Reimbursable Travel Expenses and Forms  

Chapter 6410

Revised July 1, 2008

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

.055 Kansas Turnpike Interchange Number and Name

.060 Use of a State-Owned or Leased Vehicle

.070 Assignment of State-Owned or Leased Motor Vehicles

.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

.125 Actual Conference Lodging Reimbursement

.130 Subsistence Reimbursement in Special Travel Situations

.140 Miscellaneous Expenses

.150 Employee Moving Expense

.160 Student Travel Using Student Activities Association Funding

.170 Sponsored Research Projects (all Project numbers beginning with "G")

.180 Cash Advances for Student Travel

.185 Cash Advance Reimbursement for Student Travel

.190 Cash Advances for International Travel

.195 Cash Advance Reimbursement for International Travel

.200 Reimbursable Mileage From Manhattan

.210 High Cost Geographic Areas

.220 Approved Border Cities

Other Sample Forms with Instructions for Completion

.230 DA-28 Request for Actual Conference Lodging

.240 Request for Out-of-State Travel

.250 KSU-121 Travel Payment Voucher

.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 6410.150 Moving Expense) and interview expenses (see PPM Chapter 6320.050).

Chapter Organization: Chapter 6410 is organized into sections for introductory material, general information, transportation expense, subsistence expense, miscellaneous expense, and sample forms and completion instructions. Reference numbers are assigned to the material to provide a quick reference guide to specific items. References are also provided for a border city listing, a high cost geographic area listing, and a listing for travel related object codes.

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 the appropriate agency authority (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 agency which results in the reimbursement to the employee being delayed. Thus, employees and agencies should exercise care in preparing and submitting travel vouchers to Administrative Audit to avoid delay. For more complete information in preparing and processing travel claim form see reference .250 Sample Forms and Completion Instructions.

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.

Director: The Director 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 forty-nine 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, et.).

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 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 employee travel, either in-state or out-of-state, should be authorized by the agency head or designee prior to travel 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 (i.e. Provost, Vice President, Dean, or Director.) 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 an Agency Payment Voucher (APV) 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 Request for Out-of-State Travel.

Travel to Border Cities. 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. 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. 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. See reference .030 for guidance concerning proper coding of these expenses.

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.

For a complete listing of border cities see reference .220.

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 .125.

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 VISA  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 HUMAN RESOURCE SERVICES FOR CREDIT CARD APPLICATION INFORMATION.)  The Controller's Office recommends that credit card number be blacked out when a credit card statement or receipt is provided as back-up 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:

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

        B.  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 exchanges

              fees and specific dates.

        C.  Currency rate conversion based on actual cash exchange.  Use the following formula:      

• 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. If an accident occurs involving a privately-owned or state-owned or leased motor vehicle being used for official state 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.

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.

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.

25X3 - International Travel and Subsistence. Allowable expenses incurred by a state employee or officer while outside the 50 states 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.

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

Other Travel Related Object Codes:

.040 Transportation Expense

Reimbursable Transportation Expenses. 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, Miscellaneous Expenses.

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 appropriate subsistence and transportation expense to return 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

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

Mileage reimbursement is made at the following rates:

(1) 30.5 cents per mile for privately-owned motorcycles.

(2) 50.5 cents per mile for privately-owned automobiles. Each department will be responsible for deciding which of the three available options- use of a state-owned vehicle, a privately owned vehicle, or an Enterprise rental vehicle- is most appropriate and cost effective- given the circumstances of the travel.

(3) 1.07 cents per mile for privately-owned airplanes.

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.)

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, license fees, depreciation costs, and any uninsured losses or insurance deductibles resulting from damage to privately-owned conveyance.  

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

(B) Exceptions to the mileage reimbursement rates. Exceptions to the above mileage reimbursement rates are as follows:

(1) The agency may pay a specified mileage rate that is lower than the rates found on the previous page when an employee's travel is not required by the agency and the employee is informed of the specific rate in advance of the travel.

(C) Calculation of mileage. Travel by privately-owned or operated conveyance deemed to be by the usually traveled, most direct route. Mileage figures reported on travel claim forms for travel within the borders of Kansas are verified by Administrative Audit from the mileage 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/burtransplan/dist_chrt.cgi.  

