KUEA/KURI Travel

KUEA | KURI

KUEA Travel

Employees traveling on university business must obtain prior authorization before traveling to ensure reimbursement of expenses, regardless of funding. The traveler shall acquire approval from their supervisor and substantiate the business purpose. Most travel expenses are processed on a reimbursement basis. The traveler is responsible for retaining all original receipts and expense documentation regarding the travel.
The Kansas University Endowment Association (KUEA) is a non-profit organization established to manage gifts/donations to The University of Kansas (KU).  KUEA and KU are separate entities.

If an employee is traveling out of state on University business, and using KUEA funds, a request for out-of-state travel must be completed. Please use the following link: Travel Information Form.

Mileage Reimbursement

When using KUEA funds, privately owned vehicle mileage for official business is reimbursed at 55.0 cents per mile (effective January 1, 2009).

Reimbursement of KUEA Travel-Related Expenses

If the traveler has personally paid for all expenses related to a business trip, they may request reimbursement. All original receipts are required. Credit card statements are not considered receipts for purchases. Each receipt must contain the name and location of the business, itemized list of purchases, the total amount of the purchase and the date the purchase was made.

Travel Loan

A travel loan may be obtained from the University of Kansas Endowment Association to prevent financial hardships on the employee while waiting for reimbursement. To obtain a loan, contact Travel Services.

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KURI Travel

Link to KURI Website
http://www2.kumc.edu/researchinstitute/spa/spapoliciesdetail.html

Lodging

Room fees and applicable taxes will be reimbursed for the exact amount if:

1. It is within the funding sources regulations that per diem rules do not have to be followed
2. A detailed bill showing all charges is submitted
3. The lodging is not deemed to be extravagant

Meals

Meals will be reimbursed for the exact amount if a detailed receipt of the items purchased at the meals is submitted.  A per diem amount can be claimed without submitting receipts.  The per diem amount varies by city.  Find the per diem rate for the city at www.gsa.gov/perdiem.

Mileage

When using KURI funds, privately owned vehicle mileage for official business is reimbursed at 55.0 cents per mile (effective January 1, 2009).

Airfare and Registration Fees

Airfare may be purchased two ways:

1. With a purchase order
2. Traveler for reimbursement.  Airline fee may be reimbursed before the trip.

Registration fees may be paid three ways

1. BPC charge
2. Purchase Order
3. Traveler may be reimbursed for the purchase. Registration fees may be reimbursed before the trip.

Retain all receipts!!