4.02A - Travel and Meals Procedure

Policy Number - 4.02A

Approved: 10/19/2021 | Updated: 10/27/2026

Definitions

Same Day Travel - Same day travel means College related travel that does not include an overnight stay.

Overnight Business Travel - Overnight business travel includes at least one night of lodging.

Local Travel - Travel is considered local travel if it is within a 50-mile radius of the employee’s primary College work location.

Non-Local Travel - Non-local travel is travel beyond a 50-mile radius of the employee’s primary College work location.

Travel Request Form

All travel requires preapproval before expenses are incurred. Prior to attending an overnight business travel event or non-local travel, employees are required to complete a Travel Request Form to receive travel authorization from their supervisor.

The Travel Request Form captures the full travel cost. This includes registration, transportation, housing, food/per diem, and other eligible costs. Travel documentation must include the name(s) of traveler(s), event or conference name, destination/location, dates of travel, funding source, estimated and actual expenses by category, and the business purpose and relationship to College or grant objectives.

Employees may request a travel advance as needed but it is not required. Upon return for all Overnight Business Travel or Non-Local Travel, employees must complete the Travel Reimbursement Form within 30 days. For Overnight Business Travel or Non-Local Travel, a copy of the previously approved Travel Request form must be included with the submission of the Travel Reconciliation Form request.

A copy of all receipts shall be attached except for meals which are paid per diem. Meals paid per diem do not require receipts. Supporting documentation for conferences or professional development activities should include an agenda, program, registration confirmation, or similar documentation demonstrating the business purpose of attendance.

Many of the expenses may have been pre-paid. In the event an employee reimbursement is due for expenses related to the travel and paid by the employee, a voucher shall be entered into the system requesting reimbursement with the Travel Reconciliation Form attached.

Same-day or local travel requires preapproval from an immediate supervisor through the Local Travel Form. All employees are required to receive approval with this form before being away from their assigned work location on college-related business.

Reimbursable Expenses

The College will pay for expenses incurred that are reasonable for conferences, transportation, meals, lodging, and other incidental expenses if they are properly authorized and appropriately documented.

If reasonable and necessary, the following are examples of reimbursable expenses (see more specifics throughout the policy):

Reasonable baggage fees for employee
Business phone calls
Change or cancellation penalties imposed by the airlines due to unavoidable circumstances (must include supporting documentation)
Currency conversion fees
Rental vehicles used only for College business and driven only by College employees
Standard and reasonable ground transportation including ride share, Uber type transportation, taxi and metro fares, mileage for personal or rental vehicles, parking fees, and tolls
Registration and fees for attendance at approved conferences and seminars (use of college credit card is encouraged for prepayment of these expenses)
Lodging for overnight travel
Taxes associated with transportation, lodging, and meals although employees should provide the Tax-Exempt Certificate and request taxes be removed if possible
Meals and snacks that include a non-College guest(s) (i.e.: candidate for employment, business partner or prospective business partner) including tips of not more than 20% of the bill (receipt required)
Tips associated with meals and transportation (not more than 20% of the bill)
Travel to and from the airport, with mileage calculated from domicile to airport minus regular commute. (*see clarification under Airport Mileage section)
Wi-Fi, when not provided for free, will be reimbursed at the most economical rate, not to exceed $20 per day
Airport parking

Non-Employee Related Reimbursements

Non-employee and job candidate travel costs (coordinate reimbursement with Human Resources)
Meals and snacks that are College business related while not on travel that include a non-College guest(s) (i.e.: candidate for employment, business partner or prospective business partner)

Non-reimbursable Expenses

The following expenses are specifically non-reimbursable. This list is not exhaustive.

