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TRAVEL

June 30, 2006

Effective July 1, 2006, the State Department of Administration in Topeka has announced new reimbursement rates for Fiscal Year 2007, which runs from July 1, 2006 - June 30, 2007. The rates that are in bold are the rates that have changed from Fiscal Year 2006.

Travel Reimbursement Rates Effective July 1, 2006

Private Vehicle Mileage
Subsistence
High Cost Geographic Areas

Travel Voucher Form (for County/District Offices)

Travel Chapter from the KSU Policies and Procedures Manual www.ksu.edu/policies/ppm/1020.html

Travel Chapter from the of Kansas website http://da.state.ks.us/ar/employee/travel/default.htm

PRIVATE VEHICLE MILEAGE

Effective July 1, 2006, private vehicle mileage reimbursement rates are:

30.5 cents per mile for privately-owned motorcycles
43 cents per mile for privately owned automobiles. Each department will be responsible for deciding which of the three available options - use of a state, district, or county-owned vehicle, a privately owned vehicle, or an Enterprise vehicle - is most appropriate and cost effective - given the circumstances of the travel.
$1.07 per mile for privately-owned airplanes. The increased rate for privately owned airplane reimbursement reflects a policy change of using air miles rather than highway miles as the basis of the claim. Air mile distance ("as the crow flies") can be verified by referring to the distance calculator at http://www.indo.com/distance/index.html.

SUBSISTENCE

Reimbursement rates for Fiscal Year 2007 for meals and lodging are as follows:

Meal Allowance
In-state	$ 8.00 per quarter-day
Out-of-state, regular	$ 8.00 per quarter-day
Out-of-state, designated high-cost geographic area	$ 9.00 per quarter-day
Out-of-state, special designated high-cost geographic areas	$ 11.00 per quarter-day
International travel	$ 11.75 per quarter-day or actual expenses not to exceed $81 per day

Reduced Meals Allowance
If the cost of meals is included within the cost of registration fees or other fees and charges paid by the agency or supplied without cost by another party, the meals allowance should be reduced as follows:
	Breakfast	Lunch	Dinner
In-state	$ 7.50	$ 8.50	$16.00
Out-of-state regular	$ 7.50	$ 8.50	$16.00
Out-of-state designated high-cost geographic area	$ 8.50	$ 9.50	$18.00
Out-of-state special designated high-cost geographic area	$10.50	$11.50	$22.00
International travel	$11.25	$12.25	$23.50

Single Day Meal Reimbursement Rates
1) Single day meal reimbursement may be made to an employee if they are required to travel on official State business and their workday, including travel time, is extended 3 hours or more beyond the employee's regularly scheduled workday;

2) Single day meal reimbursement may be made to an employee if they are required to attend a conference or a meeting as an official guest or participant, and a meal is served during the required attendance time.

The following additional conditions apply to the meal reimbursement:

In either of the qualifying travel situations, the point where the official business is conducted must be more than 30 miles from the employee’s official station.
Employee may be reimbursed for only one meal per qualifying trip.
No reimbursement is allowed when a meal is provided at no cost to the employee.
The reimbursement must be paid at the rates set by the State of Kansas for breakfast, lunch, or dinner. The current rates are the same as indicated in the table above for reduced meal allowance.
Reimbursement of meals by the quarterly allowance method is not allowed unless overnight travel is required.
This is a meal allowance type of reimbursement. Actual receipts are not required.
There is no provision to reimburse an employee if the actual cost of a meal exceeds the per meal reimbursement rate.

Lodging Expense Limitations
KSU allows 150% for lodging expense with departmental approval.
In-state	$ 71.00
Out-of-state, regular	$ 89.00
Out-of-state, designated high-cost geographic areas	$131.00
Out-of-state, special designated high-cost geographic areas	$146.00
International	Actual
Conference lodging qualified under K.A.R. 1-16-18a(e)	Actual

The lodging expense limitations listed above should be applied to the lodging rate before taxes. Thus the amount reimbursed or paid for lodging expenses may exceed the established lodging limitation by as much as the amount of associated taxes.

