EMPLOYEE TRAVEL EXPENSE REIMBURSEMENT HANDBOOK
|
| Car Size | Avg. Seating Capacity | Avg. Luggage Capacity |
|---|---|---|
| Full-size | 5-6 | 15.6 cu. ft. - 6 pieces |
| Mid-size | 5 | 13.5 cu. ft. - 4 pieces |
| Compact | 4-5 | 13.0 cu. ft. - 4 pieces |
| Economy | 4 | 10.2 cu. ft. - 3-4 pieces |
| Mini-Van | 7 | 8 pieces |
Vehicle size is to be determined by the number of travelers and use. Vehicles are for official use only.
In-state rental of special conveyances should be made through the contracting vendor and paid using the agency's Business Travel Account. The Business Travel Account 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), personal effects insurance (PEI), and other supplemental liability insurance are considered personal expenses and are not reimbursable.
Additional information on insurance can be found at
http://www.da.ks.gov/fm/cmp/information/transition/insurance/.
Information on accident reporting can be found at
http://www.da.ks.gov/fm/cmp/information/transition/accidents/.
(Reference: K.A.R. 1-16-13)
4001 Reimbursable Subsistence Expenses
Employees may be reimbursed for subsistence expense incurred when sleeping away from their domicile on official state business is required. The subsistence reimbursement is determined by a quarter day rate for meal allowance and actual lodging expense incurred within prescribed limitations. 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, as identified in Paragraph 4100(E).
4002 Non-Reimbursable Subsistence Expenses
Subsistence expenses incurred by employees are not reimbursable in the following situations:
(References: K.S.A. 75-3201, 75-3207; K.A.R. 1-16-2, 1-16-14, 1-16-18)
4003 Travel to High-Cost Geographic Areas
Studies conducted by the Director have shown that meal and lodging costs are higher in certain cities and areas within the United States. The Secretary has designated these areas as high-cost geographic areas. Reimbursement for meal and lodging expense is made at higher high-cost geographic area rates than the normal out-of-state travel rates.
State agencies may request the Director to conduct a study of meal and lodging costs of a city not designated as a high-cost geographic area. The Director may then recommend to the Secretary that the city be designated a high-cost geographic area.
For a complete listing of high-cost geographic areas see Appendix B.
Actual Conference Lodging Reimbursement policies may be found in paragraph 4202.
(Reference: K.A.R. 1-16-18a)
4004 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 exceeding five days. For transportation expense see paragraph 3004.
(References: K.A.R. 1-16-3a, 1-16-3b)
4100 Meal Expense Reimbursement
(A) Quarter day determination. Employees may be reimbursed for meal expense for the allowable number of quarter-days in travel status at an established quarter-day rate. The number of quarter days allowed begins with and includes the quarter day in which the employee departs on official travel and for each quarter day thereafter, except no meal allowance is allowed for the quarter day in which the employee returns to the official station or domicile. A quarter day is a day divided into four six-hour periods as follows:
| Quarter I | 12:01 A.M. - 06:00 A.M. |
| Quarter II | 06:01 A.M. - 12:00 Noon |
| Quarter III | 12:01 P.M. - 06:00 P.M. |
| Quarter IV | 06:01 P.M. - 12:00 Midnight |
(B) Quarter day determination when residing outside the official station. 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:
For mileage reimbursement when residing outside the official station see paragraph 3100(D).
(C) Meal allowance rate. The quarter-day meal allowance rates are as follows (includes all tips associated with meals):
| In-state, including border city travel | $ 8.00 |
| Out-of-state | $ 8.00 |
| Out-of-state, high-cost geographic area | $ 9.00 |
| Out-of-state, special designated high-cost geographic area | $11.00 |
| International Travel | $11.75 per quarter or actual expenses not to exceed $81 per day |
A complete listing of Border Cities is provided in Appendix A and a complete listing of high-cost and special designated high-cost geographic areas is provided in Appendix B.
See paragraph 4300 for information that may affect the meal allowance paid for travel to high-cost geographic areas.
(D) Exception to the meal allowance rate for international travel. Rather than reimburse employees for quarter days in travel status at the quarter-day rate, agencies may pay meal allowance for international travel as follows:
International Travel: Actual expense incurred with a daily limitation of $81.
Travelers may choose either the quarter-day rate or actual expense method of reimbursement. The reimbursement method selected must be used for the entire trip. A combination of methods is not allowed. If the actual expense method is selected, receipts must be submitted with the employee's travel claim form to verify actual expenses incurred.
(E) Exception to the meal allowance rate for single day trips. 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 identify the date, departure time, arrival time, destination, meal (the amount of the meal requested), and the purpose of travel. The meal requested for reimbursement (e.g., lunch) should be shown in the "Description of Expense or Purpose of Travel" column, as well as the employee's scheduled work hours for the day (e.g., 8 a.m. - 5 p.m.) 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. The quarter-day determination does not apply and quarter-day meal allowances cannot be paid. One breakfast, lunch or dinner may be paid, as determined by the agency head or designee, at the following per-meal allowance rates:
| Area | Breakfast | Lunch | Dinner |
|---|---|---|---|
| In-state/border city | $ 7.50 | $ 8.50 | $16.00 |
| Out-of-state | $ 7.50 | $ 8.50 | $16.00 |
| Out-of-state high-cost | $ 8.50 | $ 9.50 | $18.00 |
| Out-of-state special designated high-cost area |
$10.50 | $11.50 | $22.00 |
Frequently asked questions regarding reimbursement of a meal without overnight travel can be found at http://www.da.ks.gov/ar/employee/travel/FaqMealReimburse.htm.
