university of kansas travel

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Graduate Student Travel FAQs

To get a better sense of what is needed to travel, please read over the following FAQ and review the travel forms.

Is there support for graduate student travel?

Yes, the department may provide help with reimbursement of eligible expenses to support doctoral students who present original research at professional or academic conferences. For additional information, see the guidelines .

Who is most likely to travel and receive funds?

Year 4 and Year 5 students are most likely to be presenting at conferences and therefore receiving travel funds. Occasionally, a student in Year 3 has a paper accepted and is therefore eligible to receive funds. 

Can you give examples of conferences that students have previously attended?

• AEA Annual Meeting / Allied Social Science Association (ASSA) Conference (January)
• Missouri Valley Economics Association Annual Meeting (October or early November)
• Women in Statistics & Data Sciences Conference (October)
• Southern Economic Association Annual Meeting (November)
• Midwest Economics Association Annual Meeting (March)

What is the process? Start this process 6-8 weeks prior to travel.

• Step 1: Talk with your advisor. Determine which conferences to submit your research to. Get a talk or poster accepted. 
• If you have not travelled before or if your address has changed, you will need to fill out a W-9 (domestic students) or a W8BEN (international). Once complete this form should be delivered to the department’s financial contact (currently Andy Anderson ). Depending on the time of year, processing this form may take up to three weeks. In order to be compliant with KU travel policies, processing must be completed prior to your travel.
• You will need to add your personal credit card to Concur. 
• Step 4: Submit a Travel Request in Concur. See:  https://travel.ku.edu/creating-concur-travel-request
• Step 5: Once your Concur Travel Request is approved, book travel.
• Step 6: Travel and keep receipts.
• Step 7: Within 2 weeks of your return, submit itemized receipts using the Post-Travel Reimbursement form .
• Step 8: Await your reimbursement. Email Andy Anderson if you are waiting longer than 8 weeks.

What is booked in Concur?

• Flights. Airfare must be booked in Concur. If you need an exception, email Lori Gutsch ( [email protected] ). If you book your flight before receiving an exception, you risk losing flight reimbursement.
• Car rentals. Anyone interested in renting a vehicle, you must contact Andy Anderson for pre-approval. There are many rules that must be followed in order to get reimbursed for car rentals. Proceed with caution when considering this option.
• Hotels. All hotel accommodation should be booked in Concur; however, there is more flexibility with hotels. For example, conference goers often receive discounted rates. If the conference room rate is lower than Concur, then you can book directly with the hotel. Please take a screenshot and save this documentation. Similarly, if you find a lower rate outside of Concur, then you can book outside of Concur--but document the cost savings with screenshots.
• Trains. Amtrak trains can be booked via Concur. Be sure to consult Andy Anderson before booking a train.

How will I be notified if the request is approved?

If you have submitted the department's conference travel request form and a Travel Request (TR) in Concur, you will learn of approval once the TR is approved via an automated email. You can also check with the department's Graduate Coordinator. In addition, if the department's travel fund is exhausted, an announcement will be made that the fund is closed until the next fiscal year.

Can I share accommodation costs with another student by booking a place together?

Accommodation can be shared, but KU travel rules affect how the expense can be reimbursed. Only the amount that you have paid can be reimbursed to you. If you share accommodation with someone else, you can pay your portion directly to the hotel or to the person who paid. If paying an individual for your portion of the bill, be mindful to get appropriate documentation. For example, in Venmo you can include a "payment note". This note should include what the payment is for and the name of the payer and recipient.

Do I need to submit my meal receipts? 

No, it is no longer necessary because meals are reimbursed per diem. To look up M&IE per diem rates for  Continental United States , visit the  Federal CONUS  site. 

Can I rent a car?

Perhaps, but first contact the department’s financial contact (currently Andy Anderson). There are many details that must be discussed prior to renting a vehicle in order to ensure the expense is reimbursable.

Can I drive my own car?

Driving your own car is permissible, but the total cost of driving must be compared to the cost of flying, and only the lesser of the two amounts will be reimbursed. It is the responsibility of the traveler to document this with screenshots of an airfare search. Only the owner of the car can be reimbursed for mileage. Gas receipts do not need to be collected, as the mileage rate is considered to include the cost of gasoline.

Some locations are considered “border cities” in that they are sufficiently close so air travel is not considered practical. Some examples are Omaha, NE, St. Louis, MO or Wichita, KS. For these cities, travelers are expected to drive and no additional cost-comparison documentation is needed.

On occasion, driving can be cost-effective even to non-border cities. For example, two students sharing a car may be cheaper than the cost of two plane tickets. However, it is generally cheaper for an individual to fly, especially when airfare is purchased far enough in advance of travel.  However, it is generally cheaper for an individual to fly, especially when airfare is purchased far enough in advance of travel.

Can I stay at an Airbnb, VRBO, or similar non-hotel rental?

It's not recommended. KU has a policy in-place that requires you to get a booking exception for this type of accommodation. See a snapshot of the steps involved .

I noticed that students are eligible to receive funds for two trips, can I choose which amount—$250 or $750—I’d like to receive first?

No, the role of the first conference and second conference cannot be interchanged. Students should plan applications for reimbursement accordingly. -    Eligible expenses for the first conference are reimbursed up to $750 -    Eligible expenses for the second conference are reimbursed up to $250

What's needed post-travel?

Please turn in your receipts within two weeks of your return from travel using the Post-Travel Reimbursement form . Please do not upload receipts directly to Concur.

Are there other KU funding opportunities for graduate student travel?

Yes, the Graduate Student Travel Fund provides support for graduate students traveling to conferences and/or professional meetings at which they are presenting their research or creative works. Graduate students are eligible to receive one (1) award during the academic year, with priority given to those who have not been funded previously.

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Graduate Student Travel Fund

APPLICATIONS CLOSED

Applications for the Graduate Student Travel Fund are currently closed, as funds have been depleted for the 2023-2024 academic year.

