University Business Travel Policy

PRINT DISCLAIMER: Official version of this document is accessible in the online policy library at https://policyoffice.ku.edu/. Printed copies may not reflect the most recent updates.

DOCUMENT TYPE:

Policy

PURPOSE:

To identify travel requirements for employees traveling for official University of Kansas business.

APPLIES TO:

All University employees conducting or traveling for official University business, regardless of funding source.

CAMPUS:

Lawrence, Edwards, Leavenworth, Juniper Gardens, Parsons, Pittsburg, Salina (KUL), Topeka, Wichita (KUL), Yoder, Medical Center (KUMC), Salina (KUMC), Wichita (KUMC)

TABLE OF CONTENTS:

Travel Pre-Approval Requirements
Travel Booking Requirements
Travel Expense Requirements
Travel Expense Rules by Expense Type
Insurance Coverage
Personal, Other Employee, and Future Employee Travel Expenses

DEFINITIONS:

Official University Business Travel: encompasses all units and individuals traveling on behalf of KU or activities within an individual's area of professional expertise or University role (e.g. teaching, conference attendance, research, medical missions, outreach).

Business Purpose: is defined as one that supports or advances the goals, objectives, and mission of the University; and adequately describes the expense as a necessary, reasonable, and appropriate expense for the University.

POLICY STATEMENT:

The University Kansas is committed to promoting the safe travel and return of all KU Individuals; enhancing KU stewardship by maximizing efficiency and flexibility while minimizing cost; and promoting compliance with applicable laws.

The Official University Business Travel Policy takes precedence over all other University policies concerning travel, regardless of campus. In the event state and federal regulations conflict with this policy, the more restrictive guidance will take precedence. Granting agency rules are reviewed on a case-by-case basis. 

Unit leaders (e.g. directors, chairpersons, research supervisors, and heads of divisions, bureaus, and offices) and/or principal investigators are responsible for educating their travelers concerning all applicable travel requirements and appropriate use of funds.

Travel Pre-Approval Requirements:

All University employees traveling overnight outside the state of Kansas for official University business must obtain pre-approval for their travel, regardless of funding source. This approval must be completed:

• at least 14 days prior to domestic travel; or
• at least 30 days prior to international travel.

Travel planned less than the required 14/30 days prior to departure is not compliant with travel policy. Please see Exclusions or Special Circumstances for more information about late travel authorization submissions.

Required Systems

• University of Kansas (KUL) employees: Travel Requests must be submitted in Concur for risk (if international), funding, and supervisor approval.
• University of Kansas Medical Center (KUMC) employees: Spend Authorizations must be submitted in Workday for funding and supervisor approval. 
  • Exception: All KUMC international travel approvals must first begin as a Travel Request in Concur for risk approval.  Once approved, this automatically creates a Spend Authorization draft in Workday which needs to be finalized and submitted in Workday for funding and supervisor approval.
• Travel Requests and Spend Authorizations are hereafter referred to as Travel Authorization, unless specifically identified.

Submission Requirements

• Regardless of funding, employees must submit their Travel Authorizations in the system(s) as indicated in the above Required Systems section.
• Travel Authorizations must contain an itemization of the estimated travel expenses funded by the University and should have an attached official trip agenda or other documentation supporting the purpose of the business travel. 
• Out-of-state travel begins upon departure from the traveler’s home or official Human Resources (HR) work location and ends upon the return to the traveler’s home or official HR work location. Therefore, if applicable:
  • authorized dates for travel must include the in-state part of out-of-state trips; and
  • authorized dates for travel must include personal days added to University trips. However, expenses incurred during personal time are not reimbursable.
• Cash advances for travel are not allowed except for KU Center for Research (KUCR) funded travel. These requests must be submitted through Concur when creating the Travel Request for a KUCR funded trip only.
• A delegate may create a Travel Authorization on behalf of a traveler. However, the traveler must review, submit, and approve their own Travel Authorization within the required systems to ensure accuracy and proper risk assessment. 
• If travel is funded externally but involves University business, a zero-dollar Travel Authorization must be submitted.
  • Acceptance of external funding must comply with all applicable Kansas state ethics laws.

