131.00 REIMBURSEMENT FOR TRAVEL

Classified and administrative employees and students will be reimbursed for expenses incurred in the conduct of College business, professional, and student activities that have been approved by the President prior to incurring such expenses. Reimbursement shall include travel, lodging, meals, and registration fees. Reimbursement of expenses and/or use of College vehicles are not permitted for personal or union activities.

1. A "Request for Absence" form must be approved in advance of each contemplated trip.

2. A "Requisition" shall be submitted after the completion of travel and when reimbursement is desired.

3. Travel in College-owned vehicles must be arranged well in advance, and reimbursement for out-of-pocket expenses will require appropriate cash tickets or receipts.

4. It shall be the responsibility of the Chief Business Officer to determine when travel by personal automobile is in the best interest of the College. In the event that more than one person travels in the same privately-owned vehicle, reimbursement shall be claimed only by the owner of the vehicle.

5. Transportation via common carrier shall be at the rate of the actual cost of fares below first class level and sup- ported by the appropriate receipts. Charter flights will be scheduled only with the prior approval of the President.

6. College vehicles may be available for professional leave or participation in professional association activities. Classified and administrative personnel may receive partial reimbursement from budgeted departmental funds at the following rates: travel will be reimbursed at the current rate used by the State of Kansas on August 1, subsistence - seven dollars ($7.00)per meal (limit three (3) per day) and lodging - fifty-five dollars ($55.00)per night.

7. College vehicles will be provided for travel related to official College business, if available. If a College vehicle is not available, staff members will be reimbursed at the current rate used by the State of Kansas on August 1 for the use of personal vehicles. Other expenses shall be reimbursed at actual cost, upon presentation of an original receipt, except that subsistence shall be reimbursed at seven dollars ($7.00) per meal (limit 3).

8. Expenses for early arrivals, stop-overs, traffic/parking tickets, side trips, late departure or other non-College related expenses will not be reimbursed by the College.

9. Any expenses paid by professional organizations, public agencies or other sources, will not be reimbursed by the College.

10. If expenses, requested to be reimbursed by the College, exceed the allocation, the President shall pro-rate the al location according to the best interests of the College.

Adopted August 4, 1969
Revised July 21, 1975
Revised July 18, 1977
Revised December 18, 1978
Revised August 18, 1980
Revised February 16, 1981
Revised July 16, 1984
Revised January 21, 1985
Revised July 20, 1987
Reviewed July 11, 1989
Revised October 16, 1989
Revised October 15, 1990
Revised September 16, 1991
Revised September 21, 1992
Revised October 18, 1993
Revised October 16, 1995
Revised June 19, 2000
Reviewed July 21, 2003
Revised July 19, 2004
Revised August 14, 2006