Travel Policy

Purpose: To provide general instructions to individuals traveling for official Pittsburg State University business.

Applies to: All university units and individuals traveling for official university business.

Policy:

Introduction

University personnel and other individuals representing the University in an official capacity may be required to travel in fulfilling their official duties. Travelers may be reimbursed for travel-related costs in accordance with all applicable Federal, State, University, and other policies.

When incurring travel expenses, the most economical option available should be chosen. The University Procurement Card is the preferred method of payment for travel expenses.

Travel Authorization

When representing the University in an official capacity, authorization is required for trips exceeding $1,000 in total estimated expenses.

A Travel Request Form (T-Form) must be completed and emailed to the Business Office with appropriate signatures. If total estimated expenses exceed $1,000 but the university is providing less than that amount, a T-Form is still required.

Departments may complete T-Forms for trips under $1,000 at their discretion; however, these should not be submitted to the Business Office.

If actual expenditures exceed the approved T-Form by more than 10% of the total cost, an amended T-Form must be submitted.

Trip Expenses

The Procurement Card is the preferred method of payment for all incurred expenses. Alternatively, expenses may be reimbursed after the trip is completed.

The traveler is responsible for providing proper documentation, including itemized receipts. When planning a trip, travelers should evaluate transportation, lodging, parking, and related costs to determine the most economical and advantageous options.

Per IRS guidelines, reimbursement must be requested within 60 days of when the expenses were incurred. Failure to request reimbursement within 60 days may result in the reimbursement being treated as taxable income.

Cash Advances

In certain circumstances, a cash advance may be requested prior to travel. A T-Form must be attached to the cash advance request in GUS Cloud, along with documentation showing how the amount was calculated (generally an M&IE worksheet).

By submitting a cash advance request, the traveler agrees to submit all receipts within two business days after the trip ends. Any unused funds must be deposited at the Cashier’s Office prior to submitting the expense report.

Registrations

Conference and event registrations should be paid using the Procurement Card. If the supplier does not accept credit card payments, an invoice may be submitted for payment by check or ACH. Travelers should register early when discounts are available.

Meal Allowance Policy and Rates

Meal reimbursement follows Federal per diem standards as required by the State of Kansas and is based on CONUS Meals and Incidental Expenses (M&IE) rates.

M&IE includes the cost of meals, taxes, tips, and incidental expenses such as fees and tips to hotel porters, bellhops, doormen, and maids.

When meals are provided during travel, the M&IE rate will be reduced as follows:

• Breakfast – 15%
• Lunch – 35%
• Dinner – 50%

When traveling to an official conference or event, the traveler is allowed one travel day at the beginning and one at the end of the trip. M&IE reimbursement is based on the city where the traveler stayed overnight. Employees cannot be reimbursed for M&IE if official business is conducted within 30 miles of the employee’s official station.

Motor Pool

The Pittsburg State Motor Pool provides vehicles for employee travel and is frequently the most cost-effective option. Employees should consider carpool vehicles when available.

The University’s Carpool Vehicles Policy can be found under Facilities Operations in the Policy Library.

Mileage Reimbursement

Private vehicle mileage may be reimbursed when it is the most cost-effective option. Consider motor pool vehicles, rental cars, airfare, and other transportation options when determining cost-effectiveness.

Mileage is reimbursed according to rates set by the Kansas Secretary of Administration. These rates cover all vehicle-related costs (gasoline, oil, repairs, insurance, etc.).

Reimbursement must be calculated using the most direct route, regardless of the route actually taken. Exact miles must be used; rounding is not permitted.

Accepted mileage calculators include AAA TripTik, Google Maps, and MapQuest.

If a trip begins or ends at the employee’s home rather than the University, reimbursement is based on whichever distance is less: domicile to destination or official station to destination.

Vicinity miles (travel over multiple days within a local area) are allowable when related to official business. A mileage log including dates, locations, and purpose must be maintained.

Rental Cars

Rental vehicles may be used when they are the most economical and advantageous option under the current State of Kansas contract. Vehicle size must match business need. Supervisor approval is required if a higher-cost vehicle is selected.

Rental vehicles at travel destinations require additional justification. In many cases, public transportation or taxis may be more economical.

The Procurement Card must be used for rental expenses. Collision damage waiver insurance should be declined when using the P-Card, as VISA coverage provides adequate protection for covered vehicles. Certain vehicle types are excluded.

Only individuals engaged in official state business may ride in rented vehicles. Travelers are responsible for ensuring proper insurance coverage.

Lodging

Lodging expenses must be paid using the Procurement Card. Allowable rates are based on CONUS standards published by the State of Kansas.

The maximum lodging rate is 150% of the CONUS rate (excluding taxes). Lodging must be the lowest available single occupancy rate for the travel dates.

The University is exempt from Kansas state sales tax on hotels. Other local taxes are not exempt. If state sales tax is charged, a refund should be requested.

If a conference hotel exceeds 150% of the CONUS rate, an Actual Conference Lodging exception may be requested if the hotel is designated as the official conference hotel.

Airfare and Public Transportation

Employees must use the most economical and advantageous transportation option. Travel upgrades and priority boarding are not allowed.

If a higher-cost option is used, written justification and documentation must be provided. If the lowest class fare is unavailable, proof (screenshots acceptable) must be retained.

Additional lodging due to flight schedules should be carefully evaluated. Trip insurance requires prior approval from the Department Manager.

Other Miscellaneous Charges

Allowable travel-related expenses include:

• Taxi, shuttle, and local transportation for business purposes
• Checked baggage fees when related to official business
• Parking fees (most economical option required unless prior approval is obtained from supervisor)
• Tolls

Same Day Travel

If official travel extends the workday by three or more hours, one meal may be reimbursed at the appropriate M&IE rate. No reimbursement is allowed if a meal is provided.

International Travel

For travel outside the United States, M&IE rates are set by the U.S. Department of State. Lodging is reimbursed at actual cost. Provided meals must be deducted.

Foreign currency expenses must be converted to U.S. dollars using official exchange rates.

Receipts

Travelers must retain itemized receipts for all travel-related purchases. If a receipt is unavailable, an Exception Request Form must be completed.

Transaction Documentation

When submitting expenses in GUS Cloud, the following documentation is required:

• T-Form (if required)
• Itemized receipts
• Business purpose (Who, What, When, Where, and Why)
• Mileage documentation or travel log
• M&IE worksheet (if applicable)
• Conference agenda (if applicable)