Additional International Travel Authorization Submission Requirements

• Travelers must register with the Smart Traveler Enrollment Program (STEP).
• If traveling to a US Department of State or Centers for Disease Control level 3 or 4 (high-risk) country, travelers must complete a University Risk Mitigation form. For further information concerning high risk travel refer to the University-sponsored Travel to High-Risk Locations (KUL) and Travel to High-Risk Locations (KUMC). 
• Employees traveling internationally with students and international student travelers have additional requirements per the following policies: 
  • University-affiliated Student International Travel (KUL)
  • University Sponsored Travel to High-Risk Locations (KUL)
  • Travel to High-Risk Locations (KUMC)
  • International Educational and Professional Travel Policy (KUMC)
  • Faculty-led or Group IEE Travel (KUMC)
• Travelers are strongly encouraged to install the Healix “Travel Oracle” Desktop or Mobile App for duty of care purposes.
• Travelers must abide by University Electronic Device Travel Policy and Loaner Laptop/Azure Virtual Desktop Procedure.

Exception to Submission Requirements

A Travel Authorization is required for all University business travel outside of the borders of the State of Kansas when an overnight stay is incurred regardless of funding source. Single day trips consisting of only mileage, tolls, parking, or registrations do not require a Travel Authorization.

Examples:

• No Travel Authorization Required: 
  • An employee attends a conference in Kansas City, MO that does not require an overnight stay.  
  • Or an employee picks up a guest speaker from Kansas City International Airport and submits mileage reimbursement.
• Travel Authorization Required: 
  • An employee attends a conference in Kansas City, MO and stays overnight.  
  • Or an employee drives to the Kansas City International Airport, then flies to a multi-day conference before returning home.

Denial of Travel

• Employees who are denied travel by the university may not represent the university in any capacity and will not be supported by the University in activities related to the denied travel.
  • Employees may not access or utilize University IT infrastructure or devices during travel that has not been authorized where such authorization is required.
  • Employees are not eligible for use of a University issued purchasing card (pcard), and reimbursement will not be provided for out-of-pocket expenses for airfare, lodging, meals in addition to other travel related expenses.
  • Employees will not be covered under the University’s insurance policy for travel that is not sponsored, recognized, or reimbursed by the University. 
• Employees who proceed with travel that has not been approved do so at their own risk. Such travel would be considered outside the course and scope of University employment.  Employees engaged in such travel who incur liability would not be covered by the Kansas Tort Claims Act, and employees who are injured would not be covered by workers compensation. 

Changes to Travel Plans

If information originally submitted in a Travel Authorization changes, travelers are only required to cancel/close the original Travel Authorization and submit a new one if:

• the departure or return date changes by more than 48 hours;
• the destination changes; or
• additional locations are added.

Travel Booking Requirements:

Approval Before Booking

Travel arrangements for official University business may only be booked after the appropriate pre-approvals as outlined above are met. 

Required Booking System and Travel Agency

Regardless of funding, all official University business travel must be booked through the University’s travel program, which consists of:

• the online travel system Concur, or
• the University’s contracted travel agency, Collegiate Travel Partners (CTP). 

If travel needs to be booked outside the travel program or booked and paid for directly by a non-affiliated third party, travelers must use Concur TripLink or TripIt to upload itinerary details into Concur for duty of care traveler safety. 

Travel Expense Requirements:

Payment Methods 

• KUL or KUCR Purchasing Card (P-Card), or KUMC/KUMCRI Travel Card may be used for all business travel expenses except for meals and transportation to/from meals.
• KUMC BPC card may be used for airfare and registration fees only. When using the BPC card for airfare purchases, the airfare can only be purchased with CTP travel agents.
• Personal funds may be used but are reimbursed after travel concludes.
• Cash advances are only available for KUCR-funded travel.

Travel expenses paid with gift cards, points, miles, vouchers, personal credits, or rewards are not reimbursable.

P-Card Purchase Submission Timeline Requirements

Receipts and funding for travel purchases on a University card must be submitted within 5 days of purchase.

Reimbursement Eligibility

The University reimburses only allowable travel expenses personally incurred during official business travel, and only when funding has been budgeted for the travel.

Consistent with reimbursement tax rules established by the IRS:

• expenses must have a clear business purpose which must be stated on the reimbursement request; and
• reimbursement requests must be submitted according to the submission timeline and documentation requirements stated below.

Reimbursement Submission Timeline Requirements

• No expenses are reimbursed until travel is complete.
• Reimbursement requests should be submitted within 15 days after the trip concludes to better ensure reimbursement within 30 days.
• Reimbursements for travel beginning before June 30 but ending on or after July 1 are charged to the new fiscal year.

