Authorization and Reporting
- Traveler is required to report and substantiate travel expenses
within 60 days of the date of travel.
- Requests for travel reimbursement submitted more than 90
days after date of travel or after the end-date of a sponsored
agreement may be denied.
- Both traveler's signature and supervisor or unit director
signature are required on all travel reports and cash advance
requests. The traveler's signature Indicates his/her certification
that expenditures are valid business expenses.
Baggage Handling
- Reimbursable? Not usually.
- Exceptions: Physically disabled travelers may claim reimbursement.
Cost of transporting equipment and supplies directly related
to project activities reimbursed with valid business purpose
documented.
Entertainment
Hotel
- Reimbursable? Yes.
- Comments: If multiple business travelers share accommodations,
the actual cost will be split between them. Advance written
justification is required for lodging in excess of $200 per
night, unless the traveler is staying at the conference hotel.
- Not reimbursable : In-room movies and room service are personal
expenses, which are covered by per diem. "No show" charges
will not be reimbursed except for emergency situations circumstances
not controlled by the traveler.
Insurance
- Reimbursable? Not usually.
- Comments: Fees for personal insurance, such as personal liability,
personal effects coverage, life insurance, etc. are not reimbursable.
- Exceptions: Life insurance is provided for employees traveling
on KUCR authorized business. For policy on rental vehicle insurance,
see "Transportation" section below.
International Travel
- Reimbursable? Yes.
- Comments: International travel is defined as travel outside
of the United States and Canada. Must be budgeted and authorized
prior to travel. U.S. flag carriers shall be utilized for transportation
funded by federal grants and contracts whenever possible. Foreign
travel costs will not be allowed unless foreign travel is specifically
budgeted and authorized in the agreement or approved in writing
by the sponsoring agency. If specific travel restrictions included
in the terms of a sponsored agreement are more restrictive
than KUCR policy, the agency terms will govern.
Laundry
Meals and Tips
- Reimburseable? Not usually.
- Comments: Meals and tips are generally covered by the per
diem allowance. Not reimbursed for travel that does not require
an overnight stay. Alcohol is not a reminbursable expense.
- Exceptions: Meals furnished to a group and paid by the traveler
require documentation that includes the business purpose of
the meal, names of attendees and the business relationship
of the attendees. Meals during foreign travel will be reimbursed
at actual cost if receipts are provided.
Meetings, Seminars, and Conferences
- Reimburseable? Yes.
- Comments: Direct payment by KCUR encouraged. The meeting
agenda is required documentation for the report of travel expenditures.
Meals provided in the conference fee or by third parties will
be subtracted from the per diem claimed.
Mileage
- Reimburseable? Yes.
- Comments: Reimbursed at the IRS rate in effect on the date
of travel. See the Travel Rates Schedule page. Based on the shortest
available route unless other documentation is provided which
supports an acceptable alternate route. Mileage to and from
the workplace from the traveler's residence will not be reimbursed.
See "Point of Departure" below.
Mileage vs. Airfare
- Reimburseable? Yes.
- Comments: Mileage is only reimbursed up to the cost of the
air travel, after taking into account any additional per diem
and lodging expenses. Traveler is responsible for documenting
comparable airfare costs based on 14-day advance purchase.
If a personal vehicle is used in lieu of air travel, the reimbursement
for mileage, per diem, lodging and other expenses resulting
from the additional travel time will be compared to the cost
of air travel.
Money - Cash Advances
- Available? Yes.
- Comments: Cash advances for travel will be issued no more
than 30 days prior to the trip. Expenses related to cash advances
shall be documented with unspent amounts returned within 60
days of the date the expense is incurred. Unsubstantiated expenses
and unreturned cash advances are reported as compensation and
are subject to income taxes in accordance with IRS code.
- Exception: Individuals paid under consulting agreements are
not eligible for cash advances.
Money - Check Cashing Fees
Money - Currency Conversion
- Reimburseable? Yes.
- Comments: Convert to U.S. Dollars on travel report. Use rates applicable on the date of expense. Document currency conversion calculation with receipts or credit card statement.
