Kansas Department of Administration

3103 Use of Privately Owned Conveyance for Out-of-state Travel Instead of Public Transportation

Posted on October 21, 2021 at 12:49 PM by Kansas Department of Administration

When an agency head or designee authorizes the use of a privately owned or operated conveyance rather than public transportation for out-of-state travel, transportation expense reimbursement is determined as follows:

(A) Travel of one employee only. The employee may be reimbursed the lesser of:

The employee may be reimbursed the lesser of:

1. The total of: actual mileage traveled (round trip mileage from the employee's official station or domicile to the lodging establishment at the destination, whichever is less), turnpike tolls, and parking charges; or

2. airfare in lieu of mileage, which is the total of: round trip mileage from the employee's official station or domicile to the nearest airport (whichever is less), round trip economy airfare from the nearest airport to the airport nearest the destination, and round trip mileage from the airport nearest the destination to the lodging establishment.

The cost comparison of option (1) and (2), including a written airfare quote (this can be printed from an Internet site) should be submitted with the travel expense report. A copy should be retained with the payment’s documentation. This comparison should be made based on airfare rates available on the date the out-of-state travel request is signed.

In addition to the reimbursement allowed in (1) and (2), the employee may be reimbursed for mileage incurred between the lodging establishment and meetings. No taxi or terminal expenses incurred at the destination are reimbursable.

(B) Travel of two or more employees. When two or more employees are traveling together, mileage reimbursement may be paid to one employee for use of the private conveyance as provided in paragraph 3100.

When two or more employees are traveling together, mileage reimbursement may be paid to one employee for use of the private conveyance as provided in paragraph 3100.

Upon written, prior approval of the agency head, exceptions to this paragraph may be granted in unusual circumstances when deemed to be in the best interests of the state. A copy of the approval should be part of the documentation for the travel expense report when submitted for payment.

For subsistence expense reimbursement when using a privately owned or operated conveyance instead of public transportation see paragraph 4304.

(Reference: K.A.R. 1-16-8)

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