• Mileage reimbursement rates established on a sliding scale according to the AAA Daily Fuel Gauge Report average retail fuel cost for Kentucky.
• Mileage rate will be $ 0.49 per mile effective July 1, 2008 - September 30, 2008. --NEW RATE-- Updated travel vouchers are located with the EKU forms for downloading.
• The mileage reimbursement rate will be adjusted quarterly on July 1, October 1, January 1, and April 1 as follows: 

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• The current mileage rate and history will be maintained on the Office of the Controller website in the “State Employee Travel Information” section.  Please add this website to your favorites for convenience.

 http://finance.ky.gov/internal/travel/

• Mileage for in-state and out-of-state travel may be calculated using mileage software or the MapQuest website in addition to the "Kentucky Official Highway Map" and the Rand McNally Road Atlas previously cited in the regulations.

All university travel must be approved by an employee's supervisor prior to the travel taking place or any expense being incurred. The Division of Accounting and Financial Services performs pre-audit reviews of all employee travel related expenditures. When employee travel has been approved by the appropriate offices, reimbursement may be made based on regulations set forth by the Kentucky Department of Finance in the "Kentucky Administrative Regulations" (200KAR, 2:006, as revised) and on the availability of travel funds to support the travel. Copies of the regulations and all travel forms are available through the links below.

Travel Authorizations

• In-State Travel
• Out-of-State Travel
• Canadian Travel
• Travel Outside the U.S. and Canada
• Supervisory Authority

Reimbursement of Travel Expenses

• Travel Tips
• Kentucky State Parks & Universities
• Meal Allowances: 200 KAR, 2:006, Section 7.3 Subsistence
• High Rate Localities ( Fap120-17-03 )

Forms

• Request for Out-of-State Travel
  Microsoft Word needed to view document.
• Travel_Expense_Voucher_(as of_07-01-08).xls
  Microsoft Excel needed to view document.
• Travel_Expense_Voucher_(from_04-01-08_to_06-30-08).xls
  Microsoft Excel needed to view document.
• Travel_Expense_Voucher_(from_10-01-07_to_03-31-08).xls
  Microsoft Excel needed to view document.
• Travel_Expense_Voucher_(from_07-01-07_to_09-30-07).xls
  Microsoft Excel needed to view document.
• Sample Travel Expense Voucher
  Microsoft Excel needed to view document.  
• Registration_Prepayment_Request.xls
  Microsoft Excel needed to view document.

Travel Authorizations
The state travel regulations apply to everyone traveling on official university business. This includes employees, contractors, and students. All travelers must obtain the required travel authorizations.

In-State Travel
In-State travel requires prior approval from the traveler's respective supervisory authority but does not require submission of a form to the Travel Clerk. For reimbursement purposes, please consult www.RandMcNally.com.

General Provisions

• Section 4(2), Travel to a bordering state that does not require airfare or an overnight stay shall be authorized in the same manner as in-state travel.  For instance, travel from Louisville to southern Indiana or Frankfort to Cincinnati would require the same approval as in-state travel and would not require an out-of-state pre-approval from the Finance and Administration Cabinet. 

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Out-of-State Travel
All out-of-state travel must be authorized in advance, regardless of source of funds. The Request for Out-of-State Travel form must be completed in its entirety, contain original signatures of the traveler and the respective supervisory authority, and be submitted to the Travel Clerk at least five (5) business days prior to any trip outside the state of Kentucky.

Each trip requires only one "Request for Out-of-State Travel" form. If more than one source of funds is used for a trip, the one request form should include all budget account numbers to be charged.

If an out-of-state/out-of-country trip should be cancelled, contact the Travel Clerk.

Travel to Canada
Travel to Canada must follow the same procedures as out-of-state travel. The "Request for Out-of-State Travel" form must be completed and submitted to the Travel Clerk at least five (5) business days prior to any trip. In addition, a receipt certifying the actual exchange rate of currency during the trip must be included with the travel voucher form. All amounts shown on the travel voucher form must be in U.S. funds.

Travel Outside of the United States and Canada
Travel outside of the United States and Canada generally follows the same procedures as out-of-state travel with the following exceptions:

• The appropriate Dean and Vice President must sign the "Request for Out-of-State Travel" form prior to the trip;
• Reimbursement of travel is based on actual expenses not per diem;
• The traveler must submit ORIGINAL receipts, including meal receipts with the travel voucher; and
• The traveler must submit documentation of the actual exchange rate in effect during the trip. Please visit www.oanda.com or www.xe.com for assistance with obtaining exchange rate and conversions.

All amounts shown on the travel voucher form must be in U.S. funds.

Reimbursement of Travel Expenses
Travel reimbursement requests must be submitted on the Travel Expense Voucher form appropriate for the time period. The form must be completed according to the travel regulations, 200 KAR 2:006, as updated. The university CANNOT reimburse travelers for amounts reimbursed by other sources. Travelers cannot be reimbursed by any other organization for any of the expenses listed on their Travel Expense Voucher.

