Employee and Group Travel

Kentucky State University faculty and staff in the performance of their job duties may be required to travel for work from time-to-time depending on the nature and requirements of their job. KSU organized and paid group travel may be necessary related to athletic and student events. 

Employees and group travel require an approved KSU Travel Request Form in order to proceed with business or group related travel that will contain either KSU paid or reimbursed hotel, transportation or both.  Requests to travel must be submitted as follows: 

  • Domestic Travel: All travel request forms must be completed in its entirety and submitted to the Travel Department via email to travel@kysu.edu a minimum of twenty-one (21) business days prior to event. If your request is submitted less than twenty-one (21) business days prior to event, written approval by the Executive Vice President of Finance is required as part of your travel request submission. If your request is submitted less than ten (10) business days prior to event, written approval by the President of the University is required.

  • International Travel: All travel request forms must be completed in its entirety and submitted to the Travel Department via email to travel@kysu.edu a minimum of thirty-seven (37) business days prior to event. If your request is submitted less than thirty (30) business days prior to event, written approval by the Executive Vice President of Finance is required as part of your travel request submission. If your request is submitted less than twenty-five (25) business days prior to event, written approval by the President of the University is required.

FORMS - TRAVEL

  • KSU TRAVEL REQUEST FORM - This form is required for any individual or group traveling on behalf of the University. 

  • High Rate Areas Travel Areas This document provides a listing of areas qualifying for high rate reimbursement. 

  • KSU HOTEL CONTRACT ADDENDUM - This addendum is required to accompany any hotel contract. Hotel contracts are typically prepared when there are 10 or more hotel rooms booked for a trip. 

  • Travel Voucher - This form is used after travel is complete to request reimbursement for per diem and/or personal paid expenses. 

  • Mileage Reimbursement Rate - The University follows the mileage reimbursement rate as set by the Commonwealth of Kentucky Finance & Administration Cabinet. 


For questions or assistance with KSU approved travel please email travel@kysu.edu

Purchasing Department
Julian M. Carroll
Academic Services Building
Suite 241
400 East Main Street
Frankfort, KY 40601

Phone: (502) 597-6994
Email: travel@kysu.edu   

Hours
Monday - Friday
8:00 a.m. - 4:30 p.m.