Travel Reimbursement

July 1, 2014


Effective July 1, 2014, the State Department of Administration in Topeka has announced new reimbursement rates for Fiscal Year 2015 which runs from July 1, 2014 - June 30, 2015. The rates that are in bold are the rates that have changed from Fiscal Year 2014.

 
Travel Reimbursement Rates Effective July 1, 2014

Travel Voucher Form (for County/District Offices)

Travel Chapter from the KSU Policies and Procedures Manual www.ksu.edu/policies/ppm/1020.html

Travel Chapter from the of Kansas website  http://www.da.ks.gov/ar/employee/travel/

 

 


 

 

PRIVATE VEHICLE MILEAGE

Effective July 1, 2014, private vehicle mileage reimbursement rates are:  

    • 53 cents per mile for privately-owned motorcycles 
    • 56 cents per mile for privately owned automobiles.   Each department will be responsible for deciding which of the three available options - use of a state, district, or county-owned vehicle, a privately owned vehicle, or an Enterprise vehicle - is most appropriate and cost effective - given the circumstances of the travel.
    • $1.31 per mile for privately-owned airplanes.  The increased rate for privately owned airplane reimbursement reflects a policy change of using air miles rather than highway miles as the basis of the claim.  Air mile distance ("as the crow flies") can be verified by referring to the distance calculator at http://www.indo.com/distance/index.html .
       

Top of page

 

 


 
SUBSISTENCE

The State of Kansas is moving to a Per Meal Allowance instead of a Per Diem Rate while in overnight travel status. The method of determining the meals allowed is shown below.

Meal allowances on the day of departure and on the day in which the employee returns to the official station or domicile are reimbursed as follows:

Time of departure 

Meals allowed

12:01 A.M.-6:00 A.M.

breakfast, lunch, and dinner

6:01 A.M. – 12:00 Noon

lunch and dinner

12:01 P.M.-6:00 P.M.

dinner

6:01 P.M.-12:00 Midnight

no meals allowed

 

Time of return

 Meals allowed 

12:01 A.M.-6:00 A.M.

no meals allowed

6:01 A.M. – 12:00 Noon

breakfast

12:01 P.M.-6:00 P.M.

breakfast and lunch

6:01 P.M.-12:00 Midnight

breakfast, lunch, and dinner

As authorized by K.S.A.75-3207a, the Secretary of Administration has fixed the rates for FY 2014 at:

Area

Breakfast

Lunch

Dinner

In-state/border city

$  9.00

$12.00

$25.00

Out-of-state

$  9.00

$12.00

$25.00

Out-of-state high-cost

$12.00

$16.00

$33.00

Out-of-state special designated

$14.00

$19.00

$38.00

high-cost area

 

 

 

International
*or actual not to exceed $101 per day

$15.00*

$21.00*

$33.00*

Reduced Meal Allowance
If the cost of meals is included within the cost of registration fees or other fees and charges paid by the agency or supplied without cost by another party, the meal allowance should be reduced as shown in the table above.


Single Day Meal Reimbursement Rates
1)Single day meal reimbursement may be made to an employee if they are required to travel on official State business and their workday, including travel time, is extended 3 hours or more beyond the employee's regularly scheduled workday;

OR

2)Single day meal reimbursement may be made to an employee if they are required to attend a conference or a meeting as an official guest or participant, and a meal is served during the required attendance time.

The following additional conditions apply to the meal reimbursement:

  • Single day travel meal reimbursement is optional, and can be excercised within the noted restrictions at the discretion of Directors and Department Heads.
  • In either of the qualifying travel situations, the point where the official business is conducted must be more than 30 miles from the employee's official station.
  • Employee may be reimbursed for only one meal per qualifying trip.
  • No reimbursement is allowed when a meal is provided at no cost to the employee.
  • The reimbursement must be paid at the rates set by the State of Kansas for breakfast, lunch, or dinner.  The current rates are the same as indicated in the table for reduced meal allowance.
  • This is a meal allowance type of reimbursement.  Actual receipts are not required.
  • There is no provision to reimburse an employee if the actual cost of a meal exceeds the per meal reimbursement rate.

