Kansas Department of Administration

4002 Non-Reimbursable Subsistence Expenses

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

Subsistence expenses incurred by employees are not reimbursable in the following situations:

A. Subsistence expenses incurred as a result of an employee residing in a city or town outside the employee's official station or otherwise incurred because of an employee's choice of residence are not reimbursable.

B. Subsistence expenses incurred within the same city as the employee's domicile or within 30 miles of the official station are not reimbursable. However, when determining the distance, vicinity mileage may be considered in addition to the mileage from the KDOT distance chart. See paragraphs 3100(C), 3101, and 3200

C. No subsistence expense may be reimbursed to the employee when the subsistence is furnished at no cost to the employee by any federal, state or local agency or division of government.

D. No subsistence expense may be reimbursed when the employee leaves the official station or domicile and returns on the same day without incurring lodging expense, unless the agency head or designee approves payment to the employee for one meal in limited travel situations in which lodging expense is not incurred. See paragraph 4100(E).

(References: K.S.A. 75-3201, 75-3207, 75-3201a; K.A.R. 1-16-2, 1-16-14, 1-16-18)

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