KU Travel Matrix with Resources
KUEA: KU Endowment
KUCR: KU Center for Research
KU: KU Lawrence and Edwards Campus
|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.
|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
|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.
|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.
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
|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
|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
|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)
|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.
|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
|Mileage vs Airfare||Up to the cost of airfare and related per diem and lodging expenses. Least expensive option.
KUCR: Case by case
|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.
|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
|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
|Transportation - Air Travel||Extended Legroom—Only on flight segments of 4 hours or longer
*KUCR—Only if this meets Uniform Guidance rules for acceptability
|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
|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.
|Transportation - Taxi, Shuttle, Bus, Subway||
KU & KUCR: To business or meeting locations. Does not apply to per diem meals
|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|