A travel request should be filed for all out-of-country travel. Out-of-country travel is authorized through workflow in SAP. A travel request must be authorized via SAP before any arrangements, NKU paid or otherwise, can be made. The request is officially authorized once all system-required levels of approval have been received. Travel expenses will not be reimbursed unless the travel was authorized in advance of the trip.
Travel Requests should be filed through the ESS Travel Tab in myNKU for any trip including overnight travel and overnight in-state travel. Estimate an amount sufficient to refund the traveler for out of pocket expenses. Items such as airline cost that may be charged to the Procurement Card should not be included in the estimated amount.
Please use the Comments section to list the items and amounts (if known or estimated if not) that will be paid for on the Pro-Card. Only actual amounts spent will be charged to departmental budget. If a pre-registration is paid through the purchase requisition route and will not be paid by employee at the meeting, this amount is NOT to be included on the authorization. If a state vehicle will be used, the amount for that should NOT be included. If your expense report is 10% greater than your out of pocket amount encumbered on your approved travel request, please attach an email from your department/cost center head approving this increase.
Please note if traveling to a European Union country a completed General Data Protection Regulation (GDPR) Notice form needs to be signed off and attached to the travel request. The form can be found at this link here and more information from NKU Legal can be found at this link here.
Once the travel request has been approved and after travel is complete, an expense report should be submitted. Expense Reports should be created in the ESS Travel Tab in MyNKU. As a suggested best practice for travel, expense reports should be filed shortly after returning from your trip. Total reimbursement for any out of country trip shall be submitted on one travel expense report. If the travel is being charged to a grant account, be aware of the grant's expiration date. If travel occurs at the end of the grant period, always submit the travel expense report as soon as possible regardless of the amount.
Combining personal with business travel:
When combining personal with business travel, all travel expenses must be paid using personal funds, not with a University Procurement Card or any other method using University funds. Any personal choice that is included with the employees business travel must be supported with a business travel only cost comparison.
In all cases that personal and business travel are combined on an airline ticket, a valid airfare cost comparison must be secured for what the airfare would cost if the traveler were only flying on official NKU business. This cost comparison must be attached to the travel expense report.
Airline Travel-Commercial airline travels shall be coach/tourist class or other reduced rates and on this country's airlines. Additional expenses for any seat upgrades will not be reimbursed. Airline tickets may be ordered through the authorized travel agency of the university, AAA or online through Concur. Airline tickets may also be charged to the departmental procurement card.
Grants and Contracts Travel:
NKU traveler's traveling on funds provided by a federally funded grant or contract, must use a U.S. flag carrier, regardless of cost or convenience. A U.S. flag carrier is an airline owned by an American company. However, there are times when a foreign carrier can be used through code sharing, open skies agreements, or time restrictive exceptions. See link below for the Fly American Act federal regulations.
https://www.gsa.gov/policy-regulations/policy/travel-management-policy/fly-america-act
Meals:
For out-of-country areas, either actual costs or high-rate per diem may be reimbursed. Actual meal costs will be paid provided original, itemized receipts for each meal are attached. If no receipts are provided, high-rate per diems may be claimed for ALL meals. (This is based on the entire trip. You cannot claim actual expenses one day and per diems another.)
Listed below are the foreign per diem rates:
Breakfast (must include 6:30 a.m. - 9:00 a.m.)* $10.00
Lunch (must include 11:00 a.m. - 2:00 p.m.)* $11.00
Dinner (must include 5:00 p.m. - 9:00 p.m.)* $23.00
*Authorized travel must depart before first time and must end after second time
