ky state travel regulations

Chapter 2 - Travel Expense and Reimbursement

• State Regulations
• § 200 KAR 2:006 - Employees' reimbursement for travel

State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.

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Overview of EKU Travel Regulations

Eastern Kentucky University follows the travel requirements and procedures found on EKU's  Policy and Regulation website .   (If the link to the Travel policy is unavailable, the policy may be undergoing review.) These regulations apply to everyone traveling on official University business.  This includes employees, students, and contractors. 

Reimbursement of Travel Expenses

A Travel Expense Voucher must be properly completed and documented, inclusive of the entire travel period, properly approved and forwarded to the University Accounts Payable Office as soon as possible but no later than 60 days.

• Travelers should be aware that Internal Revenue Service (IRS) regulations (26 CFR 1.62-2) require that Travelers report all travel expenses accurately and completely within 60 days or the amount will be treated as personal wages on the Traveler’s IRS Form W-2. Travelers must include sufficient documentation as described herein (or original documentation as required herein) to support the amount, time, place, and business purpose of the travel expense. Travel expenses that are not accurately and completely reported are required to be included as personal wages on the Traveler’s IRS Form W-2. 
• Travel voucher forms are generally updated at the beginning of each quarter.  You should ensure that the correct form for the appropriate time period is completed.  
• Do not split one trip between two separate vouchers unless the trip includes travel in two different quarters.  If more than one source of funding is used for a trip, the one travel voucher should include all budget account numbers to be charged along with the appropriate financial manager's signatures.  
• Vouchers must include documentation for all expenses incurred during the trip whether paid by EKU or by the traveler.  
• A Travel Expense Voucher must be submitted even when all travel expenses are paid with a University procurement card.
• Vouchers are processed on a first-in, first-out basis.  Vouchers submitted without all required documenation will not be processed until the documentation has been received.

Travel to Canada:     All amounts shown on the travel voucher must be converted to U.S. funds with documentation attached certifying the actual exchange rate of currency during the trip.  Please visit  www.oanda.com  or other online currency conversion websites for assistance with obtaining exchange rates and conversions.

Travel Outside of the United States and Canada:  

• Meal reimbursement is based on actual expenses, not per diem.
• You must submit  original  receipts, including meal receipts, with the travel voucher; and,
• All amounts shown on the travel voucher must be in U.S. funds.  All receipts must be converted to U.S. funds with documentation attached certifying the actual exchange rate of currency during the trip.  Please visit  www.oanda.com  or other online currency conversion websites for assistance with obtaining exchange rates and conversions.

Transportation

Travelers shall use the most economical, standard transportation available and the most direct and usually-traveled routes.  Expenses added by the use of other transportation or routes shall be assumed by the individual.

• Buses and subways are encourgaged for city travel.  Taxi fare shall be allowed if more economical transportation is not feasible.
• Commercial airline travel shall be the lowest negotiated coach or tourist class.  Additional expense for first-class travel or other upgrades shall not be reimbursed by the University.
• State owned vehicles with their credit cards may be used for state business travel if available and feasible.  Mileage payment shall not be claimed if state-owned vehicles are used. 
• Vehicle rentals shall adhere to the following:
• Rental vehicles may be used only for Approved Business (as defined in the Motor Vehicle Use Regulation ). All drivers of rental vehicles must qualify under University’s Motor Vehicle Use Regulation.
• Vehicle rentals for Approved Business are covered by the University’s automobile insurance policy in generally the same way as coverage is provided for University-owned vehicles. Various forms of insurance (Collision Damage Waiver [CDW], Loss Damage Waiver [LDW], Physical Damage Waiver [PDW], Liability Insurance Supplement [LIS], Personal Accident Insurance [PAI], Personal Effects Coverage [PEC], etc.) if purchased from the rental agency by the Traveler are neither authorized nor payable as an approved University travel expenditure.  
• When renting a vehicle, ensure that Eastern Kentucky University is listed as the lessee (i.e. "Eastern Kentucky University / Jane Doe").
• Employees should seek the most practical and economical vehicle for rental.  
• The use of or rental of fifteen (15)-passenger vans is not permitted.  
• When returning a rental vehicle, please adhere to the rental agency’s policy regarding refueling and do not purchase fuel through the rental agency.