 

 

Lodging Expense Limitations    
KSU allows 150% for lodging expense with departmental approval.
   State of  Kansas

 150% Rate
 with Dept.
 Approval

In-state $ 83.00   $124.50
Out-of-state, regular $ 83.00  $124.50
Out-of-state, designated high-cost geographic areas $159.00  $238.50
Out-of-state, special designated high-cost geographic areas $178.00  $267.00
International  Actual  Actual
Conference lodging qualified under K.A.R. 1-16-18a(e)  Actual  Actual

 

 

K.S.A. 75-3207a(f) provides that the daily lodging expense limitations established above may be exceeded by the lesser of either: (1) an additional 50% of the applicable lodging expense limitation, or (2) the actual lodging expense incurred.

The lodging expense limitations listed above should be applied to the lodging rate before taxes. Thus the amount reimbursed or paid for lodging expenses may exceed the established lodging limitation by as much as the amount of associated taxes. 

Below is a list of high-cost cities from the KSU Policies and Procedures manual. Additional information can be found on the KSU Policies and Procedures Manual website www.ksu.edu/policies/ppm/1020.html or the State of Kansas website http://da.state.ks.us/ar/employee/travel/default.htm .  

 

 

 

Top of page


 

HIGH COST GEOGRAPHIC AREAS

Out-of-State High Geographic Areas

Alaska


Anchorage
Barrow
Fairbanks
Juneau
Kodiak
Nome

Arizona

Phoenix
Tucson
Scottsdale
Maricopa County

California
 

Anaheim
Berkley including all locations within Alameda County

Carmel
Los Angeles including all locations within Los Angeles, Kern,
  Orange, and Ventura Counties 
Monterey including all locations within Monterey County
Oakland including all locations within Alameda, Contra Costa, and Marin Counties
Pasadena

San Diego including all locations within San Diego County
San Francisco including all locations within San Francisco County
San Jose, including all locations with in Santa Clara County
San Mateo including all locations within San Mateo County
Santa Barbara including all locations within Santa Barbara County
Santa Cruz, including all locations within Santa Cruz County

Colorado

Aspen including all locations within Pitkin County

Avon and Beaver Creek
Denver
Keystone including all locations within Summitt County
Vail including all locations within Eagle County

 

 

Connecticut 

 

Stanford

Florida

Boca Raton including all locations within Palm Beach County
Fort Meyers and Sanibel Island including all locations within Lee County
Lake Buena Vista
Miami including all locations within Dade County
Orlando including all locations within Orange County

Tampa

Georgia

Atlanta


Hawaii

Honolulu, Oahu including all locations on the Island of Oahu
Kaanapali Beach, Maui
Kailau-Kona
Kaunakakai, Molokai
Wailea, Maui

Idaho 

Sun Valley including all locations within Blaine County

Illinois

Chicago including all locations within Du Page, Lake, and Cook Counties


Indiana 

Indianapolis


Louisiana

New Orleans including all locations within Jefferson, Orleans, Plaquemines,

  and St. Bernard Parishes

Massachusetts 

Boston including all locations within Suffolk County
Cambridge


Maryland

Baltimore

Ocean City including all locations within Worcester County


Minnesota

Minneapolis and St. Paul including all locations within Hennepin,
  Ramsey, and Anoka Counties


Missouri

St. Louis


 


Nevada


Las Vegas

 

New Jersey

Atlantic City including all locations within Atlantic County
Edison including all locations within Middlesex County
Morristown
Newark including all locations within Bergen, Essex, Hudson, Passaic, and Union Counties
Princeton including all locations within Mercer County
Tom's River including all locations within Ocean County

 

New York

White Plains including all locations within Westchester County

 

Ohio

Cleveland

 

Oklahoma

Afton including Shangri-La Resort

 

Oregon

Portland

 

Pennsylvania

Hershey
King of Prussia
Philadelphia including all locations within Montgomery and Philadelphia
Pittsburgh

 

Rhode Island

Newport including all locations within Newport County

 

South Carolina

Hilton Head Island including all locations within Beaufort County

 

Tennessee

Nashville

 

Texas

Austin
Dallas/Fort Worth
Houston
San Antonio
South Padre Island  



Utah

Salt Lake City 
 

Washington

Seattle including all locations within King County
 

 

Special High Cost Geographic Areas
 

(Upon departmental approval lodging may be reimbursed at 150% of the maximum daily lodging expense.)
 

· Washington D.C., including the cities of Alexandria, Fairfax and Falls Church, the counties of Arlington, Fairfax and Loudon in Virginia, and the counties of Montgomery and Prince Georges in Maryland

· New York, New York (all locations in Nassau and Suffolk counties)

International Locations

All cities in countries located outside the fifty states and District of Columbia.

 

7/3/14

TOP OF PAGE

   Web Mail | Search | Directory | K-State | K-State Research and