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Student Frequently Asked Questions

Study Abroad Programs

Kennesaw State University offers study abroad programs in over 40 countries around the world. Choose from a variety of faculty-led programs, as well as many foreign exchange and international internship opportunities. Regardless of what field of study or country you are passionate about, there is an education abroad program for you. Where will your education take you?

Use our Program Finder to search for a Study Abroad program that best fits you!

Need Immediate Assistance?

If you are experiencing an international or immigration emergency outside of normal business hours, please contact Global Education staff through the KSU Department of Public Safety and University Police at +1.470.578.6666 . Please identify yourself as either: 1.) a student, faculty, or staff member experiencing an emergency abroad or 2.) an international student or scholar for your call to be routed appropriately.

Why Study Abroad?

Students Who Study Abroad

Customize Their KSU Experience

Become Global Citizens

Have Scholarship Opportunities

Advance Their Careers

Study Abroad Outcomes

Semesters to Degree

GPA at Degree

Credit Hours Earned

Degree in 4 Years

Degree in 6 Years

Bell, A., Bhatt, R., Hodges, L., Rubin, D. & Shiflet, C.(2020). CASSIE Study Abroad and World Language Analyses and Infographics. University System of Georgia

Hear From The Students

Learn from other students exactly where your education can take you – academically challenging and personally rewarding education abroad adventures.

“For five weeks, I got to experience the art of Italy and adored every moment of being immersed in the culture. I am so thankful to have experienced a European country with Kennesaw State and to stay in such a darling small town such as Montepulciano.”

– Luda, Italy

“Because of the skills I gained in Prof. Lamle's Oaxaca course, I have been able to successfully pitch and publish articles in various news outlets, taking what I learned in study abroad and applying it to my career.”

– Zack, Mexico

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K-State home
» Reimbursable Travel Expenses and Forms
1020 Table of Contents
1090 Adding Chapters
3010 Policy Prohibiting Discrimination, Harassment, and Sexual Harassment, and Procedure for Reviewing Complaints
3013 Anti-Trafficking Policy
3015 Threat Management Policy
3020 Policy on Use of Copyrighted Works in Education and Research
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3030 Reporting Losses
3035 Inclement Weather General Policy and Procedure
3040 Insurance for Self Propelled Vehicles
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3060 Kansas Open Records Act
3070 University Contracts
3075 Electronic Signatures
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3080 Debt Management
3090 Retention of Records
3091 Use of University Mobile Devices, Personal Devices, and Accounts
3095 Contacts with Federal and State Government Officials and Agencies
3110 Clery Act Designation and Reporting Policy
3120 International Travel and Activities
3130 Protection of Minor Children Participating in University Programs
3210 Internal Controls
3230 Reporting Fraud
3250 Internal Audit Services
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4020 Disciplinary Action Procedures for University Support Staff
4025 Attendance Guidelines for University Support Staff
4030 University Support Staff Peer Review Committee Hearing Process
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4040 Reassignment of University Support Staff
4045 Remote Work
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4210 Position Management, Funding and other changes for University Support Staff Positions
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4410 Recruitment and Selection for University Support Staff
4450 Compensation for University Support Staff
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8590 Violent Game Policy

Questions relating to the information in each chapter of the Policies and Procedures Manual should be directed to the office issuing the chapter.

That information is usually located at the end of each chapter.

For policy update questions, please contact [email protected] .

Reimbursable Travel Expenses and Forms

Chapter 6410, revised january 10, 2017; august 8, 2017; september 29, 2017; april 25, 2017; october 1, 2018, table of contents, .010 introduction, .020 general information, .030 travel related object codes, .040 transportation expense, .050 mileage reimbursement for use of a privately-owned or operated conveyance, .060 use of a state-owned or leased vehicle, .070 reimbursable expenses in using a state-owned or leased vehicle, .080 travel by public transportation, .090 travel by charter or rental of a special conveyance, .100 subsistence expense, .110 meal and incidental expense reimbursement, .120 lodging expense reimbursement, .130 subsistence reimbursement in special travel, .140 miscellaneous expenses, .150 student travel using student activities association funding, .160 sponsored research projects (all project numbers "g"), .170 cash advance for student travel, .175 cash advance reimbursement for student travel, .180 cash advance for international travel, .185 cash advance reimbursement for international travel, .190 reimbursable mileage from manhattan, related content, .220 da-28 request for actual conference lodging, .230 request for out-of-state travel, .010 introduction.

State of Kansas employees may be required to travel in fulfilling their official duties or in attending seminars or other professional or educational activities benefiting the State. The State may reimburse employees, within prescribed limitations, for all necessary and actual travel expenses incurred during travel on official state business.

Travel expense reimbursement may also be allowed as part of employee relocation (see PPM Chapter 6320 Moving Expense ) and interview expenses (see PPM Chapter 6320).

Employees are reimbursed for allowable travel expenses incurred by completing a prescribed travel payment voucher. The employee is responsible for detailing the travel and expenses and attaching all receipts and supporting documentation required by this chapter. With prior approval, scanned receipts and documents with scanned signatures are acceptable as long as they are identical to the originals, are clearly legible and contain all of the accurate information that are included in the original receipts and documents. Completed travel payment vouchers should be submitted to KSU General Accounting for review and approval as often as possible, BUT AT LEAST ONCE EACH MONTH. The agency then reviews the voucher form and supporting documentation for compliance. The reimbursement is then issued to employee via direct deposit using designated account in HRIS.

All travel vouchers will be limited to one qualifying trip per voucher. Days of travel must be continuous per voucher. If there are lapses of time in travel, a separate voucher must be prepared for each trip. The only exception to this rule will be mileage only for in-state travel. If there are multiple trips, within the State of Kansas, then more than one trip will be allowed per voucher.

Vouchers requiring correction or additional information are generally returned to the department which results in the reimbursement to the employee being delayed. Thus, employees and departments should exercise care in preparing and submitting travel vouchers to KSU General Accounting to avoid delay.

The following definitions and descriptions of relevant travel terms have been derived from state laws, regulations, and policy statements and are used throughout the policies, procedures, and related information presented here.

Air Terminal: The principle terminal in the general geographic area.

Director: The Director of the Division of Accounts and Reports.

Domicile: The place an employee adopts as the employee's place of habitation and has the intention of returning to when absent. When an employee eats at one place and sleeps at another, the place the employee sleeps is deemed to be the employee's domicile.

Employee: A person employed by the State of Kansas and required to travel on official state business. This includes a person employed intermittently by or under an agency as an advisor or advisory committee member.

In-State Travel: Travel within the borders of the State of Kansas.

International Travel: Travel outside the contiguous United States, Alaska, Hawaii and U.S. Territories.

Lodging Establishment: An establishment in the business of providing lodging to the general public.

Motor Vehicle: A passenger motor vehicle or a truck. A passenger motor vehicle is a motor vehicle designed primarily for carrying passengers and having a gross vehicle weight of not more than 12,000 pounds. A truck is a motor vehicle designed, used, or maintained primarily for the transportation of property and having a gross vehicle weight of not more than 12,000 pounds.

Non-Standard Area (NSA): A city, town, or area, where subsistence expenses incurred are reimbursed at higher than standard rates due to higher subsistence costs associated with the city, town, or geographic area.

Official State Business: The pursuit of a goal, obligation, function, or duty imposed upon or performed on behalf of a state agency.

Official Station - Field Employee: The official station of a field employee is the city or town designated as the employee's official station by the administrative head of the agency.

Official Station - Office Employee: The official station of an employee assigned to an office is the city or town where the office is located.

Out-of-State Travel: Travel within the contiguous United States (other than Kansas), Alaska, Hawaii and U.S. Territories.

Privately-Owned or Operated Conveyances: Motor vehicles or other privately-owned conveyances including, but not limited to, automobiles (passenger cars, station wagons, trucks vans, etc.), airplanes motorcycles, and other similar privately owned conveyances. This does not include conveyances offered publicly for temporary and occasional hire on trip basis (e.g. rental cars, etc.).

Secretary: The Secretary of the Department of Administration.

State-Owned or Leased Vehicles: Motor vehicles owned or directly leased by the state or its agencies and specifically excluding privately-owned motor vehicles.

State-Owned or Operated Vehicles: All motor vehicles, including privately-owned vehicles, authorized for use on official state business.

Subsistence Expenses: All charges for meals and lodging, all fees and tips to waiters, hotel porters, bellhops, doormen, and maids.

When requesting reimbursement for travel expenses, the associated travel documentation retained on file with the department authorizing the travel payment is to include: the conference agenda, meeting information or other travel documentation relating to the purpose including meals or items covered by any registration fee, dates of conference or meeting, travel purpose, lodging information and other related expenses.

This section provides general information relating to employee travel such as approvals required prior to travel, how employee travel is financed, and certain responsibilities of employees in traveling on official state business. The provisions of this policy are applicable when students travel on behalf of the University. Additional guidelines for student trips are available from the Office of General Counsel.

Travel Authorization. All travel by employees should be authorized prior to travel by the agency head or designee, whenever possible and as required by agency procedures. In addition, out-of-state travel should be authorized as specified in the paragraphs below. Out-of-State Travel Approval. Out-of-state travel requiring approval is required for employee travel outside the borders of the State of Kansas as follows:

Official travel outside of the state must receive prior approval in writing on a Request for Out-of-State Travel signed by the appropriate budget authority as delegated by the President. A Request for Out-of-State Travel form should be completed by the department which funds the out-of-state travel. The travel payment request number will be the number printed in the upper right-hand corner of the form.

This number will be entered on a Payment Voucher when a payment for airfare or registration is being submitted. It will also be entered in the Travel Payment Voucher form in the Travel Order Number blank. Each department should retain the Out-of-State Travel Request in their office files. See reference .230 .

Employees shall provide themselves with sufficient personal funds for all anticipated expenses. Advances from the State Treasury or other special funds to cover anticipated expenses are not allowed except from an agency imprest fund as authorized by K.S.A. 75-3072. Employees are not authorized to pay the travel expenses of other employees. However, if employees choose to share lodging accommodations, one employee may claim the entire room charges as specified in reference.120.

In exceptional circumstances or hardship cases, an agency head may authorize a travel subsistence advance from an authorized imprest fund for an amount considered to cover the anticipated travel expenses. Travel advances from an authorized imprest fund are recoverable from the employee by: (a) setoff against the accrued pay or other amount due the employee; and (b) other method provided by law.

To avoid undue hardship on employees, the state has contracted with UMB Bank to provide personal credit cards to employees who travel frequently on state business. The Division of Financial Services recommends that credit card number be blacked out when a credit card statement or receipt is provided as back-up for documentation for personal reimbursements.

Agencies may directly purchase transportation tickets for employees as specified in reference .080 and may pay advance registration fees for employees as specified in reference .140 and may pay lodging expenses directly as specified in reference .120 .

Costs incurred for travel to attend funerals, including reimbursement for the use of private vehicles and the use of state-owned vehicles, generally are not allowed. The exception is that the allowance will be made for incurring agency funeral travel costs incurred as a result of funeral attendance by the agency head, or the agency head's designee representing the agency in an official capacity.

When a traveler incurs expenses in a foreign currency, each expense should be converted to United States Dollars (USD.) The following methods are acceptable:

1. Credit card statement. If the expenses are charged, the credit card company will convert to USD

2. Conversion of charges via the internet for the dates of travel.

An acceptable site is: http://www.oanda.com/convert/classic . This site allows for built in exchange fees and specific dates.

3. Currency rate conversion based on actual cash exchange. Use the following

F = amount of charges in foreign currency
C = conversion factor = USD's per unit of foreign currency.
U = expense in USD's

$100 expenses in Canadian Dollars

$.68 USD's per Canadian Dollar

$100 x .68 USD/CD = $68 USD

Safe operation of State-Owned or Operated Vehicles by Employees. Employees operating a privately-owned or state-owned or leased conveyance are responsible for operating the vehicle in a safe and prudent manner and in accordance with all applicable federal, state, and local traffic laws. Fines assessed for traffic citations or other violations of applicable traffic law are the responsibility of the employee and are not reimbursable.

If an accident occurs involving a privately-owned or state-owned or leased motor vehicle being used for office business, the following action should be taken:

The accident should be immediately reported by the vehicle operator or some other reliable person to the Highway Patrol or other law enforcement agency.
Statements should not be made to anyone except law enforcement officers, representatives of the State's insurance company, or motor pool or agency officials.
Identifying information of other parties involved in the accident should be obtained.
In the event of an accident in which there are serious injuries or death, immediately notify the Claim Department of the State's insurance company, or the employing state agency.
Immediately notify the employee's immediate supervisor of the accident. If the employee is unable to do so, the first employee having knowledge of the accident should notify the departmental supervisor within 24 hours.
In case of a severe accident involving a Central Motor Pool vehicle, the employee involved or the employee's immediate supervisor should immediately notify the employee designated at the Central Motor Pool and report the accident. A complete written report of each accident should be made to a designee within 24 hours.
The employee involved in the accident is responsible for protecting state property from theft or further damage. If the employee is not able to do so, the employee's immediate supervisor or first employee having knowledge of the accident will be responsible for protection of the property.
The location of any damaged vehicle shall be reported to an employee designated at the motor pool as soon as the information is available.
Damaged vehicles shall be towed to state property to avoid storage charges.
Other reports to the Highway Patrol, or other law enforcement officials, should be made, if required.

See PPM Chapter 3040 , Insurance for Self-Propelled Vehicles to learn more about accident reporting requirements.

