Accounts Payable/Travel 
Travel Regulations Operational Information
 

GENERAL

Kentucky Revised Statutes provide for Travel Expense and Reimbursement of state officers and employees. Only actual and necessary expenses of official travel will be reimbursed. All travel shall be by the most direct route and most economical means. No reimbursement may be claimed or allowed for any travel expense provided free of charge to an employee in official travel status.

OUT-OF-STATE AUTHORIZATION

1. 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.

2. 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.

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

OUT-OF-COUNTRY AUTHORIZATION

1. An out-of-country authorization form is used for out-of-country travel and must be submitted thirty (30) days prior to trip. Be certain to complete all items on the form. Out-of-country travel is authorized by the major department head and the President. 

GENERAL INFORMATION ON AUTHORIZATIONS

1. 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.