4.02 - Travel and Meals

Policy Number - 4.02

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

Purpose

To ensure appropriate, reasonable, and consistent approval of travel and travel-related expenditures in accordance with applicable laws, regulations, and college procedures.

Policy Statement

Kansas City Kansas Community College (KCKCC) provides reimbursement for approved travel and meal expenses incurred in the conduct of an employee’s official duties or in the performance of approved activities for the College by a non-employee (i.e., Trustee or candidate for employment) in accordance with appropriate laws, regulations, and compliance with the accompanying college procedures. Eligible expenses may include transportation, lodging, meals and incidentals, conference fees, and other approved expenses.

All reimbursement of expenses under this Policy are subject to the availability of funds, and must be authorized and approved by the appropriate supervisor(s) and budget administrator(s). Employees shall submit requests for travel reimbursement within 30 days after the travel date or expenses will not be reimbursed. All employees are expected to spend College and grant funds prudently.

It is the responsibility of the employee incurring the expense and of the approving party to be familiar with the need for the business expenses incurred and to ensure that these expenses are reported in a manner consistent with this policy. Failure to follow this policy and associated procedures, or incurring costs outside of the policy will result in the expense not being reimbursed or require the expense to be repaid. Additionally, the intentional spending of College funds in an inappropriate nature will lead to disciplinary consequences.

The Finance Department reviews all requests to ensure compliance with this policy. The Finance Department may make inquiries and changes to reimbursement/payment requests to ensure compliance.

Travel expenses charged to a grant or contract must comply with the specific requirements of the applicable grant or contract.

Travel expenses charged to federal awards must comply with Uniform Guidance (2 CFR Part 200), including requirements related to allowability, reasonableness, necessity, and adequate documentation of expenditures.

All travel-related documentation, including Travel Request Forms, approvals, receipts, conference agendas, and supporting documentation, must be retained in accordance with College records retention requirements and applicable grant regulations.

Evidence of supervisory and budgetary approval must be maintained with the travel documentation.