Additional information to assist you in filing for reimbursement follows:

• Travel Expense Voucher: One original (typed or in ink) voucher and one set of original receipts must be sent to the Travel Clerk (Coates Box 3A). No copies are necessary.
• Travel Advances: State regulations make no provisions for travel advances.
• Exchange Rates for International Travel: A receipt certifying the actual exchange rate of currency during the trip must be attached to the travel voucher. If this is not possible, you may attach documentation of exchange rates for the dates traveled from www.oanda.com or www.xe.com.
• Subsistence (Meals): Please note the following:
   

• To be eligible for any meal you must be traveling at least forty miles one way from your workstation.
• Please note the specified time frames for each meal. You must travel the entire time frame.
• Breakfast and lunch also require an overnight stay if traveling in-state.
• Per Diem rates will not be reimbursed for meals which are included in the registration fee.
• Lodging: Lodging shall be the most economical, as determined by considering location of the lodging. Reimbursement is made for actual expense incurred including tax, NOT TO EXCEED THE SINGLE ROOM RATE. Traveler must attach an original "zero-balance" folio to the travel voucher indicating that payment has been made and no balance is due. The folio must include the single room rate.
• Sharing a room: If two or more employees share a room and all are eligible for reimbursement, reimbursement will be at the LESSER OF THE SINGLE ROOM RATE OR ONE-HALF (1/2) THE DOUBLE RATE. Each employee must provide a separate folio detailing his/her share of the actual expenses incurred. Be sure to stipulate the need for separate folios when signing in or paying in advance. Copies of receipts or notarized statements will not be accepted in lieu of a folio receipt.
• Conference: In order to process reimbursement for travel to conferences, the traveler must provide the Travel Clerk with documentation of meals provided in the conference registration fee. This information can be obtained from the conference brochure.
• Registrations: Registrations can be prepared by personal funds or University funds. If registration fees are prepaid by personal funds, submit your receipt and supporting documentation with the Travel Expense Voucher listing the item on the "Other Expenses" worksheet.
  
  Prepaying registration using University funds:
• Departmental pro-cards can be used when credit card payments are accepted.
• If the registration amount exceeds the transaction limit on the department pro-card, please contact the Pro Card Admdinistrator or process payment by check.
• Accounts Payable will process payment by check for registration fees. Complete a Direct Pay Request and submit along with the completed registration form to Accounting & Financial Services, CPO 3-A. 
• Registration fees prepaid by either check or department ProCard must be listed on the "prepaid expense items" of the Travel Expense Voucher form.

Prepaid registration fees by the University are not to be included on the Request for Out-of-State Travel Form. Instead, indicate prepayment by department process/accounts payable.

· Overnight trip with no lodging claimed: Traveler must provide written documentation to verify an overnight stay when no lodging expense is incurred, but meals are claimed. Verification could be a dated registration receipt or a signed letter stating where the traveler lodged.

· Travel Agencies: The Travel Authority has agreed to charge employee airfare to EKU. If a paper ticket is issued, the travel agency must send the paper ticket to the Travel Clerk. The Travel Clerk will notify the traveler when the paper ticket arrives and forward a copy of the itinerary. If an electronic ticket is issued, the travel agency must send the airplane passenger receipt to the Travel Clerk. The Travel Clerk will keep the passenger receipt to be attached to the travel voucher and forward a copy of the itinerary to the traveler.

· Airplane Passenger Receipt: The last page of the airline ticket must be attached to the travel voucher as an original receipt. The traveler must include the airfare in the "Other Expenses" section of the travel voucher if paid by the traveler. If traveler charged the airfare through The Travel Authority, the expense must be included on the Travel Expense Voucher form under the "prepaid expense item". Credit card receipts will not be accepted in lieu of a passenger receipt.

· Mileage: Mileage will be reimbursed as instructed in 200 KAR 2:006, as updated, Section 7(4) "Transportation Expenses" and "Section 9 "Mileage". We have included a standard mileage chart for EKU to Kentucky State Parks for your convenience.

· Vicinity Mileage: Vicinity mileage must be justified and listed in the area provided on the travel voucher.

· Rental Car: Reimbursement for actual rental car expenses will be made upon written justification by traveler, approved by the respective budget unit head, and attached to the travel voucher.

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· Rental Car Insurance: The University's automobile insurance includes liability coverage for rental vehicles. The policy does not include collision insurance.

· Government DISCOUNTS on lodging rates at Kentucky State Parks and various hotels are available. The following link will take you to the listing of state parks and hotel/motel that offer discounts. Contact the Travel Clerk to make arrangements to obtain an "Inter account Authorization" form prior to the trip. The "Interaccount Authorization" form is NOT a reservation form. Travelers must make their own reservations prior to sending a copy of the form to the park.

Reimbursement Checks
The Travel Clerk processes all vouchers on a first-in, first-out basis. Reimbursement checks are mailed to the employee's campus address. Any check lost or stolen should be reported to the Division of Accounting and Financial Services immediately.

Support Staff:

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