Eligibility

Any KU graduate student who meets all of the following criteria is eligible to apply:

• Is in good academic standing .
• Enrolled at least half-time in a Lawrence/Edwards-based degree plan at time of application.*
• Travel dates fall between July 1, 2023 and June 30, 2024.
• Has been accepted to present at a conference/professional meeting, or to participate in a professional development conference, workshop, or other opportunity related to their field of study or research project.
• Has not received funding through the Graduate Student Travel Fund in the current academic year.
• Does not currently hold a Self Graduate Fellowship or meets the eligibility criteria for Self Graduate Fellows.**

*Graduate students admitted or enrolled in a graduate program in the School of Education and Human Sciences must apply for travel funding directly through their school via the Travel Support Application Form .

** Self Graduate Fellows are not eligible to apply for the Graduate Student Travel Fund unless they meet the following criteria: (1) Self Graduate Fellowship Professional Development Award funds have been fully utilized; (2) Self Graduate Fellowship Professional Development Award funds are ineligible for the travel experience.  If Self Graduate Fellows consider themselves eligible for the Graduate Student Travel Fund, they must email [email protected] to confirm.  An email from Fellowship staff confirming eligibility must be uploaded with the application for this fund.  

Award Details

Graduate Student Travel Fund award amounts are based on travel expenses detailed in the application. However, the maximum award amount is $750.

Graduate students can only receive one award per academic year.

Application Process

The Office of Graduate Studies will send a call for applications via email to all graduate students in the Lawrence/Edwards campus on the day that the application portal opens. Students are strongly encouraged to apply early, as funding is limited and will be available until depleted.

Once the application period begins, the application form may be accessed  through the button located at the bottom of this page.

Applicants should be prepared to provide/upload the following:

• Website link
• Presentation abstract or professional development justification
• Evidence of acceptance to present at conference/professional meeting or participate in professional development opportunity (email/letter confirmation must be submitted as a PDF)
• The statement of support form is attached to the call for applications email and is also available by request via [email protected] .
• The form requires applicants to describe the intended use of the funds.
• The form must be signed by the applicant's graduate advisor/supervisor or DGS.
• This document must be uploaded as a PDF in the application form.
• Travel budget including total estimated costs for the proposed travel (e.g., airfare or mileage; lodging; conference fees or registration; additional required expenses).
• Amount requested from this fund.
• This attempt to secure additional funding can be from the conference, professional meeting, or  professional development event the applicant wants to attend, or from another external source (e.g., professional organization, Pivot database ).
• The applicant is not required to be awarded additional funding, but they are required to make a meaningful attempt to secure additional funding.
• Applicants must submit a PDF of the email(s), website search, award letter or other proof that additional funding has been secured or proof that the student has inquired about a funding opportunity outside of KU.  
• Self Graduate Fellows applying to this fund must also be prepared to upload an email from Fellowship staff confirming eligibility.
• Must include departing and arriving date.
• Departure date must occur after July 1, 2023.
• Arrival date must occur on or before June 30, 2024.

Applicants will receive a system confirmation that their application was successfully submitted upon completion of the application.

Reminder: students admitted and enrolled in a graduate program in the School of Education and Human Sciences must apply via this link .

Review and Selection Process

The Graduate Student Travel Fund application review is conducted by staff in the Office of Graduate Studies. Each application will be reviewed to determine if the applicant meets the eligibility criteria defined above for this fund. Eligible applications will be funded on a first-come first-served basis until funds are depleted for each cycle, with priority given to graduate students meeting the following criteria:

• enrolled in a doctoral program or terminal master's program.
• presenting at a conference/professional meeting.
• not previously awarded through this fund.

All applicants, successful or otherwise, will be notified via email within two (2) weeks of their application date. 

Note: Information on the review and selection process for students admitted and enrolled in a graduate program in the School of Education and Human Sciences is available via this link .

Administration of the Award

Graduate Student Travel Fund awards will be disbursed as scholarships. These will be paid as one lump sum scholarship payment to the student's Enroll & Pay account and refunded directly to the student's bank account. Award recipients will need to have set up their direct deposit for refunds in Enroll & Pay to ensure timely processing of the award.

The time to process the award is approximately 3 weeks following notification of the award, with more time considered for international students due to additional paperwork to be completed via Glacier for tax purposes. Information regarding this process will be provided to the award recipients via their award letter.

Note: Information on the administration of the award for students admitted and enrolled in a graduate program in the School of Education and Human Sciences is available via this link .

IMPORTANT LINKS

• Concur Travel Checklist
• KU Travel Policy

RELATED LINKS

• School of Education & Human Sciences Graduate Travel
• Doctoral Student Research Fund
• KU Student Senate
• Contact us at [email protected]
• University Career Center | Professional Clothing Closet
• SGD | The Trans Closet
• External Funding Resources

OTHER TRAVEL FUNDING OPPORTUNITIES

• Travel Funding for African Studies Conferences
• International Travel Grants for Graduate Students
• Foreign Language and Area Studies Fellowships
• KBOR James B. Pearson Fellowship
• CEAS Graduate Scholarly Development Fund
• CEAS International Research Travel Fund

Graduate Student Travel Fund Application

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International Travel

As a major research university we are connected to the world. To help you navigate the international travel process the Office of Global Risk & Security, International Affairs and the Study Abroad & Global Engagement offices are here to assist with export compliance, safety and risk assessments, and international and study abroad programs.

Visit for more Information

Office of global risk & security (grs), international affairs (kuia), study abroad and global engagement (sage), tips to review prior to international travel:, before travel:.

• Ensure you have all required documents and medical vaccinations to enter ALL of the countries you may be traveling to
• Make copies of your passport and other important documents
• Register your travel with the Department of State
• Establish points of contact for your family; hotel info, U.S. Embassy or Consulate contacts
• Know the local laws and customs
• Check health and immunization information with Center for Disease Control and World Health Organization.
• Determine if anything you are taking or presenting is export controlled or subject to U.S. Sanction Programs 
• Determine what electronic devices and what information is essential for the travel
• Request your KU or KUCR P-Card be opened for international purchases.  For KU P-Cards contact Mike Lewis at [email protected] and for KUCR P-Cards contact Karen Schaller at [email protected] .