(References: K.A.R. 1-16-3c, 1-16-18, K.S.A. 75-3201, 75-3207, 75-3207a)
4200 Lodging Expense Reimbursement
(A) General. Employees may be reimbursed for actual lodging expense incurred, including tips to hotel porters, bellhops, doormen, and maids. The total amount for lodging and tips may not exceed the established lodging expense limitations shown in paragraph (B) below. 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 submitted with the employee's travel claim form for reimbursement. 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. Credit card tissue paper does not qualify as a lodging receipt.
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 travel law. In addition, 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 forms, must approve the justification. If lodging was obtained from another source, a justification of why lodging was not obtained from a lodging establishment must accompany the travel claim form.
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.
(B) Lodging expense limitations. The daily lodging expense limitations are as follows:
| In-state and border city | $ 71.00 |
| Out-of-state | $ 89.00 |
| Out-of-state, high-cost geographic area | $131.00 |
| Out-of-state travel - special designated high-cost geographic area | $146.00 |
| Conference lodging qualified under K.A.R. 1-16-18a(e) | Actual |
| International travel | Actual |
A complete listing of border cities is provided in Appendix A and a complete listing of high-cost and special high-cost geographic areas is provided in Appendix B. See paragraph 4300 for information which may affect the lodging reimbursement amount for travel to high-cost geographic areas.
(C) Exceptions to the lodging expense limitations. The daily lodging expense limitations established in paragraph (B) above may be exceeded by the lesser of either: An additional 50% of the applicable lodging expense limitation; or the actual lodging expense incurred; as follows:
Actual Conference Lodging Reimbursement policies may be found in paragraph 4202.
(References: K.S.A. 75-3207a; K.A.R. 1-16-18)
4201 Direct Payment of Lodging
State agencies may pay lodging expenses directly to lodging establishments on behalf of state employees in travel status on official state business. Advance payment for lodging is not authorized.
Agencies are encouraged to contact the lodging establishment in advance and make arrangements for the employee's stay.
Travelers authorized to bill lodging directly to the agency should be specific at check-in as to the appropriate agency 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 traveler(s), date(s) of lodging, location of lodging, daily room rate, and purpose of travel. Itemized billings should be accumulated and reviewed by the agency, but agencies are not required to submit them to the Division of Accounts and Reports with the payment voucher.
Only lodging (lowest available rate for normal single occupancy) and appropriate taxes (no sales tax within the State of Kansas) should be paid 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 an established agency policy.
Direct payment of lodging does not supersede or replace any requirements for out-of-state travel approval, approval to exceed lodging rates, or actual conference lodging reimbursement. Agencies should continue to attach appropriate approval forms or affix appropriate signatures to payment vouchers in accordance with the previous instructions you have provided to the Division of Accounts and Reports on Form DA-26. See paragraph 2101 for DA-26 completion instructions.
(Reference: K.S.A. 75-3207a, K.A.R. 1-16-18(2))
4202 Reimbursement for Actual Conference Lodging
Agencies may authorize payment or reimbursement for 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 shown in paragraph 4200(B) and the exception provided in paragraph 4200(C).
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.
The agency will designate on Form DA-26, Agency Travel Approval - Out-of-State Travel and Lodging Reimbursement Rates, the method by which they will indicate the approval for payment of the actual cost for conference-related lodging. This approval designation is included in the lower section of the form.
Meal allowance will be reimbursed at the regular meal allowance rate based on the location of the conference.
(Reference: K.A.R. 1-16-18a(e))
4300 Meal Allowance and Lodging Expense Reimbursement for Travel to High-Cost Geographic Areas
The following rules apply in determining meal expense for travel to a high-cost or special high-cost geographic area:
(Reference: K.A.R. 1-16-18a)
4301 Reduced Meal Allowance for Meals Provided at No Cost to the Employee
An agency shall reduce the meal allowance by the amount shown below 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 complimentary breakfasts accepted by employees at lodging establishments, excluding light Continental breakfasts.
(Note: Each agency is responsible for reducing meal allowances for complimentary breakfasts accepted by traveling employees. The Division of Accounts and Reports will not audit vouchers for meal allowance reduction for complimentary breakfasts provided by lodging establishments.)
| Area | Breakfast | Lunch | Dinner |
|---|---|---|---|
| In-state/border city | $ 7.50 | $ 8.50 | $16.00 |
| Out-of-state | $ 7.50 | $ 8.50 | $16.00 |
| Out-of-state high-cost | $ 8.50 | $ 9.50 | $18.00 |
| Out-of-state special designated high-cost area |
$10.50 | $11.50 | $22.00 |
| International | $11.25 | $12.25 | $23.50 |
(Reference: K.A.R. 1-16-18)
4302 Reimbursement at a Reduced Subsistence Allowance
An agency may pay an employee a reduced amount for meal allowance or lodging expense by obtaining the prior approval of the Secretary. To request approval to pay a reduced subsistence amount, agencies should complete and forward form DA-37, Request for Reduced Subsistence Allowance, to the Secretary. See section 6400 for DA-37 completion instructions. In completing form DA-37, agencies should make requests for reduced subsistence amounts based on reducing quarter day meal allowances and lodging expenses in multiples of a half-dollar ($0.50). The Secretary has approved the following instances for reduced subsistence payments, and the use of form DA-37 is not required:
(Reference: K.A.R. 1-16-15)
4303 Subsistence Reimbursement in Special Travel Situations.
(References: K.A.R. 1-16-3, 1-16-4, 1-16-5)
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, subsistence expense is limited to the following:
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 paragraph 3103.
