Mileage Only Travel

Mileage only Travel Reimbursements are for travel on university business to destinations within driving distance of work location

These are typically used for single-day trips and when a traveler utilize a personal vehicle for the trip.

It does not require a Travel Request.

• Travel dates and locations
  • May provide multiple dates/locations on one form
• Business justification
  • Purpose of the trip and why it is necessary
  • How it benefits the mission of the unit or specific grant project
• Funding information/approval
  • Identify a specific source of money to pay all related expenses
• Details of related expenses (parking, tolls)
  • Receipts for all related expenses
  • Note how the expense was paid (P-card, Out of Pocket, Third Party)

Do not submit a Mileage Only Reimbursement if travel has not concluded.

If the travel includes an overnight stay, select Employee/Student Reimbursement for Travel

If the reimbursement for virtual event registration only, select Employee/Student Reimbursement for Virtual Event Registration

If the traveler is not a KU employee/student, select Candidate/Guest/Other Non-Employee Travel Reimbursement instead.

1. Start a new Travel-Related Request
2. Enter the ticket title, primary unit/school/department, and any additional contacts.
3. Select 'Employee/Student Mileage Only Reimbursement for Travel (after travel occurred)'
4. Provide all trip and funding details
5. All receipts and required documentation must be attached before submission.

Funding information must be identified before submitting a ticket. Finance SSC staff are not authorized to make funding decisions. Submitters should work within their unit to determine appropriate funding sources.

If someone else in the unit provides funding information, they should be included as a ticket contact. Written authorization, such as an email from a department chair or Principal Investigator, should be attached when applicable.

Minimum funding information includes: a Project Number for grant funding; a Cost Center and Fund for non-grant funding; or a KUEA Account Number for endowment funding.

For transactions using multiple funding sources, submitters must explain how the expenses should be split. Grant-funded split payments require justification for how each grant benefits from the expense.

After submission, the requester will receive a confirmation email that includes a ticket ID number. This ticket ID should be used when referencing the request outside of the system.

The Finance SSC may request additional information. Requests can be responded to by replying to the ticket notification email or by adding comments and attachments directly in the ticket.

Ticket status notifications will be sent as processing progresses, including notifications when work is complete or when action is required by the department or unit.

If a ticket has already been closed and an error is discovered, a new request must be submitted detailing the needed corrections.

If the ticket is still open, revisions should be provided by adding a new comment to the existing ticket.

Tickets may be withdrawn to remove them from workflow. A withdrawn ticket can be discarded and replaced with a new submission if needed.

When in doubt, submitters are encouraged to contact their assigned SSC Accounting Specialist.