Out of State Travel

Air Travel | Border City Travel | Conference Registrations | Lodging | Meals | Rental Car | Taxi Expenses
Travel Loan | Travel Form

Air Travel

When state funded, Travel Services will purchase airfare tickets using the state contract for an employee.

top of page

Border City Travel

Border cities are all cities within 200 miles of the Kansas border (excluding any high-cost geographic areas) and certain other cities specifically designated by the director of Accounts and Reports and Secretary of Administration. Travel to these destinations may be processed under the border city rule. To find a list of Border Cities go to http://www.da.ks.gov/ar/employee/travel/travbk.htm#AppendixA

Border City Rule Meal and lodging expenses incurred are reimbursed at in-state reimbursement rates.

top of page

Conference Registrations

Two ways to register for a conference

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

top of page

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

The lodging will be reimbursed per state guidelines after the travel with an itemized receipt. The lodging limit for out-of-state regular cost cities is $147.00 and out-of-state high cost cities is $214.50. You can find a list of high cost cities at http://www.da.ks.gov/ar/employee/travel/highcost.htm. Actual conference lodging may be paid without limit if prior approval is obtained from the state agency.

top of page

Meals

Meal expenses and any tips related to meals will be reimbursed via the meal per diem. Per-diem rates are out-of –state regular $9.00 for breakfast, $10.00 for lunch and $19.00 for dinner. Per-diem rates for out-of-state high cost cities is $9.50 for breakfast, $11.00 for lunch and $20.50 for dinner. For a listing of high cost cities visit http://www.da.ks.gov/ar/employee/travel/highcost.htm. 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.

top of page

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 should be approved prior to travel.

top of page

Taxi expenses

Taxi fare is reimbursable upon submission of receipts.

top of page

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.

top of page

Travel Form

Fill out and submit the Travel Form prior to your intended trip to acquire the help of Travel Services.