(Reference: K.A.R. 1-16-8)
Employees may be reimbursed for expenses incurred for meals or lodging for students, inmates, prisoners or patients during official travel. Reimbursement is based on actual expenses incurred supported by receipts or by the appropriate subsistence rate. The amount reimbursable shall not exceed the established limitations for state officials or employees. The expenses incurred should be classified as sub-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.
(Reference: K.A.R. 1-16-22)
4306 Subsistence Expense Reimbursement Reportable to the Internal Revenue Service (IRS)
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 paragraph 4100 (E) 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.
The following state officers and employees are exempted from the travel-related compensation and allowance limitations specified in K.S.A. 75-3201 et seq.:
(Reference: K.S.A. 75-3216)
5001 Reimbursable Miscellaneous Expenses
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, telegrams, local transportation charges, unattended parking meters, and unattended toll booths.
5100 Local Transportation Charges
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. Receipts for these charges are not required. Local transportation charges for personal use, such as travel from a lodging establishment to a restaurant, are not reimbursable.
See paragraph 3400 for the rental or charter of a special conveyance.
(Reference: K.A.R. 1-16-20)
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.
(Reference: K.S.A. 75-3203)
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.
(Reference: K.A.R. 1-16-20)
5103 Telephone, Telegraph, and Facsimile Messages
Expenses for official telephone calls, telegraph messages, FAX transmissions, or other authorized communications that 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 are also reimbursable.
(Reference: K.A.R. 1-16-20)
5104 Purchase of Services and Supplies
Expenses incurred for the purchase of office supplies and services are reimbursable when required for official business while in travel status.
(Reference: K.A.R. 1-16-20)
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:
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 claim in accordance with current travel law. In addition, the justification should designate: (1) the date(s) and place of the event; and (2) the total number of each type of meal included in the registration fee (i.e. number of breakfasts, lunches, or dinners). If no meals are included, the travel claim form should state No meals included in the registration fee. The justification must be signed, not stamped, by the agency head or designee authorized to approve travel claim forms.
(Reference: K.A.R. 1-16-21)
6001 Prescribed Forms and Submission Instructions
Employees should submit all claims for travel expense reimbursement on prescribed forms to the appropriate section within the agency as often as required by the agency, but at least once each month.
Agencies should prepare a voucher in the normal manner to initiate payment for employee travel claims. The agency head or designee authorizing payment of the travel claim should sign the completed voucher. The voucher and travel claim (travel claim form, receipts, and supporting documentation) should be forwarded to Central Accounting Services for processing. Agencies with delegated audit authority should batch and process these documents in accordance with the procedures adopted by the agency.
Agencies should process vouchers and travel claims in a timely manner to expedite reimbursement to the employee. Information included on vouchers and travel claim forms should either be typed or printed in ink. Sample forms, descriptions, and completion instructions for the most frequently used forms are provided in this section.
6100 DA-121 Travel Expense Detail
Employee requests for reimbursement for travel expenses incurred should be submitted on form DA-121, Travel Expense Detail, or DA-125, Travel Payment Voucher. If the DA-121 is used, it will need to be attached to form DA-103 or DA-120 when submitting the claim for payment. See section 6200 for DA-125 form completion instructions.
The DA-121 provides a standard format to report travel expenses incurred. A supply of the form can be obtained from the Division of Printing. The form is completed as follows:
Document Headings: Enter the 3-digit "AGENCY NO.", 2-digit "DIV. NO." (if required), and the 8-character "CURRENT DOC. NO.," beginning with a prefix followed by a unique 7-digit number. The "CURRENT DOC. NO." should be the same current document number assigned to the payment voucher to provide an adequate audit trail. Also, complete PAGE ___ OF ___ as required.
Employee Information: Enter the appropriate employee information for: "VENDOR NO./SFX" (optional), "PAYMENT INDICATOR (PI)," "EMPLOYEE NAME," "JOB TITLE," "OFFICIAL STATION," "REGULAR DOMICILE," "TRAVEL PERIOD" (beginning date - ending date), and "TRAVEL ORDER NO." (optional).
Dates of Travel, Departure and Arrival Times, and Destination: Expenses should be shown for each day (enter date in the "DATE" column) and in chronological order as incurred. The time of departure from the official station or domicile should be shown in the "DEPARTURE TIME" column and the time of return to the official station or domicile should be shown in the "ARRIVAL TIME" column. Travel times should be stated in hours and minutes and designated either for A.M. or for P.M. In addition, departure times or return or arrival times should be shown for travel identified in paragraphs 4300, 4303(C), 4303(D) and 4100(E). Otherwise, departure and arrival times are not required for each destination city visited. The destination or point of major expense where reimbursable expenses were incurred should be shown in the "DESTINATION" column.