The following is a list of object codes applicable to travel. Expenses not appropriately classified as travel or subsistence, but included on travel claim forms, should be assigned proper object codes. See KSU PPM Chapter 6320 for a complete listing of object codes. All fees associated with travel arrangements should be coded to the same expenditure code as the service being acquired (i.e., the fee for booking an airline ticket should be coded E257X).

25X1 - In-State Travel and Subsistence: Allowable expenses incurred by a state employee or officer while away from the employee's official station or domicile within the borders of the State of Kansas. Travel occurring within the State of Kansas but associated with an out-of-state trip is coded in the E25X2 series. Travel occurring within the State of Kansas but associated with an international trip is coded in the E25X3 series.

25X2 - Out-of-State Travel and Subsistence. Allowable expenses incurred by a state employee or officer while outside the borders of the State of Kansas during the course of his/her official duties. Travel occurring within the State of Kansas but associated with an out-of-state trip is coded in this series. Travel occurring out-of-state but associated with an international trip is coded in the E25X3 series.

25X3 - International Travel and Subsistence. Allowable expenses incurred by a state employee or officer while outside the contiguous U.S., Alaska, Hawaii and U.S. Territories during the course of his/her duties. This includes fares for riding public conveyances, private car mileage, expenses of operating state owned vehicles, subsistence (meals and lodging), tips, telephone calls and nominal amounts for postage and urgently needed supplies and services. Items not appropriately classified as travel or subsistence, but included on travel vouchers, should be assigned proper sub-object codes. Travel occurring within the State of Kansas but associated with an international trip is coded in this series.

Travel related items used or consumed in the operation and maintenance of State motor vehicle, including fuel, oil, grease, batteries, tires, tubes, chains,

Agencies should discourage the use of privately owned conveyances on official state business and direct their employees to use state-owned or leased vehicles on official state business whenever possible. Employees may be reimbursed for transportation expenses incurred for authorized travel by privately-owned or operated conveyances, state-owned or leased conveyances, public transportation (commercial air flights, trains, buses, etc.), and, in some cases, charter or rental of special conveyances. Local transportation expenses such as city bus and taxi cab fares are considered miscellaneous expenses and are discussed in reference .140 .

Transportation expenses incurred by employees are not reimbursable in the following situations: (1) Additional transportation expenses incurred as a result of an employee residing in a city or town outside the employee's official station or otherwise incurred because of an employee's choice of residence are not reimbursable(2) Transportation expenses incurred between an employee's official station and domicile are not reimbursable. An agency head or designee should assign more than one employee to a vehicle, whenever possible, in authorizing the use of a privately-owned or state-owned conveyance.

In authorizing employee travel, the agency head or designee should approve the most economical or advantageous mode of travel and made by the most direct route. The State of Kansas deems airline travel to be the most economical mode of transportation. The most economical mode of airline travel is generally tourist or economy class. The most economical mode of passenger train travel is generally first-class day coach. Specific justification must be furnished with the travel claim forms submitted for reimbursement of air fare or train fare when these classes are not used. If these classes are not available, substantiation, such as a verifying statement from the travel agency, airline, or passenger train company must be furnished with the travel claim form.

If an employee becomes incapacitated due to illness or injury while on official state business away from the official station or domicile, the agency head or designee may authorize payment to the employee for expenses. These expenses are for the return of the employee and/or the employee's private vehicle to the official station or domicile as appropriate under the circumstances.

Mileage reimbursement rates. Employees authorized to travel by privately-owned or operated conveyance may be reimbursed for allowable miles traveled at a rate fixed and established by the Secretary. Privately-owned or operated conveyances include automobiles (passenger cars, station wagons, trucks, vans, etc.), airplanes, motorcycles and other similar privately-owned conveyances.

Mileage reimbursement is made at the following rates (effective July 1, 2023) per K.S.A. 75-3203a;

Privately-owned Motorcycle 63.5 cents per mile

Privately-owned Automobile 65.5 cents per mile

Privately-owned Airplane $1.74 cents per mile (based on air miles)

These reimbursements rates are considered to cover all costs associated with the use of the privately-owned conveyance including but not limited to gasoline, oil, tires, repairs, insurance (including uninsured losses, and insurance deductibles resulting from damage to the privately owned conveyance), license fees, depreciation costs, and expenses of any type.

Kansas State University generally deems airfare as the most economical mode of transportation when traveling to destinations outside of the state of Kansas. If a traveler chooses to drive, rather than fly to a destination outside of the state of Kansas, a cost comparison needs to be completed when such travel is to a destination that is more than 400 miles from the travelers official station, or official domicile, whichever is less. The cost comparison must be completed at the time the out-of-state travel request form is signed.

The allowable mileage rate to reimburse individuals traveling in KSU Foundation vehicles will be 20 cents per mile. When submitting a travel payment voucher, please clearly indicate the type of vehicle used during the travel period (private, state, off-campus rental or foundation vehicle).

See paragraphs below for additional reimbursable expenses in using a privately-owned conveyance.

Exceptions to the mileage reimbursement rates. Exceptions to the above mileage reimbursements rates are as follows:

A. When a mode of transportation is available and less costly than transportation by a privately-owned conveyance, mileage reimbursement is limited to the cost of the other mode of transportation.

B. The agency may pay a specified mileage rate that is lower than the above rates when an employee's travel is not required by the agency and the employee is informed of the specified rate in advance of the travel.

Travel by privately-owned or operated conveyance (other than privately owned airplane) is deemed to be by the usually traveled, most direct route. Mileage figures reported on travel vouchers for travel within the borders of Kansas are verified by General Accounting for the Official 2002 Kansas Distance Chart prepared and published by the Kansas Department of Transportation (KDOT). Agencies may obtain the KDOT state mileage chart directly from the Kansas Department of Transportation at: http://kdotapp.ksdot.org/mileagebetweencities/ . Mileage figures for travel outside the borders of Kansas are verified from information and maps published by the American Automobile Association (AAA). For out-of-state travel, the place of lodging may be used as a point of official duty when determining mileage.

Travel by privately owned airplanes should use air mile distances (as the crow flies.) An acceptable site for verifying the mileage is http://www.indo.com/distance .

When travel begins, an employee may be reimbursed for mileage from the employee's domicile OR official station to the destination, whichever is less. Upon return, an employee may be reimbursed for mileage from the last point of business to either the employee's domicile or the employee's official station, whichever is less.

The agency head or designee may allow reimbursement to the employee for vicinity miles traveled by privately-owned or operated conveyance during official state business within or in the area of the employee's official station or the city, town, or location traveled to. The total vicinity mileage traveled each day for each city should be reported separately on the employee's travel claim voucher along with the purpose for traveling the vicinity miles and the name of at least one business or individual contacted.

The following expenses incurred as the result of using a privately owned-or operated conveyance are also reimbursable:

A. Parking fees when on an official trip.

B. Tolls paid for toll roads and toll bridges.

C. Airplane landing and tie-down fees.

D. When an employee travels by a privately-owned airplane, reimbursement may be made for one round trip in a privately-owned automobile (mileage expense) or taxi (fare expense) for each of: (i) transportation between the official station or domicile and the airport in the city in which the official station or domicile is located; and (ii) transportation between the airport in the destination city and the place of official business.

When an agency head or designee authorizes the use of a privately-owned or operated conveyance rather than public transportation for out-of-state travel, transportation expense reimbursement is determined as:

A. Travel of one employee only. The employee may be reimbursed the lesser of the following:

(1) The total of actual mileage traveled (round trip mileage from the employee's official station or domicile to the lodging establishment at the destination, whichever is less), turnpike tolls, and parking charges, OR;

(2) The State of Kansas generally deems airfare as the most economical mode of transportation when traveling to destinations outside of the state of Kansas. If a traveler chooses to drive, rather than fly to a destination outside of the state of Kansas, a cost comparison needs to be completed when such travel is to a destination that is more than 400 miles from the travelers official station, or official domicile, whichever is less. The cost comparison must be completed at the time the out-of-state travel request form is signed.

The State travel contract vendor has agreed to provide written quotes for airfare upon request.

In addition to the reimbursement allowed in (a) and (b), the employee may be reimbursed for mileage incurred between the lodging establishment and meetings. No taxi or terminal expenses incurred at the destination are reimbursable.

Upon written prior approval of the agency head, exceptions to this paragraph may be granted in unusual circumstances when deemed to be in the best interests of the state. A copy of the approval should be attached to the travel claim form when submitted for payment.

For subsistence expense reimbursement when using a privately-owned or operated conveyance instead of public transportation see reference .130.

The agency head or designee may authorize travel for official state business in a state-owned or leased vehicle for: A. An officer or employee of the State of Kansas; or B. Any other person who has been approved by the Secretary, or the Secretary's designee, to operate a state-owned or leased vehicle on official state business. A person must have a valid driver's license to operate a state-owned or leased vehicle. Only other state employees or individuals reasonably engaged in official state business are allowed to ride in state-owned or leased vehicles. In addition, state law prohibits and provides penalties for personal use of a state vehicle.

Whenever a Business Procurement Card (BPC) cannot be used, employees may be reimbursed for routine expenses incurred for gasoline, oil, lubricants, and similar purchases. Employees may also be reimbursed for properly authorized expenditures for vehicle repair and maintenance.

Agencies may request K-Tag's from the Kansas Turnpike Authority. Employees may use K-Tag's to charge tolls on the Kansas Turnpike.

Additional routine expenses incurred by employees such as tolls on bridges, other toll roads, or parking fees are reimbursable as miscellaneous expenses.

Receipts verifying expenditures should be submitted with the documentation for the employee's travel reimbursement. Receipts for tolls are not required for reimbursement. Receipts are not required for unattended tollbooths or unattended parking meters.

Subobject codes to be used for State-Owned or Leased Vehicles can be found in reference .030

An agency head or designee may authorize employee travel by transportation available to the general public such as commercial air flights, passenger trains, buses, etc., if the transportation is determined to be the most economical and advantageous to the state. See reference .040.

The most economical mode of airline travel is generally tourist or economy class. The most economical mode of passenger train travel is generally first-class day coach. Justification must be furnished with travel claim forms submitted for reimbursement of airfare or train fare when these classes are not used. If these classes are not available, a substantiation, such as a verifying statement from the travel agency, airline, or passenger train company must be furnished with the travel claim form.

Employees are reimbursed for public transportation expense incurred by submitting the official transportation receipt (and any supporting documentation as required above) with the travel claim forms, except when tickets are purchased directly by the agency (see below). For airfare, the official transportation receipt is considered to be the passenger copy of the airline ticket or a copy of the booked itinerary from the internet. The traveler is reimbursed for tickets after the travel is completed.

Employees may also be reimbursed for transportation expenses and parking fees incurred for travel to and from the official station or domicile to the airport or other terminal, and at the destination for: (1) travel to and from the airport or other terminal to the lodging establishment; and (2) travel to and from the lodging establishment to meeting locations.

Local transportation expenses such as city bus and taxi cab fares are considered miscellaneous expenses as specified in reference .140.

An Agency may directly purchase tickets for an employee for travel by airplane, train, or other commonly recognized transportation from any source. The BPC may be used to purchase tickets for air and rail travel. In addition, these tickets can also be charged to an employee's personal credit card. If these tickets are charged to the traveler's personal credit card, the traveler will NOT be reimbursed for the tickets prior to the completion of the related travel.

Upon receipt of a billing for tickets purchased, an agency should prepare a PCV. The PCV submitted must include the following information for each ticket purchased:

Name of the employee (including official title)
Purpose of Travel
Beginning and Ending date of travel
Departure point and Destination points
Out-of-State Travel Number Refunds for Fully or Partially Cancelled Transportation Tickets. If the employee's schedule or other circumstances require the employee to cancel all or a portion of a transportation ticket, the employee should:

a. Obtain a written statement of the cancellation from the transportation company or the travel agent; or

b. Take other necessary action to release the employee from the full or remaining portion of the ticket.

The employee should forward the cancelled or unused ticket to the state agency along with the written statement or other documentation obtained releasing the employee from the ticket. The agency should then obtain a refund for the cancelled or unused portion of the ticket from the travel agency or transportation company where the ticket was purchased. The traveler should not personally try to obtain the refund. If the traveler purchased the ticket from personal funds, the traveler should be reimbursed for the ticket as part of the reimbursement for allowable travel expenses incurred. The employee's travel claim form should claim reimbursement for the purchase of the ticket and supporting documentation of the ticket and agency efforts to obtain a refund of the unused portion of the ticket should be part of the documentation of the traveler's claim form.

The agency head or designee may authorize travel by the rental or charter of aircraft, automobiles, boats, buses, or other special conveyances when no public or other ordinary transportation is available or when the public or other ordinary transportation available cannot be used advantageously in the best interest of the state. Specific justification shall accompany the travel claim form in each instance a special conveyance is used. Mere convenience of the employee is not justification for the rental or charter of a special conveyance.

An agency that needs to lease or rent an aircraft to meet its travel needs must use the State's executive aircraft if available. If the executive aircraft is unavailable, the agency may then lease or rent a commercial aircraft. In such cases, a completed copy of form DA-27, Notice of Unavailability of the Executive Aircraft , must be attached to the payment voucher when making the lease or rental payment.

If the executive aircraft is available for use but an agency feels it has economic or other reasons for using a commercial aircraft, a written request to rent or lease a commercial aircraft must be submitted to the Governor's Office for review. If the Governor's Office approves the request, a copy of the approval must be attached to the payment voucher when making the lease or rental payment.

An employee should secure the most economical rental vehicle that adequately fulfills the need of the traveler. (See table below for average vehicle capacity.)

