Travel Policies & Procedures

An OnBase Travel Request form must be submitted and approved by a Dean/Director and Vice President prior to the set travel date, regardless of the intent to request reimbursement, for all employees and students traveling outside of the state of Kansas.

Reimbursement will be in accordance with the policies and rates established by the Kansas Department of Administration Division of Accounts and Reports Employee Travel Expense Reimbursement Handbook. The total amount to be reimbursed may be limited by the department.

Airline, hotel reservations, and car rental may be made through the State Travel Center by calling 1-800-255-3507.

To make domestic airline reservations, the traveler may:

• Book reservations through any other source using a personal credit card;

• Call the ESU Business Office to purchase with Controller Travel BPC.

  • Using the Controller Travel BPC will reduce University liability if tickets are cancelled due to bankruptcy or if the airline ceases operation. Visa provides $500,000 travel accident insurance coverage when used for the purchase of air or rail tickets.

For travelers purchasing airfare with personal credit cards, the expense will not be reimbursed prior to the completion of the related travel. In addition, the travel expense request must be submitted and approved prior to travel for the traveler to be reimbursed. When charging airfare to a personal credit card, the expense will be charged to the same fiscal year as all other expenses related to the trip. The only way a department may have an airline ticket paid out of the fiscal year prior to the trip is by using the Controller Travel BPC.

Travelers should allow a two-hour time window on either side of their requested departure and return time whenever possible in order to allow flexibility in searching for the lowest available fare.

The University maintains a fleet of vehicles for use by University personnel as needed. The University maintains liability insurance only. No medical insurance is carried on the driver or passengers. Departments are billed for the usage of these vehicles on a per mile basis plus any turnpike tolls charged on the K-Tag assigned to each vehicle.

Employees are expected to use the state motor pool vehicles for official state business.

The motor pool consists of the following vehicles and rates, effective July 13, 2016:

13 Automobiles (5- 6 passenger) –$0.60 per mile

4 Minivan (7 passenger) –$0.67 per mile

2 Vans, 15-passenger (12 passenger capacity) –$0.77 per mile

In an effort to avoid reservations being made and not utilized, there is a “no cancellation fee”. If a reservation is not canceled prior to four hours after the beginning time of the reservation a "no cancellation fee" will be added to the monthly bill in most circumstances. The fees are $15 for autos and $20 for both minivans and 15-passenger vans. Once the four-hour window has passed and the vehicle reservation has not been canceled or picked up by the driver, the “no cancellation fee” is automatically charged to the department and the reservation is ended. At that point the vehicle will be available for another reservation.

State policy allows an employee to use a state-owned vehicle for commuting between the employee’s residence and the employee’s official work station only on the evening of the work day immediately preceding the date of travel or on the evening of the work day in which travel is completed. Driving the vehicle home may not increase the total one-way trip mileage between the official work station and the destination by more than 10 miles.

An employee’s commuting use of a state-owned vehicle is a taxable fringe benefit. The taxable fringe benefit income is $1.50 per one-way trip and must be reported on a W-2. To report the commuting use of a state-owned vehicle, complete the Statement of Personal Usage form and send to the Controller’s Office. It is University policy to discourage the keeping of a University vehicle overnight at an individual’s place of residence. Vehicles may be picked up and returned to the motor pool 24 hours a day, seven days a week.

Only the driver in whose name the vehicle is reserved will be allowed to pick up a vehicle. All state vehicles are picked up at the east door of the Power Plant. The Power Plant personnel will require the driver to sign a reservation form. Vehicles should be returned to the Power Plant and parked in the spaces reserved for state vehicles on the east side of the Power Plant. Return the keys, credit card, any turnpike or gasoline receipts, and the ending mileage to a Power Plant employee.

Each car is issued a credit card that is to be used only for expenses related to the state car to which it is assigned. Under no circumstances is it to be used to purchase gasoline or other products for a private vehicle. The date and time the vehicle was returned and the ending mileage should be recorded by the Power Plant employee. If the driver uses any personal funds to pay for gasoline, oil, or other expenses related to the state vehicle, contact the Physical Plant to obtain a Vehicle Reimbursement Claim form. The form should be completed and submitted with the receipts.

Every individual driving a state vehicle must be a state employee and must have a valid driver’s license. Only the driver(s) listed on the reservation may operate the vehicle. No one is allowed in a state vehicle unless on official state business.

K.S.A. 8-301 states that all state-owned and leased vehicles are for official business only and may not be used for private use or private business or pleasure. If the vehicle is leased in the state’s name, all rules apply as with a state-owned vehicle. If the vehicle is leased in the employee’s name, the employee will be reimbursed at the private car mileage rate.

Employees should always be aware that they are accountable for the state vehicle they are assigned, how it is driven, where it is driven, and where it is parked. The driver will be personally responsible for any and all traffic or parking citations, tickets or fines received while operating the state vehicle.