Private Vehicle Miles: Daily private vehicle mileage should be entered in the "PRIVATE VEHICLE MILES" column. Travel is deemed to be by the usually traveled, most direct route. To properly determine allowable mileage, the DA-121 should provide an explanation when an alternate route must be used due to detours or other circumstances. Vicinity mileage should be shown separately from mileage between the official station or domicile, and destination cities. The purpose of traveling the vicinity miles should be shown in the "DESCRIPTION OF EXPENSE OR PURPOSE OF TRAVEL" column along with the name of at least one individual or business contacted. The DA-121 should state in the "COMMENTS" section whether the employee traveled alone or the names of other state employees who accompanied the employee.
Meals: The daily allowance for meals should be entered in the "MEALS" column. For the meal allowance to be available for certain single-day travel situations, as provided in paragraph 4100(E), the meal to be paid and the employee's scheduled work hours for the day (e.g., 8 a.m. - 5 p.m.) should be identified in the "DESCRIPTION OF EXPENSE OR PURPOSE OF TRAVEL" column.
Lodging Name and Amount: Enter the name of the lodging place in the "LODGING NAME" column and enter the amount of actual lodging expense up to the maximum limitation allowed in the "LODGING AMOUNT" column for each day lodging expense is incurred. Tips to hotel porters, bellhops, doormen, and maids should be entered in the "OTHER EXPENSE AMOUNT" column and identified in the "DESCRIPTION OF EXPENSE OR PURPOSE OF TRAVEL" column. The daily lodging amount plus tips (excluding taxes) cannot exceed the daily lodging expense limitation. An official receipt from the lodging establishment should be submitted with the travel claim form when lodging expense is claimed. Lodging expense (including taxes) and tips should be classified sub-object code 2581 for in-state travel, 2582 for out-of-state travel, or 2583 for international travel.
Other Expense: Enter amounts incurred in the "OTHER EXPENSE AMOUNT" column for state vehicle expense, public transportation, rental or charter of a special conveyance. Also include subsistence expense incurred for others as provided in paragraph 4305, and miscellaneous expenses such as excess baggage and baggage storage, official telephone calls, faxes, services and office supplies, taxicabs, registration fees, city buses, limousines and other allowable miscellaneous expenses. Each amount entered should be identified in the "DESCRIPTION OF EXPENSE OR PURPOSE OF TRAVEL" column.
State Vehicle No.: If a state vehicle was used for the travel, enter the state vehicle number of the vehicle in the "STATE VEHICLE NO." space provided.
Purpose of Travel: A brief explanation of the purpose of official travel should be shown in the "DESCRIPTION OF EXPENSE OR PURPOSE OF TRAVEL" column for each trip included on the DA-121.
Column Totals: The columns for private vehicle miles, allowance for meals, lodging expense, and other expense should each be totaled and the amount entered in the total space provided at the bottom of each column. The private vehicle mileage reimbursement rate and reimbursement amount should be entered in the space provided. The total of all expenses should be entered in the space provided for "DOCUMENT TOTAL."
Receipts: All required receipts should be submitted with the DA-121.
Method of Travel: When the DA-121 does not otherwise indicate the method of travel, the employee shall indicate on the last line of the DA-121 or in the "COMMENTS" section the method of travel used. If the claimant was a passenger in a privately owned vehicle, the name of the owner of the vehicle should be noted.
Use of Privately Owned Vehicle When Airfare Was Authorized: If the employee is claiming reimbursement for airfare in lieu of mileage as provided in paragraph 3103, the employee should include a detailed statement with the DA-121 showing the cost comparison on which the reimbursement is based. The amount claimed should be entered in the "OTHER EXPENSE AMOUNT" column and labeled "Airfare in lieu of mileage". This amount should be classified as private vehicle mileage using sub-object code 2511 for in-state travel, 2512 for out-of-state travel, or 2513 for international travel.
Border City Travel: Travel under the Border City Rule should be noted on the lower portion on the DA-121 or in the "COMMENTS" section.
Comments: The "COMMENTS" section may be used to provide additional information to support the claim for reimbursement or provide additional information required elsewhere.
Approval Signatures: The employee must sign and date the "CLAIMANT CERTIFICATION" subject to the agency's policy concerning signatures. Space labeled "AGENCY APPROVALS" is also provided for optional agency approvals.
6200 DA-125 Travel Payment Voucher
Employee requests for reimbursement for travel expenses incurred should be submitted on form DA-121, Travel Expense Detail, or DA-125, Travel Payment Voucher. If the DA-121 is used, it will need to be attached to form DA-103 or DA-120 when submitting the claim for payment. See section 6100 for DA-121 form completion instructions.
The DA-125 combines the travel detail information and required payment voucher information to allow travel claims to be processed using one form rather than the two required when using the DA-121. A supply of the form can be obtained from the Division of Printing. The form is completed as follows:
Document Headings: Enter the 3-digit "AGENCY NO.," 2-digit "DIV. NO." (if required), and the 8-character "CURRENT DOC. NO.", beginning with a prefix followed by a unique 7-digit number, "DOCUMENT DATE" (MMDDYY format), "EFFECTIVE DATE" (MMDDYY format), and "DUE DATE" (optional). Also, complete PAGE ___ OF ___ as required.
Employee Information: Enter the appropriate employee information for: "VENDOR NO./SFX," "PAYMENT INDICATOR (PI)," "EMPLOYEE NAME" and "ADDRESS," "JOB TITLE," "OFFICIAL STATION," "REGULAR DOMICILE," "TRAVEL PERIOD" (beginning date - ending date), and "TRAVEL ORDER NO." (optional).