VEHICLE SIZE IS TO BE DETERMINED BY THE NUMBER OF TRAVELERS AND USE. VEHICLES ARE TO BE USED FOR OFFICIAL USE ONLY.

In-state rental of special conveyances should be made through the contracting vendor and paid using the agency's BPC. The BPC includes Collision Damage Waiver at no additional cost for most vehicles.

Employees are reimbursed for out-of-state rental of a special conveyance by submitting the official receipt for the rental or charter with the travel claim form.

Personal Accident Insurance (PAI) and other supplemental liability insurance are considered personal expenses and are not reimbursable.

Employees may be reimbursed for subsistence expense incurred when sleeping domicile on official state business is required. The subsistence reimbursement consists of Meals and Incidental (M&IE) allowance and actual lodging expense incurred within prescribed limitations. Subsistence is reimbursed at the rate based on the city in which the lodging expense was incurred. In limited circumstances and at the discretion of the agency head or designee, employees may be reimbursed for one meal per day for official state business travel in which overnight travel does not occur. The meal reimbursement is determined by a per-meal allowance rate for breakfast, lunch or dinner.

Subsistence expenses incurred by employees are not reimbursable in the following situations:

Subsistence expenses incurred as a result of an employee residing in a city or town outside the employee's official station or otherwise incurred because of an employee's choice of residence are not reimbursable.
Subsistence expenses incurred within the same city as the employee's domicile or within 30 miles of the official station are not reimbursable. However, when determining the distance, vicinity mileage may be considered in addition to the mileage from the KDOT distance chart.
No subsistence expense may be reimbursed to the employee when the subsistence is furnished at no cost to the employee by any federal, state or local agency or division of government.
No subsistence expense may be reimbursed when the employee leaves the official station or domicile and returns on the same day without incurring lodging expense, unless the agency head or designee approves payment to the employee for one meal in limited travel situations in which lodging expense is not incurred.

Effective January 1, 2016 the State of Kansas adopted federal standards for per diem subsistence rates for Meal and Incidental Expenses and Lodging occurring on and after January 1, 2016. Subsistence rates include a standard area rates as well as non-standard area rates. The standard area rate (or “other” location rate) is used except when the travel location is specified as a non-standard area (formerly referred to as high-cost or special high-cost), in which case the per diem rate for that non-standard area is used. The official subsistence rates for CONUS (Contiguous United States) and OCONUS (Alaska, Hawaii, and U.S. Territories), and international travel locations will be updated each October 1 and April 1. The rates may directly be accessed at the following websites listed below: Contiguous United States (CONUS) The U.S. General Services Administration (GSA) maintains the M&IE rates and lodging rates for travel locations in the contiguous United States. Outside Contiguous United States (OCONUS) The U.S. Department of Defense (DOD) maintains the M&IE rates and lodging rates for travel locations within Alaska, Hawaii and U.S. Territories/Possessions. International Locations The U.S. Department of State (DOS) is the source for M&IE rates only for international travel locations. Payment for actual lodging expense is allowed for international travel. Please note when referencing these federal websites that interim federal website updates may occur subsequent to the semi-annual State update each October 1 and April 1. CONUS rates are published on an annual basis but the annual file is updated periodically throughout the year with no interim files published. OCONUS and international rates are updated and published on a monthly basis. Be aware that any interim updates for CONUS and OCONUS locations are not valid until reflected by the State. For international travel, only the October 1 and April 1 subsistence files should be used to locate the M&IE rates. When utilizing the federal websites to find M&IE and lodging rates, those rates should be used as follows: 1. Rates published October 1 – for travel occurring between October 1 and March 31 of each year. 2. Rates published April 1 – for travel occurring between April 1 and September 30 of each year.

Actual Conference Lodging reimbursement policies may be found in reference .120 .

Subsistence Expense Reimbursement for Employees who become Incapacitated During Travel.

If an employee becomes incapacitated due to illness or injury while on official state business away from the official station or domicile, the agency head or designee may authorize payment of subsistence allowance to the employee for a period not to exceed five (5) days. See reference .040 for transportation expense.

Employees may be reimbursed for M&IE while in travel status. The M&IE allowance 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 date of departure and the day in which the employee returns to the official station or domicile, M&IE allowance is reimbursed as follows:

Unless a reduction is made for provided meals (see reduction rates below), employees are reimbursed for the full M&IE allowance on days in travel status between the departure and returning days.

When an employee begins travel from his or her domicile located in an area other than the city designated as the employee's official station, the employee's actual departure time must be adjusted for excess travel time incurred. For reimbursement purposes, travel time begins from the employee's official station when it is closer to the destination. Likewise, if the employee returns directly to his or her domicile from the last point of official business, the employee's actual return time must be adjusted for excess travel time incurred for not returning to the official station. The departure and return times are adjusted as follows:

1. Departure time adjustment:

a. Subtract the mileage from the official station to the destination from the mileage from the domicile to the destination to determine the excess miles driven. b. Divide the excess miles driven by 45 miles per hour to determine the excess travel time. c. Add the excess travel time to the actual departure time to determine the time used for computing M&IE allowance.

2. Return time adjustment:

a. Subtract the mileage from the official station to the destination from the mileage from the domicile to the destination to determine the excess miles driven. b. Divide the excess miles driven by 45 miles per hour to determine the excess travel time. c. Subtract the excess travel time from the actual return time to determine the time used for computing M&IE allowance.

The M&IE rates include charges for meals, taxes and all fees and tips to waiters, hotel porters, bellhops, doormen, maids and dining room stewards. For CONUS locations, the following standard M&IE allowance rate applies: Standard M&IE Allowance $59 The agency head or designee may authorize reimbursement to employees for one meal per day in the following circumstances when lodging expense is not incurred: 1. the employee is required to travel on official state business and the employee’s workday, including travel time, is extended three hours or more beyond the employee’s regularly scheduled work day; or 2. the employee is required to attend a conference or a meeting as an official guest or participant and a meal is served during the required attendance time. A meal cannot be reimbursed if the place at which the official business is conducted is within 30 miles of the employee’s official station or if a meal is provided at no cost to the employee. Each request for reimbursement shall, at a minimum, identify the date, departure time, arrival time, destination, meal requested, and the purpose of travel. The travel claim reimbursement should be reflect the meal requested for reimbursement (e.g., lunch) and the employee’s scheduled work hours for the day (e.g., 8 a.m. – 5 p.m.) in the description field. Receipts are not required and there is no provision to reimburse an employee if the actual cost of a meal exceeds the per-meal allowance rate. One breakfast, lunch or dinner may be paid, as determined by the agency head or designee, at the following percentage of the daily M&IE allowance rates:

Employees may be reimbursed for actual lodging expense incurred. The total amount for lodging may not exceed the established lodging expense limitations shown below. No allowance for any tips is included within the lodging rate. Taxes associated with lodging are not considered when applying the maximum lodging limit to the traveler's lodging rate. Thus, the amount reimbursed or paid for lodging expense may exceed the established limitation by as much as the amount of associated taxes. Lodging expense reimbursement is limited to the lodging establishment's lowest available rate for normal single occupancy on the day (or days) the lodging expense was incurred. The official receipt from the lodging establishment must be part of the documentation submitted with the employee's travel expense report. Non-itemized lodging receipts are sufficient for reimbursement unless rates are higher than the single rate and/or include charges in addition to room rate and taxes. Receipts provided to employees using express checkout are also acceptable provided that the dates of lodging, the daily room rate, and the total lodging charges are in agreement.

In limited exceptional circumstances, the lodging expense may be reimbursed without the official receipt on presentation of written justification with the travel claim form explaining why the official lodging receipt is unavailable and a statement that the claim represents a true and actual claim in accordance with current state travel laws. The justification should include the dates of lodging and an itemized breakdown of charges (daily room rate, taxes, telephone, etc.). The agency head or designee authorized to approve the travel claim form must approve the justification. If lodging was obtained from another sources, a justification of why lodging was not obtained from a lodging establishment must be included with the travel expense report.

Employees are not required to share lodging accommodations with other state employees when traveling. However, if employees choose to share lodging accommodations, one employee may be reimbursed for the entire room charge, with the payment vouchers for those staying in the room cross-referenced.

All out-of-state lodging reservations should be booked in accordance with the agency’s travel policy.

No allowance for any tips is included within this rate. For CONUS locations, the following standard daily lodging expense limitations apply:

Standard Lodging Rate $107

International Lodging Actual expenses are allowed

See reference .100 above for additional information on subsistence rates and website locations to access subsistence rates.

KSU as an agency allows 150% rate for lodging with Departmental approval.

State agencies may pay lodging expenses directly to lodging establishments on behalf of employees in travel status on official state business. Advance payment for lodging is not authorized except one night of lodging may be prepaid with a BPC if a deposit is required.

Departments are encouraged to contact the lodging establishment in advance and make arrangements for the employee's stay.

Travelers authorized to bill lodging directly to a department should be specific at check-in as to the appropriate department to be billed for the charges. Prior to or at the time of checkout, travelers should pay all charges for meals, room service, personal phone calls, movies, laundry, and any other miscellaneous personal charges.

Each payment voucher for lodging expense should include the name of the traveler(s), date(s) of lodging, location of lodging, daily room rate, purpose of travel, and the department head's signature. Itemized receipts should be accumulated, reviewed by appropriate departmental personnel, and attached to the voucher. Completed payment voucher should be submitted to KSU General Accounting, Unger Complex, 2323 Anderson Ave., Ste. 500.

Only lodging (lowest available rate for normal single occupancy) and appropriate taxes (No sales tax within the State of Kansas) is allowed for payment directly to the lodging establishment. Official telephone calls may also be paid directly to the lodging establishment if a statement is included on the payment voucher that the call is in accordance with established KSU Travel Policy.

Direct payment of lodging does not supersede or replace any current requirements for out-of-state travel approval, approval to exceed lodging rates, or actual conference lodging reimbursement. Departments should continue to attach appropriate approval forms with authorized signatures to the payment vouchers in accordance with previously established KSU Travel guidelines.

An agency may request to pay or reimburse actual lodging expenses when an employee is required or authorized to attend a conference, and the lodging rate exceeds the applicable lodging expense limitation (including the additional 50%). The agency head must be provided with conference materials indicating that the conference will be held at or in connection with a lodging establishment with rates exceeding both the applicable lodging expense limitation and the exception provided above.

This provision may be used for the approved conference and for official state business related to the conference, and shall be applicable only to the state employee attending the conference. The term "conference" means any seminar, association meeting, clinic, colloquium, convention, symposium, or similar gathering that is attended by a state employee in pursuit of a goal, obligation, function, or duty imposed upon a state agency or performed on behalf of a state agency.

M&IE allowance will be reimbursed at the M&IE rate based on the location of the conference.

The following rules apply in determining meal expense for travel to a non-standard area:

A. Reimbursement at non-standard area M&IE allowance and lodging rates is not allowed when the travel to a non-standard area is only an intermediate stopover at which no official state business occurs. B. When travel requires official state business in both a travel location with a standard rate and in a travel location with a non-standard area rate, M&IE rates are adjusted accordingly. The rate used to determine the M&IE allowance changes to the new appropriate rate beginning with the quarter day in which the employee arrives at the second travel location.

An agency shall reduce the meal allowance by the amount shown in the meal reimbursement table above for each meal provided to an employee if the cost of meals is included in the cost of a registration fee or other fees or charges paid by the agency or supplied without cost by another party. This includes hot complimentary breakfasts containing protein (i.e. buffet or server-style with meat and/or eggs) which are offered to employees at lodging establishments, but excludes light complimentary continental breakfasts (i.e. pastries, baked goods, fruit, juice, coffee). NOTE: Each agency is responsible for reducing meal allowances for complimentary breakfasts accepted by traveling employees.

Employees with a qualifying physical condition under the Americans with Disabilities Act (ADA), which has been documented and results in dietary restrictions, may be reimbursed for provided meals if the provided meals do not meet their dietary restrictions. Such an exemption must be reviewed by the employing agency and should be referenced as “ADA exemption on file at the agency HR office” on the SMART expense report. Please note that employees will not be reimbursed for provided meals that do not comply with their voluntary dietary preferences, only for provided meals that do not align with the employees’ documented dietary restrictions.

An agency may pay an employee a reduced amount for M&IE allowance or lodging expense by obtaining prior approval. To request approval to pay a reduced subsistence amount, agencies should complete and forward form DA-37, Request for Reduced Subsistence . The following instances for reduced subsistence payments have been approved and the use of form DA-37 is not required:

An agency may pay no subsistence or a reduced subsistence amount to an employee if the agency is not requiring the employee to undertake the travel and if the employee is informed of the reduced subsistence amount in advance.
An agency shall reduce the M&IE allowance paid to an employee if the cost of meals is included in the cost of a registration fee or other fees or charges paid by the agency for the employee as specified in reference .120 .
An agency may pay no subsistence to an employee if both meals and lodging will be provided at no cost to the employee.
An agency may pay the reduced subsistence amount requested by the employee.

.130 Subsistence Reimbursement in Special Travel Situations

When an employee has been continuously stationed at one location for three months, that place shall be immediately designated as the employee's official station and no further subsistence expense incurred there may be reimbursed. This is also true when an employee travels to a location for three months or more and spends more than one-half of the normal work time there. Agencies may make a maximum of two requests to the Director of Account and Reports to extend the subsistence payments. Each request may be for a period of three months or less. Requests to pay subsistence expenses for the maximum two additional periods should be submitted to the Division of Financial Services in Unger Complex, 2323 Anderson Ave., Ste. 500 on form DA-34, Request for Extension of Subsistence Period .

