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Travel FAQ's

Where can I find the travel voucher forms?

The travel form is found on the Jaggaer homepage.

I need help filling out my travel voucher.  Who can I contact?

If you have questions, please contact us at 859-622-1810.  Your department's Administrative Assistant can also be a good resource for help with completing your travel voucher.

Where do I find the mileage reimbursement rate?

The current mileage reimbursement rate is posted on the Accounting & Financial Services website.  You can also find it on the State of Kentucky's website.

My conference begins on the 10th of the month and ends on the 17th.  Do I have to fly out on the 10th and return on the 17th?

No, the University allows for one travel day before the conference and one travel day after the end of the conference.  Any additional days before or after the conference are considered personal days and are the responsibility of the traveler.

What if I choose to drive instead of fly?

If you choose to drive rather than fly to your destination, your mileage reimbursement cannot exceed the lowest cost of a commercial coach round-trip airfare.  Please attach an airfare quote to your Out of State Travel Request form.

Can I be reimbursed for upgrading my seat on my flight? Can I be reimbursed for puchasing "Preferred Boarding Status?"

Many airlines will allow you to choose your seat or board before other passengers for an additional fee.  Since these are not necessary business expenses, they will not be reimbursed nor should they be charged to the University's pro card.

I do not have an itemized hotel receipt.  How can I get reimbursed for lodging?

Please contact the hotel and have them fax or email you a copy of the itemized hotel folio.

How soon can I expect to receive my travel reimbursement?

Travel vouchers are processed on a first-in, first-out basis generally within seven (7) business days of their receipt in our office.  If your voucher is missing documentation, one of the Accounting Clerks will contact either you or your department.  Your voucher will not be processed until the requested documentation is received.

Is there anything I can do to ensure that my travel voucher is processed quickly?

Yes.  Complete and file your travel voucher as soon as possible after returning from your trip.  Before you submit the voucher to Accounting, make sure that all fields are complete.

Submit receipts for all expenses incurred whether out of pocket or paid by the University.    If you attended a conference, workshop, meeting, etc., attach a copy of the event agenda.

Why is my reimbursement different from the amount I requested and why wasn't I notified about the change?

Accounting & Financial Services audits all travel vouchers for compliance with travel regulations.  This includes reviewing mileage, meals, and receipts and verifying that all expenses for which reimbursement has been requested are allowable.  Due to the volume of documents that are processed daily in our office, we are unable to notify you if your reimbursement has been adjusted.  

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