Airline club membership fees
Airline early check-in fees, pick your seat fees, other incidental fees, insurance, and other inci-dental expenses above the cost of coach rate airfare
Alcoholic beverages
Annual membership for charge cards
Auto repairs, maintenance, or car wash for personal vehicles
Childcare
Clothing, toiletry, or other personal items
Commuting costs to/from home and normal places of business (local travel)
Costs incurred by unreasonable failure to cancel reservations
Entertainment activities Excessive tipping (more than 20%)
Family/dependent expenses
Fees, interest, and/or late charges associated with personal credit cards
Fines, tickets, or enforcement towing resulting from traffic, parking, or other violations
Golf or tennis court fees, membership in country, tennis or golf clubs, or any sporting equipment, except when part of a preauthorized group; or any sporting event or social activity not part of a preauthorized registration in conjunction with College business
Haircuts
In-flight headsets
Laundry service
Lawn care
Lost, broken, or stolen property
Luggage or briefcase purchase
Massage or other spa or relaxation services
Meals when traveling locally on college business
Pet care
Shoeshine
Snacks and mini-bar purchases

If expenses are funded by a grant, contact the grant project manager or grants coordinator to verify expenses are allowable.

Use of College Vehicles & Personal Vehicles Mileage Reimbursement

Please refer to the Fleet Vehicle Guidelines/Procedures for details for use of College vehicles.

Employees must use available College vehicles in performing duties off campus for travel if a vehicle is available. In the event the location of the travel is closer to the employee’s place of residence, or starting location for the travel, and obtaining a College vehicle would result in additional mileage, employees may use their personal vehicle and request mileage reimbursement for travel.

In the event a College vehicle is not available, the employee may use their personal vehicle and request mileage reimbursement as part of their travel expenses.

Employees who use personal vehicles in the performance of duties off campus travel may be reimbursed for such use at the mileage reimbursement rate set annually by the Internal Revenue Service updated once annually each January. College credit cards are not to be used to purchase gas for personal vehicles.

For employees traveling from their home directly to another College location, meeting, or event, or not traveling first to their primary reporting College location, the employee’s normal commute mileage from their home to their primary location shall be deducted from total miles traveled to calculate reimbursable mileage. In the same manner, for employees traveling to their home after the College travel from the College location, the mileage from their home to their primary work location will be deducted from mileage for the off-campus location for reimbursement.

For faculty with a set teaching schedule at multiple non-college sites within the same workday, use of a college vehicle is not required, and a personal vehicle may be used. Travel between the teaching sites may be submitted for mileage reimbursement but not to the first location and home from the last location.

Other exceptions may be granted in writing based on unique circumstances by the College President or their designee.

Airport Mileage

College vehicles may not be taken to the airport and parked during non-local travel.

For employees traveling to the Kansas City airport for non-local travel, their normal commute to and from their College reporting assignment will be deducted if the trip to the airport occurs from their home on a normal workday. If the travel to or from the airport is on a day that is not a normal workday, reimbursement of the entire mileage to the airport is permitted.

If an employee uses an alternative means of traveling to the Kansas City airport (shuttle, taxi, Uber, etc.), the cost of the mileage reimbursement shall be calculated and compared to the cost of the alternative method of going to the airport and the lesser of the two shall be reimbursed.

If the employee has another person take them to the airport to drop them off and pick them up from the airport, the cost of the mileage reimbursement shall be calculated to and from the airport less the normal commute if it is a normal workday to be reimbursed for both ways (drop off and pick up). If the travel to or from the airport is on a day that is not a normal workday, reimbursement of the entire mileage to the airport is permitted.

Meals

Meals on Non-Local Travel

While on travel, KCKCC will pay for meals for Non-Local Travel that have a clear business purpose on a per diem basis. Per Diem rates are determined by geographic location and for specific meals. The U.S. GSA Per Diem Rates can be found at: https://www.gsa.gov/travel-resources.

Per diem will be provided on the first and last day of College-related non-local travel based on time of the start and conclusion of the event, meeting, or conference and the departure and return schedule of the travel. The College will not use the GSA first and last day calculation of 75% but instead will calculate based on the actual number of meals affected. If the cost of meals is included within the cost of registration fees or otherwise provided at no charge to the traveler, the per diem must be reduced by the corresponding amount for those meals provided using the GSA Per Diem Rates.