When an employee is granted leave of absence while on official travel (including Saturdays, Sundays, and holidays), the employee's subsistence allowance claim should be adjusted accordingly for the date and hour the leave begins and the date and hour the leave ends.

Employees may be paid for subsistence reimbursement while in travel status on Saturdays, Sundays, and holidays even though no official business may occur. An employee may be reimbursed for transportation and subsistence expenses incurred while returning home over the weekend period provided the reimbursement amount does not exceed the amount that would have been allowed had the employee remained at the city, town, or location traveled to.

When an agency or designee authorizes the use of a privately-owned conveyance rather than public transportation for out-of-state travel, subsistence expense is limited to the following:

Travel of one employee only. M&IE is paid only for the travel time which would have been necessary had the employee used the fastest public transportation available. Lodging expense reimbursement is limited to the lodging expense incurred at the point of official state business. Lodging expenses incurred en route are not reimbursable.
Travel of two or more employees. When two or more employees are traveling together in a privately-owned conveyance, M&IE and lodging expenses are reimbursable for the number of days it would take by car via the usually traveled route to the destination. Reimbursement of Non-Standard M&IE and lodging rates is not allowed when travel to a non-standard area is only an intermediate stopover at which no official state business occurs.

The IRS requires employers to include fringe benefits in an employee's gross income reported on form W-2. Fringe benefits defined by the IRS include certain payments of meal allowances and other expenses incurred during non-overnight travel or subsistence payments exceeding IRS established maximum reimbursement rates. (Non-overnight travel is considered to be travel where no lodging expense is incurred.) These fringe benefits generally must be paid through the payroll process and are subject to withholding of applicable contributions and taxes. However, the IRS allows for infrequent meal money provided to an employee, to enable the employee to work overtime, to be considered a "de minimis" fringe benefit and be excluded from reportable income. Meals paid in accordance with the policy in Reference .100 are considered to meet the requirements for exclusion from the employee's gross income and, therefore, would not require payment through the payroll process. Except for certain reimbursement payments to elected officials, legislators and board members, most state employees are not affected by these requirements.

Upon written, prior approval of the agency head, exceptions to this paragraph may be granted in unusual circumstances when deemed to be in the best interests of the state. A copy of the approval should be attached to the travel claim form when submitted for payment. For transportation expense reimbursement when using a privately-owned or operated conveyance instead of public transportation, see reference .050 .

Reimbursement to Employee for Meal or Lodging Expense Incurred for Students, Inmates, Prisoners, and Patients. Employees may be reimbursed for expenses incurred for meals or lodging for inmates, prisoners, patients, or students during official travel. The amount reimbursable shall not exceed the established limitations for state officials or employees. The expenses incurred should be classified as object code 2581 for in-state travel, 2582 for out-of-state travel, or 2583 for international travel on the employee's travel claim form.

Employees may be reimbursed for miscellaneous expenses incurred during travel such as local transportation fares, purchase of supplies, registration fees, and other similar miscellaneous expenses identified below. Receipts evidencing each miscellaneous expenditure should be submitted with the travel claim form, except no receipts are required for: telephone calls, local taxi fares, city bus fares, unattended parking meters, and unattended toll booths.

Employees may be reimbursed for local transportation charges incurred during travel to conduct official business such as: city bus, taxi fares, local limousine service, shuttle service, and other forms of local transportation. Local transportation charges for personal use such as travel from a lodging establishment to a restaurant are not reimbursable.

Kansas Turnpike tolls are reimbursable. With the implementation of the KTAG program, receipt requirements are no longer appropriate, or practical, in all cases. The responsibility for accurate toll claims, and whether receipts are required for reimbursement, is delegated to each agency. Additional information on the Kansas Turnpike Authority may be found at http://ksturnpike.com.

Charges for baggage in excess of the weight or size carried free by transportation companies are reimbursable if such excess baggage is used for official business (excess personal baggage expense is not reimbursable). Charges for storage of the baggage are also reimbursable if related to official business. Specific justification must be submitted with the travel claim form for incurring the baggage weight and storage charges.

Expenses for official telephone calls, fax transmissions, or other authorized communications which must be paid by the employee are reimbursable. Employees placing KANS-A-N calls from access cities must use the local access number when applicable. Expenses incurred from the use of coin-operated telephones to access KANS-A-N calls from access cities must use the local access number when applicable.

Expenses incurred for the purchase of office supplies and services are reimbursable when required for official business while in travel status.

Registration fees paid for admittance, attendance, or participation in seminars, conferences, or other meetings are reimbursable. The official receipt should be submitted with the travel claim form for reimbursement subject to the following:

Registration fees paid to obtain personal membership or other personal benefits from an organization are not reimbursable. Memberships in organizations must be in the name of Kansas State University.
Registration fees may be paid by the employee and claimed for reimbursement on the employee's travel claim form or paid directly to the organization by the state agency. A direct payment to the organization by a department should be made by using an APV. Copies of the literature showing the costs should be attached to the voucher.

a. When a subsequent travel reimbursement voucher is necessary for conference related costs, the travel voucher should note: (1) the name of the person attending; (2) the date(s) and place of the event; (3) the out-of-state travel request number; (4) the total number of each type of meal included in the registration fee (i.e. number of breakfasts, lunches, or dinners and the dates on which they occurred). If no meals were included, the travel claim form should state "No meals included in registration fee."

3. In cases where the cost of meals is included in the cost of registration fees or other fees paid by the agency, the M&IE allowance amount must be reduced.

In limited exceptional circumstances, the registration fee may be reimbursed without the official receipt on presentation of written justification with the travel claim form explaining why the official receipt is unavailable and a statement that the claim represents a true and actual expense in accordance with current travel law. In addition, the justification should state: (1) the date(s) and place of the event; (2) the total number of each type meal included in the registration fee (i.e. the number of breakfasts, lunches, or dinners). If no meals were included, the travel claim form should state: "No meals included in the registration fee." The justification must be signed, not stamped, by the department head or designee authorized to approve travel claim forms

Fund: 2520. List student names and student WID numbers on all copies of the travel request. If there is not enough room on the front side, use the back also.

Travel: Subsistence. Refer to SGA Funding Regulations, Section II, for meal and lodging spending limitations. In general, the amount reimbursable shall not exceed the established limitations for state officials or employees. If you have questions, please call the Office of Student Activities and Services (785)532-6541.

Signatures. Student Activities Association representative's initials is required.

.160 Sponsored Research Projects (all Projects beginning with "G")

Travel costs claimed under sponsored projects generally must follow institutional policy as applied to regular (non-sponsored) operations. State of Kansas travel policies and reimbursement rates are applicable to all sponsored projects, unless the sponsor has imposed more restrictive policies.

Situations and rules specific to sponsored projects travel include the following:

1. To be allowable as a direct cost of a sponsored project, the travel must provide a direct benefit to the project being charged and must occur during the project period. Documentation of travel purpose in relation to the grant and the traveler's role in the grant work should be maintained at the department level.

2. Fly America Act

A. All air travel funded by federal dollars must adhere to the Fly America Act in accordance with 41 CFR Part 301-01 . Exceptions are listed in this chapter. http://www.gsa.gov/portal/ext/public/site/FTR/file/Chapter301p010.html/category/21868 . U.S. Flag air carriers must be used for ALL air travel (including all parts of a trip) paid with federal funds regardless of cost of the ticket, convenience or personal preference (41 CFR Part 301-10.139). All costs not conforming to the Fly America Act must be charged to a non-federal funding source. An Exceptions Form Checklist can be found in Eforms Sponsored Programs Accounting (SPA) forms.

B. NSF General Grant Condition, Article 10.c. Use of U.S. Flag Air Carriers-- http://www.nsf.gov/awards/managing/general_conditions.jsp

C. NIH Grants Policy Statement, Part II: Terms and Conditions of NIH Grant Awards Subpart A: General 4.1.11 Fly America Act-- http://granst.nih.gov/grants/policy/policy/htm .

D. It is important to apply the Fly America Act to only those projects that are federally-funded, as the potential for more costly travel conflicts with state travel policies and will be disallowed on non-federally-funded projects. To determine whether a specific sponsored project is federally-funded, refer to the instructions on the Division of Financial Services, Sponsored Programs SPA website for Identifying Federally-funded accounts, or contact Sponsored Programs for assistance.

3. Specific sponsors or individual sponsored agreements may require advance approval for certain types of travel or may require special trip reports. Travelers should review their sponsored agreements carefully for any restrictions or requirements PRIOR to traveling

See PPM Chapter 6320.134, Procedures for Travel Cash Advances.

See PPM Chapter 6320.138, Repayment of Imprest Funds- Travel Cash Advances.

Please use the following links for In-State Mileage, Out-of-State Mileage, and Air Mileage.

In-State Mileage

Out-of-State Mileage

Air Mileage

Agencies should use the DA-28, Request for Actual Conference Lodging, when an employee is required or authorized to attend a conference and the lodging expense exceeds 150% of the applicable rate for the host city. Conference materials must indicate that a conference will be held at or in connection with a lodging establishment with rates that exceed both the applicable expense limitation established under K.A.R. 1-16-18 and the exception provided in K.S.A. 75-3207a(e) which allows the lodging rate to be exceeded by the lesser of either: (1) an additional 150% of the applicable lodging expense limitation; or the actual lodging expense incurred.

The DA-28 is completed as follows: (The referenced numbers appear in the appropriate place on the sample form.)

Submit form to General Accounting, Unger Complex, 2323 Anderson Ave., Ste. 500.

.230 Request for Out-Of-State Travel

Departments must complete a Request for Out-of-State Travel when an employee will be claiming reimbursement for out-of-state travel. The number printed in the upper right-hand corner of the form will be the out-of-state travel request number. This number must be used when paying a registration or airfare on an PCV and on the Travel Payment Voucher in the travel order number blank. One number will be used for each out-of-state trip. Each office will retain the out-of-state travel request in their office files. It is no longer necessary to submit the out-of-state travel request to the Division of Financial Services.

If subsistence or transportation payments are to be authorized for students, a Request for Out-of-State Travel form is needed. If more than one student is going on a particular trip, all of the students names and social security numbers can be listed on the same form.

Graduate Research Assistants, Graduate Teaching Assistants or Graduate Assistants are considered unclassified faculty and Requests for Out-of-State Travel forms are completed accordingly.

Instructions for Completing the Request for Out-of-State Travel Form

Departments must complete a Request for Out-of-State Travel when a student or state employee will be claiming reimbursement for out-of-state travel.

Travel Request Number: The preprinted number in the upper right-hand corner of the travel request form.

Name, Title and Department of Traveler: Fill in name of person traveling. Department is the department which funds the travel.

Destination: List city(s) and state(s) to where the traveler will be going on official business.

Purpose of the Travel: Give a brief description of the purpose for requesting official out-of-state travel. If more than one purpose, give a description of each purpose.

Date Leaving and Date Returning: Enter first and last day of travel. This should include personal business or vacation time.

Meeting Dates: Enter beginning date(s) and ending date(s) of meeting(s).

Work Days Out of Office: Number of days the traveler will be out of office in an official capacity. The traveler should not include weekends, holidays, vacation leave or leave without pay in this total.

Days of Annual Leave: Number of days the traveler will be out of the office in an unofficial capacity.

Travel (Mode of): Indicate mode of transportation being used by placing an "X" in appropriate box. Travel must be the most economical or advantageous means of transportation available. If driving private vehicle on an extended trip, the traveler must claim either state mileage rates or lowest airfare, WHICHEVER IS CHEAPER. When the mode of travel is being paid for by some other source (another university, sponsoring organizations, etc.) type "No Cost to KSU" in the justification blank.

Special conveyance refers to chartered aircraft, chartered bus or rental car.

If traveler is claiming subsistence and will be a passenger in state/departmental vehicle, indicate so in justification blanks. When more than one individual is traveling in a state vehicle, indicate who will be principal driver. Turnpike tolls, parking, etc. should be included in Miscellaneous Costs .

Subsistence: Meal Allowance for out-of-state travel is outlined in reference .110.

Meals: List number of days the traveler anticipates being gone on official business including travel time. You should allow time to cover meeting dates, plus the time it would take if the traveler uses the fastest public transportation available to the destination, instead of private conveyance before and after the meetings.

Lodging: Indicate number of nights traveler will be away from home. No lodging is claimed for the last day of travel. If low cost and high cost areas are being claimed on same request, show by using a slash between numbers listing low cost first.

Registration Fee : Amount of registration (Indicate if meals or lodging are included.)

Miscellaneous Costs: Miscellaneous expenses are those deemed necessary to conduct the official business for the state which are not included in the categories above. Indicate what miscellaneous items the traveler anticipates incurring, such as taxi service or limousine service.

Total Costs: Total of travel, meals, lodging, registration fee and miscellaneous costs.

Account Name, Number and Amount: Provide the name(s) and number(s) of the KSU account(s) which will be providing funds for the travel. List the amount(s) funded from each account.

Names of Other K.S.U. Travelers: List the names of all other KSU personnel requesting permission for out-of-state travel to the same meeting or location.

Approval and Date: The approval and date of approval is signed by the traveler and the appropriate departmental authority.

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Updated: 11/16/23

K-State home

Travel Policies & Procedures

Departmental travel requires the submission of a Shared Services Travel Request submitted to Cindy Carlyon in CW107 (e-mail [email protected] ) two weeks before traveling. All travel, either in- or out-of-state, must be authorized by the agency head or designee prior to traveling.

International travel requires that you register online with the Office of Risk and Compliance .