The most direct route to a destination may involve travel on the Kansas Turnpike. Travel on the Kansas Turnpike generally reduces the number of miles required to travel. When reimbursement is claimed for tolls paid to use the Kansas Turnpike, the turnpike mileage must be used in determining the reimbursable mileage.

For Out-of-State Mileage, figures for travel outside the borders of Kansas are verified from information and maps at: http://www.mapquest.com.  For out-of-state travel, the place of lodging may be used as a point of official duty in determining mileage.

For Air miles (or as the crow flies), mileage can be calculated at: http://www.indo.com/distance/index.html.

(D) Mileage calculation when residing outside the official station. 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 may be reimbursed for mileage between the employee's domicile and destination or the employee's official station and destination, whichever is less. If the employee returns directly to his or her domicile from the last point of official business, the employee may be reimbursed for mileage from that point to the employee's domicile or that point to the employee's official station, whichever is less. For meal allowance reimbursement when residing outside the official station see reference .110.  

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 form 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:

(1) Parking fees when on an official trip.

(2) Tolls paid for toll roads and toll bridges. See PPM filing 3,943, Kansas Turnpike Credit Cards, for information on using a Kansas Turnpike credit card for Kansas Turnpike tolls.

(3) Airplane landing and tie-down fees.

(4) 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 follows:

(1) Travel of one employee only. The employee may be reimbursed the lesser of the following:

 

      a.  The total of actual mileage traveled (round trip mileage from the employee's official station or domicile to the lodging establishment at the destination, whichever is less), turnpike tolls, and parking charges, OR; 

 

      b.  Airfare in lieu of mileage, which is the total of round trip mileage from the employee's official station or domicile (which ever is less) to the nearest airport, round trip economy airfare from the nearest airport to

           the airport nearest the destination, tolls and airport parking.

 

      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.

(2) Travel of two or more employees. When two or more employees are traveling together, mileage reimbursement may be paid to one employee for use of the private conveyance as provided in this reference.

Upon written prior approval of the agency head, exceptions to this paragraph may be granted in unusual circumstances when deemed to be in the best interests of the state. A copy of the approval should be attached to the travel claim form when submitted for payment.

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

(1) The agency head or designee may authorize travel for official state business in a state-owned or leased vehicle for:

a. All official travel when available. No employee shall use any state vehicle for private use.

b. State-owned or leased motor vehicles shall not be used to commute from the employee's residence to the employee's official work station except when (A) parking the vehicle at the official work station overnight subjects the vehicle to a high risk of vandalism; (B) the vehicle is used by an official or employee who is regularly called to duty after normal work hours in connection with law enforcement activities or dealing with emergencies which result from an act of God; or (C) for trip vehicles assigned to the traveler on the business day immediately preceding the date travel is to occur or the business day following the day on which travel occurred. When the state-owned or leased motor vehicle is authorized under these regulations to be used for travel to an employee's place of residence under paragraphs (A) and (B), the "reasonable distance" shall not exceed 10 miles. For trip vehicles assigned to a traveler under paragraph (C) "reasonable distance" shall be based on a determination that driving the vehicle home will not increase the total one-way trip mileage between the official work station and the destination by more than 10 miles.

(2) This regulation shall not apply to:

An employee whose residence has been designated as the official work station because over fifty percent of the employee's work time involves travel directly from his or her residence.

.070 Assignment of State-Owned or Leased Motor Vehicles

Permanent Assignments of State-Owned or Leased Motor Vehicles.

A state-owned or leased motor vehicle may be assigned to an employee on a permanent basis if the employee's duties require travel a majority of the time or the employee's duties necessitate a motor vehicle with special equipment, marking, or licensing. The necessity for such special equipment, marking, or licensing shall be approved by the department and the attachment of any special equipment, marking, or licensing will be done at the expense of the using department. Upon retirement of such motor vehicles, the department shall have the equipment removed and all damage repaired and the motor vehicle returned to a clean, sellable condition.  