Employees may not use College Purchasing Credit Cards for travel related meals except for purchasing meals for students as participants in College related student activities and events (see procedures for instructor meals accompanying student groups while traveling). For all other College-related non-local travel, employees will be paid based on the applicable Per Diem rate only.

Meal per diem may be submitted and paid in advance of travel as a request for payment through the College e-purchasing system but are not required. Because the meals are reimbursed based on the per diem rates, no receipts are necessary to submit after travel regardless of if a travel advance was processed or not. Meal per diem not requested or paid in advance (as well as other eligible expenses) will be reimbursed upon submission of a Travel Reconciliation Form and voucher request for payment. Reimbursement up to the daily per diem rate will be made regardless of actual meal expenses.

If for some reason, the employee does not travel for the amount of time originally anticipated and for which a travel advance has been made for the per diem amounts, the employee shall be responsible for reimbursing the College for the applicable per diem amounts advanced.

Local and Same Day Travel Meals

Meals related to local travel will not be reimbursable generally. If a meal is included in the registration of an event, the College will reimburse the cost as part of the registration.

Local/same day travel is College-related travel that does not include an overnight stay. IRS regulations state that for a meal reimbursement to be excluded as taxable income, the employee must be away from home overnight. For local, same day travel, the College will not reimburse meals unless such meal(s) have been approved by a supervisor and have a specific business purpose other than being on College business or traveling during mealtime. For day trips requiring an employee to be away from home for an extended period beyond the normal working hours (non-local same day travel or local travel), the College will reimburse the employee for a meal when travel exceeds 8 hours, and the employee must travel before 6:00 AM or will return home after 7:00 PM. The per diem amount will be used to calculate the reimbursement for the meal.

Business Related Meals Purchased Including Others

In limited circumstances, meals may be purchased on behalf of the College for employees with non-employee participants using the College credit card as a business-related purpose. Business meetings should be scheduled during non-meal periods whenever possible. For authorized College business meals being directly reimbursed, related tips must be reflected on the receipts to which they are related for reimbursement and the detailed receipt submitted as part of the credit card monthly reconciliation including the name of the attendee(s) and business purpose of the meal. Tip amounts should not exceed 20% of the total bill. For all other travel-related meals, tips are included in the daily per diem rates and are not reimbursed separately.

Overnight Travel

The method of travel chosen must be the most economical option available. The College can reduce a payment request if it is determined a more cost-effective choice was available. A grant-funded program may have additional restrictions on travel.

Airfare and Airline Fees

Expenses for coach airfare rate using routes, schedules and airlines that provide the most reasonable and efficient rates will be paid by the College. The College will pay reasonable additional baggage fees for the traveler if necessary for College business. The College will only pay for the employee airline expenses. Any costs related to non-employees accompanying the employee should be paid for by the employee and are not reimbursable.

Ground Transportation

Reasonable ground transportation (i.e., airport shuttle, public transit, or taxi fares) will be paid for travel to and from the airport and hotel at the travel location. Costs will also be covered for transportation to and from the conference location if the conference does not provide transportation between hotels and the conference or meeting location. If shuttle service is available, the employee will not be reimbursed for additional expenses incurred related to travel to the conference or meeting location.

Rental Cars

If needed and preapproved by appropriate dean or department/division head, employees may rent a vehicle at the lowest class necessary for the business conducted. This is a standard-economy or compact vehicle. Employees must carefully inspect the car prior to leaving the rental agency.

Employees are expected to refuel rental cars by the most inexpensive means offered to them. This is done by using local gas stations in the area visited instead of paying the rental agency contracted amount.

Employees are covered by College insurance when renting a vehicle if the employee is the driver. If the employee is not the driver, the College insurance does not extend to a non-employee driver and the person's personal insurance is the primary insurance. Extra liability insurance and collision insurance offered by the car rental agency for vehicles rented/driven in the United States and Canada should be declined or paid for by the traveler. Any such expense will not be reimbursed. If there are any questions about coverage, it is the employee’s responsibility to check with the Finance Department in advance of travel.