Employees are responsible for operating state-owned vehicles and potentially hazardous equipment in a safe and prudent manner, and therefore, employees should refrain from using any cellular phones or electronic devices while operating such vehicles and equipment.

State law requires drivers and passengers in passenger vehicles to wear seat belts.

Employees may park their personal vehicles in the University parking lots east of the Stormont Maintenance Center. A temporary parking permit is available from Power Plant personnel and will allow for free parking while the individual is driving a state vehicle.

Reservations for a state vehicle must be made by a department and a departmental account number must be used for the reservation. An organization may only use a state vehicle for academic purposes and it must be reserved with a departmental account number.

When reserving a vehicle allow sufficient time for pickup and return. However, to provide for maximum usage of vehicles, do not reserve a vehicle for too long creating slack time. Vehicles should not be picked up prior to the reserved time.

Instructions for making a Vehicle Reservation.

It is recognized that a 12-passenger van (hereinafter "Van" or "Vans") will often be the most effective means of transportation for certain activities and events involving University employees and/or students. This policy statement is intended to implement uniform standards of usage in an effort to maximize the safety of those utilizing the Van.

1. All van usage must be in compliance with applicable municipal, state and federal requirements.

2. Van drivers must be full-time or part-time employees of the University or have an appointment as a graduate assistant. Undergraduate students may not be van drivers. An exception is granted for on-campus use and trips less than 5 miles from the University main campus. An exception is also granted for undergraduate drivers provided: a staff/faculty member who is also an approved trained driver is present in the van; and the undergraduate driver is at least 21 years of age.

3. Prior to driving a van, drivers must complete a National Safety Council class on van driving and safety.

4. No driver shall operate a van more than 10 hours in any 24-hour period.

5. The van driver must take a mandatory 30-minute rest break every 4 hours.

6. The van driver will be personally responsible for any and all traffic or parking citations, tickets or fines received while operating a van.

7. All occupants of the van must use a seat belt at all times of operation.

8. No van will be used to transport or carry more than 12 passengers (including the driver) at any one time.

9. No luggage may be stored on top of a van.

10. This policy is applicable to the usage of all vans, whether owned, rented or leased by the University.

This policy shall be included in the ESU Policies and Procedures Manual and shared with appropriate constituencies of the University.

25-Passenger Bus Policy

1. All Bus usage must be in compliance with applicable municipal, state and federal requirements.

2. Drivers must have a current Class B Commercial Driver License (CDL) and a current Medical card. A copy of the CDL license and Medical card must be on file in the Controller’s Office before a reservation for the individual is approved.

3. Bus drivers must be employees of the University and at least 21 years old.

4. No driver shall operate a bus more than 10 hours in any 24-hour period. The bus driver must take a mandatory 30-minute rest break every 4 hours.

5. The bus driver will be personally responsible for any and all traffic or parking citations, tickets or fines received while operating a bus.

6. No bus will be used to transport or carry more than 25 passengers (including the driver) at any one time.

7. No luggage may be stored on top of a bus.

8. Whenever seat belts are available, all occupants of the bus must use a seat belt at all times of operation.

9. This policy is applicable to the usage of all buses, whether owned, rented or leased by the University.

Conference registration fees are included in the total cost for travel. The conference fee may be paid in advance. If a department wishes to pre-pay a conference or event registration fee with the Controller Travel BPC, an OnBase Travel Request must be completed prior to the purchase of the registration. If the fee cannot be paid with a card and must be paid with a check, the “Invoice/Check” option as the Payment Method must be marked on the Travel Request. Regardless of payment method, allow two weeks prior to deadline for processing.

Meals & Incidental Expenses (M&IE) will be reimbursed at a per diem rate only with an overnight stay. Receipts are not necessary.

To figure daily M&IE rates per city, visit the following sites:

• Contiguous United States (CONUS)

• Outside Contiguous United States (OCONUS)

• International Locations (Department of State)

Employees may be reimbursed for M&IE while in travel status. M&IE reimbursement is based on quarter days with the daily M&IE rate divided equally between quarters. M&IE is provided for the time in which the employee is in travel status, including the quarters the employee departs and returns.

On the day of departure and the day in which the employee returns to the official station or domicile, M&IE is reimbursed as follows:

% of M&IE
Time of Departure Quarter Day Day of Departure Day of Return

12:00 AM - 5:59 AM Quarter 1 100% 25%
6:00 AM - 11:59 AM Quarter 2 75% 50%
12:00 PM - 5:59 PM Quarter 3 50% 75%
6:00 PM - 11:59 PM Quarter 4 25% 100%

Unless a reduction is made for provided meals, employees are reimbursed for the full daily M&IE rate on days in travel status between the departure and returning days.

The M&IE rate includes charges for meals, taxes and all fees and tips to waiters, hotel porters, bellhops, doormen, maids and dining room stewards.