During travel:

• Protect your passport
• Leave unneeded personal electronics at home. If you take personal electronics, use up to date security protection
• Avoid civil disturbances and obey all local laws
• Beware of new acquaintances who probe for information about you or what you do
• Be aware that your conversations may not be private or secure
• Do not use hotel or foreign computers to conduct any business
• Note any suspicious or unsolicited contact.
• Contact the closest Embassy or Consulate if you feel threatened.

When you return:

• If you brought a computer, bring it to KU’s IT security office to ensure it does not have malicious software that could damage the KU network or your device
• Change passwords on any accounts and devices that you used
• Contact GOS to report any usual incidents or circumstances

GRS is available to provide export control guidance and additional safety and security assistance to KU faculty, staff and students prior to travel. To request assistance send a message to [email protected] .

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• Export / Security Analysis or Assistance

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The University provides a comprehensive insurance program for authorized travelers including medical, security and natural disaster evacuation up to $500,000 per event. Emergency contact information and other details regarding this insurance package (relevant to KU Lawrence Campus, KU Medical Center and their respective reporting units) can be found on the KU Human Resources site . In order to trigger enrollment in this travel insurance, all procedures for registering your international professional or educational travel should be followed, details of which can be found at International Affairs (KU Lawrence Campus)  or at the  Office of International Programs (KUMC) . 

In addition to travel insurance, it is also important to note that travel to certain countries for professional purposes could be denied due to U.S. State Department travel warnings. Whenever planning an international trip, it’s essential that departments/travelers work through International Affairs (KU Lawrence Campus) or International Programs (KUMC) and the Office of Global Operations and Security .

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• 2024 Orbridge Travel Catalog
• Spain - Andalucia in a Parador | April 18-26, 2024
• Charismatic Mediterranean | April 19-29, 2024
• Across Spain & Portugal | April 26-May 12, 2024
• 150th Kentucky Derby | May 1-5, 2024
• America's Southwest: A Luxury Train Adventure | May 4-8, 2024
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• Indianapolis 500 | May 24-27, 2024
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• Croatia & Cruising the Dalmatian Coast | June 7-18, 2024
• Circumnavigation of Iceland | June 7-15, 2024
• Norwegian Fjords & Midnight Sun | June 16-26, 2024
• Easy Company: England to the Eagle's Nest | June 17-29, 2024
• Kenya Safari: The Big 5 | June 26-July 6, 2024
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• Scandinavia and the Baltic Sea | July 31-August 10, 2024
• Scotland: Highlands & Islands | August 1-12, 2024
• Scotland - Stirling | August 5-13, 2024
• Iconic Destinations by Private Jet | August 26-September 15, 2024
• Provence: Featuring Art, Culture & Wine | August 28-September 5, 2024
• Canadian Rockies Explorer | September 4-14, 2024
• Normandy - 80th Anniversary of D-Day | September 13-21, 2024
• Autumnal Allure | September 15-26, 2024
• Northern Lights | September 19-24, 2024
• Romance of the Douro | September 20-October 1, 2024
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• Danube River: Vienna to Bucharest | September 26-October 8, 2024
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• Grand Danube Passage | October 6-20, 2024
• Toronto to Vancouver by Rail | October 8-14, 2024
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• Antarctica Discovery | January 18-29, 2025
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• Journey to Southern Africa | February 16 - March 3, 2025
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Travel providers, read our faqs, passenger info form, sign up for emails, travel resources, welcome to the university of kansas alumni association.

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The KU Center for Research (KUCR) travel policy covers travel that is paid for with research funds. This page contains forms and general information about travel, including:

• Travel expense reports

Other travel-related forms

• Allowable expenses
• Unallowable expenses

Other travel policies

Additional information specific to international travel can be found on the  International Travel page .

• Karen Schaller, Financial Services Assistant Director

Travel resources

• International travel
• Travel claims guidance
• KU Travel Services

Travel forms

Travel expense report.

• Travel occurring Jan. 1 – Dec. 31, 2024: 2024 KUCR travel expense report (.pdf)  
• Travel occurring Jan. 1 – Dec. 31, 2023: 2023 KUCR travel expense report (.pdf)

This travel expense report should be returned to the KUCR Business Office or your departmental travel coordinator within 60 days of travel.

2024 (Jan. 1 – Dec. 31): KUCR follows the Internal Revenue Service (IRS) standard mileage rate: 67 cents per mile. The optional standard allowance for round trip travel from Lawrence to KCI Airport is 110 miles @ .67 = $73.07. Documented actual mileage may be claimed in lieu of the approved standard allowance. Two round trips are allowed if no KCI parking charges are claimed. 

2023 (Jan. 1 – Dec. 31): KUCR follows the Internal Revenue Service (IRS) standard mileage rate: 65.5 cents per mile. The optional standard allowance for round trip travel from Lawrence to KCI Airport is 110 miles @ .655 = $72.05. Documented actual mileage may be claimed in lieu of the approved standard allowance. Two round trips are allowed if no KCI parking charges are claimed. 

Use CONUS rates

• Department advance reconciliation request (.pdf)  
• Employee emergency evacuation and repatriation insurance for business travel  
• Expense reimbursement, out-of-pocket (.pdf)  
• Fly America Waiver Checklist (.pdf) Required if using federal or federal flow-thru funds and not using a U.S. air carrier.    
• Internal Revenue Service forms and information Publication 463, Publication 535, and Circular E are the most commonly needed business and travel policies.  
• Per diem exceptions (.doc) Use this form if the per diem requested is lower than the standard published per diem rate for KUCR, either at time of proposal if lower rates are included in the budget or prior to travel.  
• Travel Fund for faculty/staff research development KUCR has committed funds for faculty and staff to travel to potential sponsoring agencies to meet with appropriate program officials about their mutual research interests. For this purpose, KUCR will provide up to $750 for an annual trip to fulfill the purpose of seeking additional research funding. This funding is not meant for trips to professional meetings that sponsoring program officials may attend. The purpose is for focused meetings at a sponsor's office.