Expenses not considered for reimbursement include, but are not limited to, the following:

Rental car expenses when not reasonable or necessary for business purposes, including extra transportation costs for a traveling companion; expenses for specialty vehicles (i.e., luxury, sport utility, etc.)
Navigation systems (unless need is clearly demonstrated)
Excessive refueling costs
Insurance and damages incurred by non-KCKCC employees
Fines, tickets, or enforcement towing resulting from traffic, parking, or other violations

Airport and Other Parking

Airport economy parking is covered by the College. If other parking options are selected, the College will only pay based on the most economical parking rate. The Finance Department may provide the rate upon request. The parking receipt shall be submitted with the Travel Reconciliation Form documenting the number of parking days.

Lodging

Expenses for reasonable hotel or other lodging arrangements will be paid by the College. Employees should stay at the conference or business meeting hotel location or overflow options. If employees elect to lodge at a different location, only the cost of the conference lodging options will be reimbursed. Use of a KCKCC credit card is encouraged to reserve and pay for lodging. Receipts are required to support the expense on the monthly purchasing card reconciliation expense report as well as the Travel Reconciliation Form. When the employee is accompanied by a companion, any additional lodging expenses will be the responsibility of the traveler.

Individuals Accompanying Employees

Guests accompanying employees of the College on business are not protected under the College’s insurance policies and travel at their own risk of injury and financial loss. They may not drive College rented vehicles unless personal liability and collision insurance is used by the employee, or the employee pays for the insurance at the time of rental from their own funds. Injury to others or vehicle damage will not be covered by the College if sustained by a non-employee driver accompanying an employee.

Extended Stays

The cost of lodging, meals, and airfare due to an employee’s decision to either arrive at a location more than one day early or stay more than one day longer than what is reasonably necessary for business is not reimbursable. Travel, lodging, rental car, and meal expenses beyond one travel day at the beginning or end of the travel are personal days (and applicable time off should be submitted through payroll), and additional expenses will not be reimbursed (hotel, transportation, per diem, etc.).

International Travel

Estimated, itemized, travel costs for international travel are required to be pre-approved by the area dean and respective Cabinet Member of the College at least 30 days in advance of the leave date. The costs for securing a passport or other travel documents will not be covered by the College. Under extraordinary and limited circumstances, there may be approval to deviate from the 30 days' notice of the leave date.

Time Paid for Non-Exempt Employees

In certain circumstances, non-exempt hourly employees will be compensated as time worked for travel. Guidelines are available at, https://www.dol.gov/agencies/whd/fact-sheets/22-flsa-hours-worked and the supervisor should consult with Human Resources on questions for time entry.

College Fleet Vehicle Guidelines / Procedure

This procedure is to ensure safety for all those who drive college fleet vehicles. The College provides fleet vehicles for faculty and staff to transport students and employees to off campus destinations.

Safety Rules

Only authorized employees may operate a College vehicle.
Prior to driving a College vehicle, all applicable safety training and a driving background check must be completed.
A valid driver’s license and proof of insurance with the state minimum coverages are required.
Employees must inform the College of any health conditions that may affect their ability to drive safely.
Driving while under the influence of drugs or alcohol is strictly prohibited and subject to disciplinary actions, up to and including termination. Before driving, seek medical advice if in doubt as to the effects of any prescribed medications that you are taking may impact your ability to drive.
If glasses or other corrective devices are necessary for driving, these must be worn.
Employees shall take all appropriate steps to operate vehicles in a safe manner to prevent acci-dents.
All traffic laws must be always observed. Seatbelts must be worn at all times. Use of cell phones or handheld devices are prohibited while driving.

Vehicle Request/Checkout and Return Process

Fleet vehicle requests need to be made 72 hours before the departure date if at all possible. Written authorization is needed for using a College vehicle and must be approved by the immediate supervisor.

