Travel Procedures
5D-0338 Travel Detail Voucher

Instructions for Travel Detail Voucher

After the traveler returns, a Travel Detail Voucher form (o:\informs\voucher.wpf) must be completed, signed by the traveler and have the proper department approval signature.  Attach all “original” receipts and forward to Accounts Payable within 30 days of completion of travel.

Mileage using personal car must be “by the usually traveled, most direct route” and will be reimbursed at the University current subcompact mileage rate.

Travelers should always use “satellite parting” at KCI, which is currently $5.00 per day.  If a more expensive parking lot is used, the traveler can claim only $5.00 per day.

If a “rental car” is required, the traveler must attach to the Travel Detail Voucher a memo stating the “reason a rental car is required vs. taxi, etc.”  The receipt for the rental car must be itemized.

Meal allowances will be reimbursed as stated in the State Travel Handbook.  Be sure to note if any meals were included in the registration fees.  Meals are reimbursed only if there is an overnight stay.

Lodging allowances will be reimbursed as stated in the State Travel Handbook.  Room rate and taxes must be listed separately on receipts.  If lodging was at the “conference hotel” and at the “conference rate,” this must be noted on the Travel Detail Voucher.

Miscellaneous expenses - Receipts are no longer required for taxi, shuttle, turnpike tolls, KCI parking, tips, etc.  However, it must be noted on the Travel Detail Voucher the “to” and “from” destinations for taxis and shuttles.

Travel to funerals is not reimbursed and a state vehicle may not be used.

Border city - The employee needs to complete an Out-of-State Requisition/Authorization for travel to a border city unless it is a one day trip that does not contain any reimbursable expenses paid for out of the state (i.e. parking, registration, booth rental). The traveler will be reimbursed using in-state rates, in accordance with regular in-state or high cost in-state rates.  Type “Border City Rules Applied” on the travel voucher.

Back to Travel Reimbursement Information

Revised October 2002

Last Updated June 28, 2007