Mileage Reimbursement

Mileage reimbursement rates are established on a sliding scale according to the AAA Daily Fuel Gauge Report average retail fuel cost for Kentucky.  The rate is adjusted quarterly on July 1, October 1, January 1, and April 1.

• The current mileage rate and history is maintained on the Kentucky Finance and Administration Cabinet's website under "State Employee Travel."
• Mileage may be calculated using www.mapquest.com , www.randmcnally.com , or any similar mileage software. 
• Mileage claims, based on official mileage maps, must be more economical than alternate means of transportation, including vehicle rental and air transportation.  Please attach an airfare and rental car quote to your Out of State Travel Request form.
• Mileage commuting between home and workstation will not be reimbursed.
• Mileage claims for the use of privately-owned vehicles shall be allowed if a state vehicle was not available or feasible.
• If an employee's point of origin for travel is the employee's residence, mileage will be paid for the shorter of the mileage between:
• Residence and travel destination; or
• Workstation and travel destination.
• If an employee's point of origin for travel is the employee's workstation, and after proceeding to a travel destination, the employee's final destination is the employee's residence, mileage will be paid for the shorter of mileage between:

Accommodations

Lodging shall be the most economical, as determined by considering the location of the lodging.  Reimbursement is made for actual expense incurred including tax but cannot exceed the single room rate.  Traveler must attach a hotel folio as well as proof of payment to the travel voucher.

Subsistence Per Diem

• Subsistence per diem is paid when the Traveler’s authorized work requires an overnight stay and a travel destination of more than 40 miles away (one way) from the Traveler’s Regular University Workstation or home, whichever is less. Lodging receipts are required to substantiate an overnight stay.  
• The University subsistence per diem rate for Approved Travel meals, including associated taxes and gratuity (no more than 20% of the cost of the meal), is $36 for low rate travel areas and $44 high rate travel areas. The University will prorate the subsistence per diem rate for departure days and return days as shown by the chart below:

*High rate travel areas:   https://finance.ky.gov/office-of-the-controller/office-of-statewide-accounting-services/Documents/High%20Rate%20Travel%20Areas.pd f

• Receipts are not required for subsistence per diem reimbursements.
• Meal expenses that exceed the subsistence per diem rate are the personal responsibility of the Traveler.
• There is no subsistence per diem for meals included in the cost of lodging, conference or meeting registration expenses, or otherwise provided at no cost to the Traveler as part of the event. Travelers must deduct all included meals from the subsistence per diem rate as follows:
• Low rate areas: $8 for breakfast, $10 for lunch, and $18 for dinner
• High rate areas: $10 for breakfast, $11 for lunch, and $23 for dinner
• For international business travel meals, the reimbursement rate is the actual meal costs substantiated by an original, itemized receipt. Expenses associated with travel to Canada will be treated the same as travel in the U.S. Credit card receipts without itemization are not acceptable documentation. If the Traveler does not submit original, itemized receipts, then the Traveler will be reimbursed at the subsistence per diem rate of $44.
• The purchase of alcoholic beverages is not a permitted reimbursable expense and will not be paid or reimbursed by the University.

Other Meals

• Travelers attending a function such as a luncheon or dinner meeting may be reimbursed for the actual meal cost instead of subsistence per diem when the employee’s attendance is required. The Traveler must submit with the travel voucher the original, itemized receipt for the meal and a memorandum from his or her supervisor noting the employee’s required attendance.
• Employees chaperoning student group travel that does not include an overnight stay and who are required to remain on duty during a group meal may be reimbursed at 75% of the Away Day subsistence per diem rate.
• Students traveling on University activities with faculty and staff may be exempt from the subsistence per diem limits. Exemptions must be reasonable and justifiable and must be substantiated with original, itemized receipts.

R egistration

Departmental pro-cards can be used to pay registration fees when credit card payments are accepted by the vendor.  If the registration amount exceeds the limit on the departmental pro-card, please contact the Pro-card Administrator for assistance.

