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.
Before planning an international trip, check for travel warnings, country-specific information and travel alerts. For travel to countries listed on the U.S. 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.
International Travel Expense Policies
Please note: As of March 2020, nonrefundable travel costs and travel cancellation fees for travel canceled due to public health concerns related to the outbreak of coronavirus (COVID-19) are allowable on sponsored projects, as long as planned travel was allowable on the project and appropriate documentation is provided to show an attempt to obtain refund.
Foreign Travel Costs
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.
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.
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
Reimburseable if necessary for completion of the business purpose of the trip.
Per Diem Allowance
Check the Travel Rate Schedule for information on current per diem rates.
Personal Time Combined with Business Travel
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
Reimburseable expense for international travelers only.
U.S. Flag Carriers
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.