Kansas Department of Administration

4200 Lodging Expense Reimbursement

Posted on 10/21/2021 at 12:49 PM by Kansas Department of Administration

(A) General. Employees may be reimbursed for actual lodging expense incurred, including tips to hotel porters, bellhops, doormen, and maids. The total amount for lodging and tips may not exceed the established lodging expense limitations shown in paragraph (B) below. Taxes associated with lodging are not considered when applying the maximum lodging limit to the traveler's lodging rate. Thus, the amount reimbursed or paid for lodging expense may exceed the established limitation by as much as the amount of associated taxes.

General. Employees may be reimbursed for actual lodging expense incurred, including tips to hotel porters, bellhops, doormen, and maids. The total amount for lodging and tips may not exceed the established lodging expense limitations shown in paragraph (B) below. Thus, the amount reimbursed or paid for lodging expense may exceed the established limitation by as much as the amount of associated taxes.

Lodging expense reimbursement is limited to the lodging establishment's lowest available rate for normal single occupancy on the day (or days) the lodging expense was incurred. The official receipt from the lodging establishment must be part of the documentation submitted with the employee's travel expense report. Non-itemized lodging receipts are sufficient for reimbursement unless rates are higher than the single rate and/or include charges in addition to room rate and taxes. Receipts provided to employees using express checkout are also acceptable provided that the dates of lodging, the daily room rate, and the total lodging charges are in agreement.

In limited exceptional circumstances, the lodging expense may be reimbursed without the official receipt with written justification included as part of the documentation for the travel expense report explaining why the official lodging receipt is unavailable and a statement that the claim represents a true and actual claim in accordance with current travel law. The justification should include the dates of lodging and an itemized breakdown of charges (daily room rate, taxes, telephone, etc.). The agency head, or designee authorized to approve the travel forms, must approve the justification. If lodging was obtained from another source, a justification of why lodging was not obtained from a lodging establishment must be included with the travel expense report.

Employees are not required to share lodging accommodations with other state employees when traveling. However, if employees choose to share lodging accommodations, one employee may be reimbursed for the entire room charge, with the payment vouchers for those staying in the room cross-referenced.

All out-of-state lodging reservations should be booked in accordance with the agency’s travel policy.

. The daily lodging expense limitations are as follows:

In-state and border city                                               $85.00

Out-of-state                                                                $110.00

Out-of-state, high-cost geographic area                 $159.00

Out-of-state travel - special designated                  $174.00 

       high-cost geographic area

Conference lodging qualified under                          Actual

        K.A.R. 1-16-18a(e)

International travel                                                       Actual

A complete listing of border cities is provided in Appendix A and a complete listing of high-cost and special high-cost geographic areas is provided in Appendix B. See paragraph 4300 for information which may affect the lodging reimbursement amount for travel to high-cost geographic areas.

(B) Lodging expense limitations

 

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