Kansas Department of Administration

4303 Subsistence Reimbursement in Special Travel Situations.

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

1. Re-designation of official station. When an employee has been continuously stationed at one location for three months that place shall be immediately designated as the employee's official station and no further subsistence expense incurred there may be reimbursed. This is also true when an employee travels to a location for three months or more and spends more than one-half of the normal work time there. Agencies may make a maximum of two requests to Audit and Assurance to extend the subsistence payments. Each request may be for a period of three months or less. Requests to pay subsistence expenses for the maximum two additional periods should be submitted to Audit and Assurance on form DA-34, Subsistence Extension Request. See section 6300 for DA-34 completion instructions.

2. Leave of absence while in travel status. When an employee is granted leave of absence while on official travel (including Saturdays, Sundays and holidays), the date and hour the leave begins and the date and hour the leave ends should be shown on the employee's travel expense report to properly determine allowable subsistence expenses.

3. Weekends. Employees may be paid subsistence reimbursement while in travel status on Saturdays, Sundays, and holidays even though no official business may occur. An employee may be reimbursed for transportation and subsistence expenses incurred while returning home over the weekend provided the reimbursement amount does not exceed the amount that would have been allowed had the employee remained at the city, town or location traveled to.

(References: K.A.R. 1-16-3, 1-16-4, 1-16-5)

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