In-State Travel

Conference Registrations | Day Trips | Lodging | Meals | Rental Car | State Vehicle | Travel Form | Vicinity Travel

Conference Registrations

Two ways to register for a conference

1. Attendee register and request reimbursement after the conference
2. Travel Services register attendee

 

Day Trips

If attending a meeting/training that no overnight stay is required, meals are not reimbursable. Turnpike tolls are reimbursable with receipts. State funded mileage is calculated and reimbursed at 56 cents per mile if using personal vehicle. KUEA funded mileage is reimbursed at 56.5 cents per mile. KURI funded mileage is reimbursed at 56.5 cents per mile. Maximum mileage for KU Lawrence is 161 and KUMC in Kansas City is 194.

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Lodging

Two options:

1. Arrangements made by Travel Services (traveler gives Travel Services credit card information for payment)
2. Arrangements made by Traveler to be reimbursed after travel

Traveler must keep an itemized receipt from the hotel for reimbursement after the trip. Lodging expense reimbursement is limited to the lodging establishment’s lowest available rate for normal single occupancy on the day(s) the expense was incurred. Lodging State maximum reimbursement is currently $124.50 (plus taxes) per night. Qualified conference lodging (approved DA-28) may be reimbursed at the actual conference rate—check with Travel Services to receive actual conference rate.

Area hotels (ask for government or KU rate):

Kansas City:
Holiday Inn Express Westport - 801 Westport Rd, Kansas City, MO 64111(816) 931-1000
Hampton
Sheraton Suites Country Club
Best Western Med-Center

Overland Park:
Chase Suite Hotel

Lawrence:
Springhill
Baymont Inn
Eldridge Inn - 701 Massachusetts St. 785-749-5011

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Meals

Meal expenses and any tips related to meals will be reimbursed via the meal per diem. Meal receipts are not required to support the claim for full- or partial-day per diem. If requesting non-state funding (KUEA;KURI) itemized receipts are required. Itemized receipts are required from the employee hosting a business group meal.

If meals are provided by a conference or host, the meal per diem for that trip will be reduced by the meals that were provided. In the event that all meals for a day are provided by a conference, a business group meal, or another source, no meal per diem can be claimed for that day.

In-state meal maximum per diem is Breakfast $11.00, Lunch $12.00 and dinner $23.00.

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Rental Car

The agency head or designee may authorize travel by car rental when no public or other ordinary transportation is available. This also applies when public or other ordinary transportation available cannot be used advantageously in the best interest of the state. Authorization for rental car shall be approved by KUMC Travel Audit prior to travel. To check on the feasibility of using a rental car, contact Travel Services, 3-2600.

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State Vehicle

When traveling by vehicle, a state vehicle is recommended. Contact facilities at http://wichita.kumc.edu/fac/forms/vehicle_request.html to reserve a state vehicle. A K-tag will be provided with state vehicles.

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Travel Form

Fill out and submit the Travel Form http://wichita.kumc.edu/afs/forms/centralized_travel.html prior to your intended trip to acquire the help of Travel Services.

Turnpike Tolls are reimbursable with a receipt. If taking a state vehicle a K-tag will be provided.

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Vicinity Travel

Travel Services also processes reimbursements for vicinity travel (travel within Wichita). Please fill out a Vicinity Mileage Form and submit to Travel Services. Contact Travel Services at ext. 3-2600 if you have questions. We request that the traveler document at least 3 months of travels before requesting reimbursement. Be sure the travel is all in the same fiscal year (July 1 to June 30). Reimbursement for a privately owned vehicle is 56 cents per mile.

Vicinity Mileage Calculations
All Destinations are one way from KUSM-W, 1010 N Kansas

Destination	Mileage
Cypress Internal Med Clinic	8.6
Jabara Airport	10
Mid Continent Airport	10
Orme Clinical Trial Unit	7
Rock Hill Psychology Clinic	4.3
VA Medical Center	4.7
Via Christi Good Shepherd	7
Via Christi St. Francis	1.1
Via Christi St. Joseph	3.7
Wesley	1.7
Wichita State University	1.8