KUCR travel policy

Allowable travel expenses.

• Schedule most economical and direct route.
• Ticket receipt and itinerary must be submitted with travel expense report. Change or cancelation allowed according to circumstances, for business purpose only.
• For a Saturday stay-over the traveler is responsible for documenting fare savings. Additional lodging charges, per diem and other expenses will be reimbursed only up to the amount of the savings on the airfare.
• Exception: Tickets purchased with frequent flyer miles, as well as airline club membership fees are not reimbursable.
• Consultants are not eligible to charge airfare, but may request reimbursement. Before leaving, review the requirements of the  Secure Flight Program  at the Transportation Security Administration federal website.
• Change or cancelation allowed according to circumstances, for business purpose only.

Airbnb/VRBO

KU has a requirement to provide duty of care for all employees traveling and to ensure that lodging is not only cost effective but allows for flexible cancellation, regardless of how travel is paid for.

To receive a booking exception approval to book an Airbnb or VRBO, a traveler must email KU Controller Katrina Yoakum at  [email protected]  or Assistant Director Cash Control/Audit Karen Schaller at  [email protected]  if using research funding. To determine if the Airbnb/VRBO will meet the financial and safety requirements to grant the approval, please provide the following:

Cost analysis

• Comparison of total cost of Airbnb vs. hotel options — total cost includes per-night charge as well as any additional fees (e.g., cleaning fees, booking fees, etc.)
• Refund policy for both options
• Consideration of location of Airbnb vs. hotel to where traveler will be working — will Airbnb location create more commuting expenses

Safety requirements

• Verification that the alternative lodging selected includes standard safety equipment that would be present in hotel (e.g. smoke & carbon monoxide detectors) — safety equipment is typically listed on Airbnb posting
• Rental of entire home / apartment — not just an individual room in which other renters or hosts are not known ahead of time
• Public liability insurance — Airbnb & VRBO listings provide $1M public liability insurance as a part of hosting agreement. Lodging offered through local hosts and not through a company like Airbnb or VRBO will be evaluated by KU Controller & KU Risk Management on a case-by-case basis.

Baggage handling

Reasonable airline charges for checked bags are reimbursed. Physically disabled travelers may claim reimbursement for special assistance such as gratuities to baggage handlers. Cost of transporting equipment and supplies directly related to project activities is reimbursed if valid business purpose is documented. Tips are not allowed except when required for a disabled traveler or special circumstances.

Allowable if other transportation is not available or is too costly. Mid-size vehicle is recommended. Sharing of vehicles is encouraged if multiple travelers from KU are traveling to the same destination. Fee for waiver of physical damage to rental vehicle is an allowable cost. No other insurance charges will be reimbursed.

Cash advances

Cash advances for travel will be issued no more than 30 days prior to the trip. Expenses related to cash advances shall be documented with unspent amounts returned within 30 days of the date the expense is incurred. Unsubstantiated expenses and un-returned cash advances are reported as compensation and are subject to income taxes in accordance with IRS code. Exception: Non-KU employees are not eligible for cash advances. Note: Arrange for prepayments whenever possible to reduce the amount of cash advance.

Currency conversion

Convert to U.S. dollars on travel report. Use rates applicable on the date of expense. Document currency conversion calculation with receipts or credit card statement.

Rental vehicles used for business purpose only. Exceptions: On personal vehicles, fuel is not reimbursed on top of mileage rate reimbursement.

Hotel/lodging

Expenditures will be reimbursed at the rate for one person. If multiple business travelers share accommodations, the actual cost will be split between them. Advance written justification is required for lodging in excess of $300 per night, unless the traveler is staying at the conference hotel. Not reimbursable: In-room movies and room service are personal expenses, which are covered by per diem. "No show" charges will not be reimbursed except for emergency situations not controlled by the traveler. If traveler is accompanied by spouse or non-business traveling partner, costs in excess of single room rate will not be reimbursed to traveler.

Meals and tips

Use per diem calculation for standard business travel. Meals and tips are generally covered by the per diem allowance. Exceptions: Meals furnished to a group and paid by the traveler require documentation that includes the business purpose of the meal, names and business relationship of attendees, and an itemized receipt. Gratuity charges for group business meals require a receipt. Meals provided in the conference fee or by third parties will be subtracted from the per diem claimed. See KUCR Travel Rate Schedule.

No overnight stay:  Departments may allow employees one meal on same-day trips provided the travel is more than 30 miles from traveler's workstation AND exceeds 11 hours. Each reimbursement must identify the date, departure time, arrival time, destination, trip purpose and meal requested. No receipts are required. If the actual cost of the meal exceeds the reimbursement amount, the difference is not reimbursed. One breakfast, lunch or dinner may be reimbursed based on 15%, 35% or 50% (breakfast, lunch or dinner) of the daily M&IE rate.

Reduced meal allowance for meals provided at no cost to the employee:  If meals are provided during a given travel day, the agency will reduce the M&IE rate by the amount of the meal that was provided, based on 15%, 35% or 50% (breakfast, lunch or dinner) of the daily M&IE rate. For partial days, the quarter amount is calculated first and then the meal deduction is applied. In addition to meals provided to a traveler at no cost, meal per diem must be reduced if breakfast provided while staying at a lodging establishment contains protein (i.e. buffet or server-style with meat, eggs, etc.), but not reduced when provided a light complimentary continental breakfast (i.e. pastries, baked goods, fruit, juice, coffee etc.). Additionally, employees with a medical dietary restriction accommodation filed with HR may be reimbursed per diem if the provided meals do not meet their documented dietary restrictions and other meal options had to be purchased.

If all meals are provided for a day, the reduction to the M&IE rate will be 100%, and there will be no allowance for incidental expenses reimbursed to the traveler.

