Travel Expenses

The College will reimburse reasonable and ordinary travel expenses deemed necessary by the administration for the conduct and support of the college mission. Funds will not be used to support activities or positions that are contrary to policy or that are considered by the President as not being in the best interests of the College.

Travel requests, to include out-of-state locations, will be approved by the respective Vice President prior to travel. Claims for reimbursement must be presented on a College Travel Request and Expense Reconciliation Voucher. Receipts must be submitted for all travel expenditures.

Reimbursement will not be allowed for alcohol, personal telephone calls, in-room hospitality bars, entertainment, or room service except as noted elsewhere in this policy. One personal telephone call, not to exceed five minutes, will be allowed each day. Room service charges will be allowed only under extreme circumstances. Such circumstances would be late arrival, illness, etc.

All College travel will be made in College owned vehicles as noted in Policy 500-06. Use of private vehicles must be approved by the Administration prior to travel. Reimbursement will be at a rate set by the college. Use of a rental car while on college business requires prior approval from the Vice-President of Finance & Operations or the President.

Airline travel will be at the lowest fare possible and will be limited to coach fare. If the employee is given permission in advance to take a personal vehicle, the maximum mileage reimbursement will be the lowest quoted airfare. One day drive time will be allowed each way. Additional days must be taken as vacation or personal leave. Meal and lodging reimbursement will be limited to one day each way.

Meal and lodging reimbursements will be allowed as follows:
If the employee is away from their place of residence prior to 7:00 a.m., breakfast reimbursement not to exceed $ 7.50 will be allowed, lunch reimbursement, not to exceed $ 8.00, will be allowed if travel requires the employee to be away from their principal work location between the hours of 11:00 a.m. and 2:00 p.m. If an employee does not return to their place of residence until after 7:00 p.m., dinner reimbursement of up to $ 16 will be allowed.

Lodging rates will be limited to $ 80 per night. Meal and lodging rates will be increased for high cost areas such as New York, Washington DC, and California. For other potential high cost areas check with the Vice President of Finance and Operations prior to travel. In high cost areas the daily meal allowance will be: Breakfast $ 10.00, Lunch $ 13.00, Dinner $ 26.00.

Travel expenditures are exempt from Kansas sales tax if paid for with college funds. A copy of the college's exemption certificate is required by all vendors to be eligible for the sales tax exemption. Employees should secure copies of the exemption certificate from accounts payable prior to traveling.

Lodging rates will be allowed up to average rates for the market.

The rates as outlined are maximum limits. The Director of Athletics, Vice President of Students/Enrollment Management and individual club sponsors will determine limits for student travel.

This replaces policy dated Mar-22-04