Travel: Domestic & International Guides

Familiarize yourself with the Travel Policy. If you have any questions, please ask your supervisor, Administrative Coordinator, or College Budget Specialist, before incurring any personal expense.
If travel involves driving a personal or rental vehicle, or if a passenger van will be used to transport a group, please read the Motor Vehicle Use Regulation.
If travel includes students, please read the Policy on Faculty-Staff Academic Travel with Students.
Approval – Request for Out-of-State Travel form
Faculty travel is approved by Department Chair and College Dean
Department Chair travel is approved by the College Dean
College Dean travel is approved by the Provost
Notify direct supervisor of all travel plans and provide complete travel itinerary, conference registration information, complete all required pre-travel forms (including out of state travel request), and provide all relevant information, including emergency contact information prior to departure.
Receipts – Common receipts/documents required by Accounting for reimbursement
Conference Registration Fee receipt
Conference Schedule/Program
Lodging folio, with zero balance
Airfare, including an itemized list of taxes and fees
Ground transportation (taxi, rideshare, shuttle)
Rental car
Parking receipts
Toll receipts
JAGGAER Travel Expense Reimbursement/Voucher Entry
All travel reimbursements are done in JAGGAER, EKU’s Purchasing system. Here are some Basic Instructions on how to complete a Travel Expense Reimbursement in JAGGAER.
Travel expense vouchers should be submitted as soon as possible upon return, but no later than 60 days. Waiting longer than 60 days to turn in your voucher could result in your reimbursement being treated as taxable income and reported on your annual W-2.
A travel expense voucher should be submitted for all university-related business travel, even if it was fully prepaid and no reimbursement is owed to, or sought by, the traveler. THINK OF IT AS AN EXPENSE REPORT, RATHER THAN A REIMBURSEMENT REQUEST.

Familiarize yourself with the Travel Policy. If you have any questions, please ask your supervisor, Administrative Coordinator, or College Budget Specialist, before incurring any personal expense.
Approval – PRIOR APPROVAL ON ALL INTERNATIONAL TRAVEL IS REQUIRED. It must be approved by Supervisor, Dean, and Provost, before any related expenses are incurred.
Fill out the Request for International Travel form. This will be a packet.
Include airfare quote for dates of travel
Include lodging estimates
Include meal estimates.
If applicable, include conference or workshop information, as well as registration costs.
If there are any “other” expenses, please describe the type of expense and provide an estimated cost, with documentation, if possible.
Fill out the group travel section. If you are traveling with students or other faculty/staff, include a memo that describe
Justification for group travel
Number of EKU faculty/staff requesting to participate
List of all individuals planning to participate
Estimated total cost to EKU for the group travel
Total costs should be summarized in the “ESTIMATED Expenses” section. It is expected that actual costs may differ from amounts on the request, but please be as accurate as possible
If travel includes students, it must be reviewed and approved by Jennifer White, Director of Education Abroad, before submitting to the Dean. Please contact the Education Abroad office at 622-1705 for more information. See also Faculty/Staff Academic Travel with Students Policy
If travel involves renting a vehicle in the destination country, please read the Motor Vehicle Use Regulation.
Include the Org Code(s) of the source(s) of funding and amounts for each source.
Obtain signatures for Traveler, Supervisor, Financial Manager, and Director of Education Abroad (if applicable), and work with your Department Administrative Coordinator to submit the packet to the Dean’s Office via DocuSign
Travelers must file the above international travel request documents with the Provost’s Office no fewer than 30 days in advance of the international travel. If the Traveler is supervising students during international travel, appropriate travel documentation must be completed for each student. Failure to complete the reporting process with the Education Abroad Office may result in travel being prohibited or non-reimbursement of travel expenses. Violations may result
in taxable income to the traveler.
Receipts – Common documents required by Accounting for reimbursement upon return
Copy of approved Request for International Travel (above)
Lodging receipts
Airfare receipts, including an itemized list of taxes and
Ground transportation receipts (taxi, rideshare, train, subway, etc.)
Travel Agent fees (reasonable travel agent fees are allowable/reimbursable for international travel)
Meal receipts – for international business travel meals, the reimbursement rate is the actual meal costs substantiated by an original, itemized receipt. Expenses associated with Travel to Canada will be treated the same as travel in the U.S. Credit card receipts without itemization are not acceptable documentation. If the Traveler does not submit original, itemized receipts, then the Traveler will be reimbursed at the subsistence per diem rate of $44.
Registration fee receipt and Schedule/Program for conferences
Foreign currency conversion to USD for each expense. Use the Oanda currency converter at https://www.oanda.com/currencyconverter/en/?from=CAD&to=USD&amount=1 to find the USD equivalent for each
expense on a specific date. Print to Save each expense conversion as a PDF file and include these with your travel expense reimbursement.
JAGGAER Travel Expense Reimbursement/Voucher Entry
All travel reimbursements are done in JAGGAER, EKU’s Purchasing system. Here are Basic instructions on how to complete a Travel Expense Reimbursement in JAGGAER
Travel expense vouchers should be submitted as soon as possible upon return, but no later than 60 days. Waiting longer than 60 days to submit your voucher could result in your reimbursement being treated as taxable income and reported on your annual W-2.
A travel expense voucher should be turned in for all university-related business travel, even if it was fully prepaid and no reimbursement is owed to, or sought by, the traveler. THINK OF IT AS AN EXPENSE REPORT, RATHER THAN A REIMBURSEMENT REQUEST