Meetings, seminars and conferences

The meeting agenda is required documentation for the report of travel expenditures. Meals provided in the conference fee or by third parties will be subtracted from the per diem claimed.

Reimbursed at the IRS rate in effect on the date of travel. See the Travel Rates Schedule. Based on the shortest available route unless other documentation is provided which supports an acceptable alternate route. Mileage to and from the workplace from the traveler's residence will not be reimbursed. See "Point of Departure" below.

Mileage vs. airfare:  If a personal vehicle is used in lieu of air travel, the reimbursement for mileage, per diem, lodging and other expenses resulting from the additional travel time will be compared to the cost of air travel. Traveler is responsible for documenting comparable airfare costs based on 14-day advance purchase plus other expenses pertinent to air travel.

Passport and visa fees

If necessary for completion of the business purpose of the trip.

Telephone and internet

Telephone, internet and other communications charges will be reimbursed for business purposes only. Exceptions: Telephone card expenses are not reimbursed.

Unallowable travel expenses

Check cashing fees, entertainment.

Driver is personally responsible for traffic and parking violations, as well as towing fees related to violations.

Fees for personal insurance, such as personal liability, personal effects coverage, life insurance, etc. are not reimbursable. University of Kansas employees traveling on KUCR authorized business are automatically covered by a  travel insurance policy  which includes life insurance, medical evacuation and repatriation. For policy on rental vehicle insurance, see "Car Rental.” Trip Protector/Flight Cancelation Insurance is a personal expense and not allowable for reimbursement.

The per diem allowance covers this expense. Exceptions: Reasonable laundry expenses for extended travel (over seven days).

Personal expenses: gifts

Additional lodging and travel expenses due to being quarantined are not an allowed expense on sponsored project funds and alternative funds will need to be used.

Spouse or other non-business travel partner expenses

Traveler is responsible for identifying and separating personal costs from business costs. Exceptions: Reimbursable if there is a business purpose for partner to travel.

Theft or accident: personal

Traveler files claim with personal insurer, hotel or carrier for theft, damage or loss to personal effects.

Transportation: parking, taxi, shuttle, bus and subway

During official business travel time only. Obtain receipt if possible. Tips allowable for taxi and airport shuttles.

Toll charges for turnpikes and bridges

During official business travel time only. Obtain receipt if possible. Identify toll location on travel report.

Authorization and reporting

Traveler is required to report and substantiate travel expenses within 60 days of the date of travel or travel will be treated as taxable benefit. Requests for travel reimbursement submitted more than 90 days after date of travel or after the end date of a sponsored agreement may be denied. KUCR’s Cost Accounting Policy requires that all travel on sponsored projects be reviewed to ensure allowability under sponsor guidelines. Submission of a travel report for reimbursement indicates travel is necessary and applicable to the sponsored project’s scope of work.

Per diem allowance covers meals, personal expenses and tips while traveling on business. Rates are published in the Travel Rate Schedule. Any deviation from standard per diem rates must be approved by KUCR in advance of the travel and be in compliance with the sponsor’s regulations. Requests for exceptions should be directed to the appropriate Post-Award grant officer.

Traveler may opt to claim actual expenses in lieu of per diem. However, the reimbursement for actual expenses may not exceed the per diem allowance. Only allowable expenses will be reimbursed. Traveler may not mix per diem allowance and actual expenses on the same trip. Receipts are not required for documentation of per diem allowance. Additional per diem compensation received due to "bumped" air flight or other situations outside the control of the traveler must be reported.

No overnight stay:  If travel is more than 30 miles from workplace AND exceeds 11 hours, meals will be reimbursed up to the amount of one-quarter day per diem. Per diem is based on time of travel. Include the quarter day of departure. Exclude the quarter day of return.

View the exceptions policy (.docx)

Personal time mixed with business travel

Traveler is required to document a business purpose for the trip and verify which days are personal and which days are dedicated to business purposes. If personal days exceed business days, the cost of transportation will be treated as a personal expense and will not be reimbursed, per IRS regulations. Per diem, lodging, local transportation and other costs will be reimbursed for business days only.

Point of departure

If departure date is a weekend or holiday, the point of departure will normally be the traveler's residence. If departure date is during the traveler's normal workday, the initial point of departure will be the traveler's regular place of employment.

Receipts are required for reimbursement of all purchases of project supplies regardless of the cost. For lodging and transportation expenses, receipts are only required when the item needing reimbursement exceeds $50 and is not covered by per diem. Traveler must document the date, place and business purpose of the expense if a receipt is not submitted with the travel report. If a credit card is used, include the detail receipt with expense documentation.

Taxability of reimbursed expenses

The University of Kansas reimburses travelers under an accountable plan. This means all travel expenses must have a business connection, and all expenses for reimbursement must be submitted by the traveler within a reasonable period of time, which has been defined by the Internal Revenue Service as 60 days from the end of travel. Travel expense reports submitted more than 60 days from the traveler’s return date will be processed as a taxable reimbursement to the traveler. Required federal and state tax withholdings related to the reimbursement (e.g., federal and state income tax withholdings, FICA, etc.) will be deducted from a future paycheck.

Travel authorization number

Required for all KU employees regardless of funding source. See Travel Authorization & Request guidance on the KU Travel website .

Travel accountable plan

KUCR policies regarding reimbursement for travel expenses incurred in the course of business are written with the goal of meeting the Internal Revenue Service (IRS) definition of an "accountable plan." Without a valid accountable plan, KUCR would be required to report all reimbursements as taxable income to the employee. There are five requirements of a valid accountable plan.