IRS Tax Implications for Late Reimbursement Submission

Reimbursement requests submitted more than 60 days after a traveler’s return are processed as a taxable income, and applicable federal and state taxes (e.g., income tax, FICA, etc.) are withheld from a traveler’s future paycheck.

Travel Expense Submission Requirements

• Itemized receipts must be submitted for all expenses except meals covered by per diem.
  • Summarized credit card receipts, bank or card statements, or canceled checks are not acceptable for University card purchase or reimbursement documentation.
• Official supporting documentation (e.g., daily agenda, event program, itinerary, etc.) must be submitted with travel expenses. 
• Payments and reimbursements for travel expenses must also adhere to any special constraints imposed by a sponsoring agency, as applicable.
• KUL: Submit travel expense University card payment information and/or reimbursement requests to the traveler’s Finance Shared Service Center (SSC) or designated unit support to submit on their behalf, following submission procedures.
• KUMC: Travelers can submit travel expense University card payment information and/or reimbursement requests themselves or to their designated unit support to submit on their behalf, following submission procedures.

System Requirements

Regardless of funding, all travel related P-Card purchases and reimbursements must be processed and approved in Concur for KUL employees and Workday for KUMC employees. 

Travel Expense Rules by Expense Type:

Mode of Transportation

Travelers must use the most direct and economical mode(s) of transportation appropriate for their trip. This may include:

• Airfare
• Train/Rail
• Car rental
• Taxi or rideshare
• Shuttle services
• Public transportation

Air Travel 

• Airfare is generally limited to the least expensive unrestricted Economy fare class (e.g., standard Economy, Main Cabin, Choice).
  • Basic fares are allowed; however, due to their highly restrictive nature, such as no changes or cancellations, no advanced seat selection, limited or no overhead carry-on bag, they could be more costly and therefore are not generally recommended. 
• For individual flight segments of three hours or longer, travelers may select an extended legroom seat if they have funding available for the added expense.
• If a class other than basic or economy is purchased, the lesser of the economy quote or the actual cost is the maximum allowable cost. Traveler must submit:
  • an itemized airfare receipt showing the class of travel purchased; and
  • a cost quote for the economy fare at time of purchase.
• If basic or economy class is not available, a verifying statement from the travel agency or airline screenshot must be submitted with the receipt.
• Changes or cancellations are allowed only for business purposes and must be documented in the expense report.

Baggage

• One checked bag per traveler is allowed.
• Charges for extra checked bags, storage of bags, or excess baggage weight fees are allowed only with written justification if the baggage is required for official University business.
• Baggage costs for equipment and supplies are allowed when a documented business purpose is provided. 
• Porter tips are not allowed. Exceptions may be made for travelers with a documented physical disability, who may claim reimbursement for special assistance.

Mileage

• Personal vehicle mileage is reimbursed at:
  • The State of Kansas standard rate (if using state KUL or KUMC funds)
  • The IRS standard rate (if using KUCR or KUMCRI funds)
• Reimbursement is based on the shortest available route, unless an alternate route is justified.
• Travelers may be reimbursed for mileage between their home and business destination or their work location and business destination, whichever is less.
• Transportation expenses incurred commuting between an employee’s work location and home are not reimbursable.
• The mileage rate covers all vehicle-related costs, including fuel, maintenance, insurance, and wear.

Mileage in Lieu of Airfare

• If a traveler chooses to drive instead of flying, reimbursement is the lesser of:
  • mileage reimbursement, which consists of the actual mileage traveled, turnpike tolls, and parking charges, or
  • estimated “cost to fly”, which consists of the estimated cost of the round-trip mileage to nearest airport, airport parking, round-trip economy airfare, and round-trip local transportation between destination airport and lodging.
• Travelers must provide the documentation to substantiate the above cost comparison, which includes an economy airfare quote obtained at least 14 days prior to departure.
• If a traveler chooses to drive instead of flying and it adds additional travel days or time, any resulting additional meal and hotel costs are not a reimbursable expense unless approved as a reasonable accommodation through Human Resources. 

Vehicle Rentals

• Rental vehicles must be booked in Concur through the University’s mandatory contract with Enterprise Rent-A-Car or National Car Rental. Some larger specialty vehicles must be rented directly with Enterprise or National due to limited inventory. If Enterprise/National provides documentation of no availability, another rental car company can be used, but Collision Damage Waiver coverage must be added.
• Rental vehicles are only allowed when the need is documented, showing that local transportation was not a viable option, or the trip circumstances necessitate the need for a rental vehicle.
• Vehicle size must be appropriate for the number of employees or student travelers and the intended business use. (See table below for average vehicle capacity)

• See the KUL Use of Automobiles policy for more information and instructions for using automobiles during University business.

