Travel

The Business Office assists all university personnel with travel policies and reimbursements.

University personnel may be required to travel in fulfilling their official duty or in attending seminars or other professional or educational activities benefiting the University. Travel authorization is given in most instances by the Chairperson of the Department or by the appropriate administrator prior to travel. It is the policy of Pittsburg State University that any University employee traveling on University business shall submit a "Travel Request Form" for those trips exceeding $1000 in total estimated expenses. The "Travel Request Form" shall be signed by the traveler, the authorized signature of the unit's financing the travel, the Department Chairperson or Director, and the appropriate Dean, Vice President, or President. The "Travel Request Form" shall include the following: identity of the traveler, dates of travel, destination, and purpose of the trip, and the source of funds (including Organizational, Student Activity, Student Center, and PSU Foundation, as well as, State). The completed original "Travel Request Form" shall be submitted to the Business Office prior to travel and will be required prior to processing payment for travel related expenditures. A travel number will be assigned by the Business Office and a copy of the form returned to the traveler. A copy of this form or the assigned travel number must be included with all expenditures associated with the specific trip (registrations, airfare, rental cars, and expense detail form). Documentation of travel authorization for those trips exceeding $500 in total estimated expenses should be maintained at the department level for a minimum of three fiscal years. All other travel authorization documentation is at the discretion of the Department.

Requests for reimbursement of allowable travel expenses incurred shall be submitted to the Business Office utilizing a "Travel Expense Detail" (Form DA 121). Expenses incurred by the traveler shall be reimbursed after the traveler has returned from the trip upon submission of the "Travel Expense Detail" with original receipts and supporting documentation. The University policy for travel reimbursement is that of the State of Kansas, except for those policies approved separately and paid from local funds for employees of the University Advancement Division from PSU Foundation funds, and for the Department of Intercollegiate Athletics from Student Activity funds.

The Travel Center for State Employees including the Employee Travel Expense Reimbursement handbook can be found at Department of Administration Travel Center. Reimbursement rates are updated at least annually and are available in summary on the Travel Trifold.

University personnel are encouraged to contact the Business Office (Ext. 4157) for additional information regarding reimbursement of travel expenditures and the appropriate procedures for requesting reimbursement.

Additional Information:

Registrations

Airfare and other Public Transportation

Car Rental

Lodging

Important Forms:

Travel Request Form

Blank Travel Expense Detail DA121 Form

Request for Actual Conference Lodging(PDF file)

BPC Travel Form

Department Purchase Requisition (PDF)

Travel Loan Request

Travel Funding Adjustment Form

Links:

State of Kansas Travel Center

Travel Trifold

Credit Card - VISA

MapQuest.com