Overview of EKU Travel Regulations

Eastern Kentucky University follows the travel requirements and procedures found on EKU’s Policy and Regulation website. (If the link to the Travel policy is unavailable, the policy may be undergoing review.) These regulations apply to everyone traveling on official University business. This includes employees, students, and contractors.

Reimbursement of Travel Expenses

A Travel Expense Voucher must be properly completed and documented, inclusive of the entire travel period, properly approved and forwarded to the University Accounts Payable Office as soon as possible but no later than 60 days.

Travelers should be aware that Internal Revenue Service (IRS) regulations (26 CFR 1.62-2) require that Travelers report all travel expenses accurately and completely within 60 days or the amount will be treated as personal wages on the Traveler’s IRS Form W-2. Travelers must include sufficient documentation as described herein (or original documentation as required herein) to support the amount, time, place, and business purpose of the travel expense. Travel expenses that are not accurately and completely reported are required to be included as personal wages on the Traveler’s IRS Form W-2.
Travel voucher forms are generally updated at the beginning of each quarter. You should ensure that the correct form for the appropriate time period is completed.
Do not split one trip between two separate vouchers unless the trip includes travel in two different quarters. If more than one source of funding is used for a trip, the one travel voucher should include all budget account numbers to be charged along with the appropriate financial manager’s signatures.
Vouchers must include documentation for all expenses incurred during the trip whether paid by EKU or by the traveler.
A Travel Expense Voucher must be submitted even when all travel expenses are paid with a University procurement card.
Vouchers are processed on a first-in, first-out basis. Vouchers submitted without all required documentation will not be processed until the documentation has been received.

Travel to Canada: All amounts shown on the travel voucher must be converted to U.S. funds with documentation attached certifying the actual exchange rate of currency during the trip. Please visit www.oanda.com or other online currency conversion websites for assistance with obtaining exchange rates and conversions.

Travel Outside of the United States and Canada:

Meal reimbursement is based on actual expenses, not per diem.
You must submit original receipts, including meal receipts, with the travel voucher; and,
All amounts shown on the travel voucher must be in U.S. funds. All receipts must be converted to U.S. funds with documentation attached certifying the actual exchange rate of currency during the trip. Please visit www.oanda.com or other online currency conversion websites for assistance with obtaining exchange rates and conversions.

Transportation

Travelers shall use the most economical, standard transportation available and the most direct and usually-traveled routes. Expenses added by the use of other transportation or routes shall be assumed by the individual.

