Governance directives for the University include reviewing and revising (as needed) the University’s systems and procedures to improve the organization’s health. One area of opportunity to maximize financial and administrative savings is to minimize travel expenditures by transitioning to a 100% reimbursement travel policy. This benefit is achieved through the consolidation of all authorized travel through an approved vendor offering discounted costs for hotels and airfare, as well as special incentives for rebate options.
The University intends to pay 100% of travel costs for staff, Board of Regents, and other persons conducting official KSU business procured through the authorized travel vendor. The University will identify a travel vendor through which all staff and KSU Board members must make their travel arrangements. This will reduce staff time used to make travel arrangements and will result in fiscal savings for the University. Staff will also be required to adhere to the general travel policy when making travel arrangements. Per diem rates will be governed by the University Accounting and Budget Office.
It is Kentucky State University (KSU) policy to reimburse employees and other persons authorized to travel on official KSU business for all reasonable and necessary expenses incurred when traveling on authorized University business. The primary means through which this is accomplished is the authorized KSU travel vendor and per diem reimbursement policy. Travel should be consistent with the needs of the business. It should be used to accomplish business objectives in a cost-efficient manner, and in keeping with normal safety requirements.
All travel expenses must be properly documented, approved, and procured through the authorized KSU travel vendor. It is each individual employee's responsibility to adhere to University policy when expenditures are incurred on behalf of the organization.
OUT OF TOWN TRAVEL IS DEFINED AS A RADIUS OF 100 MILES OR MORE FROM YOUR HOME BASE. This means that you are not entitled to be reimbursed for meals if you travel less than 100 miles from your home base and you do not stay overnight. All overnight lodgings must be supported by a bill from the hotel unless otherwise approved by a Vice President or above. Airline reservations must be made no less than 15 days prior to travel departure date unless approved by a KSU Vice President or above.