Funding Information: Enter the appropriate funding information needed to pay the travel claim. Data to be entered is as follows: "SFX; T/C" (transaction code); "REFERENCE DOC," "SFX," and "M" (modifier) - if payment previously encumbered; "FUND;" "BFY;" "INDEX;" "PCA;" "SUB-OBJ;" "AMOUNT;" "AGENCY USE" (optional); and "DOCUMENT TOTAL."
Dates of Travel, Departure and Arrival Times, and Destination: Expenses should be shown for each day (enter date in the "DATE" column) in chronological order as incurred. The time of departure from the official station or domicile should be shown in the "DEPARTURE TIME" column and the time of return to the official station or domicile should be shown in the "ARRIVAL TIME" column. Travel times should be stated in hours and minutes and designated either for A.M. or for P.M. In addition, departure times or return or arrival times should be shown for travel identified in paragraphs 4300, 4303(B), 4303(C), and 4100(E). Otherwise, departure and arrival times are not required for each destination city visited. The destination or point of major expense where reimbursable expenses were incurred should be shown in the "DESTINATION" column.
Private Vehicle Miles: Daily private vehicle mileage should be entered in the "PRIVATE VEHICLE MILES" column. Travel is deemed to be by the usually traveled, most direct route. To properly determine allowable mileage, the DA-125 should provide an explanation when an alternate route must be used due to detours or other circumstances.
Vicinity mileage should be shown separately from mileage between the official station or domicile, and destination cities. The purpose of traveling the vicinity miles should be shown in the "DESCRIPTION OF EXPENSE OR PURPOSE OF TRAVEL" column along with the name of at least one individual or business contacted.
The DA-125 should state in the "COMMENTS" section whether the employee traveled alone or the names of other state employees who accompanied the employee.
Meals: The daily allowance for meals should be entered in the "MEALS" column. For the meal allowance to be available for certain single-day travel situations, as provided in paragraph 4100(E), the meal to be paid and the employee's scheduled work hours for the day (e.g., 8 a.m. - 5 p.m.) should be identified in the "DESCRIPTION OF EXPENSE OR PURPOSE OF TRAVEL" column.
Lodging Name and Amount: Enter the name of the lodging place in the "LODGING NAME" column and enter the amount of actual lodging expense up to the maximum limitation allowed in the "LODGING AMOUNT" column for each day lodging expense is incurred. Tips to hotel porters, bellhops, doormen, and maids should be entered in the "OTHER EXPENSE AMOUNT" column and identified in the "DESCRIPTION OF EXPENSE OR PURPOSE OF TRAVEL" column. The daily lodging amount (excluding taxes) plus tips cannot exceed the daily lodging expense limitation. An official receipt from the lodging establishment should be submitted with the travel claim form when lodging expense is claimed. Lodging expense (including taxes) and tips should be classified sub-object code 2581 for in-state travel, 2582 for out-of-state travel, or 2583 for international travel.
Other Expense: Enter amounts incurred in the "OTHER EXPENSE AMOUNT" column for state vehicle expense, public transportation, rental or charter of a special conveyance. This also includes subsistence expense incurred for others as provided in paragraph 4305, and miscellaneous expenses such as excess baggage and baggage storage, official telephone calls, faxes, services and office supplies, taxicabs, registration fees, city buses, limousines and other allowable miscellaneous expenses. Each amount entered should be identified in the "DESCRIPTION OF EXPENSE OR PURPOSE OF TRAVEL" column.
State Vehicle No.: If a state vehicle was used for the travel, enter the state vehicle number of the vehicle in the "STATE VEHICLE NO." space provided.
Purpose of Travel: A brief explanation of the purpose of official travel should be shown in the "DESCRIPTION OF EXPENSE OR PURPOSE OF TRAVEL" column for each trip included on the DA-125.
Column Totals: The columns for private vehicle miles, allowance for meals, lodging expense, and other expense should each be totaled and the amount entered in the total space provided at the bottom of each column. The private vehicle mileage reimbursement rate and reimbursement amount should be entered in the space provided. The total of all expenses should be entered in the space provided for "DOCUMENT TOTAL."
Receipts: All required receipts should be submitted with the DA-125.
Method of Travel: When the DA-125 does not otherwise indicate the method of travel, the employee shall indicate on the last line of the DA-125 or in the "COMMENTS" section the method of travel used. If the claimant was a passenger in a privately owned vehicle, the name of the owner of the vehicle should be noted.
Use of Privately owned Vehicle When Airfare Was Authorized: If the employee is claiming reimbursement for airfare in lieu of mileage as provided in paragraph 3103, the employee should include a detailed statement with the DA-125 showing the cost comparison on which the reimbursement is based. The amount claimed should be entered in the "OTHER EXPENSE AMOUNT" column and labeled "Airfare in lieu of mileage". This amount should be classified as private vehicle mileage using sub-object code 2511 for in-state travel, 2512 for out-of-state travel, or 2513 for international travel.
Border City Travel: Travel under the Border City Rule should be noted on the lower portion on the DA-125 or in the "COMMENTS" section.
Comments: The "COMMENTS" section may be used to provide additional information to support the claim for reimbursement or provide additional information required elsewhere.
