Travel Policy Guide

Travel, Entertainment and Expense Reimbursement Policy Guide
(Revised 06/11/07)

Printable Pocket Travel Guide: Two-sided printing provides an easy-to-use trifold brochure. (pdf)

1. General Policy
2. Administration of Policy
3. Transportation and Lodging
4. Meals and Other Expenses
5. Entertainment
6. International Travel and Special Rules
7. Moving Expenses

IRS Maximum Mileage Allowance -
    Beginning January 1, 2009 University mileage allowance will be 55¢ per mile.

Meal Allowance for In-State -
    Breakfast $7.00 (must depart by 6:30 am; return after 9:00 am)

    Lunch $8.00 (must depart by 11:00 am; return after 2:00 pm)

    Dinner $15.00 (must depart by 5:00pm; return after 9:00 pm)

Meal Allowance for outside KY and within Continental US and Canada -
    Breakfast $8.00 (must depart by 6:30 am; return after 9:00 am)

    Lunch $12.00 (must depart by 11:00 am; return after 2:00 pm)

    Dinner $20.00 (must depart by 5:00pm; return after 9:00 pm)

Travel Procedures/Definitions/Allowable Claims

1. Definitions-Workstations
2. Travel Expense Voucher Form Instructions

Travel Expense Voucher (xls) - Excel Spreadsheet, please 'enable macros' when opening form.
Use for general travel reimbursement with 3 or less destinations. Allows multiple funding sources and authorizations.

Extended Travel Expense Voucher (xls) - Excel Spreadsheet, please 'enable macros' when opening form.
Use for trips over 10 days in duration, multiple destinations and travel with mileage to multiple locations (i.e. monthly travel within the state of Kentucky).

Select all sheets with information or select 'entire workbook' when printing travel vouchers.

Certification of Non-Original Receipt Form (pdf)

  C. Transportation

  D. Accommodations

  E. Reimbursement Rates

In State and Domestic Travel

1. Local and In State Travel
2. Out of State Travel
3. Team Travel/Group Travel
4. Non-Employee/Spousal Travel
5. Travel Voucher

International Travel

1. International Travel Definition
2. Transportation
3. Accommodations
4. Reimbursement Rates
   Link to the Federal per diem rates
   
5. Foreign Travel Advance

Travel Advancement Form (pdf)
Used only for International and Group Travel.

Travel Advance Reconciliation Form (pdf)
Used to reconcile International and Group Travel Advances.

University Travel Agency

Egencia Travel (Effective June 2009)

Egencia Travel Program

For self-registry to establish a user profile

To speak to a travel agent for all flights, hotel and rental cars, call (800) 401-1264

Local Hotel/Rental Car Information

Southwest Airlines Information

Benefits

Step-by-Step Booking Guide (pdf)

"How To's"

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