Money - Traveler's Check Fees
- Reimburseable? Yes.
- Comments: International travel only.
Passport and Visa Fees
- Reimburseable? Yes.
- Comments: If necessary for completion of the business purpose
of the trip.
Per Diem
- Per diem allowance covers meals, personal expenses, and tips
while traveling on business. Rates are published in the Travel
Rate Schedule, are based on time of travel, and apply only
to travel requiring an overnight stay.
- Receipts are not required for documentation of per diem allowance.
Additional per diem compensation received due to "bumped" airflight
must be reported.
Personal Expenses - Gifts
Personal Time Mixed With Business Travel
- Traveler is required to document a business purpose for the
trip and verify which days are personal and which days are
dedicated to business purposes. If personal days exceed business
days, the cost of transportation will be treated as a personal
expense and will not be reimbursed.
- Per diem, lodging, local transportation and other costs will
be reimbursed for business days only.
Point of Departure
- If departure date is a weekend or holiday, the point of departure
will normally be the traveler's residence.
- If departure date is during the traveler's normal workday,
the initial point of departure will be the traveler's regular
place of employment.
Receipts
- Receipts are required for reimbursement of all purchases
of project supplies regardless of the cost.
- For lodging and transporation expenses, receipts are only
required when the item needing reimbursement exceeds $30 and
is not covered by per diem. Traveler must document the date,
place and business purpose of the expense if a receipt is not
submitted with the travel report.
Saturday Stay-Over
- Traveler is responsible for documenting fare savings for
a Saturday stay-over.
- Additional lodging charges, per diem and other expenses will
be reimbursed only up to the amount of the savings on the airfare.
Allowable only if combined cost of per diem, additional lodging
and other expenses are less than the savings in airfare.
Spouse or Other Non-Business Travel Partner
- Reimbursable? No.
- Comments: Traveler is responsible for identifying and separating
personal costs from business costs.
- Exceptions: Reimbursable if there is a business purpose for
partner to travel.
Telephone and Internet
- Reimbursable? Yes.
- Comments: Official business only.
- Exceptions: Phone card expenses where it is not possible
to identify and allocate business costs are not reimbursable.
Theft or Accident - Personal
- Reimbursable? No.
- Comments: Traveler files claim with personal insurer, hotel
or carrier.
Transportation - Air Travel
- Reimbursable? Yes.
- Comments: Direct charge to travel agency encouraged. Schedule
most economical and direct route. Ticket receipt and itinerary
must be submitted with travel expense report. Change or cancellation
allowed according to circumstances, for business purpose only.
- Esceptions: Tickets purchased with frequent flyer miles,
as well as airline club membership fees are not reimbursable.
Consultants are not eligible to charge airfare, but may request
reimbursement.
Transportation - Rental Vehicle
- Reimbursable? Yes.
- Comments: Allowable if other transportation is not available
or is too costly. Mid-size vehicle is recommended. Sharing
of vehicles is encouraged if multiple travelers from KU are
traveling to the same destination. Fee for waiver of physical
damage to rental vehicle is an allowable cost. No other insurance
charges will be reimbursed.
Transportation - Fines
- Reimbursable? No.
- Comments: Driver is personally responsible for traffic and
parking violations, as well as towing fees.
Transportation - Parking, Taxi, Shuttle, Bus, and Subway
- Reimbursable? Yes.
- Comments: During official business travel time only. Obtain
receipt if possible. Tips allowable for taxi and airport shuttles.
Transportation - Toll Charges for Turnpikes and Bridges
- Reimbursable? Yes.
- Comments: During official business travel time only. Obtain
receipt if possible. Identify toll location on travel report.
Transportation - Personal and Rental Vehicle Fuel
- Reimbursable? Yes.
- Comments: Rental vehicles used for business purpose only.
- Exceptions: On personal vehicles fuel is not reimbursed on
top of mileage rate reimbursement.
Questions? Please contact:
Jay Darnell
785-864-7775 | jdarnell@ku.edu
Manager | Financial Services — Business Services
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