KUCR Travel Policies

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Travel Expense Report Instructions

Use the most up-to-date form available.

Must be typed and completed by someone other than the traveler.

The travel expense detail form and mileage form may be used to supplement the travel expense report.

Driving vs. flying: traveler may be reimbursed the lesser of the two.

Name:

Travelers name

Address:

Travelers complete home address
City, State & Zip: Travelers home city, state & zip

Origin:

Traveler’s official site.

Date:

Date travel expense form completed

Phone: Leave blank.

E-mail: Leave blank.

KU employee:

yes or no

US citizen:

yes or no

Destination:

Final point of travel

Purpose:

Conference, meeting, presentation, etc in detail don’t abbreviate.

Travel dates & Times

Use beginning and ending travel times regardless of personal time. Personal time will be calculated out.

Departure date:

Date travel began Time: Time travel began

Return date:

Date returned home Time: Time travel ended

Expenses

Transportation:

Airfare, train, bus, etc.

Hotel/Lodging:

Lodging amount, include original, itemized receipt. Be sure to include on the lodging bill “lowest single room rate” or “conference hotel rate”.

Meals (per diem):

Use per diem calculator in Excel. Include departure quarter, do not include return quarter. Do not include personal time

Car Rental:

Car rental and gasoline fees

Taxi, Fares, tolls, parking:

Must have receipts for expenses over $30.00. Do not include fees during personal time. Attach KTAG statement if discounted tolls.

Mileage:

Use current rate.

1/1/07-12/31/07 .485

1/1/08-6/30/08 .505

7/1/08-               .585  

Round trip from Lawrence to KCI 120mi

Registration:

conference/meeting registration fees

Telephone:

business calls only

Other expenses that may be included are internet, copies, conference materials, etc.

Projects/Accounts:

Use grants with funding available. Travel advances should be shown as negative amounts.

Advances/prepayments (Enter corresponding voucher numbers)

Cash advanced:

Enter cash advances

Transportation:

Prepaid transportation costs, airfare, etc.

Registration:

Prepaid registration fees

Car Rental:

Prepaid car rental fees

Other support:

Other grant or state funding received.

Traveler signature

Approval Authority Signature:

LSI Central Office will sign

Notes:

Include all costs. Per-diem quarters, amounts less any meals received.
Note if personal car or motor pool car used. Were there passengers, if so, who.
Include “No other expenses claimed” if travel not requesting all reimbursements.
Include all receipts and copies of meeting agendas

P/S Voucher #:

Include on the bottom of the expense report.

 

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