Student and Student Organization Travel Policy

This guide was created to clarify requirements and expectations concerning travel arrangements, travel vouchers, and other travel-related issues. Like all faculty and staff, students travel as representatives of Washburn University School of Law. All students are expected to use funds wisely, just as the faculty and staff of the University are required to do.

  1. An Out-of-Town Travel Authorization Form (Washburn only) form must be filled out and signed by the faculty advisor of the team or organization on whose behalf you are traveling. The signed form should be given to Betty Fischer (for Moot Court, Carol Rhodes) a minimum of two weeks before date of departure. Travel estimates include the following: 150 miles round trip to KCI @ 58.5 cents/mile ($87.75); $4.70 for tolls; and $5.50 per day for parking at KCI. Total expenses on this form should include transportation, hotel, meals (see below), and cab/shuttle fares.
  2. Parking at the airport is to be in the satellite parking area, except in extraordinary circumstances. If you choose to park in circle parking, you will only be reimbursed for the rate of satellite parking, or $5.50 per day. Car-pooling to the airport is encouraged.
  3. There is a $35.00 per day limit on reimbursement of meal expenses (including any alcoholic beverages). This is PER DAY. This means that you cannot be reimbursed for more than $35.00 spent in one 24-hour period. Example: You want to go out and spend $40.00 for dinner. You will only be allowed to expense the $35.00 limit. If you spend less than the limit, you will be reimbursed only for actual expenses. If you share meals and you pay for a number of people, everyone is to sign the back of the receipt and indicate who paid the bill. Students must obtain receipts showing all items ordered.
  4. Reimbursement is allowed only for competition-related expenses and is not allowed for sight-seeing, T-shirts, and other "fun" expenses. While you are welcome to spend time outside of the competition visiting points of interest, these expenses are on your own and will not be reimbursed. Most competitions have food brought in, and you are encouraged to take advantage of this as much as possible.
  5. Any expense that cannot be paid in advance should be charged on the competitor's credit card. Reimbursements are made promptly and are usually available before charges appear on your credit card statement.
  6. Hotel reservations are made by Betty Fischer. If the competition you are attending has blocks of rooms reserved at a reduced rate, this is the hotel that should be used. The University credit card can be used to guarantee and pay for room and tax ONLY. If the hotel requires authorization for use of the card, Betty or Donna McMurray will fax it to them OR have the hotel send a pro forma invoice so we can have a check prepared for the team to take.
  7. Airline reservations are made by Betty Fischer. The University credit card can be used to obtain online tickets. ALL team members should be involved with the timing of the flights. If team members wish to arrive in the city early and leave late to expand sight-seeing time, all members should agree to the schedule. If your competition begins early in the morning, it is acceptable to arrive the day before the competition. If your competition has an award banquet that is held late in the evening, it is acceptable to stay until the next day. REMEMBER: Any expenses incurred in sight-seeing (admissions tickets, transportation to and from the sight, etc.) are not reimbursable by the school.
  8. A Travel Expense Report (Washburn only) is due 7 days after you return from competition. It is suggested your faculty advisor review the reports to make sure all expenses are recorded accurately. These reports will be reviewed by Betty Fischer. Checks will be issued within 21 days of receipt into the Dean's Office. It is an Honor Code violation to falsify or attempt to recover non-competition expenses. Checks will be mailed to you, so please make sure you have indicated your current address in the Travel Expense Details box on the form.
  9. If you have any questions or concerns, please speak with your faculty advisor or Betty Fischer in room 219A (for Moot Court contact Carol Rhodes in the Clinic office).
  10. Remember, you are spending money that belongs to the University and are accountable for these funds.