- A "Request for Travel " and Conference Application Form (if applicable) must be approved in advance of each contemplated trip.
- A purchase order request shall be completed and approved prior to travel. The receiving copy of the purchase order shall be submitted with receipts attached after the completion of travel and when reimbursement is desired.
- Travel in College-owned vehicles must be arranged well in advance, and reimbursement for out-of-pocket expenses will require appropriate cash tickets or receipts.
- It shall be the responsibility of the Chief Business Officer to determine when travel by personal automobile is in the best interest of the College. In the event that more than one person travels in the same privately-owned vehicle, reimbursement shall be claimed only by the owner of the vehicle.
- Transportation via common carrier shall be at the rate of the actual cost of fares below first class level and sup- ported by the appropriate receipts. Charter flights will be scheduled only with the prior approval of the President.
- College vehicles will be provided for travel related to official College business, if available. If a College vehicle is not available, staff members will be reimbursed at the current rate used by the State of Kansas on August 1 for the use of personal vehicles. Other expenses shall be reimbursed at actual cost, upon presentation of an original receipt, except that meals shall be limited to twelve dollars ($12.00) per meal (less than a full day (eight hours)) or thirty-six dollars ($36.00) per day (full day) and lodging shall be limited to eighty-five dollars ($85.00) per day. Gratuities/tips will be included in the reimbursement up to a maximum 15% cost of meal. These limits may be exceeded with Vice Presidential approval prior to travel to certain locations.
- Expenses for early arrivals, stop-overs, traffic/parking tickets, side trips, late departure or other non-College related expenses will not be reimbursed by the College.
- Any expenses paid by professional organizations, public agencies or other sources, will not be reimbursed by the College.
- In very special circumstances, if expenses requested to be reimbursed by the College exceed the allocation, the President shall pro-rate the allocation according to the best interests of the College.
- Conference Applications are required for any optional work-related training opportunities requiring the employee to be out of the office for more than one day, pay a registration fee, or with a total cost in excess of two hundred dollars ($200.00). Conference fees will not be paid for terminating employees. Employees voluntarily terminating within 30 days of attending a conference will be required to repay all conference expenses.
Adopted August 4, 1969
Revised July 21, 1975
Revised July 18, 1977
Revised December 18, 1978
Revised August 18, 1980
Revised February 16, 1981
Revised July 16, 1984
Revised January 21, 1985
Revised July 20, 1987
Reviewed July 11, 1989
Revised October 16, 1989
Revised October 15, 1990
Revised September 16, 1991
Revised September 21, 1992
Revised October 18, 1993
Revised October 16, 1995
Revised June 19, 2000
Reviewed July 21, 2003
Revised July 19, 2004
Revised August 14, 2006
Revised October 18, 2011
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