• Registration fees may be paid by University check.  Complete a direct pay request and submit it along with the completed registration form to Accounting & Financial Services, Coates CPO 3A.  If the vendor does not have an EKU ID number, please have them complete a W9 form and submit it to Purchasing.  Once Purchasing has assigned the vendor an ID number, you will be able to complete the direct pay request in EKU Direct.  Please submit your request in a timely manner so that a check can be processed and mailed to the vendor before any deadline.  
• Registration fees prepaid by the University, either by check or pro card, should be listed on the travel voucher under "Prepaid Expense Items."  Please attach supporting documentation.
• Travelers may elect to pay registration fees out of their personal funds.  In order to be reimbursed for this expense, please list the amount on the travel voucher under "Other Expense Items" and attach your receipt and supporting documentation.
• Travelers cannot be reimbursed for registration expenses until after the registered event has occurred.  Travelers are encouraged to use the University pro-card or University checks to limit their out of pocket expenses.
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Florida Cracks Down on Airbnb Sparking Backlash

Posted: March 26, 2024 | Last updated: March 26, 2024

The Florida State Senate has recently passed a legislative proposal granting state authorities enhanced regulatory powers over the short-term vacation rental market.     

This move is aimed at companies like Airbnb and Vrbo, marking a significant shift from local to state-level oversight. Lawmakers throughout Florida have shown resistance to this change, signaling a complex debate surrounding the balance between state control and local autonomy in the vacation rental industry.  

State Supersedes Local Regulations

Under the new bill, SB 280 , the state's power would overrule city and county regulations concerning short-term vacation rentals that were approved since 2016.     

However, any regulations enacted before this date would remain unaffected . This legislative action represents a centralized approach to managing the short-term rental market, aiming to standardize regulations across the state.   

New Requirements for Rentals

The legislation introduces several new requirements for short-term rentals, including occupancy limits of two people per bedroom, with an additional allowance for two people in common areas.    

Moreover, rental owners will be mandated to register their properties with the local government. Failure to comply with these registration requirements could result in fines up to $500 if not rectified within 15 days.  

Dedicated Response Personnel Required

An additional provision in the legislation mandates that all short-term vacation rentals must have a designated person available 24/7 to respond to renter complaints and emergencies.    

This requirement aims to ensure that any issues can be promptly addressed, improving the experience for renters and addressing potential concerns from neighboring residents. 

Statewide Database and Tax Collection

The Department of Business and Professional Regulation (DBPR) is tasked with creating a comprehensive database of all short-term vacation rentals within Florida.     

Furthermore, platforms and operators, such as Airbnb and Vrbo, are required to collect and remit specified taxes on behalf of the counties, streamlining the tax collection process from these rentals.   

Enforcement and Oversight

To facilitate the enforcement of these new regulations, the DBPR will hire nine additional officers. This decision, however, has faced criticism from individuals like Brevard County Republican Randy Fine, who expressed concerns about the effectiveness of such a small team managing the vast vacation rental market across the state.  

Fine stated , "There will be nine people – not in your homes. Not in your neighborhoods, not in your counties. Not in your cities – there'll be nine people here [in Tallahassee]."  

Florida's Vacation Rental Market

The short-term vacation rental market is a significant component of Florida's tourism industry, attracting over 100 million American tourists annually since 2019.  

Last year, the state welcomed approximately 122.89 million U.S. tourists, illustrating the economic importance of this sector to the Sunshine State's economy. 

Airbnb's Economic Contributions

In a demonstration of the economic impact of short-term rentals, Airbnb reported generating $387 million in tourism taxes for the state of Florida in 2023 alone.   

This figure represents the highest amount of tourism taxes collected by Airbnb in any state, highlighting the significant role that short-term rentals play in Florida's tourism and economic landscape.  

Opposition and Calls for a Veto

The bill's passage has sparked considerable opposition , with many urging Republican Governor Ron DeSantis to veto the legislation.      

Critics argue that the bill centralizes too much control at the state level, removing the ability of cities and counties to regulate the short-term rental market effectively according to their local needs and concerns. 

Stakeholder Reactions

Various stakeholders, including the Florida Realtors Association and the Florida Alliance for Vacation Rentals (FAVR), have publicly called on Governor DeSantis to veto SB 280 .     

