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KU Travel Matrix with Resources

KUEA: KU Endowment
KUCR: KU Center for Research
KU: KU Lawrence and Edwards Campus

 

 

Expense Notes KUEA KUCR KU
ATM Fees KUCR: Only on extended stays over 7 days no yes no
Baggage Handling Fee charged by airlines for checked bags -- 1 or 2 personal bags are considered reasonable yes yes yes
Cash Advances / Loans KUCR: Advances must be cleared within 30 days of traveling; Includes all KU employees and KU Students
KU: Travelers are expected to use either personal or State BTC card.
no yes no
Check Cashing Fee   no no no
Currency Conversion Fees need to be documented yes yes yes
Entertainment (a.k.a. Hospitality) KUEA & KUCR: allow business meals/entertainment for documented business purposes; identification of all parties, their title and organization and documentation of the business purpose are all required for each such meal in accordance with KU Entertainment Policy.
* KU: Limited entertainment expenses per Entertainment policy
yes yes yes*
Hotel KUEA: Actual rates; "Reasonable"
KUCR: Actual rates; "Reasonable"
KU: Conference rates or CONUS or State Dept. rate limit. Excess requires justification & approval via FSKU Travel Module.
yes yes yes
Hotel "no show" charge Emergency situations may be allowed. Case by case maybe maybe maybe
Hotel in-room services (e.g. movie, minibar) Personal expenses no no no
Insurance - Rental Car Only KU: Only collision damage waiver (CDW*). *only reimbursed.
"Trip Insurance" is not a business necessity.
  is automatically included with purchase if traveller uses KU Enterprise Car Rental contract or if a KU/KUCR procurement card is used.
No insurance is paid or reimbursed with KU/KUCR funds.
KUEA must include business purpose.
no no yes

Insurance - personal travel insurance
Includes, but not limited to, flight cancellation insurances, trip insurance, etc..
For information on emergency evacuation or repatriation see HR benefits
no no no
International Travel   yes yes yes
Internet Access If used for official business use yes yes yes
Laundry KUEA: Requires justification - evaluated case by case for extreme circumstances
KUCR: Travel over seven official business days
maybe maybe no
Meals and Tips KUEA: Actual expenses (reasonable cost) - Receipts required for reimbursement
KUCR: Per Diem - Quarter
KU: Per Diem - Quarter (CONUS Rates)

NOTE: State policy changing to Quarter Per Diem & GSA Rates effective 1/1/16
yes yes yes
Meals and Tips - day trip KUEA: Traveling 5hr. +
KUCR: Workday is extended beyond 3 hours and only for 1 meal
KU: Workday is extended beyond 3 hours and only for 1 meal (State policy)
yes yes yes
Meals and Tips - group event All: Business purpose, names and relationships of those paid for. Hospitality Form required.
KU: Allowed if fees have been collected for an event, if using fund 725 on a P-Card or if meets criteria of University Entertainment Policy for usage of State funds.
yes yes yes
Meetings, Seminars, Conferences Registration Meals provided subtracted from per diem yes yes yes
Mileage Shortest route from point of departure (MapQuest)
KUEA & KUCR: IRS Rate
KU: State Rate
yes yes yes
Mileage vs Airfare Up to the cost of airfare and related per diem and lodging expenses. Least expensive option.
KUCR: Case by case
yes yes yes
Mobile Device Reimbursement Please refer to Mobile Communication & Information Devices Policy: http://policy.ku.edu/chancellor/mobile-CID-cell-phone-policy no maybe maybe
Passport Fees If necessary for the business trip yes yes yes
Personal Expenses - Gifts   no no no
Personal Time mixed w Business Document personal time per IRS regulations, transportation costs reimbursed if business time exceeds personal time
KU and KUCR: Allowed but must follow IRS rules for accountable plan in order to be paid or reimbursed, otherwise must go through Payroll.
 
no no no
Other non-business travelers Spouse or Other Non-Business Travel Partner Expenses: Traveler is responsible for identifying and separating personal costs from business costs. Exceptions: Reimbursable if there is a business purpose for partner to travel. no no no
Receipts KUEA: Above $75 required
KU and KUCR: Receipts required except for certain misc. expenses; Miscellaneous (preferred but exceptions made if not retained); See handbook https://procurement.ku.edu/sites/procurement.ku.edu/files/docs/Travel%20... Procurement Card: receipts are required for P Card expenses, no exceptions
yes yes yes
Telephone Official business calls yes yes yes
Theft or Accident - personal   no no no
Transportation - Air travel Most economical and direct route yes yes yes
Transportation - Air travel Early Boarding.
*must include business justification
yes* no no
Transportation - Air Travel Extended Legroom—Only on flight segments of 4 hours or longer
*KUCR—Only if this meets Uniform Guidance rules for acceptability
yes* yes* yes
Transportation - Fines All personal fines and violations are a personal expense; exception is toll administrative expense and legitimate toll charges that are charged separately (as part of rental car expense) no no no
Transportation - Parking Tips allowable
KUEA: Airport Economy
KU & KUCR: Airport Parking not limited
yes yes yes
Transportation - Rental Vehicle KUEA: Certain restrictions apply

KU & KUCR: If cheaper or more economical/advantageous than public transportation; Justification of comparison provided.
Enterprise and National contract is mandatory and must be used regardless of funding source.
yes yes yes
Transportation - Taxi, Shuttle, Bus, Subway
KU & KUCR: To business or meeting locations. Does not apply to per diem meals
yes yes yes
Transportation - Tolls   yes yes yes
Transportation - Vehicle Fuel Only applies to rental company or State vehicles yes yes yes
Visa Fees (Country / International Charges) If necessary for the business trip yes yes yes

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