Key Changes for KUL in OneKU University Business Travel Policy

The One KU University Business Travel Policy first announced in January has been approved and published in the Policy Library. This One KU policy aligns the previously separate KU Lawrence/Edwards and KU Medical Center travel policies, requirements and procedures to ensure consistency and best practices across all campuses. It also ensures KU policy aligns with State of Kansas and federal requirements.

If you plan to travel for KU-related business or you book travel for someone who does, please read and familiarize yourself with the new University Business Travel Policy. In particular, please note the areas below, which include some reminders and key changes from the previous campus-specific travel policies and procedures. In many cases, the new policy officially codifies processes and requirements previously announced and already in effect. 

Travel Booking Requirements 

• Booking can only be done after Concur Travel Request (TR) approval is received. The 4-digit TR ID is required to book.
• KU-related travel must be booked within the travel program (Concur or through Collegiate Travel Planners (CTP) travel agents) regardless of funding source.
• If transportation (air/rail) or lodging (hotel/Airbnb) for an employee traveler needs to be booked outside the travel program or it is booked and paid for directly by a non-affiliated third party (e.g., host institution or conference holder), travelers must use Concur TripLink or TripIt to upload itinerary details into Concur for duty of care traveler safety. 

Travel Pre-Approval Submission Requirements

• All University-related overnight travel outside the state must be approved in Concur Request at least 14 days prior to domestic travel or 30 days prior to international travel.  
• For travel planned less than the required 14/30 days prior to departure, approval is not guaranteed. 
• For both domestic and international travel, employee travelers can create and submit their own TR.  
  • If needed, a traveler can set up an Admin as a Request Delegate, and their admin delegate or their SSC/LSI/IPSR support staff can create a Travel Request on behalf of the employee they support. However, the traveler must then log in to Concur and acknowledge and submit their Travel Request.
• Travelers must submit a Zero Dollar Travel Request when externally funded travel involves university business.
• Loaner laptop requests are now automatically part of the international Concur TR approval process.

Additional International Travel Requirements

• Employees traveling internationally must register with the Smart Traveler Enrollment Program (STEP).
• If traveling to a U.S. State Department or Centers for Disease Control level 3 or 4 (high-risk) country, travelers must complete a University Risk Mitigation form, which will be emailed to them by GRS after TR submission.
• Travelers must follow the University Electronic Device Travel Policy and Loaner Laptop/Azure Virtual Desktop Procedure.
• Personal international trips involving KU business, research, or technology devices and systems require a Concur Zero Dollar International Travel Request in order to initiate export control reviews and required loaner laptop checkout process.

Denial of Travel

Employees who are denied travel by the university may not represent the university in any capacity and will not be supported by the university in activities related to the denied travel, including reimbursement of any travel expenses. In addition:

• Employees may not access or use university IT devices or infrastructure during travel. 
• Employees will not be covered under the university’s insurance policy.
• Employees who proceed with non-approved travel do so at their own risk.
• Travel will be considered outside the course and scope of university employment.
• Employees who incur liability will not be covered by the Kansas Tort Claims Act 
• Employees who are injured will not be covered by workers compensation.

Travel Expenses

• Air Travel: Fare Class and Seating
  • Airfare is generally limited to the least expensive unrestricted economy fare class (e.g., standard Economy, Main Cabin, Choice). Basic fare is allowed, but discouraged due to potentially costly restrictions. 
  • Individual flight segments of 3+ hours (previously 4+ hours) are eligible for an extended leg room seat upgrade when funding is available.
     
• Air Travel: Baggage
  • Travelers are generally restricted to one checked bag, although additional bags are allowed with business purpose justification.
     
• Vehicle Rentals
  • Vehicles must be booked in Concur or through CTP with either Enterprise (best for local rentals) or National (best for airport rentals). 
    • However, some larger specialty vehicles must be rented directly with Enterprise or National due to limited inventory. 
    • If Enterprise/National provides documentation of no availability, another rental car company can be used, but Collision Damage Waiver coverage must be added.
  • Rental vehicles are only allowed when the need is documented by showing that local transportation is not a viable option or the trip circumstances necessitate the need for a rental vehicle.
     
• Lodging
  • Lodging limits are now up to 50% above the federal domestic or international lodging rate for the trip or event location.
  • New Kansas Hotel Tax Exemption Requirements - Read Here
  • Alternative lodging (e.g., Airbnb, Vrbo, etc.) requires pre-approval via completion of the Alternative Lodging Pre-Approval Request Form. A PDF of the approval email must be submitted with the lodging receipt.

New Travel Day Meal Per Diem

Our University Business Travel Policy has been updated to reflect a change to the State of Kansas travel policy that is effective as of July 1, 2026: 

• Travel departure and return day meal per diem will be reimbursed at 75% of the trip destination’s federal domestic or international M&IE total rate (less a reduction for any breakfast, lunch, or dinner provided).

Regardless of travel date, all meal per diems processed on or after 7/1/2026 will use this calculation.

Personal Time Mixed with Business Travel

The below changes align the One KU travel policy with current State of Kansas and federal requirements. When adding personal days to a university business trip:

• If business travel includes one or more personal days, along with their airfare receipt travelers must provide a quote of flight cost without personal days at the time of actual ticket purchase for comparison to determine the maximum allowable flight cost.
• If personal days exceed business days, transportation costs are treated as personal expenses and are not reimbursed, per IRS regulations.
• If personal days exceed 14 cumulative days, travelers are no longer covered by university insurance.

Travel Policy Non-Compliance Consequences

Travelers who do not follow requirements outlined in the policy or associated procedures may be:

• Subject to non-reimbursement and/or required to reimburse the university for pre-paid expenses;
• Restricted from future travel; and
• Subject to other disciplinary action.

Carefully Review the Policy

The information above reflects only some of the key changes or call-outs encompassed by the One KU University Business Travel Policy. If you travel on KU-related business, or you book travel for someone who travels, please take the time to carefully review the entire travel policy. 

If you have questions about the One KU University Business Travel Policy or university travel in general, please contact KU Travel Services at travel@ku.edu.

Respectfully,

Lori Gutsch

Director, One KU Travel Services