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Lodging and Per Diem -
Lodging is reimbursement only and must follow the University's Per Diem and Lodging rules.
- Traveler may only be reimbursed at 75% of Per Diem rate on both local and state accounts for the first and last day of travel.
Hotel receipts must have your name listed on them and show a $0 balance due.
- Reservations from Hotwire.com, for example, will not suffice as a receipt.
If staying at a hotel in Texas, you must submit a Hotel Occupancy Form to have state sales tax waived. State sales tax from Texas is not reimbursable.
Please be cognizant of the amount allowed for lodging on the account that you are using.
Rental Cars -
See Rental Car Reservations for more details.
Free or Discounted Travel
An employee cannot be reimbursed for travel if no expense has been incurred. Receiving free transportation or lodging in exchange for mileage or credit card points does not constitute an expense. An employee can be reimbursed for discounted travel only if money was paid directly to obtain the discount. If money is paid directly to obtain a discount, then reimbursement is limited to the lesser of the cost of obtaining the discount, the amount of the discount, or the maximum reimbursement allowed for that type of travel expense.
Voucher Requirements:
• An original, complete, and unaltered receipt from the seller of the discount must be submitted with the voucher transmittal form.
• The voucher must contain a detailed description of the discount.
PROCESS (Cont.)
5) After travel, submit your receipts via the Travel Reimbursement Request system and assign to the KHE Travel Desk, 00055.
- Receipts should be submitted after travel is complete.
- Receipts for meals are not necessary, simply indicate the days you wish to request per diem in your reimbursement request.
6) The admin will request a signature on the voucher sheet associated with your reimbursement. Please check the reimbursement amounts to confirm everything has been included.
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