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Prospective Graduate Student Travel Reimbursements

Policy
Purpose: 

As part of KU’s continuing effort to attract top graduate and law students into its academic and research programs, general use and restricted use funds may be spent on travel to bring recruits to campus. The recruitment of graduate and law students furthers the mission of the University and is essential in building strong programs.

Applies to: 

All Lawrence Campus departments involved in graduate and law student recruitment.

Campus: 
Lawrence
Edwards
Parsons
Juniper Gardens
Yoder
Topeka
Policy Statement: 

Reasonable transportation, meals, and lodging travel costs may be reimbursed for a prospective graduate or law student invited by KU to come to the University as part of a formal recruiting process.

Reimbursement for expenses will be made following KU’s travel reimbursement policy, which currently qualifies as an IRS “Accountable Plan”. Thus, the reimbursements will not be considered taxable income to the students being recruited. Reimbursement under the accountable plan also will exempt the University from any reporting or withholding of tax when payments are made to student recruits who are nonresident aliens for tax purposes.

Expenses for spouses, sons, daughters, or other relatives or associates of the prospective student will not be reimbursed.

Expenses for immediate family members (e.g., spouses, sons or daughters) of current University employees will not be reimbursed.

Unless specifically listed below, expenses for prospective graduate and law students are reimbursed under the regulations governing normal employee travel reimbursements.

Specific guidelines for eligible expenses

  1. Transportation costs:
    • Prospective graduate and law students will be reimbursed for either (a) the actual cost of the coach/economy airfare plus any ground transportation expenses, (b) bus/rail ticket or (c) mileage at the rate allowed by KU/State of Kansas mileage reimbursement, whichever is less.
    • Original receipts are required for all transportation costs except for tolls and parking. Toll and parking receipts should be requested if available, but are not required for reimbursement.
    • Department may purchase airfare on behalf of a prospective graduate or law student by charging the ticket against an Enhanced Standard Business Procurement Card (BPC).
  2. Subsistence/Per Diem:
    • Travel subsistence for prospective students will be reimbursed at actual cost up to KU/State of Kansas Meal Allowance Rates.
    • This includes travel inside the State of Kansas.
    • Original meal receipts are required.
  3. Lodging:
    • Lodging expenses for prospective graduate and law students will be reimbursed for the actual cost of a single occupancy room rate. When lodging is paid directly by the Institution, either through direct bill or through an Enhanced Standard BPC, the hotel/motel should not collect any sales tax associated with the lodging expenses.
    • Original receipts are required.
  4. Alcohol:
    • Prospective graduate and law students cannot be reimbursed for alcoholic beverages or alcohol-related costs under any circumstances.
  5. Cancellation or Change Fees Incurred Due to Travel Changes:
    • Prospective graduate and law students may be reimbursed for a cancellation or change fee if the charge was incurred for any of the following reasons:
      • Change in the University’s business needs
      • Natural disaster
      • Personal emergency or illness
    • Original receipt is required as proof that the cancellation has been paid.
  6. Receipts:
    • Receipts are required for expenses incurred by prospective students.

Travel expenses for prospective graduate and law students are allowable using both general use and restricted fees funds (e.g., Fund 099 and Fund 700). Department cost centers to be used include cost centers generated by the Office of Graduate Studies for graduate student related expenses. In all cases, the last three numbers of the cost centers end in 567 or 568. These cost centers will be used for expense tracking purposes. There are no budget transfer limitations on these cost centers. In addition, KUEA funds may be used for recruitment activities.

Exclusions or Special Circumstances: 

Expenses for spouses, sons, daughters, or other relatives or associates of the prospective student and expenses for spouses, sons, and daughters of current KU employees will not be reimbursed.

Contact: 

Comptroller
Contact:
comptroller@ku.edu
Phone: 785-864-3066 or 785-864-3276
Fax: 785-864-5829

Office of Graduate Studies
Contact:
graduate@ku.edu
Phone: 785-864-8040
Fax: 785-864-7209

Approved by: 
Senior Vice Provost of Academic Affairs
Approved on: 
Wednesday, October 12, 2011
Effective on: 
Monday, October 17, 2011
Review Cycle: 
Annual (As Needed)
Keywords: 
Graduate student recruitment, law student recruitment, travel reimbursement for prospective graduate and law students
Review, Approval & Change History: 

01/13/2015: Policy formatting cleanup (e.g., bolding, spacing).

04/03/2014: Made technical edit to Related Forms section.

03/12/2014: Removed one subsistence/per diem guideline that mandated the use of private funds to reimburse for meals of university employees. This change was approved by the Senior Vice Provost, Academic Affairs and Vice Provost, Administration and Finance.

10/12/2011: Approved by Sara Rosen, Senior Vice Provost, Academic Affairs, and Diane Goddard, Vice Provost, Administration and Finance

10/12/2011: Developed by the Office of the Provost and Executive Vice Chancellor in consultation with the Office of the Comptroller

Financial Categories: 
Travel

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