Approval Signatures: The employee must sign and date the "CLAIMANT CERTIFICATION" subject to the agency's policy concerning signatures. The agency official authorized to approve payments must sign the "AGENCY PAYMENT CERTIFICATION."
6300 DA-34 Subsistence Extension Request
Form DA-34 is used to request an extension of subsistence payments as provided in paragraph 4303(A). Form DA-34 should be submitted for processing to the Division of Accounts and Reports. The form is completed as follows:
Agency No: The three-digit agency number.
Agency Name: The name of the agency and, when appropriate, the agency division or other unit.
Employee Name: The name of the employee for whom the subsistence extension request is being made.
Job Title: The job title of the employee.
Official Station: The employee's current official station.
Domicile: The employee's current domicile.
Assigned Duty Station: The city or town, other than the official station or domicile, where the employee is assigned to perform official state duties necessitating the payment of subsistence and the request for an extension of subsistence payments.
Period of Request: The beginning and ending dates of the requested subsistence payment extension period.
Reason for the Requested Extension: A complete, detailed explanation justifying the requested extension.
Agency Approval: The signature and date of signature of the agency head or designee authorizing the subsistence payment extension.
Secretary of Administration Approval: The signature and date of signature of the Secretary or designee authorizing subsistence payments for the requested extension period.
6400 DA-37 Reduced Subsistence Request
Form DA-37 is used to request payment of subsistence at reduced rates as provided in paragraph 4302. Form DA-37 should be submitted for processing as instructed on the form. NOTE: Paragraph 4302 identifies instances where reduction of subsistence payments have been approved by the Secretary and use of form DA-37 is not required. The form is completed as follows:
Agency No: The three-digit agency number.
Agency Name: The name of the agency and, when appropriate, the agency division or other unit.
Employee Name: The name of the employee for whom the subsistence extension request is being made.
Job Title: The job title of the employee.
Travel to: List each destination city where reduced subsistence will be paid.
Purpose of Travel: A brief statement of the purpose of travel.
Reduced Quarter Day Meal Allowance Rate: The requested reduced meal allowance rate. The reduced rate should be stated in a multiple of a half-dollar ($0.50). Enter $0.00 if no meal allowance will be paid. Leave blank if the meal allowance rate is not being reduced.
Reduced Maximum Daily Lodging Limitation: The requested reduced lodging reimbursement. The reduced amount should be stated in a multiple of a half-dollar ($0.50). Enter $0.00 if no lodging expense will be paid. Leave blank if the lodging amount is not being reduced.
Explanation for Reduced Rates: A complete, detailed explanation justifying the reduced subsistence rates.
Agency Approval: The signature and date of signature of the agency head or designee authorizing the reduced subsistence rates.
Secretary of Administration Approval: The signature and date of signature of the Secretary or designee authorizing subsistence payments at the requested reduced rates.
6500 DA-27 Notice of Unavailability of the Executive Aircraft
Agencies should use the DA-27 when chartering a commercial aircraft due to the unavailability of the state's executive aircraft. An agency completes the DA-27 after determining from the Governor's Office that the executive aircraft is not available for the travel period needed. The agency completes the form and submits it to the Governor's Office for signature. A copy of the DA-27, with the Governor's signature, must be attached to the payment voucher making the commercial aircraft lease or charter payment. The form is completed as follows:
Agency No., Name, and Address: Enter the three-digit number, name, and address of the agency requesting the aircraft.
Name: Enter the name of the agency official requesting the aircraft.
Travel Period: Enter the dates and times that the aircraft is needed.
Appendix A - APPROVED BORDER CITIES
The following cities, areas, and boundaries are approved as border cities as noted:
(A) BORDER CITIES - $8.00 per quarter day meal allowance and $71.00 per day lodging maximum. Except as noted in Section (B), or otherwise, all cities within the boundaries of the counties listed for each state are approved as border cities for travel purposes:
ARKANSAS
| Baxter Benton Boone Carroll Cleburne Conway Crawford Faulkner Franklin |
Fulton Garland Independence Izard Jackson Johnson Lawrence Logan Madison |
Marion Montgomery Newton Perry Polk Pope Randolph Scott Searcy |
Sebastian Stone Van Buren Washington White Woodruff Yell |
COLORADO
| Adams Alamosa Arapahoe Baca Bent Boulder Cheyenne Clear Creek Costilla |
Crowley Douglas Elbert El Paso Fremont Gilpin Huerfano Jefferson Kiowa |
Kit Carson Larimer Las Animas Lincoln Logan Morgan Otero Park Phillips |
Prowers Pueblo Sagauche Sedgwick Teller Washington Weld Yuma |
IOWA
| Adair Adams Appanoose Audubon Boone Buena Vista Calhoun Carroll Cass Cherokee Clarke Crawford Dallas Davis Decatur |
Franklin Fremont Greene Grundy Guthrie Hamilton Hardin Harrison Humboldt Ida Jasper Jefferson Keokuk Lucas Madison |
Mahaska Marion Marshall Mills Monona Monroe Montgomery Page Plymouth Pocahontas Polk Pottawattamie Poweshiek Ringgold Sac |
Sac Shelby Story Tama Taylor Union Van Buren Wapello Warren Wayne Webster Woodbury Wright |
