Attendee register and request reimbursement after the conference
Travel Services register attendee
Reimbursements State 55¢
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.
Arrangements made by Travel Services (traveler gives Travel Services credit card information for payment)
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.
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.
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.
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