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3.28 / Out-of-State Travel

Purpose:
The purpose of this statement is to set forth University policy with regard to out-of-state travel by University employees.

Preamble:
This policy has been developed and put in place to maximize utilization of financial resources allocated for travel expenditures and to provide University faculty and staff members with alternatives for making travel arrangements. State of Kansas Travel policies are found at http://da.ks.gov/ar/employee/travel/default.htm (Travel Center for State Employees).

Policy Statement:

1.  Any University employee proposing to travel out-of-state on behalf of the University must complete and submit a travel authorization form to be reviewed and approved by the employee’s direct supervisor and by the funding Budget Officer (Department Chair/Director). In situations where the traveler is the Budget Officer or Budget Review Officer, the approvals will be provided by the next highest level (Budget Review Officer or Vice President). Vice Presidents’ out-of-state travel will be approved by the President. The President and Vice Presidents may appoint a proxy for their approvals. This proxy may only be authorized by the President or Vice Presidents who will communicate this directly to the Office of Financial Operations.

2.  Upon authorization of out-of-state travel, the employee may utilize the services of the travel agent designated by the employee’s direct supervisor and by the funding Budget Officer (Department Chair/Director). In situations where the traveler is the Budget Officer or Budget Review Officer, the approvals will be provided by the next highest level (Budget Review Officer or Vice President). Vice Presidents’ out of state travel will be approved by the President. The President and Vice Presidents may appoint a proxy for their approvals. This proxy may only be authorized by the President or Vice Presidents who will communicate this directly to the Office of Financial Operations. Wichita State’s designated travel center is Sunflower Travel.

3.  Alternatively, an employee may make his or her own arrangements for airplane, train or other commonly recognized transportation, hotels and/or car rentals. Should an employee choose to drive their personal vehicle rather than fly, the employee must attach a written airfare quote (printed from an Internet site) to the travel reimbursement that is filed with the Office of Financial Operations for payment. This comparison should be made based on the most economical airfare rates available on the date the out-of-state travel request is approved. The traveler can be reimbursed for either the cost of flying (Airfare in Lieu of Mileage) or mileage, whichever is less. Charges made to the employee's personal credit card will not be reimbursed for expenses until after the employee submits the request for reimbursement of travel expenses. See http://da.ks.gov/ar/employee/travel/default.htm section 3003 and 3103 for details. 

4. 
An employee may ONLY exceed the State of Kansas Daily Lodging Maximums (as defined at http://da.ks.gov/ar/employee/travel/default.htm) upon written approval by the employee’s Vice President (Vice Presidential exceptions will be approved by the President). Exceptions will require documentation stating the reason for the exception, with the approving Vice President’s signature, attached to the Out-of-State Travel Authorization.

5.  Various miscellaneous expenses MAY be reimbursable for an employee when in travel status. Some require receipts. Receipts are not required for taxis, Kansas Turnpike tolls or from any unattended toll booth. See http://da.ks.gov/ar/employee/travel/default.htm section 5001 and 5100 for details. The Office of Financial Operations will audit all travel expenditures for reasonableness and send any questionable expenditures to the employee’s Vice President for review and approval.

6.  All requests for travel reimbursements will be processed by the Office of Financial Operations using the online Banner Travel System. Receipts may be scanned and electronically attached to the online request, or if a scanner is not available, the receipts may be sent to the Office of Financial Operations for inclusion with the reimbursement request. Reimbursement requests must be signed by the traveler and the funding Budget Officer.


Implementation:
This policy shall be included in the WSU Policies and Procedures Manual and shared with appropriate constituencies of the University.

Effective Date:
November 1, 2007

Revision Date:
July 1, 2007
February 13, 2017

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