KU Travel Expense Allowability by Funding 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 | N/A | 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 | N/A | 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. | no | maybe | maybe |
| Passport Fees | If necessary for business trip | yes | yes | yes |
| Personal Expenses - Gifts | N/A | 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 the travel handbook here (pdf). 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 | N/A | no | no | no |
| Transportation - Air travel | Most economical and direct route | yes | yes | yes |
| Transportation - Rental Vehicle | KUEA: Certain restrictions apply
| 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 | N/A | 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 |