They argue that the legislation is "a unique example of very 'imperfect' legislation" and emphasize the importance of maintaining a balance between private property rights and local government regulation.  

Potential Impacts on Tourism and Local Governance

The bill's critics, including city officials and local government representatives, have raised concerns about its potential to disrupt local tourism economies and undermine local regulatory efforts.    

They emphasize the importance of local autonomy in addressing the unique challenges and opportunities presented by the short-term rental market in their communities.  

The Path Forward

The legislation is now awaiting Governor Ron DeSantis's decision. If signed into law, it would take effect on July 1, 2024 , marking a significant change in how short-term vacation rentals are regulated in Florida. 

The outcome of this decision could have far-reaching implications for the state's tourism industry, local governance, and the short-term rental market.  

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How will Kentucky's medical marijuana program be regulated? Here's where things stand

The Kentucky Medical Cannabis Program — which regulates the legal cultivation, production, sale and use of medical marijuana products — is set to officially start Jan. 1, 2025.

But before patients and businesses can take part, the state still needs to finalize its regulations to oversee the emerging industry in the commonwealth.

Gov. Andy Beshear signed Senate Bill 47 into law last March, legalizing the medical marijuana industry in Kentucky. The bill put the Cabinet for Health and Family Services in charge of regulations for the industry.

In early January, Beshear's administration filed its first set of 10 regulations governing the industry and providing a framework for how businesses will operate.

These regulations were filed the same day, Beshear urged the expansion of the medical cannabis program to include 15 additional qualifying conditions.

Prep for the polls: See who is running for president and compare where they stand on key issues in our Voter Guide

The 10 regulations focus on cultivators, processors, producers, safety compliance facilities, dispensaries and more.

They include tracking from seed to sale, establishment of product safety testing standards and a license requirement for both consumers and businesses to participate in the industry.

According to the website for the state medical cannabis program, the cabinet is in the process of developing additional regulations.

"In the coming weeks and months, the Cabinet will promulgate additional regulations on how patients and caregivers can become cardholders and how individuals and businesses can apply for a medical cannabis business license," Brice Mitchell, a cabinet spokesperson, told The Courier Journal in an email.

The simple act of filing regulations does not guarantee they will go into effect. First, there will be a public comment period. Afterward, the cabinet will review and consider the public input and potentially tweak the regulations. Then, the regulations head to the General Assembly for approval.

A public comment hearing on the regulations will be held March 25 at 9 a.m. via Zoom. To attend, interested parties must notify the cabinet in writing by March 18 at [email protected].

Here's a look at three key points in the 10 medical marijuana regulations filed by the Beshear administration:

Medical marijuana must be grown indoors

Despite Kentucky's natural agricultural advantages that help the region produce high quality bourbon, racehorses and hemp, the regulations say all medical cannabis must be planted, grown, cultivated and harvested " in an enclosed, locked facility ," including a room, greenhouse, building or other indoor enclosed area.

Currently, the state allows for hemp, a cannabis plant with less than 0.3% THC content, to be grown outside .

Strict packaging and labeling requirements for products

Following in Beshear's footsteps when he filed an executive order in 2022 to regulate the packaging of delta-8, a hemp derived marijuana alternative , the cabinet has placed an emphasis on controlling packaging standards in an effort to protect the public from accidental consumption of medical marijuana and to ensure there is no confusion about what is in a product.

"The packaging and labeling regulation provides a consistent standard for how packaging and labeling medicinal cannabis products will occur and how information required under state law ... will be displayed on product labeling to protect and inform Kentucky consumers," Mitchell said.

The packaging and labeling regulations require medical cannabis products to not resemble commercially available major-brand, edible non-cannabis products, such as popular candies or snack foods. The package must clearly state the item inside contains medical cannabis.

The state government also wants no representation that could mislead consumers to believe the medical marijuana product has been endorsed by the state or any packaging that would be attractive to minors.

Packages must also be child resistant, have a two-step opening process and be labeled with product warnings, THC content, CBD content and more.

Dispensaries are final line of consumer safety defense

By the time products have reached a dispensary, they will have been vetted for a variety of safety factors in multiple steps along the way before ever reaching the customer.

