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KCTC Travel Procedures (BP 8.1):  www.kctcs.edu/businessservices/TravelPro.htm 

Travel Vouchers

A travel voucher (Form BA3) for expenses made for KCTCS employees must include the name, current address, status or official relationship of the individual submitting the travel voucher.  A Travel Voucher Continuation (Form BA3a) and Travel Voucher – Other Expenses (FormBA3b) may also be used to claim travel reimbursement. 

Submit travel voucher to Amy Spears at the Leestown Campus Business Office.  This can be done by email (amy.spears@kctcs.edu) or fax (246-6690).  Originals MUST also be submitted for auditing purposes.  Turn in all travel by deadlines for fiscal year-end. 

A travel voucher should be submitted for: 

  • One major trip or one month’s travel
  • Within 30 days of return, and
  • Not crossing fiscal years. 

A travel voucher must include: 

  • Social Security Number of the claimant
  • Purpose of each trip
  • Conference and/or organization name written out the first time – not just acronyms or initials
  • Employee signature and date signed
  • Signature of employee’s supervisor or individual having budget authority.
  • Approving authority for out of state or out of country travel.

Travel has to be broken down by day.  You cannot just put the whole trip on one line with the total amounts for lodging, meals, mileage, etc. It has to show each day and the expenses for that day.

Receipts:  Original receipts or other credible evidence for all items greater than $20.00 must be attached to the travel voucher. 

Travel Account Numbers 

  • 50110         Employee In-state Travel
  • 50120         Employee Out of State Travel 
  • 50130         Non-Employee Travel 
  • 50111         Employee In-State Professional Development  Travel
  • 50112         Employee In-State Professional Development Registration Fees
  • 50121         Employee Out of State Professional Development Travel
  • 50122         Employee Out of State Professional Development  Registration Fees
  • 50131         Non-Employee Professional Development Travel

Travel paid in a previous (old) fiscal year and taken in the following (new) fiscal year may be accrued to the new year as a prepaid expense