• Business connection:  Expenses must be valid business expenses incurred by an employee in connection with the performance of services as an employee. The expense must qualify as deductible  under Internal Revenue Code 162.  
• Substantiation:  Amounts paid under the plan must be documented by the employee within a "reasonable period of time" after the expense is incurred. KUCR policy requires substantiation of expenses within 60 days of the date the expense is incurred.  
• Allowance reasonably calculated to cover expense:  Any expense advance must be calculated not to exceed the amount of anticipated expenses and paid within a "reasonable" period of time prior to the date of the anticipated expense. KUCR policy allows payment of the advance within 30 days of the anticipated expense.  
• Specific identification : The reimbursement of expenses must be identified separately from payment of wages. KUCR does not mix payroll and reimbursement payments.  
• Plan must require return of unspent allowances:  The employee must be required to return to the employer within a "reasonable period of time" any part of the allowance that exceeds unsubstantiated expenses. KUCR policy requires the substantiation and return of any unspent advance within 60 days of the date the expense is incurred. Unsubstantiated expenses and failure to return advance amounts that exceed substantiated expenses will be reported as compensation and be subject to withholding of FICA and federal income tax.

For the purpose of the KUCR travel policy, "employee" is defined as University of Kansas employees. The KUCR travel policy applies to consultants, research participants, employees of the state of Kansas, employees of KUCR and any other persons traveling for the benefit of KUCR or its research programs unless other contractual terms are approved by KUCR.

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Travel Health

Available to students, faculty, staff, retirees and any Douglas County resident.

Travel Health Services

A Travel Health appointment offers pre-travel counseling, immunizations and health advice for those planning to travel out of the U.S. All required travel immunizations are available at Watkins. However, availability may depend upon nationwide/manufacturing vaccine shortages.

Travel Health Appointments

If you will be traveling abroad and need immunizations or preventative medications, please call the appointment line at 785-864-9507 and request a "travel health appointment.” Appointments are free for students who have paid the required  health fee . Immunizations or other tests required before travel are subject to additional charges. Please call the Business Office at 785-864-9520 if you have questions.

During your appointment, a provider will review which immunizations are recommended and required for your planned itinerary. A provider will also review recommended preventative medications, most current travel advisories, and safety/travel tips specific to your destination.

To ensure you receive the most current information and recommendations, it is important to bring all immunization records available to your appointment. Please also bring your yellow international travel vaccination booklet, if you have one.

Study Abroad

Watkins works closely with Study Abroad & Global Engagement  to ensure the health of students traveling outside of the United States during their academic career at the University of Kansas. Those students who are traveling abroad as part of a university-affiliated class or program are required to obtain a Travel Health Consultation from a clinician at Watkins Health Services. Students traveling to countries not considered low risk, or students who have a physical or psychological condition for which they are currently receiving treatment or have received treatment in the past, must schedule a travel health appointment with a clinician at Watkins Health Services by calling  785-864-9507 .

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Official university business travel.

To provide general instructions to individuals traveling for official University of Kansas business.

All University units and individuals traveling for official University business.

Travel approval and reimbursement for travel expenses is governed by:

•  State laws and regulations;
• Kansas Board of Regents regulations;
• 2 CFR 200 Uniform Guidance and KUCR Cost Accounting Policy; and
• University policies.

Unit leaders (e.g., directors, chairpersons, research supervisors, principal investigators, heads of divisions, bureaus, and offices) are responsible for ensuring their unit adheres to all applicable travel requirements.

Out-of-State/International Pre-Trip Travel Approval:

No fewer than 14 days prior to domestic travel and 30 days prior to international travel (i.e., the “14/30 Rule”) all University employees and students traveling outside the state on official University business must have an approved Travel Request within Concur. If the need for travel first arises within the applicable 14/30-day period, the traveler must (1) submit the Travel Request as soon as possible, and (2) receive approval at least one day prior to departure.

Out-of-state travel commences upon departure from the traveler’s home or official Human Resource Management (HRM) work location and concludes upon return to the traveler’s home or official HRM work location; therefore, if applicable, dates authorized for travel must include the in-state part of out-of-state trips.

Advances of state funds for travel expenses are not allowed, except when an employee must pay expenses for a group of students. Travel advances for employees and students are available for travel funded by KU Center for Research (KUCR) funds and must be submitted within Concur.

When the information originally submitted on a Travel Request changes, the Travel Request must be cancelled and a new one submitted within Concur. A new Travel Request is required when:

• The departure or return date changes;
• The destination changes; or
• Additional locations are added.

Border cities are all cities within 200 miles of the Kansas border. A travel request is required for all University funded reimbursements to border cities, unless only mileage, tolls, and parking are being claimed. All border city expenses will be coded as out-of-state expenses.

• An employee picks up a guest speaker from the Kansas City International Airport and submits a reimbursement for mileage and registration. No travel request is required.
• An employee attends a conference in Kansas City, MO and submits a reimbursement for mileage and registration. A travel request is required.

Booking Travel:

Use of a designated travel agency or booking system.

Per the Travel Request and Booking policy, use of the University’s designated travel agency (Collegiate Travel Planners) or travel system (Concur) is required for official University business travel arrangements.

Travel Expense Requirements:

Travel expense reimbursements.

The University only reimburses travelers for allowable travel expenses personally incurred while on official University business travel and when the travelers’ unit(s) have funds budgeted for this purpose.

The University reimburses travelers under an accountable plan. This means all travel expenses must have an official University business connection or purpose, and all expenses for reimbursement must be submitted by the traveler within a reasonable period of time, which has been defined by the Internal Revenue Service as 60 days from the end of travel. Travel expense reports submitted more than 60 days from the traveler’s return date will be processed as a taxable reimbursement to the traveler. Required federal and state tax withholdings related to the reimbursement (e.g., federal and state income tax withholdings Federal Insurance Contributions Act (FICA)) will be deducted from a future paycheck.

All expense reimbursements for official University business travel are made in Concur and then approved by the authorized individual or their designee. The business purpose of a trip must be listed on the travel reimbursement. No expenses can be reimbursed until travel is complete.

Travel reimbursement must adhere to any special constraints imposed by the sponsoring agency. A travel reimbursement will be through regular state travel reimbursement procedures.

Travel expenses for a trip starting prior to June 30, but not ending until July 1 or later will be charged to the new fiscal year in which the trip terminates, provided funds are available in that fiscal year.