State employees may purchase their airline ticket and have it paid for using a departmental charge card (see Cindy Carlyon to charge to the departmental purchasing card) or by using Statewide Travel Agency Management Services in Topeka, KS.

The most economical and advantageous form of travel is required. If you opt to drive your personal car, an out-of-state cost comparison must be turned in with the reimbursement form. You need to show that it was less expensive to drive than to fly to your destination by submitting a copy of the airline itinerary with the cost of the flight. You will be reimbursed for the cheaper of these two amounts.

After you have returned from your travel, complete an Employee Travel Expense Report and submit all receipts (excluding receipts for meals) within 30 days of travel to Cindy. If you have further questions related to travel, please contact her at 532-0558 or e-mail her at [email protected] .

Shared Services Travel Request (to be filed 2 weeks before travel begins)

Employee Travel Expense Report (to be filed within 30 days of travel completion)

Use of a State-Owned or Leased Vehicle

Please contact Cindy if you would like to reserve a vehicle for official K-State business. She can see about reserving the vehicle and complete the proper forms.

University Motor Pool Vehicle Use

Lodging expense reimbursement.

Lodging expense reimbursement is limited to the lodging establishment's lowest available rate for normal single occupancy on the day (or days) the lodging expense was incurred. The official receipt from the lodging establishment must be part of the documentation submitted with the employee's travel expense report. Non-itemized lodging receipts are sufficient for reimbursement unless rates are higher than the single rate and/or include charges in addition to room rate and taxes. Receipts provided to employees using express checkout are also acceptable provided that the dates of lodging, the daily room rate, and the total lodging charges are in agreement.

Meal & Incidental Expense Reimbursement

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Home > Research Centers > OUR > URCA

Undergraduate Research and Creative Activities (URCA) Travel Fund

Travel expenses to present at conferences
Supplies or materials to conduct research (for example, software, materials for the arts, scientific supplies, books/journals that cannot be provided by the library, etc.)

In order to provide as many opportunities for undergraduate researchers as possible, URCA funds will be limited to a maximum of $1,000.00 per student per academic year.

Faculty mentors may be associated with a maximum of 3 proposals per funding round and receive a maximum of 3 awards per year (July 1 – June 30).

The undergraduates will be required to present their research at the annual Symposium of Student Scholars. Students who have completed a presentation or exhibition at an off-campus venue as a result of this program will be designated as an Undergraduate Research Scholar and presented with an Undergraduate Research Honor Cord prior to graduation.

Upon the completion of the project(s), recipients are required to send a final report to The Office of Undergraduate Research that includes abstract(s) of the project results and a list of the presentations/ publications/ exhibitions from the work completed.

Application Due Dates

Friday July 12, 2019 at 11:59pm EST
Friday September 13, 2019 at 11:59pm EST
Friday January 17, 2020 at 11:59pm EST

Up to $1,000 per student.

Review Process

All funding proposals will be reviewed by a panel consisting of faculty experts in the field of study. The Director and/or Associate Director of the Office of Undergraduate Research will serve as program director for individual funding rounds, selecting panel participants according to the content of the submitted proposals. This process is modeled after the National Science Foundation (NSF) review process ( described here ) and is applicable to these funding opportunities.

The review process will be updated with a “return without review” option for proposals that do not adhere to the proposal guidelines, consistent with the NSF process. It is crucial that PIs strictly adhere to the submission guidelines as no exceptions will be considered. Panel review will allow for more technically written proposals and review by experts in the field of study, increasing the focus on intellectual merit. Panel comments will be aggregated by an assigned scribe and provided to submitters, assisting in future proposal development.

Quality of writing
Scholarly merit
Impact on undergraduate researcher
Faculty mentor track record (or potential track record for new faculty members)

If you have questions about the panel review process or would like to participate as a panelist, please contact the Office of Undergraduate Research at [email protected].

Eligibility

Faculty mentors must be under contract at Kennesaw State University.
Faculty mentors may be associated with a maximum of 3 proposals per funding round.
Faculty mentors may be associated with a maximum of 3 URCA awards per year (July 1 – June 30).
Individual students may receive only $1,000 maximum per academic year.
Each URCA application must contain one student only.
Students who are not funded the first time they submit are strongly urged to apply again the following round if they can address the review committee's concerns.
All submissions must be in the form of the appropriate submission template with all sections completed.

Requirements for conference travel funding

Students must be enrolled at KSU during the time period of the travel or have graduated the previous semester.
The travel must be completed between July 1, 2019 and June 30, 2020.
Travel must involve a presentation ( conference travel template ) or direct research activity ( research travel template ).
Acceptance to present is not required in order to submit an URCA conference travel application; however, the funds are specific to the proposed conference and may not be reallocated if the presentation is not accepted for that conference.
For projects with multiple student authors, only the presenting author may seek funding support through URCA.
Funded students must complete all travel-related paperwork no later than four weeks after their trip (or four weeks after receiving notification of funding if their travel occurred prior to the URCA deadline). Students who do not complete the paperwork in this timeframe will forfeit the funding.
Students who travel in the months of May and June must submit their paperwork more quickly to meet University deadlines regarding funding; paperwork is due no later than one week after the trip or the funding will be forfeited.

Requirements for supplies/materials funding

Students applying for supplies/materials must be currently enrolled students.
Requests for materials that could be obtained in another manner (e.g., a book available at the library, software available for free at KSU) will not be funded.
There is a plan for completing the research while the student is still an undergraduate.
The student and faculty mentor have completed the Research Support Template fully and accurately.

Overall requirements

All KSU-supported research projects are administered in accordance with established University fiscal procedures and research policies. These include all travel regulations, policies relating to the protection of human subjects, and policies related to intellectual property rights. All publications and presentations must acknowledge the assistance of Kennesaw State University.
The faculty member and students are expected to obtain Institutional Review Board (IRB) approval prior to collecting any data if the project includes research involving human or animal participants.

Selection and Application Process for Office of Undergraduate Research URCA Awards

Electronic Proposal Submission Guidelines

Applications must be submitted in the form below.

The form consists of two sections: Faculty Section and Student Section. The faculty section should be clearly written by the faculty mentor; the student section should be clearly written by the student. Student sections that appear to have been written by the faculty mentor will not be considered.

Faculty Sections (3)

(1) Faculty Member Statement (written by faculty mentor; 300 words max) : Describe your research portfolio (manuscripts, grants, presentations, awards, etc.) as well as your experience incorporating undergraduates into your research activities.

(2) Institutional Impact Statement (written by faculty mentor; 200 words max) : Describe the benefit to the institution related to this research activity (preliminary data for pursuing external funding, plans to publish/present, development of intellectual property, collaboration with reputable institutions, etc.).

(3) Student Impact Statement (written by faculty mentor; 400 words max) : Describe how this work will positively impact participating undergraduates immediately and in their future endeavors.

Student Sections (3)

(1) Project Narrative (700 words maximum):

Description of Presentation Session (for a conference travel URCA: Is it a poster, oral presentation, visual arts display, performance? Is the student the sole author or are there co-authors on the presentation?)

Background (provide brief, relevant scholarly or research context, including citations, that demonstrate how the research makes a unique contribution to the area of inquiry)

Key Research Question and/or Creative Project Goal

Results (or anticipated results)

Conclusion/Discussion

(2) Budget Table and Justification of Budget Items

(3) References (include references for the citations provided in the Narrative section)

It will be the responsibility of the individual submitting the proposal to ascertain that the proposal materials are complete when submitted (all requested information is included; no materials missing). The funding committee will not consider late or incomplete applications.

HOW TO SUBMIT

THEN SUBMIT Submit Your Application

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The Moscow Metro Museum of Art: 10 Must-See Stations

There are few times one can claim having been on the subway all afternoon and loving it, but the Moscow Metro provides just that opportunity. While many cities boast famous public transport systems—New York’s subway, London’s underground, San Salvador’s chicken buses—few warrant hours of exploration. Moscow is different: Take one ride on the Metro, and you’ll find out that this network of railways can be so much more than point A to B drudgery.

The Metro began operating in 1935 with just thirteen stations, covering less than seven miles, but it has since grown into the world’s third busiest transit system ( Tokyo is first ), spanning about 200 miles and offering over 180 stops along the way. The construction of the Metro began under Joseph Stalin’s command, and being one of the USSR’s most ambitious building projects, the iron-fisted leader instructed designers to create a place full of svet (radiance) and svetloe budushchee (a radiant future), a palace for the people and a tribute to the Mother nation.

Consequently, the Metro is among the most memorable attractions in Moscow. The stations provide a unique collection of public art, comparable to anything the city’s galleries have to offer and providing a sense of the Soviet era, which is absent from the State National History Museum. Even better, touring the Metro delivers palpable, experiential moments, which many of us don’t get standing in front of painting or a case of coins.

Though tours are available , discovering the Moscow Metro on your own provides a much more comprehensive, truer experience, something much less sterile than following a guide. What better place is there to see the “real” Moscow than on mass transit: A few hours will expose you to characters and caricatures you’ll be hard-pressed to find dining near the Bolshoi Theater. You become part of the attraction, hear it in the screech of the train, feel it as hurried commuters brush by: The Metro sucks you beneath the city and churns you into the mix.

With the recommendations of our born-and-bred Muscovite students, my wife Emma and I have just taken a self-guided tour of what some locals consider the top ten stations of the Moscow Metro. What most satisfied me about our Metro tour was the sense of adventure . I loved following our route on the maps of the wagon walls as we circled the city, plotting out the course to the subsequent stops; having the weird sensation of being underground for nearly four hours; and discovering the next cavern of treasures, playing Indiana Jones for the afternoon, piecing together fragments of Russia’s mysterious history. It’s the ultimate interactive museum.

Top Ten Stations (In order of appearance)

Kievskaya station.

Kievskaya Station went public in March of 1937, the rails between it and Park Kultury Station being the first to cross the Moscow River. Kievskaya is full of mosaics depicting aristocratic scenes of Russian life, with great cameo appearances by Lenin, Trotsky, and Stalin. Each work has a Cyrillic title/explanation etched in the marble beneath it; however, if your Russian is rusty, you can just appreciate seeing familiar revolutionary dates like 1905 ( the Russian Revolution ) and 1917 ( the October Revolution ).

Mayakovskaya Station

Mayakovskaya Station ranks in my top three most notable Metro stations. Mayakovskaya just feels right, done Art Deco but no sense of gaudiness or pretention. The arches are adorned with rounded chrome piping and create feeling of being in a jukebox, but the roof’s expansive mosaics of the sky are the real showstopper. Subjects cleverly range from looking up at a high jumper, workers atop a building, spires of Orthodox cathedrals, to nimble aircraft humming by, a fleet of prop planes spelling out CCCP in the bluest of skies.

Novoslobodskaya Station

Novoslobodskaya is the Metro’s unique stained glass station. Each column has its own distinctive panels of colorful glass, most of them with a floral theme, some of them capturing the odd sailor, musician, artist, gardener, or stenographer in action. The glass is framed in Art Deco metalwork, and there is the lovely aspect of discovering panels in the less frequented haunches of the hall (on the trackside, between the incoming staircases). Novosblod is, I’ve been told, the favorite amongst out-of-town visitors.

Komsomolskaya Station

Komsomolskaya Station is one of palatial grandeur. It seems both magnificent and obligatory, like the presidential palace of a colonial city. The yellow ceiling has leafy, white concrete garland and a series of golden military mosaics accenting the tile mosaics of glorified Russian life. Switching lines here, the hallway has an Alice-in-Wonderland feel, impossibly long with decorative tile walls, culminating in a very old station left in a remarkable state of disrepair, offering a really tangible glimpse behind the palace walls.

Dostoevskaya Station

Dostoevskaya is a tribute to the late, great hero of Russian literature . The station at first glance seems bare and unimpressive, a stark marble platform without a whiff of reassembled chips of tile. However, two columns have eerie stone inlay collages of scenes from Dostoevsky’s work, including The Idiot , The Brothers Karamazov , and Crime and Punishment. Then, standing at the center of the platform, the marble creates a kaleidoscope of reflections. At the entrance, there is a large, inlay portrait of the author.

Chkalovskaya Station

Chkalovskaya does space Art Deco style (yet again). Chrome borders all. Passageways with curvy overhangs create the illusion of walking through the belly of a chic, new-age spacecraft. There are two (kos)mosaics, one at each end, with planetary subjects. Transferring here brings you above ground, where some rather elaborate metalwork is on display. By name similarity only, I’d expected Komsolskaya Station to deliver some kosmonaut décor; instead, it was Chkalovskaya that took us up to the space station.

Elektrozavodskaya Station

Elektrozavodskaya is full of marble reliefs of workers, men and women, laboring through the different stages of industry. The superhuman figures are round with muscles, Hollywood fit, and seemingly undeterred by each Herculean task they respectively perform. The station is chocked with brass, from hammer and sickle light fixtures to beautiful, angular framework up the innards of the columns. The station’s art pieces are less clever or extravagant than others, but identifying the different stages of industry is entertaining.

Baumanskaya Statio

Baumanskaya Station is the only stop that wasn’t suggested by the students. Pulling in, the network of statues was just too enticing: Out of half-circle depressions in the platform’s columns, the USSR’s proud and powerful labor force again flaunts its success. Pilots, blacksmiths, politicians, and artists have all congregated, posing amongst more Art Deco framing. At the far end, a massive Soviet flag dons the face of Lenin and banners for ’05, ’17, and ‘45. Standing in front of the flag, you can play with the echoing roof.

