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Institutional Finance & Administration
KUMC  :  Institutional Finance & Administration  :  Travel Audit  :  Frequently Asked Questions

Frequently Asked Questions

Q. How do I enter a one-way flight on a travel request?
A. Fully explain the reason for the one-way flight in the Comments field on Header 1. On the Basic Flight Info tab, you will be forced to put in a return date and time. Use the day the traveler will actually return from the trip. On the Detail Flight Info tab, the system will allow entry of one flight.

Q. Do I have to create a PeopleSoft travel request for an in-state trip if no state funds were used?
A. No. If no state funds are used, a PeopleSoft travel request is created for Out of State or International travel only.

Q. If I am creating a pre-approval request for a conference with lodging rates exceeding the state maximum, how do I notify Travel Audit of the higher room charge?
A. Fax a copy of the completed DA28   form and a copy of the conference brochure to Travel Audit.

Q. When a trip is complete, does the PeopleSoft travel request have to go back through the approval levels?
A. If the dates of travel have changed or the total amount of the trip is 10% different than what was originally approved, the request does need to go through the approval process again.

Q. What is the telephone number for Short's Travel?
A. (913) 384-4595

Q. Is the vehicle rental only acceptable when using State funds? Can Research Instutute funds be used as well?
A. State and RI funds may be used. When making the reservation request, please reference a "State" or "RI" speedtype. Please be aware that Research Institute maintains their own set of policies. Please check with RI for questions or concerns.

Q. The Policies and Procedures document states "under NO CIRCUMSTANCES can the leased vehicle be driven to a residence and returned the next day."  Does that also mean that you can't pick up a car the night before your trip if you are leaving early the next morning?
A. This pertains to the traveler returning from their travel. We understand that the vehicle may have to get picked up the evening before, due to early departure on the travel day so that would be fine. Upon their return, the vehicle needs to be returned to Hertz. Almost all of the Hertz locations have a drop box to put keys in for late returns after hours.

Q. Has there been a State Employee Personal Use discount code established with Hertz as well?
A. If an employee wants to rent with Hertz for their personal use, they can go to Hertz.com, call their reservation number at 1-888-300-8035, or book at the counter as a walk up. They will have to use the following "CDP" number when booking the rental: 65736. They will also need to have a credit card that Hertz will charge for their personal rental.

Q. Does this policy apply to employees traveling to other States?
A. When out of state, travel by a rental vehicle is only authorized under these circumstances:
1. No public or other ordinary transportation is available.  
2. The business trip includes meetings that will take place in different sites other than your lodging establishment. You will have to provide documentation that supports this claim. In addition, a cost comparison schedule should be provided as to determine the most economic form of transportation and represents the best interest of the state.

If the conference/seminar is held at the same venue as the hotel that the traveler is staying at there's no need for vehicle transportation so it will not be authorized. The traveler will need to pay for their rental vehicle with personal funds and provide receipts to be reimbursed upon the completion of their trip

Q. If a gas card is obtained, who does it belong to?
A. The gas cards are issued to departments. Once the department obtains it, they may distribute it to whomever they approve a rental car for, within their department. Please contact the Purchasing department if you have additional questions about gas cards.

Q. Upon my return, I dropped my vehicle off at Hertz after hours. How do I obtain a receipt that needs to be sent to Travel Audit?
A. Please call the Hertz location that you rented the vehicle from when they open the next day. Provide them with all of your necessary personal information such as name, dates traveled, and confirmation number. They will locate your rental within their system and fax you a copy of the receipt. Upon receiving it, please make a copy for your records and send the other to Travel Audit.

Q. Can a back up driver be used for long trips?
A. Yes, an additional driver may be added. There's no way to indicate it on the reservation however. So, the second driver will have to be present when the vehicle is being picked up so that Hertz can add him/her as an additional driver. It will cost an additional $13.50 per day for additional drivers. That additional driver must also have a drivers licences and be a state employee. For reimbursement purposes, only the primary renter will be entitled to a reimbursement for gas and tolls if applicable. If your department has a gas card then no reimbursements will be made for gas because the gas card should be used.

Q. We have a speaker or job candidate coming in. I know that we can submit a travel request using the "Air Only" vendor and indicating that Travel Audit will pay for their flight. Can we make a reservation request for a Hertz rental car for them?
A. The speaker or job candidate will have to secure and pay for their own vehicle rental. The State of Kansas' contract with Hertz can only be utilized for State of Kansas employees.  If your department chooses to, you may be able to secure a PO to reimburse him/her for their rental expenses. You will have to consult with Purchasing and Accounts Payable to discuss possible reimbursement for their expenses.

Q. Do I need approval to rent a vehicle?
A. Yes, you must have approval from your department head. Also, Travel Audit may ask you to provide additional information to support your need for out of state renting so that it abides by the State policy:

When out of state, travel by a rental vehicle is only authorized under these circumstances:
1. No public or other ordinary transportation is available.  
2. The business trip includes meetings that will take place in different sites other than your lodging establishment. You will have to provide documentation that supports this claim. In addition, a cost comparison schedule should be provided as to determine the most economic form of transportation and represents the best interest of the state.

If the conference/seminar is held at the same venue as the hotel that the traveler is staying at there's no need for vehicle transportation so it will not be authorized. The traveler will need to pay for their rental vehicle with personal funds and provide receipts to be reimbursed upon the completion of their trip

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