Form of Payment

Allowable forms of payment consist of University or KUCR Procurement Card (P-card), personal funds, or cash advance for KUCR funded travel.

Itemized Receipts

Itemized receipts are required for all items, except meals covered by meal per diems. Summarized credit card receipts, credit card statements, and canceled checks cannot be used to claim reimbursements.

Mode of Transportation

Travelers shall use the most direct route and economical mode of transportation. This may include airfare, car rental, taxi, shuttles, or other public transportation.

Generally, the payment or reimbursement for air travel is limited to economy class; however, for individual flight segments of four hours or more, the traveler may opt for an expanded leg room seat. If any other class besides economy is purchased, the traveler must submit an itemized airfare receipt with their expense report identifying the class of travel purchased. In the expense report the traveler must provide documentation of the economy fare amount and deduct the amount equal to the excess over the cost of this fare. However, if economy class is not available, the traveler can submit a statement, provided by the travel agent, certifying that no economy accommodations were available. This statement must accompany the expense report upon which the fare is claimed. For business purposes only, changes or cancelations are allowed depending on the circumstance.

Reasonable airline charges (1 or 2 checked bags) for traveler’s checked bags will be paid for or reimbursed. Charges for baggage exceeding the weight or size limits are reimbursable if such excess baggage is used for official University business (excess personal baggage expense is not reimbursable). Cost of transporting equipment and supplies is reimbursed if valid business purpose is documented. Tips are not a reimbursable expense except when given for assistance regarding an individual’s disability or special circumstances. Travelers with a physically disability may claim reimbursement for special assistance.

Mileage when driving a personal vehicle will be reimbursed at the State of Kansas standard rate if using state funds or at the IRS standard rate if using KUCR funds. Mileage reimbursement is based on the shortest available route unless documentation is provided that supports an acceptable alternate route. The mileage rate is meant to cover all costs associated with the use of a personal vehicle including fuel, oil, tires, insurance, deductibles, uninsured losses, and expenses of any type. Reimbursement for the use of a personal vehicle cannot exceed the established mileage rate for personal vehicles for the official mileage between traveling to the intended destination and return trip.

Mileage in Lieu of Airfare

When driving a personal vehicle rather than using the fastest public transportation, an employee may be reimbursed the lesser of the mileage or “cost to fly” amount.

Vehicle Rentals

No payment or reimbursement for any rental vehicle will be allowed without documenting the need to use a rental vehicle instead of public transportation. When renting a vehicle, the size is to be determined by the number of travelers and use. Vehicles must be rented using the mandatory contract with Enterprise Rent-A-Car or National Car Rental.

Local Transporation

Local transportation (i.e., taxi, shuttles, buses) may be paid for or reimbursed while traveling except when traveling to and from restaurants.

Tolls and Parking

Tolls and parking will be paid for or reimbursed at actual cost.

Employees traveling on official University business are automatically covered by a travel insurance policy which includes life insurance, medical evacuation, and repatriation. When renting a vehicle, liability insurance will not be paid or reimbursed. The University has an automotive liability policy, which automatically covers drivers while on official University business. Vehicle rental rates with the University’s mandatory contract with Enterprise Rent-A-Car or National Car Rental include Collision Damage Waiver (CDW) insurance.

Travel insurance, medical insurance, and other personal insurance policies are not paid for nor reimbursed.

Lodging will be paid for or reimbursed at actual cost. Nightly lodging limits are determined by the Federal CONUS (continental United States), OCONUS (outside the continental United States), and Department of State rates and pre-payment on a University P-card is not permitted with the exception of a one-night deposit, if required.

Meal and Incidental Expenses

Meal & incidental expense (M&IE) reimbursements will be based on federal per diem rates by hotel location . Meal and hotel tips are included in the daily per diem rates and will not be reimbursed separately. When travel does not include an overnight stay, units may allow employees one meal on same-day trips provided the travel is more than 30 miles from traveler's work location and the trip exceeds 11 hours.

Registration Fees

Registration fees can be paid in advance using a P-card, or with the traveler’s personal credit card and the reimbursed by submitting the receipt with a travel expense report. For any registration or conference fee, travelers must indicate whether meals or lodging are included. If meals or lodging are included and an amount is shown on the receipt for these items, reimbursement cannot be claimed for those items. If meals or lodging is included but an amount is not shown on the receipt, the traveler must report meals and/or lodging was provided and cannot claim additional lodging expenses and those meal allowances must be deducted from the meal per diems.

Charitable donations and fees associated with optional events cannot be paid or reimbursed.

Virtual Conferences

Due to export compliance, international virtual conference registration fees are coded as international and a Travel Request is required. Domestic virtual conference registrations are coded as in-state and a Travel Request is not required.

Miscellaneous Travel Expenses

Miscellaneous travel expenses such as the purchase of supplies, telephone calls, and internet access charges can be paid for or reimbursed if a documented business purpose is provided.

Personal Time Mixed with Official University Business Travel

Travelers are required to document a business purpose for their trip and verify which days are personal and which days are dedicated to business purposes. If personal days exceed business days, the cost of transportation will be treated as a personal expense and will not be reimbursed, per IRS regulations. Per diem, lodging, parking, local transportation, and other costs will be reimbursed for business days only.

Reimbursement for Payment of Other Employee Expenses

Employees may not be reimbursed for expenses incurred on behalf of any other person except as follows:

• Employees may be reimbursed for the travel expenses of students they sponsor. Receipts are required for all student expenses. The amount reimbursed for students shall not exceed the established limitations for state employees. Students' names must be listed on the reimbursement. A student employee who is traveling in connection with duties as an employee is expected to submit expenses for reimbursement.
• Employees may share a room; however, it cannot be required. If employees share a room, one employee may claim the entire room charge; however, the two reimbursements must be cross-referenced. Additional information can be found in the University of Kansas Policy on Consenting Relationships .

