Accounts Payable/Travel 
 

OUT OF STATE

    Authorization
    Reimbursement
    Transportation
    Special Transportation
    Lodging
    Subsistence (Meals)
    High Rate Areas
    Registration Fees
    Miscellaneous Information

Authorization

No travel expense shall be reimbursed unless the travel was authorized five (5) days in advance of the trip, to be filed on NKU's authorization form.

An authorization for out-of-state travel must be filed for day trips even though overnight lodging is not required. The term "out-of-state" is considered to be anywhere beyond the Kentucky border. However, authorizations will not be required for any Ohio or Indiana area within 40 miles of the Highland Heights campus. This travel will be reimbursed just as if it were in-state travel. Any area beyond the 40-mile radius will require an out-of-state authorization.

Out-of-state travel is authorized by the department head

Be certain to estimate an amount sufficient to cover the entire trip, including airline cost even if the ticket is ordered through the University travel agency. Only actual amounts spent will be charged to departmental budget. If a pre-registration is paid through the purchase requisition route and will not be paid by employee at the meeting, this amount is NOT to be included on the authorization. If a state vehicle will be used, the amount for that should NOT be included. Travel vouchers submitted in excess of 10% of the authorization amount will be handled on a case-by-case basis, if justification is provided and is approved by the department head.

Reimbursement 

Out-of-state travel vouchers are to be submitted within ten (10) days after trip is completed. Total reimbursement for any out-of-state trip shall be submitted on ONE travel expense voucher. 

Travel expense vouchers are to be typed. An original voucher and original receipts are to be submitted to the Accounts Payable Travel Section. The receipts are to be taped to plain 8-l/2 x 11 paper to prevent loss in transit or in filing. Purpose of trip is to be completed on the travel voucher. Each voucher must contain the employee's Social Security number. The employee shall sign the voucher and obtain all necessary signatures for approval.

 CREDIT CARD RECEIPTS ARE NOT ACCEPTABLE - an establishment receipt must be presented in order to receive any payment over $10.00.

 If attending a conference, a copy of a modified meeting agenda must be attached to the voucher.

Transportation

Economy Required - Employees traveling on state business shall use the most economical, standard transportation available and the most direct and usually traveled routes. Expenses added by use of other transportation or route must be assumed by the individual.

Privately Owned Vehicles - Please see the Mileage Reimbursement Rate for the current rate per mile.  Payment shall not exceed the airplane fare to the same destination. NO REIMBURSEMENT SHALL BE PAID FOR TRAVEL BETWEEN RESIDENCE AND WORK STATION. For reimbursement purposes, the point of origin must be the shortest distance from your workstation or actual departure point to the destination.  If travel is incurred on Sunday, reimbursement can be calculated from home to or from destination, even if it is not the shortest distance.

Mileage for out-of-state travel will be based on information from MapQuest.com or another online mapping service. Any mileage during the stay at a destination point must be listed separately. It cannot be included with mileage to and from the destination.

 Following are frequently traveled areas and listings of mileage that the University will pay. The mileage listed is one-way.  If mileages claimed vary from those listed below, an explanation MUST be provided.  (Example:  vicinity travel)

Airport Mileages: 
Greater Cincinnati/N. KY Airport:   22
Dayton Airport:     74
Columbus Regional Airport:  123
Louisville International Airport:  107

Special Transportation

Rental cars
The cost of rental cars or other special conveyances in lieu of ordinary transportation may be allowed ONLY with written justification when submitted with the "Request for Authorization of Out-of-State Travel" prior to the trip.  The rental should be for business only. 

Camping Vehicles - Employees using camping vehicles for lodging shall be reimbursed not more than $12.00 per night for parking or camping charges. A receipt for parking or camping charges must be submitted.

Airline Travel
Commercial airline travels shall be coach/tourist class or other reduced rates and on this country's airlines. Additional expense for first class will not be reimbursed.

Airline tickets may be ordered through the authorized travel agency of the University.   Airline tickets may also be charged to the departmental procurement card.

When filing for transportation costs, employee may charge the lowest of:

-the lowest available air fare at the time the seminar registration is sent in (or at the time the travel authorization is filed). This would include expenses related to any restrictions for the discounted fare. For example, the hotel and subsistence related to staying over a Saturday night, if the discounted fare requires a Saturday  night stay, or the total of all mileage, extra night's lodging, subsistence, parking fees, tolls and other expenses related to driving to the destination.

Lodging

An employee will be reimbursed for actual cost of lodging provided a hotel or motel pre-printed, receipted bill is attached. A credit card receipt is not acceptable. Lodging within forty (40) miles of the employee's residence or workstation will not be reimbursed.

Lodging costs should be the most economical that are consistent with the University's best interests. Facilities providing special government rates or commercial rates will be used where feasible. Reimbursement shall not exceed the cost of a single room rate except where employees share lodging. Each employee will be reimbursed the lesser of the single rate or one-half the double rate.

Subsistence (Meals)

For travel out of state, except “high rate”, subsistence shall not exceed:

·         Breakfast    (must include 6:30 a.m. - 9:00 a.m.)*      $  7.00

·         Lunch           (must include 11:00 a.m. - 2:00 p.m.)*   $  8.00

·         Dinner          (must include 5:00 p.m. - 9:00 p.m.)*     $15.00

For travel to "high rate" areas, subsistence shall not exceed:

·         Breakfast     (must include 6:30 a.m. - 9:00 a.m.)*     $  8.00

·         Lunch           (must include 11:00 a.m. - 2:00 p.m.)*   $  9.00

·         Dinner          (must include 5:00 p.m. - 9:00 p.m.)*     $19.00

*Authorized travel must depart before first time and must end after second time 

An employee assigned to attend a function of an organization not under the employee's control may be reimbursed for actual meal cost charged by the organization, instead of subsistence, provided a detailed receipt is furnished from the organization.

High Rate Areas 

Following is the list of high rate areas recognized by the Secretary of Finance and all are corporate limits of the cities listed except where noted differently: 

 Registration Fees

Registration fees required in official travel for admittance to meetings will be allowed. If the fee entitles registrants to meals, claims for subsistence shall be reduced accordingly. A copy of the meeting agenda must accompany all travel vouchers. If possible registration fees should be paid with the departmental procurement card or purchase order through Purchasing.

Miscellaneous Information

Transportation carrier, mileage, tolls, parking, cab, official business telephone calls, baggage charges, etc. ARE NOT included in subsistence rates and should be reported separately. If there is not a specific line, list in "other expenses." Costs over $10.00 require receipts issued by the establishment to support the charges. The only exception is toll charges. Items under $10.00, not requiring a receipt, should be what would be considered ordinary and necessary for that type of transaction. Expenses NOT allowable are alcohol, gratuities (included in meal subsistence), insurance, laundry charges, and any other expenses of a personal nature.

There is no provision to be reimbursed for a guest's meal while traveling. 

On rare occasions while out of town, it is necessary to set up facilities to do recruiting. This is possible ONLY IF a contract is set up with the hotel or motel in advance. Contact Purchasing Department for proper procedures.