Travel Policies & Procedures

1. Before You Travel

Pre-Travel Approval

All official travel—whether in-state, out-of-state, or international—must be authorized prior to departure.

  • Shared Services Travel Request: Submit a completed request at least 2 weeks before traveling.

  • Primary Contact: Cindy Carlyon — CW 107 | ccarlyon@ksu.edu | 785-532-0558

  • Secondary Contact: Debbie Webb — CW 116 | debwebb@ksu.edu | 785-532-1601 (If Cindy is unavailable)

🌐 International Travel Requirement: All faculty, staff, and students traveling internationally must register online with the Office of Risk and Compliance prior to departure.

2. Transportation & Booking

Airfare Options

State employees may purchase airline tickets using one of the following methods:

  • Department Purchasing Card: See Cindy Carlyon to charge airfare directly to the department card.

  • Statewide Travel Agency Management Services: Booking directly through Topeka services.

  • Anthony Travel (K-State Student Union): Available to assist, especially with complex or international travel arrangements.

Personal Vehicle vs. Airfare (Cost Comparison Rule)

The state requires the most economical and advantageous form of travel:

  • If you choose to drive your personal vehicle out-of-state, you must submit a cost comparison alongside your reimbursement form.

  • Include a screenshot or copy of a sample airline itinerary showing flight costs for the same dates.

  • Reimbursement will be paid at whichever amount is lower (driving mileage vs. airfare).

University & Motor Pool Vehicles

To reserve a State-Owned, Leased, or University Motor Pool vehicle for official K-State business:

  • Contact Cindy Carlyon to check availability and complete the necessary authorization forms.

3. Expenses & Reimbursements

Lodging Expenses

  • Reimbursement is limited to the lodging establishment’s lowest available single-occupancy rate.

  • Taxes & Limitations: Established daily lodging limits apply to the base room rate only. Associated lodging taxes are reimbursed separately and may exceed the baseline room limit. Tips are not included or reimbursable under lodging.

  • Receipt Requirements: You must submit an official, itemized receipt with your travel expense report (Express checkout receipts are acceptable if they clearly list the dates, daily room rates, and total charges).

Meals & Incidental Expenses (M&IE)

  • M&IE is calculated on a quarter-day allowance system based on the time you depart and return while in travel status.

  • No meal receipts required—M&IE is paid out as a standard daily per diem rate based on location quarters.

4. After You Return

Submitting Expense Reports

  • Complete and submit an Employee Travel Expense Report within 30 days of completing your travel.

  • Attach all official itemized receipts (excluding meal receipts).

  • Turn in completed paperwork to Cindy Carlyon (or Debbie Webb in CW 116 if Cindy is away).

Required Travel Forms