Expenses of Operation of State-Owned or Operated Vehicle.

a. Expenses for supplies, service, maintenance, repair, and storage of State-Owned or Leased Motor Vehicles shall be performed or arranged for under the supervision of the department head and pursuant to contracts for such supplies, services, maintenance, repair, and storage entered into by the Director of Purchases. The cost of such supplies, services, maintenance, repair, storage and the facilities therefore for State-Owned or Leased Motor Vehicles in a motor pool shall be included as part of the mileage charge made to the user departments. For State-Owned or Leased Motor Vehicles not assigned to the motor pool, the actual cost of such supplies, services, maintenance, repairs, and storage shall be borne by the department incurring the same.

b. Expense Incurred in the Operation of State-Owned or Leased Motor Vehicles. While on official state business, the traveler may make purchases of operation or maintenance items for a state-owned or leased motor vehicle such as gasoline, oil, tire, repairs, and lubrication. Wherever open-end contracts discount purchase of gasoline, oil, or services are entered into by the Director of Purchases, the special credit cards issued for such contracts shall be used. Tires shall be purchased under the contract established by the Director of Purchases. Expenses such as charges for ferry, bridges, or toll roads will be allowed. Receipts covering all items of expenditures shall be submitted as permitted and in the manner required by the rules and regulations governing travel expenses.

c. Expenses Incurred for Repairs or Purchases of a Major Nature for State-Owned or leased Motor Vehicle. Emergency repairs or purchases of a major nature for a state-owned or leased motor vehicle shall not be made without authorization from the Department Head. A major repair or purchase is defined as one that is $200 and above. Purchases that exceed $5,000 require KSU Purchasing Office approval.

d. Towing Charges. Towing charges resulting from failure of motor pool vehicles shall be paid by the motor pool. Towing charges for other state-owned or leased vehicles shall be the responsibility of the department. Towing and service charges incurred through improper parking of the motor vehicle by the operator shall be charged to the operator.

Parking for and Return of State-Owned or Leased Motor Vehicles.

A state-owned or leased motor vehicle assigned on a trip or daily basis shall be returned to the proper motor pool as soon as the state business for which the vehicle was used is completed. Any state car parked at a driver's domicile shall be kept in a garage or driveway, if available. No expense for parking a state-owned or leased motor vehicle at an employee's domicile shall be allowed or paid. Expenses for parking a motor vehicle at the employee's official station or at a duty post shall be reimbursed to the employee by the agency in accordance with established procedures governing, reporting, and claiming reimbursement for such travel expenses. On official travel, a state vehicle shall be kept in a hotel or motel parking lot if available, however, parking on the streets will be permitted when not in violation of a local ordinance. Valet parking is not an allowable travel expense.

.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.

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 service provider that provides the most economical fare.  Use of the State travel contract vendor is optional.

The Business Travel Accountant (BTA) is available to reserve and purchase airfare, rail and bus tickets.  While use of the BTA for airfare is preferred when possible, travelers have the option to use personal credit cards in booking and paying for airfare.  State policy prevents the traveler from being reimbursed for airfare charged to personal credit cards prior to completion of the related travel.

As travelers are making reservations through ticket outlets other than the State travel contract vendor, they need to be aware that air carriers have varying policies regarding the presentation of the actual credit card used to purchase airfare at the airport.

Upon receipt of a billing for tickets purchased, an agency should prepare an APV to VISA (for airline tickets) or other transportation company or travel agency (for rail or bus tickets). The APV submitted must include the following information for each ticket purchased:

1. Name of the employee (including official title);

2. Purpose of Travel;

3. Beginning and Ending date of travel;

4. Departure point and Destination points; and

5. 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 obtain a written statement from the transportation company or the company's agent or 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 note that the ticket was retained by the Department to obtain a refund for the unused portion of the ticket.

.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.

When public or other ordinary transportation is not available, the justification for the rental or lease of the special conveyance should state that public or other ordinary transportation is not available. The justification should also show the location where the travel by special conveyance began and the points visited.