Ploshchad Revolutsii Station

Novokuznetskaya Station

Novokuznetskaya Station finishes off this tour, more or less, where it started: beautiful mosaics. This station recalls the skyward-facing pieces from Mayakovskaya (Station #2), only with a little larger pictures in a more cramped, very trafficked area. Due to a line of street lamps in the center of the platform, it has the atmosphere of a bustling market. The more inventive sky scenes include a man on a ladder, women picking fruit, and a tank-dozer being craned in. The station’s also has a handsome black-and-white stone mural.

Here is a map and a brief description of our route:

Start at (1)Kievskaya on the “ring line” (look for the squares at the bottom of the platform signs to help you navigate—the ring line is #5, brown line) and go north to Belorusskaya, make a quick switch to the Dark Green/#2 line, and go south one stop to (2)Mayakovskaya. Backtrack to the ring line—Brown/#5—and continue north, getting off at (3)Novosblodskaya and (4)Komsolskaya. At Komsolskaya Station, transfer to the Red/#1 line, go south for two stops to Chistye Prudy, and get on the Light Green/#10 line going north. Take a look at (5)Dostoevskaya Station on the northern segment of Light Green/#10 line then change directions and head south to (6)Chkalovskaya, which offers a transfer to the Dark Blue/#3 line, going west, away from the city center. Have a look (7)Elektroskaya Station before backtracking into the center of Moscow, stopping off at (8)Baumskaya, getting off the Dark Blue/#3 line at (9)Ploschad Revolyutsii. Change to the Dark Green/#2 line and go south one stop to see (10)Novokuznetskaya Station.

Check out our new Moscow Indie Travel Guide , book a flight to Moscow and read 10 Bars with Views Worth Blowing the Budget For

Jonathon Engels, formerly a patron saint of misadventure, has been stumbling his way across cultural borders since 2005 and is currently volunteering in the mountains outside of Antigua, Guatemala. For more of his work, visit his website and blog .

Photo credits: SergeyRod , all others courtesy of the author and may not be used without permission

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RUSSIA TRAVEL HOME

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RUSSIA TRAVEL PACKAGES A selection of Russian tours to take as they are or adjust to your needs.

THE GOLDEN RING Visit the heart of ancient Russia. What is the Golden Ring?

MOSCOW TOURS What you can see in Moscow.

MOSCOW DAY TRIPS Get out of Moscow and take a relaxing trip to some of these places

ST. PETERSBURG Some of the sights to see in Petersburg

LAKE BAIKAL TOURS Hiking and trekking around the world's deepest lake in the heart of Siberia

RUSSIAN DIGS Come and work in the field on a Russian Archaeological dig. Full training given on site.

TRAVEL TIPS & SERVICES Getting around in Russia

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Frequently Asked Questions

K-State home

Learn more about our transition to Concur and find answers to common Concur questions, including inquiries about non-travel expenses and card requests. Visit our training page to register for a Concur training session or to review video instructions.

Concur Transition

I have university business travel that I completed prior to the Feb. 26 transition to Concur. How do I get reimbursed? Create a Travel Request in Concur for the dates of travel (except for in-state mileage only reimbursements). Once it is approved, create a Travel Expense Report for your travel expenses. If any expenses were paid on a university card or direct payment from the university to the vendor, please provide the details in the comments section of the expense report. Can I still submit travel expense reports through eForms? The travel expense report and associated travel form are disabled in eForms. Any outstanding employee reimbursements for university business travel must be submitted through Concur. Can I submit travel expense reports for guests (non-employees) of the university through Concur? All reimbursements to university guests require a W-9 to be submitted through the secure vendor upload portal and reimbursed on an agency payment voucher (APV) in eForms . Only reimbursements to active employees can be processed through Concur.

I booked airfare for another employee’s future travel (taking place after Feb. 26) on my UMB Procurement Card. How will this work? All transactions on your UMB Procurement Card will continue to be processed through eForms on the Procurement Card Voucher. The employee traveling should create a Travel Request in Concur for future travel dates. Once it is approved, and the travel has taken place the traveler will create an Expense Report for travel expenses. In the comments of the expense report, provide the airfare details, and indicate the BPC cardholder’s name the airfare was paid on. How do I know if I am getting a U.S. Bank procurement card? All active employees of the university who previously had a procurement card through our prior UMB Bank card program will receive a new U.S. Bank procurement card. Under our policy, procurement cards may not be directly issued to non-employees of the University, including non-paid affiliated individuals registered in HRIS. How do I get my new U.S. Bank procurement card? Employees attending the in-person unit-level training sessions on the Manhattan and Salina campuses will receive their new procurement card at the session. If you’re unable to attend your unit-level training session, you can pick up your card in 105 Anderson Hall from 8 a.m. to 4 p.m. , Feb. 27-March 31. Starting April 1, cards can be picked up at 500 Unger Complex. All UMB cards will be deactivated March 31. You must provide a KSU Employee ID or a government-issued ID to receive your card.

General Concur Questions

How do I check my profile information is accurate in Concur? It is very important for profile information in Concur to be accurate to ensure a seamless travel booking process and university card disbursement process. All information in your Concur profile is populated through data in HRIS. Verify that the name listed in Concur matches the government-issued ID that will be used for travel. For name changes, please reach out to your HR liaison to update your legal name in HRIS as well. For address changes, please use HRIS employee self-service. Who can request expense reimbursement and submit expense reimbursements through Concur? Employee travelers and cardholders may submit expense reimbursement reports for both travel and non-travel expenses through Concur. All reimbursements to university guests require a W-9 to be submitted through the secure vendor upload portal and reimbursed on an agency payment voucher (APV) in eForms . Only reimbursements to active employees can be processed through Concur.

Can my travel arranger/business liaison prepare a Request or Expense Report on my behalf? Yes. Travelers/cardholders may add delegates in Concur and select permissions to allow delegates to prepare Concur Requests and/or Expense Reports on their behalf.

NOTE: Travelers/cardholders must still certify the accuracy of their request and/or expense report by reviewing the information and clicking on the Submit Report button on the Concur request or report.

Can my business liaison add or remove expenses to my request or expense report after I submit it? No. If an expense needs removed, reduced or added, the report needs to be returned to the traveler/cardholder or their delegate to correct the request or report. Business liaisons can only add other clarifying information in the comments, add other documentation, and allocate funding once the request or report is submitted.

Why do requests and expense reports show a default account string and how do I change it? For a traveler/cardholder to submit a request or expense report, all expenses must have an associated account string. Because many travelers/cardholders are not familiar with applying accounting strings, a default accounting string has been set up to allow for submittal of the report. Business Liaisons must review and update all funding on the request or expense report to reflect the accurate funding before department head approval. Expense reports approved and submitted for processing containing the default funding on an expense item will be returned and the approval process will need to be started again, beginning with the traveler/cardholder approval.

Concur Travel Booking

Are we required to book travel through Concur or an Anthony Travel on-site agent? Beginning April 1, 2024, all international travel must be booked through the Concur booking tool or an Anthony Travel agent. Domestic travel booking is optional, but booking through Concur/Anthony offers many benefits in creating a seamless business travel experience. Anthony Travel will provide training on the booking process March 26-28. Watch K-State Today for more details.

Where do I find my required Request ID to use when booking through Concur or an Anthony Travel agent? Your Request Library shows all of your Travel Requests. The Request ID is displayed on the right side of the date field underneath the request title.

Where is the Anthony Travel on-site agent located? Beginning April 1, 2024, an Anthony Travel on-site agent will be available Monday-Friday, 8 a.m.-Noon and 1 p.m.-5 p.m., to provide in-person assistance for university travel booking. They will be located in 057 K-State Student Union on the 1 st floor.

During Business Hours (8:00am-5:00pm Monday through Friday) Ph: 785-532-2200 Email: [email protected] After Hours & Weekends This contact information is to only be used during emergencies. Ph: 800-342-9008 (code: IN2F) Concur Travel Support: For problems or issues with Concur (errors, issues logging in, etc.) Ph: (800) 924-6619 Email: [email protected]

I already booked international travel before the April 1 transition to Concur/Anthony Travel. Will I still be able to get reimbursed? Travel booked before April 1, 2024 ,will be exempted from the Concur/Anthony booking requirements. The Concur travel request and expense report must be completed in Concur, noting that travel was booked prior to April 1, 2024. The international travel registration and university travel insurance and assistance services still apply.

Does my name in my Concur profile need to match my government-issued ID I use for travel? Yes. The name listed in your Concur profile needs to match the U.S. government-issued ID you will use as identification when you travel. Travelers are responsible for reviewing and confirming their profile information before booking in Concur or an Anthony Travel agent. The name displayed in Concur is the legal name provided to the university and recorded in HRIS.

What payment method should I use to book airfare? Employees traveling on university business can book their airfare through Concur without having to secure a university travel card or use personal funds (flight cannot include personal legs). Flights booked directly through Concur will link to the traveler's profile and must be included on the traveler's expense report.

What payment method should I use to book hotel and rental cars? Employees traveling on university business are encouraged to book business travel-related expenses on their university travel card. University travel cards can be issued for ongoing use, one-time use as a physical card, and one-time use as a virtual card (mobile wallet, where accepted). Employee travelers may also choose to pay these expenses out-of-pocket but must wait until the trip is complete to be reimbursed. Employees should never book hotel or rental car expenses on another employee’s university card. Your university card number may be securely loaded to your Concur travel profile so your travel arranger may book your travel on your behalf.

Concur Travel Request and Expense

What is the difference between a Travel Request and a Travel Expense Report? A travel request provides pre-trip authorization for all university business travel and is required for all university business travel, except for in-state mileage-only reimbursements. The travel request provides the dates, location, estimated cost, and details of the business event and is approved by the employee’s supervisor and department head. The Travel Request should be submitted and approved before travel booking.

A Travel Expense Report occurs after the business travel is complete to document actual travel expenses incurred by employees on behalf of the university for approved business travel. Prior to submitting an expense report, the pre-trip Travel Request must be approved (except for in-state mileage only expense reports).

Is a Travel Request required for all Travel Expense Reports? No. For in-state mileage-only reimbursements (may include tolls and parking), a Travel Request is not required. When submitting the expense report, select “In-State Mileage (Parking/Tolls)” for the Request/Trip Purpose. In-state mileage-only expense reports should be submitted monthly, or more frequently, as needed.

Can I create a standing Travel Request if I frequently travel in state and have overnight stays? Yes. Employees whose position requires them to frequently travel in state with overnight stays may create a monthly standing travel request (or more frequent as desired) if they will not be creating any other travel request or expense report for the same period claiming M&IE or lodging expenses. Employees choosing this method will need to wait to submit the associated expense report after the end of the standing request period.

Why does a travel request require international approval? The Office of Risk and Compliance reviews international travel requests for high-risk destinations and provides recommendations per PPM 3120 , to encourage responsible international engagement.

How do I process travel when personal travel is included? If travel dates are changed or extended for any non-business reason , or if the travel is extended to include personal travel, the traveler may only be reimbursed for expenses incurred within the business travel dates. If airfare is involved, a comparable airfare (airfare that follows the business travel dates) must be found at time of booking . The traveler is eligible to receive reimbursement for whichever amount is lower.

Example: Traveler is going to a conference on 3/11 and returning on 3/14, but would like to stay until 3/17 as personal travel. When booking the airfare from 3/11-3/17, a comparable quote must be found for 3/11-3/14 (as if the traveler did not take personal travel). The lesser amount between the actual expenses and the comparable is reimbursable.

This also applies if the traveler travels to a different place for personal reasons before returning to their primary business location (or origin of their trip).

Example: Travel travels from Manhattan on 3/11 to Atlanta for a conference. After the conference, the traveler flies to Orlando on 3/14 for personal travel. They then fly from Orlando back to Manhattan on 3/17. When booking the airfare, a comparable quote must be found for a flight from Manhattan to Atlanta on 3/11 and Atlanta to Manhattan on 3/14 (as if the traveler did not take personal travel). The lesser amount between the actual expenses and the comparable is reimbursable.

If there is a valid business purpose to extend the travel or to travel to a different location before returning to the primary business location (or origin of trip), then the actual expenses are reimbursable. The business purpose must be clearly stated and any associated backup document included when claiming expenses.

Example: Traveler travels from Manhattan to Atlanta for a conference. After the conference, the traveler flies to Denver to meet with key collaboration partners for a university-related project before returning to Manhattan. No comparison airfare is needed and actual expenses are reimbursable. How do I process travel if I want to drive instead of fly to a business destination more than 400 miles from my official work location? If a traveler chooses to drive, rather than fly to a destination outside of the state of Kansas, a cost comparison must be completed when traveling to a destination that is more than 400 miles from the traveler's official station, or official domicile, whichever is less. The cost comparison must be completed prior to travel and attached to the traveler’s travel expense report.

What payment method should I use for hotel, ground transportation, and other (non-meal) travel expenses? Employees traveling on university business are encouraged to book business travel-related expenses on their university travel card. University travel cards can be issued for ongoing use, one-time use as a physical card, and one-time use as a virtual card (mobile wallet, where accepted). Employee travelers may also choose to pay these expenses out-of-pocket but must wait until the trip is complete to be reimbursed. Employees should never book travel expenses on another employee’s university card in most cases (see Registration FAQ).

Can a travel arranger/business liaison book registration for my travel on their card or pay by check? It may be advantageous to the university to book group registrations for discounts and trip continuity. In these cases, the registration may be booked on a travel arranger/business liaison’s university card or paid by check. The registration and report number the registration was paid on must be noted on each associated employee’s travel expense report.

