Key KUMC Changes 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 Workday Spend Authorization (SA) approval is received. The 10-digit SA 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 Pro to upload itinerary details into Concur for duty of care traveler safety.

Travel Pre-Approval Submission Requirements

  • Domestic university-related overnight travel outside the state must have an approved Workday Spend Authorization (SA) at least 14 days prior to domestic travel.
  • International university-related travel must have an approved Concur Travel Request (TR) and Workday SA approval at least 30 days prior to international travel.
  • For travel planned less than the required 14/30 days prior to departure, approval is not guaranteed for late Concur TR or Workday SA submissions.
  • For international travel, employees can create and submit their own TRs. If applicable, an admin can be set up as a delegate to create a Travel Request for an employee they support, but the traveler must then log in to Concur to acknowledge and submit the Travel Request. 
  • Domestic and international Workday SAs can be created, edited and submitted by a delegate but must be approved by the traveler per standard process.
  • Travelers must submit a Zero Dollar Travel Request and/or Spend Authorization when externally funded travel involves university business.
  • Loaner laptop requests are now automatically part of the International TR/SA approval process.

Additional International Travel Requirements

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 choice 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.
    • 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 Payment Method
    • A new employee business KUMC Travel Card is available for any employee who travels, except for contingent workers. The card may be used for necessary and ordinary business travel expenses according to policies. Additional restrictions apply.
       
  • Virtual Conferences 
    • International virtual conference registration fees are coded as international travel and require a Concur Travel Request due to export compliance. 
    • Domestic virtual conference registrations are coded as in-state travel and do not require a Travel Authorization.

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 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).

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