Public Transportation

• Public transportation such as subway, taxi, rideshare, shuttle, bus, etc. is generally the ideal and most cost-effective option while traveling.
• Public transportation to and from the airport and the hotel or site where business is taking place is allowed.
• Public transportation charges for personal use, such as travel from a lodging establishment to a restaurant or non-business event location, are not reimbursable.

Tolls and Parking

• Tolls and parking expenses are allowed at the most economical cost.
• Drivers are personally responsible for traffic and parking violations, as well as towing fees related to violations.

Lodging

• Lodging expenses are allowable at actual cost, subject to nightly limits up to 50% above the federal lodging rate for the trip or event location, which are already reflected in the booking and expense systems. Rates are periodically updated in accordance with State of Kansas guidelines which are based on these federal websites:
  • Federal CONUS (Continental U.S.)
  • OCONUS (Outside Continental U.S.)
  • U.S. Department of State 
• Room upgrades are not an allowable expense.
• Regardless of funding source, lodging must be:
  • Cost-effective
  • Flexible in cancellation policies
  • Safe
• Conference hotel lodging which exceeds applicable rate limits are allowable with appropriate approvals.
• Alternative lodging such as bed and breakfast, Airbnb, Vrbo, etc. (non-commercial hotels) require pre-approval to ensure financial and safety standards are met.  Travelers must attach their “Alternative Lodging Pre-Approval Request" approval email and receipt documentation to their expense report.

To request pre-approval, the following information must be submitted via the Alternative Lodging Pre-Approval Request Form:

• Cost Analysis
  • Provide a comparison of total cost of alternative lodging vs. hotel – total cost includes per night charge as well as any additional fees. Common Airbnb/Vrbo fees consist of cleaning fees, booking fees, etc.  
  • Provide the refund policy for alternative lodging and hotel options.
  • Provide the locations of the alternative lodging and hotel vs. where traveler will be working. 
  • Provide commuting expense estimates of alternative lodging vs. hotel based on location of travel purpose or where traveler will be working.  
• Safety Requirements
  • Provide verification that alternative lodging includes standard safety equipment that would be present in a hotel (e.g. smoke and carbon monoxide detectors).
  • Provide proof that rental is for the entire home/apartment, not just individual rooms where other renters or hosts are not known ahead of time.
  • Provide proof of public liability insurance if alternative lodging is not an Airbnb or Vrbo listing. Airbnb/Vrbo listings provide $1M public liability insurance as part of the hosting agreement.  

Meal & Incidental Expenses (M&IE)

• M&IE reimbursement is based on federal per diem rates by the official travel location. 
  • For multi-day travel, the official travel location is where the traveler lodges overnight. 
  • Lodging should be chosen based on reasonable proximity to where the traveler conclude business activity for the day.
• Meal and hotel tips are included in the per diem and cannot be claimed separately.
• The portion of the travel day M&IE to be paid is based on the quarter of the day in which the traveler departed and returned. The quarters of the day % of M&IE are defined as:

• M&IE reimbursement must be reduced by 15% (breakfast), 35% (lunch), and 50% (dinner) of the daily total, respectively, when: 
  • a complimentary breakfast containing protein (i.e. buffet or server-style with meat and/or eggs) is provided with a hotel stay, or 
  • a meal is provided at no cost to the traveler (e.g. as part of a conference).
• For same-day travel (no overnight stay), one meal may be reimbursed if:
  • the trip is more than 30 miles from the traveler’s work location, and
  • the trip exceeds 11 hours.
• Meals with a Business Purpose while traveling must comply with the Payment and Reimbursement of Entertainment Expenses policy.

Registration Fees

• Registration fees paid for admittance, attendance, or participation in seminars, conferences, or other meetings are allowable expenses.
• The conference agenda must be submitted with payment or reimbursement documentation. 
• Travelers must indicate whether meals or lodging are included in the registration fee or other fees charged for an event.
  • No reimbursement can be claimed for meals or lodging provided as part of the cost of registration.  M&IE is reduced for each meal provided by the conference or event holder as explained above.
• Registration fees paid to obtain personal membership or other personal benefits from an organization are not allowed. Organizational memberships must be in the name of the University. 
• Charitable donations and optional event fees (e.g. golf tournaments, museums, athletic events, concerts or other entertainment) are not allowed.