Below is a list of high-cost cities from the KSU Policies and Procedures manual. Additional information can be found on the KSU Policies and Procedures Manual website www.ksu.edu/policies/ppm/1020.html or the State of Kansas website http://da.state.ks.us/ar/employee/travel/default.htm.

.110 Meal Expense Reimbursement

(A) Employees may be reimbursed for meal expenses 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. 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 shown as follows:

Quarter 1    12:01 AM - 6:00 AM
Quarter 2      6:01 AM -12:00 Noon
Quarter 3    12:01 PM - 6:00 PM
Quarter 4      6:01 PM -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 official station, and the employee's official station is closer to the destination than the employee's domicile, the employee's actual departure time must be adjusted for excess travel time incurred by not beginning travel from the official station. 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 the 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 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 meal 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 meal allowance. For mileage reimbursement when residing outside the official station see reference.050 .

HIGH COST GEOGRAPHIC AREAS

Out-of-State High Geographic Areas

Alaska

Anchorage

Barrow

Fairbanks

Juneau

Kodiak

Nome

Arizona

Phoenix

Tucson

California

Carmel

Los Angeles including all locations within Los Angeles, Kern, Orange, and Ventura Counties

Monterey including all locations within Monterey County

Oakland including all locations within Alameda, Contra Costa, and Marin Counties

San Diego including all locations within San Diego County

San Francisco including all locations within San Francisco County

San Jose, including all locations with in Santa Clara County

San Mateo including all locations within San Mateo County

Santa Barbara including all locations within Santa Barbara County

Santa Cruz, including all locations within Santa Cruz County

Colorado

Aspen including all locations within Pitkin County

Avon and Beaver Creek

Denver

Keystone including all locations within Summitt County

Vail including all locations within Eagle County

Connecticut

Stanford

Florida

Boca Raton

Fort Meyers and Sanibel Island including all locations within Lee County

Lake Buena Vista

Miami

Tampa

Georgia

Atlanta

Hawaii

Honolulu, Oahu including all locations on the Island of Oahu

Kaanapali Beach, Maui

Kailau-Kona

Kaunakakai, Molokai

Wailea, Maui

Idaho

Sun Valley including all locations within Blaine County

Illinois

Chicago including all locations within Du Page, Lake, and Cook Counties

Indiana

Indianapolis

Louisiana

New Orleans including all locations within Jefferson, Orleans, Plaquemines, and St. Bernard Parishes

Massachusetts

Boston including all locations within Suffolk County

Cambridge

Maryland

Baltimore

Ocean City including all locations within Worcester County

Minnesota

Minneapolis and St. Paul including all locations within Hennepin, Ramsey, and Anoka Counties

Missouri

St. Louis

Nevada

Las Vegas

New Jersey

Atlantic City including all locations within Atlantic County

Edison including all locations within Middlesex County

Morristown

Newark including all locations within Bergen, Essex, Hudson, Passaic, and Union Counties

Princeton including all locations within Mercer County

Tom's River including all locations within Ocean County

New York

White Plains including all locations within Westchester County

Ohio

Cleveland

Oklahoma

Afton including Shangri-La Resort

Oregon

Portland

Pennsylvania

Hershey

King of Prussia

Philadelphia including all locations within Montgomery and Philadelphia

Pittsburgh

Rhode Island

Newport including all locations within Newport County

South Carolina

Hilton Head Island including all locations within Beaufort County

Tennessee

Nashville

Texas

Austin

Dallas/Fort Worth

Houston

San Antonio

South Padre Island

Utah

Salt Lake City

Washington

Seattle including all locations within King County

Special High Cost Geographic Areas

(Upon departmental approval lodging may be reimbursed at 150% of the maximum daily lodging expense.)

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 (all locations in Nassau and Suffolk counties)

6/30/06

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