Keys for approved fleet requests can be picked up from the Facility Services Department before departure time during normal business hours and MUST BE returned to the drop box located outside of the Facility Services office when the vehicle is returned to the College. If a vehicle is needed prior to 6:00 a.m. or after 4:30 p.m. Monday through Friday, or a weekend, arrangements must be made to pick up keys during normal work hours. Pick up and return times must be followed closely to ensure that vehicles will be available for the next scheduled user.

Fleet Credit Cards

Fleet Credit Cards are issued for non-local trips for purchasing gasoline only. Credit cards are temporarily issued by the Finance Department. All credit cards and fuel receipts need to be sub-mitted when the card is returned during the next business day upon return.

If vehicle repairs or towing are needed while using a College vehicle, the employee should contact the Facilities Emergency Line (913-288-7690) for further assistance. Emergency phone numbers are in all College vehicles for reference.

Driver Eligibility

Fleet vehicles may ONLY be driven by authorized employees who have completed a Driver's Authorization Form and have been preapproved. The form should be completed at least one week prior to trip and submitted to the College Police to allow adequate time for the approval process to be completed by College Police. Once the form is approved, your name is added to the approved driver's list maintained by Facility Services. Excessive traffic violations may result in a driver not being approved to drive College vehicles.
If an employee is convicted of a driving-related offense, they are required to notify the College Police for an updated Driver’s Authorization Form. Accidents and/or convictions after approval may result in approval being withdrawn. The authorization will need to be updated every year.
Valid driver’s license and current insurance meeting the minimum state standards.
The minimum age requirement to drive a College vehicle (car or van) is 21 years old. Defensive driving training is required for all usage of college vehicles administered through the Facility Services Department. Students may not drive without a faculty or staff sponsor in the vehicle with them on the trip and must be preapproved as an authorized driver. Non-employees are not permitted to drive College vehicles.

Vehicle Maintenance

Vehicle maintenance is coordinated by the Facility Services Department. Facility Services manages the preventive maintenance of fleet vehicles to ensure safe, reliable vehicles, and to avoid repair and unexpected breakdown. If any vehicle has noticeable problems, please notify the Fleet Specialist of deficiencies found.

Damage/Theft/Accident and Tickets

If any damage is caused to a College vehicle or if the vehicle is involved in an accident, it must be reported to the Facility Services Department and the College Police Department, and an Incident Report completed. If it is found the damage or accident was due to employee negligence, the College may take disciplinary action up to and including termination.

Traffic Tickets

Any tickets received while driving a College vehicle must be reported to the Facility Services Department and College Police Department and are the financial responsibility of the employee. Any citations, fines or charges issued against the driver by a court of law as a result of driving violations while operating a college vehicle are strictly the driver's responsibility, regardless of whether incurred on or off work hours. The driver will be required to pay for their own penalties and obtain and pay for any legal defense in connection therewith. All tickets must be reported to Facility Services and the College Police Department within 24 hours of the occurrence. Depending on the nature of the offense, employees may also be disciplined including and up to termination.

At the scene of an accident, call the local police department or 911 and file a police report.

Serious accidents or incidents involving the public must be reported immediately to College Police and the Facility Services Department and by completing an Incident Report form. Other accidents shall be reported to the Facility Services Department and College Police Department on the next business day.

If an employee is injured in the accident, medical services should be coordinated as part of the Worker’s Compensation program working with Human Resources. If a non-employee or student is injured in the accident, medical services should be coordinated as part of the College’s automobile policy working with the Finance Department.

Theft and Vandalism

The ignition key must always be removed, and the vehicle locked whenever and wherever the vehicle is left unattended. Wherever possible, park in a well-lit area. Never leave valuable items inside the cabin of the vehicle. Lock them in the car or preferably, take items out of vehicles completely. The College is not responsible for theft of personal items left in a College vehicle.

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