Travel Policy Guide

Travel, Entertainment and Expense Reimbursement Policy Guide
(Revised 04/01/13)

Pocket Travel Guide (pdf)
Print two-sided for easy folding brochure.

University procurement cards should not be used to reserve or pay for faculty, staff or student travel expenses (except for registrations).

Employee Travel & Reimbursement Non-Allowable Travel Expenses

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, 2013 University mileage allowance will be 56.5¢ per mile.
(January through December 2012 mileage allowance is 55.5¢)

IRS Maximum Mileage Allowance for Moving Expenses - 24¢ per mile beginning January 1, 2013
(January through December 2012 mileage allowance is 23¢)

See Travel Voucher (xls) to determine rate for your destination.

Maximum Daily Rate

For Alaska, Hawaii, and U.S. Territory possessions: Calculate rate per meal at 20% for breakfast, 30% for lunch and 50% for dinner.

Travel Procedures/Definitions/Allowable Claims

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

For all domestic travel
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).

For all international travel
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)
Instructions to complete the Travel Advancement Form (pdf)
Used only for International and Group Travel.

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

University Travel Agency

Egencia Travel Program

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

Egencia Travel Website

For self-registry to establish a user profile

Charging Hotel Rooms to the Central Billing Card with Egencia

Southwest Airlines Information

Benefits

Step-by-Step Booking Guide (pdf)

"How To's"

Local Hotel/Rental Car Information

PDF files on this page require the free Adobe Acrobat Reader download. 

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