Future University Employee Travel Expenses

Future University employees traveling for University business before their start date are reimbursed following employee reimbursement procedures.

Drivers are personally responsible for traffic and parking violations, as well as towing fees related to violations. 

Financial Services 1246 West Campus Road Carruth O’Leary Hall Lawrence, KS 66045 [email protected]

KUCR Fiscal Affairs 2386 Irving Hill Rd Youngberg Hall Lawrence, KS 66045 [email protected]

University of Kansas Policy on Consenting Relationships Travel Request and Booking Policy

Federal per diem rates by hotel location KUMC Travel Audit webpage KU Travel Services Travel Policy & Procedure webpage KUCR Cost Accounting Policy 2 CFR 200 Uniform Guidance and the Cost Accounting Standards Travel Insurance

06/14/2023: Corrected Typo. 11/22/2022: Updated policy to align with governing bodies requirements. 04/15/2021: Updated Contact, Approver, and owning unit sections from Comptroller to Financial Services. 01/09/2016: Updated procedures to reflect current process. 07/08/2016: Updated to remove gendered pronouns. 01/05/2016: Updated for FY2016. 10/01/2015: The wording in the sentence "Claims for reimbursement must be included as a Misc. Non subsistence Expense section reimbursement subsistence (125180, 125280), or 125380)" was corrected to Claims for reimbursement must be included as a subsistence (125180, 125280), or 125380) based on the State Travel Policy. 11/03/2014: Updated for policy formatting cleanup (e.g., bolding, spacing). 10/2013: Updated to include references to Payables, update the reimbursement process, and to add link to KUMC Travel Audit. 05/2012: Updated to provide for purchase of expanded leg room seats on flight segments of four hours or more. 08/2011: Updated for FY2012. 07/01/2010: Updated for FY2011.

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• Student Travel Registry

As a top-tier, public international research university, the University of Kansas supports and encourages international travel and recognizes that the formation of international perspectives is an essential educational component within its academic mission.  In an effort to create a comprehensive repository of the international activities of KU students, support students engaged in valuable educational activities, and reduce potential risks to students, faculty, and staff, the University requires that all students traveling internationally with institutional-affiliation register their international travel through the  Student International Travel Registry  housed within Study Abroad & Global Engagement.

Student International Travel Policy

The  University-Affiliated Student International Travel Policy  pertains to non-credit-bearing international travel by undergraduate and graduate students organized or endorsed by KU, a KU academic unit, or a faculty/staff member, or travel organized by KU student organizations.  Activities receiving university funding will be considered university-affiliated and reside within the scope of this policy.  Sample activities for individuals falling under this policy might include those participating in performances, competitions, research, academic or professional conference attendance, co-curricular activities, etc abroad.  Registered student organizations which support or promote international travel should contact Study Abroad & Global Engagement to register.

All students who travel abroad for University-related purposes must register their international travel and provide all supporting documentation no later than 30 days prior to their expected departure date.   Students may access the Travel Registry here.

Students participating in regular, for-credit or KU-administered study, internship, research or service-learning programs will complete the relevant application processes administered by Study Abroad & Global Engagement, and therefore do not need to complete a separate application to the Student International Travel Registry.

Campus units sponsoring activities or events covered by this policy have a responsibility to ensure that student participants in KU-affiliated international travel are aware of and comply with this policy.

For further information about the Student International Travel Registry, contact Angela Perryman, Director Study Abroad & Global Engagement, at  [email protected] .

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Graduate Scholarly Presentation Travel Award

KU's Office of Graduate Studies  manages the Graduate Scholarly Presentation Travel Awards. Information regarding applications for graduate student travel funding are posted each fall semester. 

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KU Partners with College Pads to Deliver New Off-Campus Housing Marketplace

April 12, 2024

The University of Kansas (KU) has partnered with College Pads to provide a new off-campus housing marketplace for KU students, and community members. College Pads’ service will go-live the week of April 15, 2024.

College Pads, via its software on the University’s website, will provide KU students with an educational tool to help them become more educated renters, compare off-campus housing options, find potential roommates, and sublet their existing units, when applicable.

This new platform at offcampushousing.ku.edu aims to provide a vastly improved interface for students seeking off-campus housing. One of the goals of the new platform is to increase engagement from students in selecting their living community. College Pads will be investing heavily in actively advertising the platform to students to ensure that the majority of students use the new platform to search for their off-campus housing. This increased student engagement will provide a powerful resource for students, parents, faculty, and staff, as well as increase the flow of traffic to local property owners and managers.

“We are excited about this partnership with College Pads to help students who are ready to live off-campus find housing in the Lawrence community,” said Sarah Waters, Executive Director of Housing & Residence Life at KU. “With nearly 6000 students living on-campus, we are at capacity. We also know that living off-campus during their time at KU is part of the overall student experience. College Pads will make finding student-oriented and focused leases in our community easier through this dedicated marketplace.”

The new site includes renter education modules to help students successfully navigate the transition to off-campus life and become better educated on the local rental processes. Custom-tailored to the needs of student renters, the College Pads platform also offers students a customized roommate and sublease portal.

College Pads is excited to be serving the KU market in this capacity and is looking forward to enhancing student success as well as establishing great relationships with property owners and managers in the community. In addition, while the University of Kansas will continue to be separate from the off-campus market and not be responsible for the management of such units, College Pads understands the values that the University of Kansas places on student service and looks forward to providing students with the information needed to make good decisions about off-campus living.

Listings on the site can be purchased by property owners and managers, whose listings are created by College Pads’ staff, improving overall listing quality. The University of Kansas and College Pads will be working together to host on-campus and virtual events for partners of the KU marketplace.

College Pads is the fastest-growing company in off-campus housing and is used at many other institutions across the country, including the University of Michigan, Arizona State, Baylor, the University of Utah, Texas Christian University, the University of Minnesota, and many more.

To learn more about listing properties on the new site, please contact:

Chelsey Hawkins, Regional Marketing Director Rent College Pads, Inc. [email protected]

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