This brochure is meant as a reference guide to basic standard rate (or “other” location rate) is used except travel questions. It assumes the user is familiar with Airfare when the travel location is specified as a non-standard the "Employee Travel Expense Reimbursement Airline tickets for travel within the United States may area, in which case the subsistence rate for that non- Handbook" which can be found in its entirety at the be purchased using the agency’s appropriate standard area is used. See “SOURCE OF following Internet site: cardless Procurement Card (P-Card) and in SUBSISTENCE RATES” in this travel reimbursement http://www.admin.ks.gov/offices/chief-financial- accordance with the agency travel policy. summary for more information on subsistence rates. officer/travel-information-for-state-employees Airfare can also be charged to an employee’s personal credit card however, Meals & Incidental Expense (M&IE) Reimbursement Terms, policies and procedures have been shortened in the traveler will NOT be reimbursed for that On the day of departure and the day in which the order to fit within this guide. airfare prior to the completion of the related employee returns to the official station or domicile, travel. As travelers are making reservations M&IE is reimbursed as follows: Out-of-state and international travel requires through ticket outlets other than the State % of M&IE approval as prescribed by the agency head in Travel Center, they need to be aware that Day of Day of accordance with agency policy and Policy Manual air carriers have varying policies regarding Time of departure Quarter Day Departure Return (PM) Filing 3,817. the presentation of the actual credit card 12:00 AM - 5:59 AM Quarter 1 100% 25% used to purchase airfare at the airport. 6:00 AM - 11:59 AM Quarter 2 75% 50% TRANSPORTATION EXPENSES When a traveler is combining personal 12:00 PM - 5:59 PM Quarter 3 50% 75% travel and business travel, the employee 6:00 PM - 11:59 PM Quarter 4 25% 100% must pay for the airline tickets and be Maximum Mileage Reimbursement Allowable reimbursed for the business portion of the Automobiles $ .535/mile trip. For example, when buying two for one The M&IE rate (includes charges for meals, taxes, and Motorcycles $ .505/mile tickets, (where one ticket is for personal all fees and tips to waiters, hotel porters, bellhops, Planes $1.15/mile use) the state will reimburse the traveler for doormen, maids and dining room stewards): Moving $ .17 /mile half the price of the ticket. Reimbursement requires the passenger copy of the airline Standard Daily M&IE Rate $ 51.00 Mileage allowed within Kansas for motorcycles and ticket or a copy of the booked itinerary automobiles is based on the most direct route as listed from the Internet. International M&IE rates are obtained from the U.S. on the Kansas Department of Transportation distance Dept. of State website at: chart. Travel by privately owned airplane should use Car Rental https://aoprals.state.gov/web920/per_diem.asp air mile distances (as the crow flies). An acceptable Car rental reservations should be made in accordance site for verifying the air mileage is with the agency’s travel policy. Reservations for in- The agency shall reduce the M&IE reimbursement for http://www.indo.com/distance/ state car rental should be made with Hertz and charged meals provided at no cost to the employee. See to the agency’s appropriate cardless P-Card. Section 4301 of the Travel Handbook for detailed Employees renting cars out-of-state are reimbursed by guidelines. submitting the official receipt for the rental or charter with the travel claim form. Personal accident insurance A single meal reimbursement for same-day travel may (PAI), personal effects insurance (PEI), and other be authorized by the agency in limited situations at the supplemental liability insurance are considered meal allowance rates above. See Section 4100(D) of personal expenses and are not reimbursable. the Travel Handbook for detailed guidelines.

For information on vehicle insurance and accident Lodging reporting, refer to the Statewide Vehicle Liability Maximum lodging allowed (traveler is reimbursed for Insurance Contract or contact the Office of single occupancy only). No allowance for any tips is Procurement and Contracts with questions. included within this rate. Taxes associated with lodging shall be reimbursed in addition to the SUBSISTENCE EXPENSE established lodging expense limitation:

Subsistence rates will consist of a standard subsistence Standard Daily Lodging Rate $ 91.00 rate and non-standard area subsistence rates. The Conference Lodging qualified Actual rates for travel locations within Alaska, Hawaii MISCELLANEOU S under K.A.R. 1-16-18a* and U.S. Territories/Possessions - Receipts are not required (except as required by the International Actual o U.S. Department of Defense website: paying agency) for taxi fare, shuttles, turnpike http://www.defensetravel.dod.mil/site/per receipts, and unattended parking meters The daily lodging expense limitations above may be diemCalc.cfm exceeded by the lesser of either: (1) An additional 50% of the applicable lodging expense limitation; or (2) the International Locations - Note: Specific questions regarding travel should be actual lodging expense incurred. Either of these must  The U.S. Department of State (DOS) is directed to your agency's business office. be approved by the agency head or designee in the source for M&IE rates only for accordance with agency policy and PM Filing 3,817. international travel locations - *Actual conference lodging may be paid without limit o U.S. Department of State website: if approved by the appropriate agency official per PM https://aoprals.state.gov/web920/per_diem Filing 3,817. .asp  For international travel, payment for State agencies may pay lodging expenses directly to actual lodging expense is allowed. lodging establishments via a check, ACH, or an Note for using federal websites: appropriate cardless P-Card. For CONUS and OCONUS travel, if SMART is not accessible, employees may access subsistence rates through the federal websites listed above. However interim federal website updates may occur subsequent SOURCE OF SUBSISTENCE RATES to the semi-annual SMART updates each October 1 and April 1. CONUS rates are published on the SMART contains the official subsistence rates for federal website on an annual basis but the annual file CONUS and OCONUS travel locations and will be is updated periodically throughout the year with no updated semi-annually each October 1 and April 1 to interim files published. OCONUS and international follow the CONUS and OCONUS rates in effect on rates are updated and published on a monthly basis. those dates. International subsistence rates are not Be aware that any interim updates for CONUS or loaded into SMART. Employees will obtain M&IE OCONUS rates and locations are not valid until rates for international travel locations directly from the reflected in SMART. For international travel, only the STATE OF KANSAS U.S. Dept. of State (DOS) website listed below. See October 1 and April 1 subsistence files should be used Section 4005 of the Travel Handbook for the to locate the M&IE rates. following information regarding the source of Department of Administration subsistence rates. If employees utilize the federal websites to find M&IE Contiguous United States (CONUS)- and lodging rates, those rates should be used as Office of the Chief Financial Officer  The U.S. General Services follows: Administration (GSA) maintains the M&IE rates and lodging rates for travel locations in  Rates published October 1 - for travel EMPLOYEE TRAVEL EXPENSE the contiguous United States - occurring between October 1 and March 31 of REIMBURSEMENT SUMMARY o U.S. General Services Administration each year. website:  Rates published April 1 - for travel occurring http://www.gsa.gov/portal/content/104877 between April 1 and September 30 of each year.

Outside Contiguous United States (OCONUS): A query “KS_EX_CONUS_RATES” is available in (Alaska, Hawaii, and U.S. Territories/Possessions) - SMART which provides the effective CONUS and  The U.S. Department of Defense OCONUS travel locations and subsistence rates. (DOD) maintains the M&IE rates and lodging SMART will be updated semi-annually with the October 1 and April 1 subsistence rates. Revised July 1, 2017

SAM BROWNBACK Governor

SARAH SHIPMAN Secretary of Administration

DeAnn Hill, CPA, CGMA, PFS Chief Financial Officer