But it's up to the dispensary and its employees to ensure consumers buy what they legally can and what they intend to buy. For example, "vaporizing" methods of medical marijuana can't be sold to those under the age of 21. Also, no medical cannabis products can be sold directly to a minor. One caveat is that a patient's caregiver, such as a parent, can be legally authorized to buy medical marijuana for a minor to use.

Dispensaries will be allowed to sell raw flower, a part of the cannabis plant often used for smoking, but not "any medicinal cannabis accessory that is used solely for the purpose of smoking medicinal cannabis, including rolling papers and lighters."

Mitchell said the sale of raw flower is aimed at allowing patients the ability to make "homemade edibles/baked goods and teas."

Industry experts like Dee Dee Taylor, the owner of 502 Hemp Wellness Center, 812 Hemp and a member of Beshear's medical cannabis advisory committee , finds it "comical" and "naive" to not allow smoking for patients, noting many patients would likely still use flower to smoke.

Others like Jim Higdon, the co-founder of Cornbread Hemp, which sees the medical cannabis industry as a "natural progression" of his business, said the no-smoking provision in the state program is "unique in the nation."

The dispensary regulations also require that a dispensary cannot be located in a shared space with a medical cannabis practitioner. Medical marijuana can be sold only within a licensed, enclosed building or secure structure.

Dispensaries will be allowed to operate only within the hours of 8 a.m. to 8 p.m.

Contact business reporter Olivia Evans at [email protected] or on X, the platform formerly known as Twitter at @oliviamevans_ .

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• Per Diem Lookup

City Pair Program (CPP)

The OMB-designated Best-in-Class City Pair Program procures and manages discounted air passenger transportation services for federal government travelers. At its inception in 1980 this service covered only 11 markets, and now covers over 13,000 markets. Today, CPP offers four different contract fares.

Fare finder

• Search for contract fares

Note: All fares are listed one-way and are valid in either direction. Disclaimer - taxes and fees may apply to the final price

Taxes and fees may apply to the final price

Your agency’s authorized travel management system will show the final price, excluding baggage fees. Commercial baggage fees can be found on the Airline information page.

Domestic fares include all existing Federal, State, and local taxes, as well as airport maintenance fees and other administrative fees. Domestic fares do not include fees such as passenger facility charges, segment fees, and passenger security service fees.

International

International fares do not include taxes and fees, but include fuel surcharge fees.

Note for international fares: City codes, such as Washington (WAS), are used for international routes.

Federal travelers should use their authorized travel management system when booking airfare.

• E-Gov Travel Service for civilian agencies.
• Defense Travel System for the Department of Defense.

If these services are not fully implemented, travelers should use these links:

• Travel Management Center for civilian agencies.
• Defense Travel Management Office for the Department of Defense.

Contract Awards CSV

Download the FY24 City Pair Contract Awards [CSV - 1 MB] to have them available offline. The file updates after 11:59 pm Eastern Time on standard business days. Previous fiscal year contract awards can be found on the Fiscal documents and information page . To read more about the contract award highlights, please see our Award highlights .

Instructions for the FY24 CSV file

All fares are listed one-way and are valid in either direction. In the CSV file, Origin and Destination are in alphabetical order regardless of travel direction. The Origin is the airport code (domestic travel) or city code (international travel) that comes first alphabetically and the Destination is the airport or city code that comes second alphabetically.

For example, you are traveling from Washington, DC to London, England. You know the city codes are WAS and LON respectively. The city code LON comes first alphabetically and WAS comes second alphabetically. To find the contract fares, you filter:

City Pair Program benefits and info

CPP offers government travelers extra features and flexibility when planning official travel, in addition to maintaining deep program discounts. These include:

• Fully refundable tickets.
• No advance purchase required.
• No change fees or cancelation penalties.
• Stable prices which enables accurate travel budgeting.
• No blackout dates.
• Fares priced on one-way routes, permitting agencies to plan multiple destinations.

CPP is a mandatory use, government-wide program, designated as a Best-In-Class procurement by OMB. The program delivers best value airfares, and ensures federal agencies effectively and efficiently meet their mission.

CPP saves the federal government time and money by maintaining one government-wide air program. At the acquisition level CPP delivers data analysis, compliance, and uses strategic sourcing to optimize its service.

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.