When public or other ordinary transportation is available but cannot be used advantageously in the best interest of the state, the justification for the rental or lease of the special conveyance should state that public or other ordinary transportation is available but cannot be used advantageously in the best interest of the state. The justification should also show the location where travel by special conveyance began and the points visited. In some cases, the Director may require a comparison of the cost of public or other ordinary transportation available to the cost of the special conveyance. Other influencing factors should also be included in the justification when applicable.

All in-state and out-of-state vehicle rental is exempt from the State travel contract vendor's authority, however, it is the preferred method when making out-of state vehicle reservations.  Contact KSU Purchasing Office at (785) 532-6214 for information regarding approved contract vendors.

An agency which 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 through the current contract aircraft rental agency. 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.) Additional justification and prior approval is required for any rental vehicle which is not the most economical rental vehicle available.  In the case of an emergency, approval must be obtained before submitting a request for reimbursement of car rental charges.  

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

Employees are reimbursed for the rental of a special conveyance by submitting the official receipt and justification for the rental or charter with the travel claim form. Personal Accident Insurance (PAI), Personnel Effects Insurance (PEI), and other supplemental liability insurance are considered personal expenses and ARE NOT REIMBURSABLE. However, additional costs incurred by requesting a Collision Damage Waiver or Loss Damage Waiver at the time of signing the rental contract are reimbursable.

.100 Subsistence Expense

Reimbursable Subsistence Expenses.

Employees may be reimbursed for subsistence expense incurred when required to sleep away from their domicile on official state business. The subsistence reimbursement is determined by a quarter day rate for meal allowance and actual lodging expense incurred within prescribed limitations. Actual Expense method for meal reimbursement is limited to international travel  with daily limit $81.  If the actual expense method is chosen for international travel receipts must be submitted to verify expenses.  The method of meal reimbursement chosen for international travel must be used for the entire trip.  A combination of methods is not allowed.

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 limits of the employee's domicile or within 30 miles of the official station are not reimbursable.

(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.

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.  These areas have been designated 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 reviews the request and a subsistence cost study is performed on the city or area. It is then sent to the Secretary of Administration for approval/disapproval who will then notify the agency of the decision.

A new provision has been made to allow actual conference lodging to be reimbursed upon the completion of the appropriate forms.  In order to do this, conference lodging rates have to exceed the current lodging expense limitations or exceptions (i.e. 150%).

A DA-28, Request For Actual Conference Lodging, (See section .230 for instructions) has to be submitted through the KSU Travel Section for agency approval no later than two weeks prior to the travel. If approved the original will be returned with signature of agency head or designee.

The actual conference lodging reimbursement option will be effective only during the duration of the conference and will apply only to employees which prior approval was made. It is only applicable to lodging rates. When the payment voucher is submitted the original approved DA-28 must be attached.

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

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 5 days. See reference .040 for transportation expense.

.110 Meal Expense Reimbursement

(A) Employees may be reimbursed for meal expenses for the allowable number of quarter days in travel status at an established quarter day rate. The number of quarter days allowed begins with and includes the quarter day in which the employee departs on official travel and for each quarter day thereafter. No meal allowance is allowed for the quarter day in which the employee returns to the official station or domicile. A quarter day is a day divided into four six hour periods shown as follows:  

(B) Quarter day determination when residing outside the official station. When an employee begins travel from his or her domicile located in an area other than the official station, and the employee's official station is closer to the destination than the employee's domicile, the employee's actual departure time must be adjusted for excess travel time incurred by not beginning travel from the official station. 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 the 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 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 meal 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 meal allowance

For mileage reimbursement when residing outside the official station see reference .050.

(C) Meal allowance rate. The quarter day meal allowance rates are as follows:

In-State and Border City Travel	$   9.00
Out of State Travel	$   9.00
Out of State Travel High Cost Geographic Area	$ 10.25
Out of State Travel Special High Cost Geographic Area                (Borough of Manhattan and the District of Columbia)	$ 12.50
International Travel	$13.25

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

(D) Exception to the meal allowance rate for international travel. Rather than reimburse employees for quarter days in travel status at the quarter day rate, agencies may pay meal allowance for INTERNATIONAL TRAVEL as follows:

International Travel - Actual expense incurred with a daily limitation of $87.