Virtual Conferences

• International virtual conference registration fees are coded as international travel and require a Concur Travel Request due to export compliance.
• Domestic virtual conference registrations are coded as in-state travel and do not require a Travel Authorization.

Miscellaneous Travel Expenses

Expenses such as supplies, telephone calls, and internet access are allowable expenses if a documented business purpose is provided. 

Insurance Coverage:

University Travel Insurance Coverage

• Employees traveling on official University business are automatically covered by a University travel insurance policy, which includes:
  • Accidental death and dismemberment
  • Security Evacuation
  • Medical evacuation
  • Repatriation
• For duty of care and insurance purposes, employees may list domestic partners and family members accompanying the employee on the travel request.  

Vehicle Rental and Personal Insurance

• The University’s automotive liability policy covers drivers on official business.
• Rental rates through Enterprise and National contract include Collision Damage Waiver (CDW) insurance.
• International car rentals must be coordinated with Insurance and Risk Management Services via email at risk@ku.edu to assess insurance coverage needs.
  • For International rentals, always purchase the local liability coverage offered by the international desk agent.
• Personal accident insurance (PAI), personal effects insurance (PEI), and other supplemental liability insurance are considered personal expenses and are not reimbursable.
• Trip insurance/protection, medical insurance, and other personal insurance policies are not allowable expenses.
• See Personal Time Mixed with Business Travel below for limitations on University insurance coverage.

Personal, Other Employee, and Future Employee Travel Expenses:

Personal Time Mixed with Business Travel 

• Employees are expected to follow their unit’s defined leave request procedure in advance of the travel if the personal time would be a normally scheduled workday. 
• When adding personal days to a University business trip:
  • Travelers must document which days are personal vs. business.
  • If business days exceed or are equal to personal days, travelers must provide a quote of flight cost without personal days at the time of purchase to determine the maximum allowable flight cost.
  • If personal days exceed business days, transportation costs are treated as personal expenses and not reimbursed, per IRS regulations. 
• If personal days exceed 14 cumulative days, travelers are no longer covered by University insurance. Contact risk@ku.edu with questions. 
• Expenses for meal per diem, lodging, parking, and local transportation are allowed only for business days.

Reimbursement for Other Employee Expenses

• When traveling on University business with other employees, if paying out of pocket, each employee must pay for and submit their own expenses. 
• Employees cannot be reimbursed for travel expenses incurred on behalf of other individuals, except:
  • Non-employee KUL/KUMC students they sponsor.
    • Itemized receipts are required. Alcohol is not allowed.
    • Reimbursement must not exceed limits for employees.
    • Non-employee student names must be listed on the reimbursement.
  • Shared transportation expenses (e.g. rideshare, cab fare), which should be expensed by only one employee. 
    • Reimbursement must be cross-referenced on both employee reimbursement expense reports.
  • Room sharing with employees is allowed but cannot be required. If a room is shared by employees:
    • One employee may pay for and claim the full room charge.
    • Reimbursement must be cross-referenced on both employee reimbursement expense reports.
• University employees may not share a hotel room (i.e., a room behind a locking door) or equivalent overnight accommodations with any student, regardless of whether the student is also a university employee, unless the employee and student have a legally recognized family relationship. Subject to this and all other university policies, the following special circumstances apply:
  • University employees may share multi-room accommodations (e.g., rental house) with student(s) if the student(s) are provided with a room behind a locking door separate from any university employee; or
  • If the nature of the travel makes separate accommodations structurally impossible (e.g., tents for field work), provided that in all such circumstances (1) every effort is made to maximize privacy, and (2) the student(s) are made aware as early in advance as possible of the accommodations and informed that they are not obligated to travel.

Future Employee Travel

Individuals traveling for University business before their official start date are reimbursed following standard travel policy and procedures.

See the Fair Labor Standards Act (FLSA) & Travel Time for more information concerning employee compensation while traveling.

EXCLUSIONS OR SPECIAL CIRCUMSTANCES:

Special circumstances (e.g., short-notice travel, changes, or special accommodations; complex funding sources) regarding travel are evaluated on a case-by-case basis.

This policy is not applicable to students participating in Study Abroad & Global Engagement (SAGE) programs or International Educational Experiences.

