Kan. Admin. Regs. § 1-16-18 - Subsistence allowance
(a)
General provisions. Except as otherwise specifically provided by law,
subsistence allowances for in-state and out-of-state travel shall be paid on
the basis of a meals allowance and the actual cost of lodging expenses
incurred, within the limits specified in this regulation.
Meals allowance rates and lodging reimbursement limitation rates established pursuant to K.S.A. 75-3207a, and amendments thereto, shall be issued through informational circulars of the department of administration. Rates shall be established for the following geographic areas or categories of travel:
(1) Travel to in-state
destinations;
(2) travel to
out-of-state destinations;
(3)
international travel. As used in this regulation, "international travel" shall
mean travel outside the 50 states, the District of Columbia, and U.S.
territories and possessions;
(4)
travel involving conference lodging that qualifies under
K.A.R.
1-16-18a; and
(5) other categories as the secretary of
administration deems appropriate.
(b) Meals allowance; general provisions.
Except as provided in subsection (c), the meals allowance shall be paid in an
amount not to exceed rates established pursuant to
K.S.A.
75-3207a, and amendments thereto.
(c) Meals allowance; exceptions.
(1) If the cost of meals is included within
the cost of registration fees or other fees and charges paid by the agency or
is supplied without cost by another party, the meal allowance shall be reduced
by the appropriate per-meal allowance established pursuant to
K.S.A.
75-3207a, and amendments thereto.
(2)
(A)
Except as prohibited by paragraph (c)(2)(B), the agency head or the agency
head's designee may authorize any employee who does not incur lodging expenses
to be reimbursed for one meal on any day on which either of the following
circumstances occurs:
(i) The employee is
required to travel on official state business, and the employee's workday,
including travel time, is extended three hours or more beyond the employee's
regularly scheduled workday.
(ii)
The employee is required to attend a conference or a meeting as an official
guest or participant, and a meal is served during the required attendance
time.
(B) No meals shall
be reimbursed if the location at which the official business is conducted is
within 30 miles of the employee's official station or if a meal is provided at
no cost to the employee.
(C) Each
request for reimbursement of a meal under paragraph (c)(2) shall identify the
date, purpose, destination, and time of the travel, conference, or meeting, and
the meal requested for reimbursement.
(D) Each employee who receives reimbursement
for a meal under paragraph (c)(2) shall be paid at the applicable per-meal
allowance rate established pursuant to
K.S.A.
75-3207a, and amendments thereto.
(d) Lodging expense
limitations; general provisions.
(1)
Reimbursement for lodging, or direct payment of lodging expenses to the lodging
establishment, shall be made on the basis of actual, single-rate lodging
expenses incurred and shall be supported by the original official receipt of
the lodging place or other suitable documentation. Subject to applicable
lodging expense limitations established pursuant to
K.S.A.
75-3207a and amendments thereto,
reimbursement for lodging expenses, or direct payment of lodging expenses to
the lodging establishment, shall be limited to the lodging establishment's
lowest available rate for normal single occupancy on the day or days the
lodging expense was incurred.
(2)
Taxes associated with lodging expenses shall not be included in the applicable
lodging expense limitation rates established pursuant to
K.S.A.
75-3207a, and amendments thereto, and shall
be paid as an additional reimbursement.
(e) Lodging expense limitations; exception.
Specific exceptions to the applicable dollar limitation on lodging expenses may
be made pursuant to
K.S.A.
75-3207a, and amendments thereto.
Notes
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