Meal Reimbursement – One-Day Travel Situations  

The department head 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 (the amount of the 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.) 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. The quarter-day determination does not apply and quarter-day meal allowances cannot be paid. One breakfast, lunch or dinner may be paid, as determined by the department head at the following per-meal allowance rates:

(References: K.A.R. 1-16-3c, 1-16-18, K.S.A. 75-3201, 75-3207, 75-3207a)

 The following conditions apply to the single day travel meal reimbursement:  

• Single day travel meal reimbursement is optional, and can be exercised within the noted restrictions at the discretion of University Deans, Directors, and Department Heads.

• Funding for single day travel meal reimbursement is no longer limited to sponsored project accounts (Projects that begin with "G".) 

• The point where official State business is conducted must be more than 30 miles from the employee’s official station.

• Employee may be reimbursed for only one meal per qualifying trip.

• No reimbursement is allowed when a meal is provided at no cost to the employee.

• The reimbursement must be paid at the rates set by the State of Kansas for breakfast, lunch, or dinner. The current rates are the same as indicated in the table for reduced meals allowance.

• Reimbursement of meals by the quarterly allowance method is not allowed unless overnight travel is required.

• This is a meal allowance type of reimbursement. Actual receipts are not required.

• There is no provision to reimburse an employee if the actual cost of a meal exceeds the per meal reimbursement rate.

 All claims for single day meal reimbursement must be made by submitting a Travel Voucher to the Travel section of the Controller’s Office in 220 Anderson Hall. The voucher must include the date of travel, departure and arrival times, destination, dollar amount of meal requested, and the purpose of travel. The meal requested (e.g. Lunch) should be shown in the ‘Purpose of Travel’ column as well as the employee’s scheduled work hours for the day (e.g. 8am – 5pm).

.120 Lodging Expense Reimbursement

(A) 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). In addition, 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 forms for reimbursement. CREDIT CARD TISSUE PAPER DOES NOT QUALIFY AS A LODGING RECEIPT. Employees are not required to share lodging accommodations with other state employees when traveling. However, if two or more employees choose to share lodging accommodations, reimbursement may be paid to one employee.  The employee sharing accommodations must reference the occupants of the room and the payer of the room on travel vouchers submitted for payment.

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. In addition, the justification should include the dates of lodging, daily room rate, the lowest available single rate, and an itemized breakdown of charges (room rate, telephone, etc.). The justification must be signed by the department head or designee authorized to approve travel claim forms.

If the official lodging receipt is in the form of a "paid stub", the employee should supplement the receipt with the information provided in the written justification above. If lodging was obtained from another source, a justification of why lodging was not obtained from a lodging establishment must accompany the travel claim form.

(B) Lodging expense limitations. The daily lodging expense limitations are as follows.:

The lodging expense limitations listed above should be applied to the lodging rate before taxes.  Thus, the amount reimbursed or paid for lodging expenses may exceed the established lodging limitation by as much as the amount of associated taxes.

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.

(C)    Direct Payment of Lodging

KSU, as an agency, allows with Departmental approval the payment of 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.

(Reference: K.S.A. 75-3207a, K.A.R. 1-16-18(2))

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 area:

(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 QUARTER DAY IN WHICH THE EMPLOYEE ARRIVES AT THE SECOND DESTINATION CITY.

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.)

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 quarter day 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 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.

.125 Actual Conference Lodging Reimbursement

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 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.

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 established under K.A.R. 1-16-18 and the exception provided in K.S.A. 75-3207a(e).   This exception allows the lodging rate to be exceeded by the lesser of either: (1) an additional 50% of the applicable lodging expense limitations, or (2) the actual lodging expense incurred.

Before the date of travel, the department should submit an original and one photocopy of Form DA-28, "Request for Actual Conference Lodging" to the Controller's Office Travel Section.  The request must include the name of the conference, the dates of the conference, the location of the conference, and the name or names of the employees traveling to the conference.  The Controller's Office must sign the form to confirm that the conference lodging rates exceed the applicable lodging expense limitation. If lodging expense is not greater than 150% of State of Kansas lodging rates, a DA-28 Form is not required.

