan

Worth

Franklin

Newton

Wright

NEBRASKA

All Locations

  

NEW MEXICO

Colfax

Harding

San Miguel

Curry

Mora

Taos

Guadalupe

Quay

Union

OKLAHOMA

Adair

Greer

Okmulgee

Alfalfa

Harmon

Osage

Atoka

Harper

 

Beaver

Haskell

Ottawa

Beckham

Hughes

Pawnee

Blaine

Jackson

Payne

Caddo

Kay

Pittsburg

Canadian

Kingfisher

Pontotoc

Cherokee

Kiowa

Pottawatomie

Cimarron

Latimer

Pushmataha

Cleveland

Le Flore

Roger Mills

Coal

Lincoln

Rogers

Commanche

Logan

Seminole

Craig

Major

Sequoyah

Creek

Mayes

Stephens

Custer

McClain

Texas

Delaware

McIntosh

Tillman

Dewey

Muskogee

Tulsa

Ellis

Murray

Wagoner

Garfield

Noble

Washington

Garvin

Nowata

Washita

Grady

Okfuskee

Woods

Grant

Oklahoma

Woodward

TEXAS

Armstrong

Gray

Oldham

Briscoe

Hall

Parmer

Carson

Hansford

Potter

Castro

Hartley

Randall

Childress

Hemphill

Roberts

Collingsworth

Hutchinson

Sherman

Dallam

Lipscomb

Swisher

Deaf Smith

Moore

Wheeler

Donley

Ochiltree

 

WYOMING

Albany

Laramie

Platte

Gosher

  

.230 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.

.240 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.