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Travel - Reimbursement Rates
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Lodging 

  • Employee shall be reimbursed for the actual cost of lodging if the lodging is determined to be the most feasible considering location of the lodging, practicality of time, and the employee has attached the lodging receipt to his travel expense voucher. 
  • Reimbursement for lodging shall not exceed the cost of a single room rate, unless employees are sharing lodging.  In this case, each employee shall be reimbursed for one-half the double rate. 
  • It is the practice of many lodging establishments to require a deposit, which actually charges an individual’s credit card before the stay occurs.  In the event that this occurs and the actual business trip is at least thirty (30) days following the date of the deposit the employee may request reimbursement using an Employee Reimbursement Form (BA2).  The reimbursement should charge the appropriate account.  The deposit must be deducted from the Travel Expense Voucher (BA3) using the appropriate line and a copy of the Employee Reimbursement Form must be attached to the travel voucher.

Subsistence (Meals) 

  • KCTCS employees shall be eligible for reimbursement for subsistence expenses while traveling in Kentukcy, if the authorized work requires an overnight absence at a destination more than forty (40) miles from the employee's work location
  • Travel within Kentucky - You are allowed $35/day for meals, including the day you leave and the day your return.  An employee is to deduct the following amounts for provided meals (e.g., at conferences or seminars) - Breakfast $7, Lunch $10, Dinner $18.
  • Travel outside of Kentucky - You are allowed $45/day for meals including the day you leave and the day you return.  An employee is to deduct the following amounts for provided meals (e.g., at conferences or seminars) - Breakfast $8, Lunch $12, Dinner $25.
  • Subsistence reimbursement is not applicable if the employee is not on authorized travel status. 
  • Gratuities for meals are included in the subsistence allowance rate.
  • Employees traveling out-of-state, but where the overnight absence is within Kentucky shall be reimbursed at the in-state rate.

 Mileage 

  • Reimbursement for authorized use of a privately owned vehicle shall: 
    • Be made at the rate of forty cents per mile ($ 0.45); and
    • If the travel is out-of-state, mileage and subsistence is not to exceed the cost of airplane coach fare.  The employee’s supervisor must determine if any additional travel time shall be taken as annual leave. 
  • Distance can be determined by MapQuest. 
  • Actual parking, bridge and highway toll charges shall be reimbursed.  A receipt is required if the expense is greater than $20.00.  Each occasion must be listed separately.   
  • Other transportation related charges, such as valet parking may be allowed with circumstantial justification, such as availability, safety or security.  Justification must be provided.

Registration Fees 

  • The KCTCS ProCard shall be used to pay conferences and professional meetings registration fees in lieu of an employee making the purchase from personal funds and requesting reimbursement on a travel voucher. Conference and professional meetings may be paid in advance of the event using a KCTCS procurement card.
  • In all cases, registration fees are to be charged to the appropriate in-state or out-of-state travel account. (50112 or 50122).  
  • Regardless of the registration fee payment method, an employee must attach the conference or meeting registration form with the travel voucher.  If a registration fee entitles the registrant to meals, claims for meals shall be reduced accordingly.   

Communications  

  • Telephone and fax charges for necessary official business shall be reimbursed. 
  • Telephone calls to the employee’s operating unit shall be made through: 
    • KCTCS issued cell phone or
    • KCTCS 800, 877 and 888 numbers, when available; or

    • KCTCS telephone credit card. 
  • An employee is allowed one safe arrival phone call home after arrival at their destination when traveling out-of-state not to exceed five minutes.

Reimbursement shall be made for reasonable charges for: 

  • Baggage handling.
  • Delivery of baggage to or from a common carrier, lodging or storage.
  • Overweight baggage charges, if the charges relate to official business.
  • Gratuities for bellhops, maids, taxis etc, but excluding meals.  (Gratuities for meals, etc is included in the subsistence allowance rate.)
  • Excluded from reimbursement are room service charges and related gratuities.
  • Vehicle parking.  Valet parking may be allowed with circumstantial justification, such as availability, safety or security.  Justification must be provided.