When the payment voucher is submitted for lodging, the original DA-28 must be attached to the payment voucher.

The reimbursement or direct payment of actual lodging expenses shall be effective for the approved conference and shall be applicable only to the state employee or employees attending the conference.  Meal allowance will be reimbursed at the regular meal allowance rate based on the location of the conference.

The provision to pay actual conference lodging replaced the temporary high-cost geographic area designation approval process.  The date on which expenses are incurred determines the appropriate approval process.

Form DA-28, Request for Actual Conference Lodging, is available for printing by accessing the KSU Controller's Office Home Page, and selecting the Forms Option. 

.130 Subsistence Reimbursement in Special Travel Situations

(A) Change of official station or domicile. When an employee is transferred to a new official station or domicile, the agency head or designee may authorize subsistence payments to the employee during a thirty-day transition period to allow the employee to relocate and establish the new official station or domicile. Subsistence payments may be authorized by the agency head or designee for additional thirty-day periods on approval.

(B) Redesignation of official station. When an employee has been continuously stationed at one place for three months, or travels for three months or more to a place and spends more than one-half of the normal work time there, that place shall be immediately designated as the employee's official station and no further subsistence expense incurred there may be reimbursed. Agencies may make a maximum of two requests to extend the subsistence payments. Each request may be for a period of three months or less.

(C) 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.

(D) 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 a 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 enroute 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 subject 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, local limousine service, 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, 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, Telegraph, and Facsimile Messages. Expenses for official telephone calls, telegraph messages, facsimile (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 are also reimbursable. Toll and local calls, telegrams, and faxes should be itemized on a separate sheet of paper and attached to the travel claim form showing: date, destination, person or firm contacted, and the amount incurred.

Stenographic or Typewriting Services. Charges for stenographic or typewriting services are reimbursable if the charges are incurred for official business.

Purchase of Supplies. Expenses incurred for the purchase of stationery and other similar supplies 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 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.

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, i.e. direct deposit or check.  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: Needs Student Activities Association representative's initials.

.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:

a.    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.

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

"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."

                        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

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

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 Controller’s Office SPA website for Identifying Federally-funded accounts,    (http://www.k-state.edu/controller/spa)  or contact the Sponsored Projects Accounting Office for assistance.

c.  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.

d.  The reimbursement travel voucher must include the notation, "An obligation of Sponsored Research Project K.S.A. 76-752 and/or 76-770 exemptions apply".

.180 Cash Advances Voucher for Student Travel

Cash advances up to $3,000 are issued from the Imprest Fund to cover official travel expenses of student groups, such as debate or judging teams.   Since the Imprest Fund is limited, please call the University Controller's Office at (785) 532-6202 to inquire about the availability of funds.

To obtain a cash advance the department needs to create an APV requesting the advance.  On the APV the check type "Imprest" should be selected on the header screen in eForms.  The vendor should be the faculty member responsible for the student group. The document should have the appropriate line of funding.  The description block should contain a list of the students participating, name of the event, location, dates of events, travel request number (for out-of-state travel).  Also, include in the description block a detail of the estimated expenses and a date that the check is needed by.  

It should be signed in the Department Purchasing/Payment Certification block by the department head.

The document should be reviewed by the preparer for accuracy, then sent to the Controller's Office, 220 Anderson Hall.  Once the document has been audited and the check is ready the Controller's Office will notify the department when the cash advance is ready.

The faculty member who receives the advance payment is responsible for obtaining receipts for all students and immediately initiating the necessary paperwork to reimburse the Imprest Fund upon return from the travel.

.185 Cash Advance Reimbursement for Student Travel

Upon completion of the trip, a regular travel voucher form should be prepared and submitted with the receipts attached for the student expenses. Submit to the Travel Section, 220 Anderson Hall.

The Travel Voucher should be prepared with the vendor being "KSU Imprest Fund #1".  The faculty member's name from the original request should appear on the position line under department name. Please note in the comments section the Original Request Document Number. 

The faculty member will sign on the line for Claimant Certification. The department head signs in the Departmental Approvals area.

