International Travel

Get Informed
International travel is defined as travel outside the United States and U.S. territories. If your travel is funded through accounts managed by the KU Center for Research, Inc. (KUCR),
become familiar with the KUCR Travel Policy by reviewing the International Travel Guide and Checklist.
Comprehensive Guide PDF
International Travel Guide Checklist
Checklist PDF

Travel Alerts Before planning an international trip, check for travel warnings, country specific information and travel alerts. For travel to countries listed on the US Department of State's "Current travel warnings" please refer to the KU International Programs Travel to Dangerous Locations information. KU does not support travel to countries on the U.S. State Department travel warning list, and students and faculty going there are not to use university, grant or KU Endowment funds. Researchers who choose to undertake such travel must submit a waiver of liability form.

KU Travel Warning Policies
KU Travel Warning Policies
U.S. Department of State Travel Warnings
U.S. Dept. of State Travel Warnings
Faculty Liability Waiver Form
Faculty/Staff Waiver Form PDF
Student Liability Waiver Form
Student Waiver Form PDF
International Travel Expense Policies  
Foreign Travel Costs
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Not be allowed unless foreign travel is specifically budgeted and authorized in the agreement or approved in writing by the sponsoring agency.  If specific travel restrictions included in the terms of a sponsored agreement are more restrictive than KUCR policy, the agency terms will govern.  Travel under a sponsored agreement may require written advance approval of the sponsor agency. Contact your Post Award Team for guidance.
Currency Conversion
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Convert to U.S. Dollars on travel report. Use rates applicable on the date of expense. Document currency conversion calculation with receipts or credit card statement.
Itineraries
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Required for substantiation of international travel to meet Internal Revenue Service (IRS) regulations for documenting personal vs. business travel.  A daily itinerary is required to substantiate the business purpose of the trip. Each travel day shall be identified as either business or personal.
Passport and Visa Fees
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Reimburseable if necessary for completion of the business purpose of the trip.
Per Diem Allowance
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Check the Travel Rate Schedule for information on current per diem rates.
Personal Time Combined with Business Travel
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Business travel combined with personal activities will require additional documentation.  If personal days exceed business days, the cost of transportation may be considered a personal expense and not reimbursed.  International travelers may choose the option of documenting meals with detailed receipts OR claiming the international per diem rate. Only one method may be used per trip.
Travelers Checks Fees
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Reimburseable expense for international travelers only.
U.S. Flag Carriers
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U.S. flag carriers shall be utilized for transportation funded by federal grants and contracts whenever possible. Contact your Post Award Team for guidance prior to booking airfare.

 

TRAVEL ADMINISTRATION
  Accountable Plan  Policy Purpose and Goals  Signature Requirements          
CONTACT
Financial Services
Karen Schaller
Assistant Director
phone785-864-4702
emailkschaller@ku.edu
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