What do I do if I am missing a receipt? If you are unable to locate a receipt you should contact the vendor and request a copy of the receipt. If the event a copy of the receipt cannot be obtained, the traveler may submit a Missing Receipt Declaration through Concur for most expenses.

How soon should I submit my travel expense report once my travel is complete? Travel Expense Reports should be submitted within 30 days of the end date of business travel.

Do I include my travel-related university card expenses on my Travel Expense Report? Yes. All university card expenses and out-of-pocket expenses for your trip must be included on the same report.

How do I include reimbursement for meals and incidental expenses (M&IE) on my Travel Request and Travel Expense Report? M&IE for business travel is reimbursed per the university travel policy. To include on your request or report, you will Add a Travel Allowance . Any meals provided at no cost to you as part of your business travel should be marked and reduced from the maximum daily allowance. Any meals associated with personal days of travel (part or whole) should also be marked and reduced.

How do I reduce my calculated mileage reimbursement or my M&IE reimbursement if I have a lower negotiated reimbursement rate for my business travel? Enter the personal car mileage and M&IE at the maximum allowable rates and then add the Personal Car Mileage Reduction expense type or Meal Per Diem Reduction expense type as applicable to reduce the rates. This amount should be entered as a negative amount and must not exceed the total allowable amount.

What do I do if the city location is not showing in Concur or the destination is in the middle of nowhere? Choose a city closest to your travel location.

How do I include my registration expense on my travel report if it was paid on another employee’s university card or by check to the entity? To include a registration expense paid on another employee’s card or by check to the entity, add the Travel Registration Paid on Other University Card expense type, completing the required fields. The amount should always be entered as 0.

Can I include multiple business travel destinations on the same request or report? Yes. If you are traveling to multiple business destinations in one consecutive trip, you may include all of the expenses on one Travel Request and Travel Expense Report. The primary destination should be listed in Destination City, typically where most of the time is spent, and then add additional locations and dates in your travel itinerary.

What receipts are required for reimbursement of out-of-pocket travel expenses? Receipts are required for all out-of-pocket travel expenses except for unattended parking, tolls, public transportation, shuttles, and taxis. If a receipt is provided by the vendor, it should be included with the Travel Expense Report.

How do I process an expense report if a trip is canceled for a business reason, illness or injury? Every attempt should be made to receive a refund for any pre-paid expenses prior to submitting a Travel Expense Report. Include all expenses related to the canceled trip, including any university card charges or refunds, in your Travel Expense Report.

Concur Non-travel Expenses

How do I submit non-travel university card expenses? Within the Purchase Card (Non-Travel) expense report, click “Add Expense” and then select any applicable purchase card charges from the list of “Available Expenses.” These should automatically appear in the queue once fed into Concur.

Can my travel-related university card expenses and non-travel university card expenses be on the same report? No. Travel-related university card expenses must be submitted on an employee's Travel Expense Report. Non-travel university card expenses must be submitted on a separate Purchase Card (Non-Travel expense report. Click “Add Expense” and then select any applicable purchase card charges from the list of “Available Expenses.” These should automatically appear in the queue once fed into Concur.

How do I add attendees for official hospitality events? In your expense report, you can add Attendees in the “Official Hospitality” expense type by clicking on the blue “Attendees” link within the expense.

How do I add award recipients for employee and non-employee awards? In your expense report, you can add Recipients in any of the “Employee or Non-Employee Awards” expense types by clicking on the blue “Recipient(s)” link within the expense.

Concur Card Request

How do I request a travel card or other university procurement card? University employees may request a card through the Concur Request process. New card requests require approval by the Department Head.

Do I have to complete training before my card will be ordered? Yes. Employees will receive an email inviting them to complete the training through Canvas. Once the training is complete, the card will be ordered and arrive within seven to 10 business days.

Where will my card be mailed? Cards issued to an individual employee for business use will be mailed to the personal address of the employee. Vehicle cards will be mailed to the department for the assigned responsible employee.

How do I update my address if it is incorrect in my Concur profile to make sure I receive my card? Cardholders should validate that their home address in HRIS is correct by viewing and updating it in Employee Self-Service>Personal Information . Cards will be mailed to the cardholder's home address for activation

How do I activate my card when I receive it? Call the number listed on the front of the card. If asked for the last four digits of your social security number for activation, you will use the two-digit month and two-digit day (MMDD) of your date of birth.

How do I close a university card? Submit a Card Request in Concur, adding the Close/Cancel Card option. The card should be shredded and destroyed.

How do I submit a name change? Create a Credit Card Request in Concur, adding the Update Name expense type from “Add Expenses” and then submit the request once all appropriate information is provided. Once the new card is received, the old card should be shredded and destroyed.

Claudia Looi

Touring the Top 10 Moscow Metro Stations

By Claudia Looi 2 Comments

Komsomolskaya metro station looks like a museum. It has vaulted ceilings and baroque decor.

Hidden underground, in the heart of Moscow, are historical and architectural treasures of Russia. These are Soviet-era creations – the metro stations of Moscow.

Our guide Maria introduced these elaborate metro stations as “the palaces for the people.” Built between 1937 and 1955, each station holds its own history and stories. Stalin had the idea of building beautiful underground spaces that the masses could enjoy. They would look like museums, art centers, concert halls, palaces and churches. Each would have a different theme. None would be alike.

The two-hour private tour was with a former Intourist tour guide named Maria. Maria lived in Moscow all her life and through the communist era of 60s to 90s. She has been a tour guide for more than 30 years. Being in her 60s, she moved rather quickly for her age. We traveled and crammed with Maria and other Muscovites on the metro to visit 10 different metro stations.

Arrow showing the direction of metro line 1 and 2

Moscow subways are very clean

To Maria, every street, metro and building told a story. I couldn’t keep up with her stories. I don’t remember most of what she said because I was just thrilled being in Moscow. Added to that, she spilled out so many Russian words and names, which to one who can’t read Cyrillic, sounded so foreign and could be easily forgotten.

The metro tour was the first part of our all day tour of Moscow with Maria. Here are the stations we visited:

1. Komsomolskaya Metro Station is the most beautiful of them all. Painted yellow and decorated with chandeliers, gold leaves and semi precious stones, the station looks like a stately museum. And possibly decorated like a palace. I saw Komsomolskaya first, before the rest of the stations upon arrival in Moscow by train from St. Petersburg.

2. Revolution Square Metro Station (Ploshchad Revolyutsii) has marble arches and 72 bronze sculptures designed by Alexey Dushkin. The marble arches are flanked by the bronze sculptures. If you look closely you will see passersby touching the bronze dog's nose. Legend has it that good luck comes to those who touch the dog's nose.

Touch the dog's nose for good luck. At the Revolution Square station

Revolution Square Metro Station

3. Arbatskaya Metro Station served as a shelter during the Soviet-era. It is one of the largest and the deepest metro stations in Moscow.

Arbatskaya Metro Station

4. Biblioteka Imeni Lenina Metro Station was built in 1935 and named after the Russian State Library. It is located near the library and has a big mosaic portrait of Lenin and yellow ceramic tiles on the track walls.

Lenin's portrait at the Biblioteka Imeni Lenina Metro Station

5. Kievskaya Metro Station was one of the first to be completed in Moscow. Named after the capital city of Ukraine by Kiev-born, Nikita Khruschev, Stalin's successor.

Kievskaya Metro Station

6. Novoslobodskaya Metro Station was built in 1952. It has 32 stained glass murals with brass borders.

Novoslobodskaya metro station

7. Kurskaya Metro Station was one of the first few to be built in Moscow in 1938. It has ceiling panels and artwork showing Soviet leadership, Soviet lifestyle and political power. It has a dome with patriotic slogans decorated with red stars representing the Soviet's World War II Hall of Fame. Kurskaya Metro Station is a must-visit station in Moscow.

Ceiling panel and artworks at Kurskaya Metro Station

8. Mayakovskaya Metro Station built in 1938. It was named after Russian poet Vladmir Mayakovsky. This is one of the most beautiful metro stations in the world with 34 mosaics painted by Alexander Deyneka.

Mayakovskaya station

One of the over 30 ceiling mosaics in Mayakovskaya metro station

9. Belorusskaya Metro Station is named after the people of Belarus. In the picture below, there are statues of 3 members of the Partisan Resistance in Belarus during World War II. The statues were sculpted by Sergei Orlov, S. Rabinovich and I. Slonim.

10. Teatralnaya Metro Station (Theatre Metro Station) is located near the Bolshoi Theatre.

Teatralnaya Metro Station decorated with porcelain figures .

Taking the metro's escalator at the end of the tour with Maria the tour guide.

Have you visited the Moscow Metro? Leave your comment below.

January 15, 2017 at 8:17 am

An excellent read! Thanks for much for sharing the Russian metro system with us. We're heading to Moscow in April and exploring the metro stations were on our list and after reading your post, I'm even more excited to go visit them. Thanks again 🙂

December 6, 2017 at 10:45 pm

Hi, do you remember which tour company you contacted for this tour?

Policies and Procedures

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Kennesaw State University adheres to all policies set by the University System of Georgia and Board of Regents. Kennesaw State University has determined the need to expand on these policies and has documented such instances at Kennesaw State University’s internal policy page . Links to the University System of Georgia policy and business procedures are located below.

State of Georgia Accounting Office Travel Policy – This policy provides the primary guidance and requirements for state employees for payment of travel expenses in an efficient, cost effective manner. Please review prior to planning a trip, as these guidelines are reviewed for each expense report submitted. The policies enable state travelers to successfully execute their travel requirements at the lowest reasonable costs, resulting in the best value for the State.
Office of Planning and Budget Cash Advance Policy – A travel advance is available to cover out-of-pocket costs for eligible employees for approved KSU business travel. Please review this policy to understand the qualifications and personal responsibility in accepting an advance prior to submitting a cash advance request.
University System of Georgia Business Procedures Manual – This policy provides additional clarity and any variance from the State of Georgia travel policy for university employee and non-employee travelers. In some instances, such as single day meal per diems, the USG applies a more stringent interpretation of travel requirements.
Kennesaw State University – This policy defines additional travel policy and documentation requirements for Kennesaw State University employees. An example includes the requirement the use of Concur for travel booking.

Contact Info

Kennesaw Campus 1000 Chastain Road Kennesaw, GA 30144

Marietta Campus 1100 South Marietta Pkwy Marietta, GA 30060

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Phone 470-KSU-INFO (470-578-4636)

kennesaw.edu/info

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40 Facts About Elektrostal

Written by Lanette Mayes

Modified & Updated: 02 Mar 2024

Reviewed by Jessica Corbett

Elektrostal is a vibrant city located in the Moscow Oblast region of Russia. With a rich history, stunning architecture, and a thriving community, Elektrostal is a city that has much to offer. Whether you are a history buff, nature enthusiast, or simply curious about different cultures, Elektrostal is sure to captivate you.

This article will provide you with 40 fascinating facts about Elektrostal, giving you a better understanding of why this city is worth exploring. From its origins as an industrial hub to its modern-day charm, we will delve into the various aspects that make Elektrostal a unique and must-visit destination.

So, join us as we uncover the hidden treasures of Elektrostal and discover what makes this city a true gem in the heart of Russia.

Key Takeaways:

Elektrostal, known as the “Motor City of Russia,” is a vibrant and growing city with a rich industrial history, offering diverse cultural experiences and a strong commitment to environmental sustainability.
With its convenient location near Moscow, Elektrostal provides a picturesque landscape, vibrant nightlife, and a range of recreational activities, making it an ideal destination for residents and visitors alike.

Known as the “Motor City of Russia.”

Elektrostal, a city located in the Moscow Oblast region of Russia, earned the nickname “Motor City” due to its significant involvement in the automotive industry.

Home to the Elektrostal Metallurgical Plant.

Elektrostal is renowned for its metallurgical plant, which has been producing high-quality steel and alloys since its establishment in 1916.

Boasts a rich industrial heritage.

Elektrostal has a long history of industrial development, contributing to the growth and progress of the region.

Founded in 1916.

The city of Elektrostal was founded in 1916 as a result of the construction of the Elektrostal Metallurgical Plant.

Located approximately 50 kilometers east of Moscow.

Elektrostal is situated in close proximity to the Russian capital, making it easily accessible for both residents and visitors.

Known for its vibrant cultural scene.

Elektrostal is home to several cultural institutions, including museums, theaters, and art galleries that showcase the city’s rich artistic heritage.

A popular destination for nature lovers.

Surrounded by picturesque landscapes and forests, Elektrostal offers ample opportunities for outdoor activities such as hiking, camping, and birdwatching.

Hosts the annual Elektrostal City Day celebrations.

Every year, Elektrostal organizes festive events and activities to celebrate its founding, bringing together residents and visitors in a spirit of unity and joy.

Has a population of approximately 160,000 people.

Elektrostal is home to a diverse and vibrant community of around 160,000 residents, contributing to its dynamic atmosphere.

Boasts excellent education facilities.

The city is known for its well-established educational institutions, providing quality education to students of all ages.

A center for scientific research and innovation.

Elektrostal serves as an important hub for scientific research, particularly in the fields of metallurgy, materials science, and engineering.

Surrounded by picturesque lakes.

The city is blessed with numerous beautiful lakes, offering scenic views and recreational opportunities for locals and visitors alike.

Well-connected transportation system.

Elektrostal benefits from an efficient transportation network, including highways, railways, and public transportation options, ensuring convenient travel within and beyond the city.

Famous for its traditional Russian cuisine.

Food enthusiasts can indulge in authentic Russian dishes at numerous restaurants and cafes scattered throughout Elektrostal.

