Effective July 1, 1998, Kansas Administrative Regulation 1-16-18a has been amended. Additions
and deletions were made to the list of high-cost geographic areas throughout. Please note the changes
for the Washington D.C. and New York City areas identified under "Out-of-State Special Designated
High-Cost Geographic Areas."
The boundaries of designated high-cost geographic areas include all locations within the corporate limits
of the cities listed, unless otherwise specified. The designated high-cost geographic areas are:
In-State High-Cost Geographic Areas
Kansas City, including all locations within Johnson and Wyandotte Counties
Manhattan, including all locations within Riley County
Topeka, including all locations within Shawnee County
Wichita, including all locations within Sedgwick County
Out-of-State High-Cost Geographic Areas
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
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
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
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 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
Tuscon, Arizona
Vail, Colorado, including all locations within Eagle County
Wailea, Maui, Hawaii
White Plains, New York, including all locations within Westchester County
All cities in countries located outside the borders of the United States
Out-Of-State, Special Designated High-Cost Geographic Areas
Washington D.C., including the cities of Alexandria, Fairfax, and Falls Church, the counties
of Arlington, Fairfax and Loudon in Virginia, and the counties of Montgomery and Prince Georges in Maryland
New York, New York, including all locations within the counties of Nassau and Suffolk
State agencies may request the Director of Accounts and Reports to conduct a study of subsistence costs
in any area not designated as a high-cost area. If the study findings of an area justify inclusion, the
Director of Accounts and Reports may recommend to the Secretary of Administration that the area be added
to the list of high-cost geographic areas. If the Secretary approves the addition of that area, subsistence
payments for travel to the area may be made at the rate designated for high-cost geographic areas.
Actual Conference Lodging Reimbursement
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 established under K.A.R. 1-16-18 and the exception provided in K.S.A. 75-3207a(e). This exception
allows the lodging rate to be exceeded by the lesser of either: (1) an additional 50% of the applicable
lodging expense limitation, or (2) the actual lodging expense incurred.
K.A.R. 1-16-18a(e) has been amended to allow an agency to 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 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.
Before the date of travel, the agency should submit an original and one photocopy of Form DA-28,
"Request for Actual Conference Lodging" to the Director of Accounts and Reports. The request
must include the name of the conference, the dates of the conference, the location of the conference,
and the name or names of the employees traveling to the conference. The agency head must sign the
form to confirm that the conference lodging rates exceed the applicable lodging expense limitation.
The requests will be reviewed for completeness and the Director of Accounts and Reports' signature
will be affixed, and the original copy returned to the agency.
When the payment voucher is submitted for lodging, the original DA-28 must be attached to the payment
voucher.
The reimbursement or direct payment of actual lodging expenses shall be effective for the approved conference
and shall be applicable only to the state employee or employees attending the conference. Meal allowance
will be reimbursed at the regular meal allowance rate based on the location of the conference.
The provision to pay actual conference lodging replaces the temporary high-cost geographic area
designation approval process. The date on which expenses are incurred determines the appropriate approval
process.
A copy of Form DA-28 is attached to this circular. The agency should make sufficient copies of this form
to meet their needs, or access the form at www.ink.org/public/da/ar.
SAM:JR
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