Buses and subways are encouraged for city travel. Taxi fare shall be allowed if more economical transportation is not feasible.
Commercial airline travel shall be the lowest negotiated coach or tourist class. Additional expense for first-class travel or other upgrades shall not be reimbursed by the University.
State owned vehicles with their credit cards may be used for state business travel if available and feasible. Mileage payment shall not be claimed if state-owned vehicles are used.
Vehicle rentals shall adhere to the following:
Rental vehicles may be used only for Approved Business (as defined in the Motor Vehicle Use Regulation). All drivers of rental vehicles must qualify under University’s Motor Vehicle Use Regulation.
Vehicle rentals for Approved Business are covered by the University’s automobile insurance policy in generally the same way as coverage is provided for University-owned vehicles. Various forms of insurance (Collision Damage Waiver [CDW], Loss Damage Waiver [LDW], Physical Damage Waiver [PDW], Liability Insurance Supplement [LIS], Personal Accident Insurance [PAI], Personal Effects Coverage [PEC], etc.) if purchased from the rental agency by the Traveler are neither authorized nor payable as an approved University travel expenditure.
When renting a vehicle, ensure that Eastern Kentucky University is listed as the lessee (i.e. “Eastern Kentucky University / Jane Doe”).
Employees should seek the most practical and economical vehicle for rental.
The use of or rental of fifteen (15)-passenger vans is not permitted.
When returning a rental vehicle, please adhere to the rental agency’s policy regarding refueling and do not purchase fuel through the rental agency.

Mileage Reimbursement

Mileage reimbursement rates are established on a sliding scale according to the AAA Daily Fuel Gauge Report average retail fuel cost for Kentucky. The rate is adjusted quarterly on July 1, October 1, January 1, and April 1.

The current mileage rate and history is maintained on the Kentucky Finance and Administration Cabinet’s website under “State Employee Travel.”
Mileage may be calculated using www.mapquest.com, www.randmcnally.com, or any similar mileage software.
Mileage claims, based on official mileage maps, must be more economical than alternate means of transportation, including vehicle rental and air transportation. Please attach an airfare and rental car quote to your Out of State Travel Request form.
Mileage commuting between home and workstation will not be reimbursed.
Mileage claims for the use of privately-owned vehicles shall be allowed if a state vehicle was not available or feasible.
If an employee’s point of origin for travel is the employee’s residence, mileage will be paid for the shorter of the mileage between:
Residence and travel destination; or
Workstation and travel destination.
If an employee’s point of origin for travel is the employee’s workstation, and after proceeding to a travel destination, the employee’s final destination is the employee’s residence, mileage will be paid for the shorter of mileage between:
Residence and travel destination; or
Workstation and travel destination.

Accommodations

Lodging shall be the most economical, as determined by considering the location of the lodging. Reimbursement is made for actual expense incurred including tax but cannot exceed the single room rate. Traveler must attach a hotel folio as well as proof of payment to the travel voucher.

Subsistence Per Diem

Subsistence per diem is paid when the Traveler’s authorized work requires an overnight stay and a travel destination of more than 40 miles away (one way) from the Traveler’s Regular University Workstation or home, whichever is less. Lodging receipts are required to substantiate an overnight stay.
The University subsistence per diem rate for Approved Travel meals, including associated taxes and gratuity (no more than 20% of the cost of the meal), is $36 for low rate travel areas and $44 high rate travel areas. The University will prorate the subsistence per diem rate for departure days and return days as shown by the chart below:

Travel Days	Low Rate	High Rate *
Departure Days	$28	$34
Away Days	$36	$44
Return Days	$28	$34

*High rate travel areas: https://finance.ky.gov/office-of-the-controller/office-of-statewide-accounting-services/Documents/High%20Rate%20Travel%20Areas.pdf

Receipts are not required for subsistence per diem reimbursements.
Meal expenses that exceed the subsistence per diem rate are the personal responsibility of the Traveler.
There is no subsistence per diem for meals included in the cost of lodging, conference or meeting registration expenses, or otherwise provided at no cost to the Traveler as part of the event. Travelers must deduct all included meals from the subsistence per diem rate as follows:
Low rate areas: $8 for breakfast, $10 for lunch, and $18 for dinner
High rate areas: $10 for breakfast, $11 for lunch, and $23 for dinner
For international business travel meals, the reimbursement rate is the actual meal costs substantiated by an original, itemized receipt. Expenses associated with travel to Canada will be treated the same as travel in the U.S. Credit card receipts without itemization are not acceptable documentation. If the Traveler does not submit original, itemized receipts, then the Traveler will be reimbursed at the subsistence per diem rate of $44.
The purchase of alcoholic beverages is not a permitted reimbursable expense and will not be paid or reimbursed by the University.