Home to notable architectural landmarks.

Elektrostal boasts impressive architecture, including the Church of the Transfiguration of the Lord and the Elektrostal Palace of Culture.

Offers a wide range of recreational facilities.

Residents and visitors can enjoy various recreational activities, such as sports complexes, swimming pools, and fitness centers, enhancing the overall quality of life.

Provides a high standard of healthcare.

Elektrostal is equipped with modern medical facilities, ensuring residents have access to quality healthcare services.

Home to the Elektrostal History Museum.

The Elektrostal History Museum showcases the city’s fascinating past through exhibitions and displays.

A hub for sports enthusiasts.

Elektrostal is passionate about sports, with numerous stadiums, arenas, and sports clubs offering opportunities for athletes and spectators.

Celebrates diverse cultural festivals.

Throughout the year, Elektrostal hosts a variety of cultural festivals, celebrating different ethnicities, traditions, and art forms.

Electric power played a significant role in its early development.

Elektrostal owes its name and initial growth to the establishment of electric power stations and the utilization of electricity in the industrial sector.

Boasts a thriving economy.

The city’s strong industrial base, coupled with its strategic location near Moscow, has contributed to Elektrostal’s prosperous economic status.

Houses the Elektrostal Drama Theater.

The Elektrostal Drama Theater is a cultural centerpiece, attracting theater enthusiasts from far and wide.

Popular destination for winter sports.

Elektrostal’s proximity to ski resorts and winter sport facilities makes it a favorite destination for skiing, snowboarding, and other winter activities.

Promotes environmental sustainability.

Elektrostal prioritizes environmental protection and sustainability, implementing initiatives to reduce pollution and preserve natural resources.

Home to renowned educational institutions.

Elektrostal is known for its prestigious schools and universities, offering a wide range of academic programs to students.

Committed to cultural preservation.

The city values its cultural heritage and takes active steps to preserve and promote traditional customs, crafts, and arts.

Hosts an annual International Film Festival.

The Elektrostal International Film Festival attracts filmmakers and cinema enthusiasts from around the world, showcasing a diverse range of films.

Encourages entrepreneurship and innovation.

Elektrostal supports aspiring entrepreneurs and fosters a culture of innovation, providing opportunities for startups and business development.

Offers a range of housing options.

Elektrostal provides diverse housing options, including apartments, houses, and residential complexes, catering to different lifestyles and budgets.

Home to notable sports teams.

Elektrostal is proud of its sports legacy, with several successful sports teams competing at regional and national levels.

Boasts a vibrant nightlife scene.

Residents and visitors can enjoy a lively nightlife in Elektrostal, with numerous bars, clubs, and entertainment venues.

Promotes cultural exchange and international relations.

Elektrostal actively engages in international partnerships, cultural exchanges, and diplomatic collaborations to foster global connections.

Surrounded by beautiful nature reserves.

Nearby nature reserves, such as the Barybino Forest and Luchinskoye Lake, offer opportunities for nature enthusiasts to explore and appreciate the region’s biodiversity.

Commemorates historical events.

The city pays tribute to significant historical events through memorials, monuments, and exhibitions, ensuring the preservation of collective memory.

Promotes sports and youth development.

Elektrostal invests in sports infrastructure and programs to encourage youth participation, health, and physical fitness.

Hosts annual cultural and artistic festivals.

Throughout the year, Elektrostal celebrates its cultural diversity through festivals dedicated to music, dance, art, and theater.

Provides a picturesque landscape for photography enthusiasts.

The city’s scenic beauty, architectural landmarks, and natural surroundings make it a paradise for photographers.

Connects to Moscow via a direct train line.

The convenient train connection between Elektrostal and Moscow makes commuting between the two cities effortless.

A city with a bright future.

Elektrostal continues to grow and develop, aiming to become a model city in terms of infrastructure, sustainability, and quality of life for its residents.

In conclusion, Elektrostal is a fascinating city with a rich history and a vibrant present. From its origins as a center of steel production to its modern-day status as a hub for education and industry, Elektrostal has plenty to offer both residents and visitors. With its beautiful parks, cultural attractions, and proximity to Moscow, there is no shortage of things to see and do in this dynamic city. Whether you’re interested in exploring its historical landmarks, enjoying outdoor activities, or immersing yourself in the local culture, Elektrostal has something for everyone. So, next time you find yourself in the Moscow region, don’t miss the opportunity to discover the hidden gems of Elektrostal.

Q: What is the population of Elektrostal?

A: As of the latest data, the population of Elektrostal is approximately XXXX.

Q: How far is Elektrostal from Moscow?

A: Elektrostal is located approximately XX kilometers away from Moscow.

Q: Are there any famous landmarks in Elektrostal?

A: Yes, Elektrostal is home to several notable landmarks, including XXXX and XXXX.

Q: What industries are prominent in Elektrostal?

A: Elektrostal is known for its steel production industry and is also a center for engineering and manufacturing.

Q: Are there any universities or educational institutions in Elektrostal?

A: Yes, Elektrostal is home to XXXX University and several other educational institutions.

Q: What are some popular outdoor activities in Elektrostal?

A: Elektrostal offers several outdoor activities, such as hiking, cycling, and picnicking in its beautiful parks.

Q: Is Elektrostal well-connected in terms of transportation?

A: Yes, Elektrostal has good transportation links, including trains and buses, making it easily accessible from nearby cities.

Q: Are there any annual events or festivals in Elektrostal?

A: Yes, Elektrostal hosts various events and festivals throughout the year, including XXXX and XXXX.

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Fiscal Services
The Kennesaw State University Travel Team is a division of the Office of Fiscal Services, Procurement and Payment Services Department. Team members are available to answer questions by phone or email, to provide information to KSU employees related to travel policies and procedures.
Getting Started
Getting Started. KSU Travel policy requires employees to use the Concur online tools for travel requests, travel cash advance requests, travel bookings (airline, hotels, and car rentals), and travel expense reports. Access to Concur is available to new and existing employees. Employees may request user set-up by completing the form below.
Travel
K-State employees may book their own travel via Concur Travel Booking, or with the assistance of an on-site agent via Anthony Travel. Location: 057 K-State Student Union 8 a.m. - 5 p.m. Monday through Friday (Beginning April 1st) Ph: 785-532-2200 Email: [email protected]. After Hours & Weekends
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Kennesaw Campus 1000 Chastain Road Kennesaw, GA 30144. Marietta Campus 1100 South Marietta Pkwy Marietta, GA 30060. Campus Maps
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Travel Guide. K-State home. Concur. Travel. Travel Guide. Travel expenses incurred by employees are reimbursable if they are necessary to perform a valid university business purpose, are reasonable in amount and allowable under state and university policy.
Travel Departure Re-entry
Travel - U.S. Departure and Re-Entry. International students must have a valid travel signature on their immigration Form I-20 or DS-2019 to re-enter the United States. Immigration forms may only be signed by an approved international student advisor in the International Student and Scholar Services Office (ISSSO) of the University.
Education Abroad
Need Immediate Assistance? If you are experiencing an international or immigration emergency outside of normal business hours, please contact Global Education staff through the KSU Department of Public Safety and University Police at +1.470.578.6666.Please identify yourself as either: 1.) a student, faculty, or staff member experiencing an emergency abroad or 2.) an international student or ...
Travel
Travel requests must be submitted by the traveler to obtain their electronic signature, then approved by their supervisor, ASC business liaison and the head of the department funding the travel. Travel requests should be submitted and approved before making travel arrangements. Employees who frequently travel in-state for the same business ...
concur.k-state.edu
K-State employees can plan travel, track expenses and manage purchase cards using Concur Travel and Expense. Concur simplifies the university travel and procurement card process, from request approval to booking to reimbursement. It also offers a mobile-friendly way to manage expenses.
Kansas State University
Anthony Travel is proud to serve as an official travel partner for K-State Athletics and Kansas State University. Through this partnership, Anthony Travel provides full-service travel assistance for Cats coaches, student-athletes, faculty, administrators, and staff. Helpful Links Athletics Academics
Reimbursable Travel Expenses and Forms
Thus, employees and departments should exercise care in preparing and submitting travel vouchers to KSU General Accounting to avoid delay. The following definitions and descriptions of relevant travel terms have been derived from state laws, regulations, and policy statements and are used throughout the policies, procedures, and related ...
Travel Policies & Procedures
Travel Policies & Procedures. Departmental travel requires the submission of a Shared Services Travel Request submitted to Cindy Carlyon in CW107 (e-mail [email protected]) two weeks before traveling. All travel, either in- or out-of-state, must be authorized by the agency head or designee prior to traveling. International travel requires that ...
Concur
Concur. Click here to access a schedule of trainings, which will provide an overview of the Travel policies and procedures, and Travel Management and Concur.. Click here to access the Concur system online training modules, developed with assistance from the KSU University Information Technology Services/Outreach & Distance Learning Technologies team.
Kansas State University
MANHATTAN, Kan. - K-State Nation is headed to The Emerald Isle as the Wildcats will open the 2025 season against Iowa State in the Aer Lingus College Football Classic on Saturday, August 23, 2025, at Aviva Stadium in Dublin, Ireland. "We are thrilled that Kansas State University and our football program have been selected to play Iowa State in the annual Aer Lingus College Football Classic ...
Undergraduate Research and Creative Activities (URCA) Travel Fund KSU
Requirements for conference travel funding. Students must be enrolled at KSU during the time period of the travel or have graduated the previous semester. The travel must be completed between July 1, 2019 and June 30, 2020. Travel must involve a presentation (conference travel template) or direct research activity (research travel template).
University of Georgia Athletics
ATHENS-----The 18 th-ranked Georgia Bulldogs travel to Kennesaw State Tuesday with first pitch at 6:02 p.m. and streamed on ESPN+.The game will be available on the Georgia Bulldog Sports Network. The Bulldogs are 31-12 under first-year Ike Cousins head baseball coach Wes Johnson.The Owls are 24-18 and are coached by Ryan Coe who is in his second season.
TikTok · the.travel.ksu
TikTok video from the.travel.ksu (@the.travel.ksu): "Hurry up , today is the last day of the Celebrate Freedom Rodeo in Alpharetta, GA. Event is 🌧️ or ☀️ , arena is covered 📅 : May 2-4, 2024 ⏰: Gates open at 6:00 p.m. Rodeo starts at 7:30 p.m. 📍: Wills Park Equestrian Center Arena 11915 Wills Rd. 🎟️: $20 - adults, $10 - kids 🪑: Seats are FIRST COME, FIRST SERVE!
Travel Request
Travel Request. Approved travel requests are required, per KSU Policy, for all out-of-state and overnight travel reimbursements and cash advances. Booking in Concur or through Travel Inc. per state travel policy delivers a prepaid airfare solution that minimizes employee out of pocket expense.
Expenses
Concur Expense automates the reporting process for travel and non-travel expenses, aiding travelers and the university to create quick and accurate expense reports. Concur makes tracking expenses more efficient and simplifies the reimbursement process for employees. Need help with Concur? Join our Zoom (9-11, 2-4), no scheduling required.
Bringing KU and K-State together for a greater cause
K-State 105 Director Jessica Gnad joined the 27 News morning show to talk about the collaboration between K-State and Kansas Health System, the importance of healthcare in the rural community and ...
The Moscow Metro Museum of Art: 10 Must-See Stations
Have a look (7)Elektroskaya Station before backtracking into the center of Moscow, stopping off at (8)Baumskaya, getting off the Dark Blue/#3 line at (9)Ploschad Revolyutsii. Change to the Dark Green/#2 line and go south one stop to see (10)Novokuznetskaya Station. Check out our new Moscow Indie Travel Guide, book a flight to Moscow and read 10 ...
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RUSSIA TRAVEL PACKAGES A selection of Russian tours to take as they are or adjust to your needs. THE GOLDEN RING Visit the heart of ancient Russia. What is the Golden Ring? MOSCOW TOURS What you can see in Moscow. MOSCOW DAY TRIPS Get out of Moscow and take a relaxing trip to some of these places.
FAQs
All employee airfare and rental vehicles should be booked in Concur or by calling Travel Inc. at 770-291-5190 or 877-548-2996. Lodging should be booked through Concur with the exception of conference travel. If you are able to obtain a conference rate for lodging by booking directly with the hotel, this is allowable.
Frequently Asked Questions
Where is the Anthony Travel on-site agent located? Beginning April 1, 2024, an Anthony Travel on-site agent will be available Monday-Friday, 8 a.m.-Noon and 1 p.m.-5 p.m., to provide in-person assistance for university travel booking. They will be located in 057 K-State Student Union on the 1 st floor.
Touring the Top 10 Moscow Metro Stations
6. Novoslobodskaya Metro Station was built in 1952. It has 32 stained glass murals with brass borders. Novoslobodskaya metro station. 7. Kurskaya Metro Station was one of the first few to be built in Moscow in 1938. It has ceiling panels and artwork showing Soviet leadership, Soviet lifestyle and political power.
Policies and Procedures
The policies enable state travelers to successfully execute their travel requirements at the lowest reasonable costs, resulting in the best value for the State. Office of Planning and Budget Cash Advance Policy - A travel advance is available to cover out-of-pocket costs for eligible employees for approved KSU business travel.
40 Facts About Elektrostal
40 Facts About Elektrostal. Elektrostal is a vibrant city located in the Moscow Oblast region of Russia. With a rich history, stunning architecture, and a thriving community, Elektrostal is a city that has much to offer. Whether you are a history buff, nature enthusiast, or simply curious about different cultures, Elektrostal is sure to ...