If you must travel on state business, your expenses will be reimbursed according to provisions of 200 KAR 2:006. These administrative regulations specify in detail what types of transportation are acceptable under what conditions; what costs for accommodations and meals are allowable; what receipts you must obtain to document your expenses; what conditions determine whether or not you may be reimbursed for expenses; and what forms you must use in order to have your expenses reimbursed. Do not assume that your agency will reimburse all travel costs. You may contact a person in your agency authorized to make such judgments, usually in your agency’s fiscal office, or review the information available at http://finance.ky.gov/services/statewideacct/Pages/travel.aspx. You may find that your agency has agency-specific requirements to authorize travel.
Generally you should know that state employees are required to use the most efficient means of travel available and should use a state vehicle when available and practical rather than a personal vehicle. Employees should try to travel together rather than drive separate vehicles to the same place. Most out-of-state travel requires the prior authorization of the Office of the Controller in the Finance and Administration Cabinet via an electronic document in the Commonwealth’s eMARS financial system.
Travel money, from state funds is not available in advance. However, agencies may book airfare in advance for approved travel and may pay for approved conference registrations in advance. If you are a member of the Commonwealth Credit Union or the Kentucky Employees Credit Union (see entry under Employee Benefits section of this handbook), you may qualify for a low-interest short-term travel loan. To obtain a travel loan, take a copy of your most recent P-1 (personnel action form) and a copy of your authorization to travel on state business to the credit union. You should contact your agency’s human resource administrator if you have further questions.
The State Finance and Administration Cabinet has established a website to determine the most efficient means of state travel by automobile. The site is as follows: http://finance.ky.gov/services/fleet/Pages/milagecalculator.aspx The Commonwealth also has established contracts with rental car companies especially for travel initiated outside of Frankfort. A rental car on contract may be less expensive than using a personal vehicle. Individual agencies and cabinets have their own policies on use of the travel calculator website and the use of rental care contracts. You should contact your supervisor or fiscal office should you have any questions.