Other Meals

Travelers attending a function such as a luncheon or dinner meeting may be reimbursed for the actual meal cost instead of subsistence per diem when the employee’s attendance is required. The Traveler must submit with the travel voucher the original, itemized receipt for the meal and a memorandum from his or her supervisor noting the employee’s required attendance.
Employees chaperoning student group travel that does not include an overnight stay and who are required to remain on duty during a group meal may be reimbursed at 75% of the Away Day subsistence per diem rate.
Students traveling on University activities with faculty and staff may be exempt from the subsistence per diem limits. Exemptions must be reasonable and justifiable and must be substantiated with original, itemized receipts.

Registration

Departmental pro-cards can be used to pay registration fees when credit card payments are accepted by the vendor. If the registration amount exceeds the limit on the departmental pro-card, please contact the Pro-card Administrator for assistance.

Registration fees may be paid by University check. Complete a direct pay request and submit it along with the completed registration form to Accounting & Financial Services, Coates CPO 3A. If the vendor does not have an EKU ID number, please have them complete a W9 form and submit it to Purchasing. Once Purchasing has assigned the vendor an ID number, you will be able to complete the direct pay request in EKU Direct. Please submit your request in a timely manner so that a check can be processed and mailed to the vendor before any deadline.
Registration fees prepaid by the University, either by check or pro card, should be listed on the travel voucher under “Prepaid Expense Items.” Please attach supporting documentation.
Travelers may elect to pay registration fees out of their personal funds. In order to be reimbursed for this expense, please list the amount on the travel voucher under “Other Expense Items” and attach your receipt and supporting documentation.
Travelers cannot be reimbursed for registration expenses until after the registered event has occurred. Travelers are encouraged to use the University pro-card or University checks to limit their out of pocket expenses.

Travel & Accounting FAQs

The travel form is found on the Jaggaer homepage.

If you have questions, please contact us at 859-622-1810. Your department’s Administrative Assistant can also be a good resource for help with completing your travel voucher.

The current mileage reimbursement rate is posted on the Accounting & Financial Services website. You can also find it on the State of Kentucky’s website.

No, the University allows for one travel day before the conference and one travel day after the end of the conference. Any additional days before or after the conference are considered personal days and are the responsibility of the traveler.

If you choose to drive rather than fly to your destination, your mileage reimbursement cannot exceed the lowest cost of a commercial coach round-trip airfare. Please attach an airfare quote to your Out of State Travel Request form.

Many airlines will allow you to choose your seat or board before other passengers for an additional fee. Since these are not necessary business expenses, they will not be reimbursed nor should they be charged to the University’s pro card.

Please contact the hotel and have them send you a copy of the itemized hotel folio.

Travel vouchers are processed on a first-in, first-out basis generally within seven (7) business days of their receipt in our office. If your voucher is missing documentation, one of the Accounting Clerks will contact either you or your department. Your voucher will not be processed until the requested documentation is received.

Yes. Complete and file your travel voucher as soon as possible after returning from your trip. Before you submit the voucher to Accounting, make sure that all fields are complete.

Submit receipts for all expenses incurred whether out of pocket or paid by the University. If you attended a conference, workshop, meeting, etc., attach a copy of the event agenda.

Accounting & Financial Services audits all travel vouchers for compliance with travel regulations. This includes reviewing mileage, meals, and receipts and verifying that all expenses for which reimbursement has been requested are allowable. Due to the volume of documents that are processed daily in our office, we are unable to notify you if your reimbursement has been adjusted.

Quick Links

Domestic Travel Checklist

International Travel Checklist