MISSOURI
| Adair Andrew Atchison Audrain Barry Barton Bates Benton Boone Buchanan Caldwell Callaway Camden Carroll Carter Cass Cedar Chariton Christian Clark Clay Clinton Cole Cooper |
Crawford Dade Dallas Daviess De Kalb Dent Douglas Franklin Gasconade Gentry Greene Grundy Harrison Henry Hickory Holt Howard Howell Jackson Jasper Johnson Knox Laclede Lafayette |
Lawrence Lewis Lincoln Linn Livingston Macon Maries Marion McDonald Mercer Miller Moniteau Monroe Montgomery Morgan Newton Nodaway Oregon Osage Ozark Pettis Phelps Pike Platte |
Polk Pulaski Putnam Ralls Randolph Ray Reynolds Ripley Saline St. Clair Schuyler Scotland Shannon Shelby Stone Sullivan Taney Texas Vernon Warren Washington Webster Worth Wright |
NEBRASKA
All Locations
NEW MEXICO
Colfax
Curry
Guadalupe
Harding
Mora
Quay
San Miguel
Taos
Union
OKLAHOMA
| Adair Alfalfa Atoka Beaver Beckham Blaine Caddo Canadian Cherokee Cimarron Cleveland Coal Comanche Craig Creek Custer Delaware |
Dewey Ellis Garfield Garvin Grady Grant Greer Harmon Harper Haskell Hughes Jackson Kay Kingfisher Kiowa Latimer Le Flore Lincoln |
Logan Major Mayes McClain McIntosh Murray Muskogee Noble Nowata Okfuskee Oklahoma Okmulgee Osage Ottawa Pawnee Payne Pittsburg |
Pontotoc Pottawatomie Pushmataha Roger Mills Rogers Seminole Sequoyah Stephens Texas Tillman Tulsa Wagoner Washington Washita Woods Woodward |
TEXAS
| Armstrong Briscoe Carson Castro Childress Collingsworth Dallam |
Deaf Smith Donley Gray Hall Hansford Hartley Hemphill |
Hutchinson Lipscomb Moore Ochiltree Oldham Parmer Potter |
Randall Roberts Sherman Swisher Wheeler |
WYOMING
Albany
Goshen
Laramie
Platte
(B) OUT-OF-STATE HIGH-COST GEOGRAPHIC AREAS. The cities and areas within the counties or boundaries described in Section (A)that are designated High-Cost Geographic Areas shall not be designated border cities. Travel to these areas requires approval for out-of-state travel as noted in paragraph 2101. The designated High-Cost Geographic Areas included in the border city areas noted in Section (A) are:
COLORADO
Denver, Colorado
OKLAHOMA
Afton, Oklahoma
APPENDIX B - HIGH-COST GEOGRAPHIC AREAS
(A) OUT-OF-STATE HIGH-COST GEOGRAPHIC AREAS. $9.00 per quarter day meal allowance and $131.00 maximum daily lodging expense. (click here for High Cost Areas Sorted by State then City)
Afton, Oklahoma, including Shangri-La Resort
Anchorage, Alaska
Aspen, Colorado, including all locations within Pitkin County
Atlanta, Georgia
Atlantic City, New Jersey, including all locations within Atlantic County
Austin, Texas
Avon and Beaver Creek, Colorado
Baltimore, Maryland
Barrow, Alaska
Boca Raton, Florida
Boston, Massachusetts, including all locations within Suffolk County
Cambridge, Massachusetts
Carmel, California
Chicago, Illinois, including all locations within Du Page, Lake, and Cook Counties
Cleveland, Ohio
Dallas/Fort Worth, Texas
Denver, Colorado
Edison, New Jersey, including all locations within Middlesex County
Fairbanks, Alaska
Fort Meyers and Sanibel Island, Florida, including all locations within Lee County
Hershey, Pennsylvania
Hilton Head Island, South Carolina, including all locations within Beaufort County
Honolulu, Oahu, Hawaii, including all locations on the Island of Oahu
Houston, Texas
Indianapolis, Indiana
Juneau, Alaska
Kaanapali Beach, Maui, Hawaii
Kailau-Kona, Hawaii
Kaunakakai, Molokai, Hawaii
Keystone, Colorado, including all locations within Summitt County
King of Prussia, Pennsylvania
Kodiak, Alaska
Lake Buena Vista, Florida
Las Vegas, Nevada
Los Angeles, California, including all locations within Los Angeles, Kern, Orange, and Ventura
Counties
Miami, Florida
Minneapolis and St. Paul, Minnesota, including all locations within Hennepin, Ramsey, and
Anoka Counties
Morristown, New Jersey
Monterey, California, including all locations within Monterey County
Nashville, Tennessee
Newark, New Jersey, including all locations within Bergen, Essex, Hudson, Passaic, and Union
Counties
New Orleans, Louisiana, including all locations within Jefferson, Orleans, Plaquemines,
and St Bernard Parishes
Newport, Rhode Island, including all locations within Newport County
Nome, Alaska
Oakland, California, including all locations within Alameda, Contra Costa, and Marin Counties
Ocean City, Maryland, including all locations within Worcester County
Philadelphia, Pennsylvania, including all locations within Montgomery and Philadelphia Counties
Phoenix, Arizona
Pittsburgh, Pennsylvania
Portland, Oregon
Princeton, New Jersey, including all locations within Mercer County
Salt Lake City, Utah
San Antonio, Texas
San Diego, California, including all locations within San Diego County
San Francisco, California, including all locations within San Francisco County
San Jose, California, including all locations within Santa Clara County
San Mateo, California, including all locations within San Mateo County
Santa Barbara, California, including all locations within Santa Barbara County
Santa Cruz, California, including all locations within Santa Cruz County
Seattle, Washington, including all locations within King County
South Padre Island, Texas
Stamford, Connecticut
St. Louis, Missouri
Sun Valley, Idaho, including all locations within Blaine County
Tampa, Florida
Tom's River, New Jersey, including all locations within Ocean County
Tucson, Arizona
Vail, Colorado, including all locations within Eagle County
Wailea, Maui, Hawaii
White Plains, New York, including all locations within Westchester County
(B) SPECIAL HIGH-COST GEOGRAPHIC AREAS. $11.00 per quarter day meal allowance and $146.00 maximum daily lodging expense.
