Travel Services - Travel Reimbursement
Travel Services strives to ensure that University employees promptly receive ACH reimbursements for official University business travel expenses. TRIP, our integrated online travel solution, is used to request approval to travel and to request reimbursement for business travel expenses. TRIP is easily accesible through the Employee Self Service (ESS) portal for all employees, and online training materials and quick reference cards are available here as well. TRIP also provides the history of each employee’s travel, and records are stored electronically for easy access and reporting.
TRIP Training Materials
Required Travel Documentation
Forms
Quick Reference Cards
TRIP Training Materials
These links will take you to the myUK login page. Enter Employee Self Service (ESS), then enter Travel Requests and Travel Expenses to access these training materials.
- How to Set Yourself Up As a Proxy
- How to Process a Day Trip
- How to Process an Overnight Trip
- How to Approve a Travel Document
Required Travel Documentation
Airline Receipt Requirements
Must show:
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Name of traveler.
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Ticket number.
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Ticket issue date.
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Travel vendor from which ticket was purchased.
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Complete itinerary.
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Type of credit card used for payment.
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Payment for airfare plus any applicable vendor fees.
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Documentation showing exchanged ticket transactions (if applicable).
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Cost Comparison from Concur or Trip Manager if ticket was purchased from an alternate vendor.
See Travel Management Services for additional information about booking official University of Kentucky business travel.
Hotel Receipt Requirements
Must show:
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Name of traveler.
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Name of hotel.
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Dates of arrival and departure.
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Room rate.
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Type of credit card used for payment.
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Payment for hotel charges and applicable taxes ("zero" balance).
Car Rental Receipt Requirements
Must show:
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Name of traveler.
Name of car rental company.
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Dates of car pickup and return.
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Daily or weekly rate (whichever is applicable).
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Type of credit card used for payment
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Payment of rental car charges and applicable taxes.
Forms
FAQ's
All of the following questions can be answered by viewing the Business Procedures Manual.
How do I learn more about allowable travel reimbursements or compiling travel documents?
If you are traveling on University business or you are responsible for compiling travel documents, read sections E-5-1 and E-5-2 of the Business Procedures Manual.
If you are submitting the travel reimbursement via paper please click here for guidance and see websites below.
Where can I find the reimbursement amounts for domestic or international per diem meal rates?
Please note that payment for a meal per diem requires the traveler to have an overnight stay and be in travel status throughout the entire time frame established for that meal. Subsistence cannot be claimed for meals included in registration fees. See the chart below for the appropriate time frames:
Meal |
Begin Time |
End Time |
Breakfast |
6:30 a.m. |
9:00 a.m. |
Lunch |
11:00 a.m. |
2:00 p.m. |
Dinner |
5:00 p.m. |
9:00 p.m. |
Quick Reference Cards
TRIP (Travel):
TRIP Copy to Another Employee.pdf
TRIP Copy to New Dates for Same Employee.pdf
TRIP Country-Region Search.pdf
TRIP Documentation in ECM-Enterprise Content Management.pdf
TRIP Documentation in SAP-FB03.pdf