Accounts Payable/Travel 
In-state travel does not require written prior approval.

IN-STATE TRAVEL

    Reimbursement
    Transportation
    Special Transportation
    Lodging
    Subsistence (Meals)
    Registration Fees
    Miscellaneous Information

Reimbursement
In-state travel vouchers are to be filed within five (5) days after the end of the month, and shall cover (1) a major trip, or (2) one month of travel. However, if expenses for a given month total less than $10.00, the voucher should be withheld and submitted to cover a period not to exceed three (3) months.   If the travel voucher is being charged to a grant account, be aware of the grant's expiration date.  If travel occurs at the end of the grant period, always submit the travel voucher as soon as possible regardless of the amount.

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 8-1/2 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 before sending to Accounts Payable.

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.

Allowable mileage - Mileage for points in Kentucky will be paid 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

Rental cars

Local rental car agreements are held for the University, please call Purchasing for contract information.  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.

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 state'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.

The subsistence limits below include meals, tax, and tips.

To be eligible for subsistence for breakfast or lunch while traveling in Kentucky, the employee's authorized work must require overnight absence at a destination more than forty (40) miles from both work station and residence. Please note that the IRS states: Reimbursement for lunch expenses of employees on non-overnight travel were not wages subject to withholding of federal income tax, even though INCLUDABLE in gross income. The employee, therefore, is penalized if meals were reimbursed.   No receipts are required for subsistence.

·         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

*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.

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. If possible registration fees should be paid with the departmental procurement card or on a purchase order through Purchasing.

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.