• See University-affiliated Student International Travel
• See International Educational and Professional Travel Policy

Travel 90 days or longer is reviewed on a case-by-case basis.

Late Travel Authorization Submissions
For travel planned less than the required 14/30 days prior to departure, approval is not guaranteed for late Travel Authorization submissions.

CONSEQUENCES:

If rules outlined in this policy or associated procedure are not followed, the traveler may be subject to non-reimbursement, and/or be required to reimburse the University for pre-paid expenses, be restricted from future travel, and/or be subject to other disciplinary action. 

CONTACT:

All-University
For security inquiries:
Global Risk and Security
GRS@ku.edu 

For travel inquiries:
Travel Services
travel@ku.edu

Lawrence and All Reporting Units
Controllers Office
controllersoffice@ku.edu 

KUCR Fiscal Affairs
kuresaccounting-l@lists.ku.edu 

KU Medical Center and All Reporting Units
Travel Audit
travelaudit@kumc.edu

Research Administration
researchadministration@kumc.edu

RESPONSIBLE UNIT:

Finance

APPROVED BY:

Chancellor

APPROVED ON:

2009-01-05

EFFECTIVE ON:

2009-01-05

REVIEW CYCLE:

2 years

RELATED STATUTES REGULATIONS, AND/OR POLICIES:

Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards

US Department of State or Centers for Disease Control level 3 or 4 (high-risk) locations requirements

Kansas State Ethics Laws

State of Kansas Office of Accounts and Reports: Employee Travel Expense Reimbursement Handbook

Kansas Board of Regents Policy Manual

2 CFR 200 Uniform Guidance

KU Medical Center and All Reporting Units
Travel to High-Risk Locations
International Educational and Professional Travel Policy
Faculty-led or Group IEE Travel
Faculty Sabbatical
Remote Work Policy

RELATED FORMS:

Alternative Lodging Pre-Approval Request Form

RELATED RESOURCES:

Collegiate Travel Partners (CTP)

Concur

Concur TripLink or Tripit

Fair labor Standard Act & Travel Time

Foreign Per Diem Rates by Location

Per Diem Rate Lookup (Outside Continental U.S.)

Per Diem Rate Lookup (Inside Continental U.S.)

KU Medical Center and All Reporting Units
Business Procurement Card Manual (Login Required)
KUMC Travel Checklist

Lawrence Campus and All Reporting Units
KU Travel Checklist

CHANGE HISTORY:

06/24/2026: Updated to all-University; Updated pre-approval submission requirements (new International section) and system submission requirements for KUMC; Addition of travel booking process to policy; Travel Expense by Expense Type to more closely align with the State and across campuses; Personal Time Mixed with Business Travel further review maximum allowable flight cost and appropriate insurance coverage.
10/09/2025: Updated formatting.
05/16/2025: Updated links.
04/15/2025: Added definition section. 
03/25/2025: Migration to TeamDynamix from Drupal.
10/09/2024: Updated policy to clarify that a travel request is required even if travel is funded by an external source; Updated Travel Request example to clarify information; Updated Insurance section to clarify that Collision Damage Waiver (CDW) insurance now includes international rentals; Fixed grammatical error.
09/20/2024: Updated Human Resource Management (HRM) to Human Resources (HR).
07/10/2024: Updated reimbursement requirements and timeframe and lodging requirements to align with best practice; Added clarification to domestic and international car insurance information.
06/14/2023: Corrected Typo.
11/22/2022: Updated policy to align with governing bodies requirements.
04/15/2021: Updated Contact, Approver, and owning unit sections from Comptroller to Financial Services.
01/09/2016: Updated procedures to reflect current process.
07/08/2016: Updated to remove gendered pronouns.
01/05/2016: Updated for FY2016.
10/01/2015: The wording in the sentence "Claims for reimbursement must be included as a Misc. Non subsistence Expense section reimbursement subsistence (125180, 125280), or 125380)" was corrected to Claims for reimbursement must be included as a subsistence (125180, 125280), or 125380) based on the State Travel Policy.
11/03/2014: Updated for policy formatting cleanup (e.g., bolding, spacing).
10/2013: Updated to include references to Payables, update the reimbursement process, and to add link to KUMC Travel Audit.
05/2012: Updated to provide for purchase of expanded leg room seats on flight segments of four hours or more.
08/2011: Updated for FY2012.
07/01/2010: Updated for FY2011.

TITLE:

University Business Travel Policy