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KUMC Reimbursement of Travel Expenses on KUMCRI Funds

Policy
Purpose: 

This policy serves to ensure that those who travel on KU Medical Center Research Institute Inc. (KUMCRI), official business are compliant with federal and state regulations and sponsor guidelines. Per IRS guidelines, all Travel is subject to withholding. Exemptions exist to waive this withholding requirement in the IRS Accountable Plan Rules which state that travel expenses must have a clear business connection and be properly documented with expenses submitted in a reasonable amount of time after travel. 

Applies to: 

The University of Kansas Medical Center (KUMC), the University of Kansas Medical Center Research Institute, Inc., (KUMCRI), and each of their affiliated entities engaged in the conduct or administration of research supported by KUMC and KUMCRI.

Campus: 
Medical Center, Kansas City
Wichita
Salina
Policy Statement: 

The University of Kansas Medical Center Research Institute (KUMCRI) adheres to federal, state and sponsor guidelines when processing travel reimbursements.  All travel requests on KUMC Research Institute funds, including federally-funded and privately-funded projects, shall contain appropriate approvals and be properly reported.

Per State of Kansas regulations, any State of Kansas employee embarking on travel on behalf of KUMC or KUMCRI is required to seek approval for Out-of-State or International Travel.  To do so, complete the Pre-Travel Process modules in PeopleSoft prior to travel. See “Pre-Approval Procedures” in the KUMC Travel Procedural Reference Guide .

Medical evacuation and repatriation insurance is provided for all faculty and staff traveling abroad for business; see KUMC International Programs for further details and contact information.

When embarking on travel using funds within the KUMCRI, use common sense and good judgment regarding what is or is not a legitimate business expense.  For further information regarding the allowability of items, please see the KUMCRI Travel Reimbursement Procedures.

Original and itemized receipts, with the appropriate authorizing signatures, are to be submitted to the KUMCRI Accounts Payable office after the expenses have been entered into the PeopleSoft Travel Module.

Any expenses outside the scope of the travel and allowances for the travel will be borne by the traveler.

Every Principal Investigator (PI), faculty member, or other authorized person for an account at the KUMCRI must understand that his or her signature serves as certification that the requested expense, to the best of his or her knowledge, is furthering the mission of KUMC.

Any payment to an individual requires the signature of the payee and the authorizing signature of the payee’s supervisor, department chair, or other university administrator. Individuals may not authorize their own reimbursement, per IRS regulations.

Exclusions or Special Circumstances: 

If a department or sponsor has a more restrictive travel policy, then the department or sponsor policy takes precedence. 

Contact: 

Associate Vice Chancellor for Research Administration: 913-588-5436
KUMCRI Senior Deputy Director and Chief Financial Officer: 913-588-5313
KUMCRI Controller: 913-588-5749

Approved by: 
Vice Chancellor for Research
Approved on: 
Wednesday, December 12, 2007
Effective on: 
Wednesday, December 12, 2007
Review Cycle: 
Annual (As Needed)
Definitions: 

Domestic Travel: United States and its territories (American Samoa, Guam, Northern Marianna Islands, Puerto Rico, Virgin Islands).

International Travel: Any travel not defined as Domestic, including Canada and Mexico.

Per Diem: meals and incidental expenses.

Domestic Travel: United States and its territories (American Samoa, Guam, Northern Marianna Islands, Puerto Rico, Virgin Islands).

International Travel: Any travel not defined as Domestic, including Canada and Mexico.

Per Diem: meals and incidental expenses.

Keywords: 
Travel, expenses, reimbursement, research, disbursements
Review, Approval & Change History: 

04/11/2017: reviewed and revised.
05/06/2016: Removed Date Last Reviewed
04/18/2016: Uploaded into Policy Library
10/06/2009: Revised
12/12/2007: Effective Date
11/28/2007: RAC Approved

Financial Categories: 
Disbursements
Research and Sponsored Projects Category: 
Research and Sponsored Projects

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