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Travel Reimbursement Policies by Topic
Authorization and Reporting
- Traveler is required to report and substantiate travel expenses within 30 days of the date of travel.
- Each traveler must submit and sign his/her own report.
- 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? Yes
- Reasonable airline charges for checked bags are reimbursed.
- Physically disabled travelers may claim reimbursement for special assistance such as gratuities to baggage handlers.
- Cost of transporting equipment and supplies directly related to project activities is reimbursed if valid business purpose is documented.
Entertainment
- Reimbursable? No.
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 not controlled by the traveler.
- If traveler is accompanied by spouse or non-business traveling partner, costs in excess of single room rate will not be reimbursed to traveler.
Insurance
- Fees for personal insurance, such as personal liability, personal effects coverage, life insurance, etc. are not reimbursable.
- Life insurance is provided for University of Kansas employees traveling on 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 U.S. Territories.
- 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.
- Daily itinerary is required for substantiation of international travel to meet Internal Revenue Service (IRS) regulations for documenting personal vs. business travel.
- U.S. flag carries are required for travel with federal funds. Contact Post Award Services for guidance prior to booking airfare.
- Review the International Travel Guide (Full Version) (Quick Guide)
Laundry
- The per diem allowance covers this expense.
- Exceptions: Reasonable laundry expenses for extended travel (over seven days).
Meals and Tips
- Use per diem calculation for standard business travel.
- Meals and tips are generally covered by the per diem allowance.
- 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.
- No overnight stay. If travel is more than 30 miles from workplace AND exceeds eight hours, meals will be reimbursed up to the amount of one-quarter day per diem.
Meetings, Seminars, and Conferences
- Reimburseable? Yes.
- Comments: The meeting agenda is preferred 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 30 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: Non-KU employees are not eligible for cash advances.
- Note: Arrange for prepayments whenever possible to reduce the amount of cash advance.
Money—Check Cashing Fees
- Reimburseable? No.
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. Any deviation from standard per diem rates must be approved by KUCR in advance of the travel and be in compliance with the sponsor’s regulations. Requests for exceptions should be directed to the appropriate Post Award Service grant officer.
- Traveler may opt to claim actual expenses in lieu of per diem. However, the reimbursement for actual expenses may not exceed the per diem allowance. Only allowable expenses will be reimbursed.
- Traveler may not mix per diem allowance and actual expenses on the same trip.
- Receipts are not required for documentation of per diem allowance. Additional per diem compensation received due to "bumped" airflight or other situations outside the control of the traveler must be reported.
- No overnight stay. If travel is more than 30 miles from workplace AND exceeds eight hours, meals will be reimbursed up to the amount of one-quarter day per diem.
Personal Expenses—Gifts
- Reimburseable? No.
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 IRS regulations.
- 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 $50 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.
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 for theft, damage or loss to personal effects.
Transportation—Air Travel
- Reimbursable? Yes.
- Comments: 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.
- Exceptions: 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 related to violations.
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.
Travel Authorization Number
- Required for all KU employees regardless of funding source.
- Link to KU Travel Authorization page.
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