New York, New York, including all locations within the counties of Nassau and Suffolk
Washington D.C., including the cities of Alexandria, Fairfax, and Falls Church, the counties of Arlington, Fairfax and Loudoun in Virginia, and the counties of Montgomery and Prince Georges in Maryland
(C) INTERNATIONAL LOCATIONS. $11.75 per quarter day meal allowance or actual meal expense incurred (supported by receipts) with a $81.00 maximum daily limitation and actual daily lodging expense.
All cities in countries located outside the borders of the United States.
APPENDIX C - TRAVEL RELATED OBJECT CODES
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 PPM filing 7002, Uniform Expenditure Classification Object Codes for a complete list of object codes.
2501 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. Please note that border city travel is considered out-of-state travel and coded in the 2502 series if lodging expenses or registration fees are incurred. Travel occurring within the State of Kansas but associated with an out-of-state trip is coded in the 2502 series. Travel occurring within the State of Kansas but associated with an international trip is coded in the 2503 series. All fees associated with travel arrangements should be coded to the same expenditure subobject code as the service being acquired (i.e., the fee for booking an airline ticket should be coded 257X).
2511 Private Vehicle Mileage For In-State Travel (also used in lieu of other transportation codes when reimbursement is made at prescribed mileage rates)
2521 Hire or Charter of Special Conveyances (Passenger Cars, Airplanes and Buses) for In-State Travel
2531 State Car Expense for In-State Travel (turnpike and other tolls, parking fees, etc.)
2571 Railroad, Airplane and Bus Fares for In-State Travel
2581 Subsistence (Meals and lodging) for In-State Travel (includes subsistence paid for students, inmates, prisoners, and patients)
2591 Non-subsistence Expenses for In-State Travel (includes all miscellaneous expenses such as registration fees, telephone calls, taxi fares, city bus fares, shuttle fares, privately owned vehicle parking fees, etc.)
2502 Out-of-state Travel and Subsistence. Allowable expenses incurred by a state employee or officer while away from the employee's official station or domicile outside the borders of the State of Kansas. Please note that border city travel is considered out-of-state travel if lodging expenses or registration fees are incurred. 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 2503 series. All fees associated with travel arrangements should be coded to the same expenditure subobject code as the service being acquired (i.e., the fee for booking an airline ticket should be coded 257X).
2512 Private Vehicle Mileage for Out-of-state Travel (also used in lieu of other transportation codes when reimbursement is made at prescribed mileage rates)
2522 Hire or Charter of Special Conveyances (Passenger Cars, Airplanes and Buses) for Out-of-state Travel
2532 State Car Expense for Out-of-state Travel (turnpike and other tolls, parking fees, etc.)
2572 Railroad, Airplane and Bus Fares for Out-of-state Travel
2582 Subsistence (Meals and Lodging) for Out-of-state Travel (includes subsistence paid for students, inmates, prisoners, and patients)
2592 Non-subsistence Expenses for Out-of-state Travel (includes all miscellaneous expenses such as registration fees, telephone calls, taxi fares, city bus fares, shuttle fares, privately owned vehicle parking fees, etc.)
2503 International Travel and Subsistence. Allowable expenses incurred by a state employee or officer while away from the employee's official station or domicile outside the United States. 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 or services. Items not appropriately classified as travel or subsistence, but included on travel vouchers, should be assigned proper expenditure sub-object codes. Travel occurring within the State of Kansas but associated with an international trip is coded in this series. All fees associated with travel arrangements should be coded to the same expenditure subobject code as the service being acquired (i.e., the fee for booking an airline ticket should be coded 257X).
2513 Private Vehicle Mileage for International Travel
2523 Hire of Passenger Cars, Airplanes and Buses for International Travel
2533 State Car Expense for International Travel
2573 Railroad, Airplane and Bus Fares for International Travel
2583 Subsistence (Meals and Lodging) for International Travel
2593 Non-subsistence Items for International Travel
35XX State Motor Vehicle Parts, Supplies and Accessories. Items used or consumed in the operation and maintenance of state motor vehicles, including fuel, oil, grease, batteries, tires, tubes, chains, and parts for repair.
3510 Gasoline
3520 Diesel Fuel
3530 Gasohol
3540 Liquefied Petroleum, Butane, Natural Gas
3550 Aircraft Fuel
3560 Motor Oil
3590 Other Parts, Supplies, and Accessories
XXXX Other Travel Related Object Codes.
2010 Postage
2410 Repair and Servicing State Passenger Cars
2990 Other Fees (includes most authorized services obtained during travel on official state business)
3710 Stationery and Office Supplies
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