If the allowable travel expenses exceed the amount of the original advance, then two documents must be created.  The first document is the "Travel Voucher" reimbursing the "KSU Imprest Fund #1" for the entire expenses of the trip.  Again, the vendor is "KSU Imprest Fund #1".  Please note in the comments section the Original Request Document Number, and attach all receipts showing expenses.   The second document is an APV document, just like the Original Request.  The check type in eForms should be "Imprest" and the vendor will be the person originally responsible.  The funding line will be for the amount of the difference between actual expenses and the original cash advance.  In the description indicate what the original advance was for (i.e. event, dates, etc.), as well as the Original Request Document Number.  Also, break out the amount of actual expense, how much the advance was for, to come to the total of the excess expense amount.  

If the advance payment was in excess of the allowable expenses, the faculty member must deposit the excess to the Imprest Fund at the Cashier's Office, 212 Anderson Hall.

Any guidance in processing these documents should be directed to the Travel Section of the Controller's Office.

.190 Cash Advances Voucher for International Travel

Cash advances are issued from the Imprest Fund to cover official travel expenses of faculty and staff members traveling outside of the continental United States.

Approval for such a cash advance for each particular trip must be obtained in advance by submitting a written request (signed by the department head) to the Travel Section, 220 Anderson Hall. The advance amount at any one time to an individual is limited to 80% of the amount approved for subsistence and local transportation not to exceed $3,000.   Since the Imprest Fund is limited, please call the University Controller's Office at (785) 532-6202 to inquire about the availability of funds.

When approval for such an advance has been received, the department sends an APV to The Travel Section, Controller's Office, Anderson Hall. The APV should be received by the Controller's Office at least 48 hours prior to when the advance is needed.

To obtain a cash advance the department needs to create an APV requesting the advance.  On the APV the check type "Imprest" should be selected in the header screen in eForms.  The vendor should be the faculty member that is doing the traveling.  The document should have the appropriate line of funding.  The description block should contain where the traveler is traveling, the dates of travel, purpose of travel, and a list of estimated expenses.  Also, include the date that the check is needed by. 

It should be signed in the Department Purchasing/Payment Certification block by the department head.

The document should be reviewed by the preparer for accuracy, then sent to the Controller's Office, 220 Anderson Hall.  Once the document has been audited and the check is ready the Controller's Office will notify the department when the cash advance is ready.

The faculty or staff member who receives the advance payment is responsible for obtaining receipts for all payments other than meals, taxi, limousine and local bus and immediately initiating the necessary paperwork to reimburse the Imprest Fund upon return from the travel.

.195 Cash Advance Reimbursement for International Travel

Upon completion of the trip, a regular travel voucher form should be prepared and submitted with the receipts attached for the student expenses. Submit to the Travel Section, 220 Anderson Hall.

The Travel Voucher should be prepared with the vendor being "KSU Imprest Fund #1".  The faculty member's name from the original request should appear on the position line under department name. Please note in the comments section the Original Request Document Number. 

The faculty member will sign on the line for Claimant Certification. The department head signs in the Departmental Approvals area.

If the allowable travel expenses exceed the amount of the original advance, then two documents must be created.  The first document is the "Travel Voucher" reimbursing the "KSU Imprest Fund #1" for the entire expenses of the trip.  Again, the vendor is "KSU Imprest Fund #1".  Please note in the comments section the Original Request Document Number, and attach all receipts showing expenses.   The second document is an APV document, just like the Original Request.  The check type in eForms should be "Imprest" and the vendor will be the person originally responsible.  The funding line will be for the amount of the difference between actual expenses and the original cash advance.  In the description indicate what the original advance was for , as well as the Original Request Document Number.  Also, break out the amount of actual expense, how much the advance was for, to come to the total of the excess expense amount.  

If the advance payment was in excess of the allowable expenses, the faculty member must deposit the excess to the Imprest Fund at the Cashier's Office, 212 Anderson Hall.

Any guidance in processing these documents should be directed to the Travel Section of the Controller's Office.

.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.  

Alaska

Anchorage

Barrow

Fairbanks