Student / Student Organization Travel Information

Before Your Trip

After Your Trip

This sheet is to help with travel arrangements, travel vouchers, and other travel-related issues.

You are traveling as a representative of Washburn University School of Law. You are expected to use funds wisely.

  1. An Out-of-Town Travel Authorization Form (Washburn only) 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 Sherilyn Cook in Room 203 a minimum of two weeks before date of departure. Travel estimates include the following:
    • 150 miles round trip to KCI at 55.5 cents/mile ($83.25);
    • $5.00 for tolls;
    • $6.00 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 $6.00 per day. Car-pooling to the airport is encouraged.
  3. There is a $50.00 per day limit on reimbursement of meal expenses (not to include alcoholic beverages). This is PER DAY. This means that you cannot be reimbursed for more than $50.00 spent in one 24-hour period.
    • Example: You want to go out and spend $60.00 for dinner. You will only be allowed to expense the $50.00 limit. If you spend less than the limit, you will be reimbursed for your 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.
    • Note: Effective July 1, 2011, the "tipping etiquette" guide from Mint.com will serve as the source for reimbursable tip amounts (click image to enlarge if necessary).
  4. Reimbursement is allowed only for event 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 event visiting points of interest in your city, these expenses are on your own and will not be reimbursed. Most events 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 your credit card or paid with cash. Reimbursements are made promptly and are usually available before charges appear on your credit card statement.
  6. Hotel reservations are made by Sherilyn Cook. If the event 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, Sherilyn will fax it to them OR have the hotel send a pro forma invoice so we can have a check prepared for the student(s) to take.
  7. Airline reservations are made by Sherilyn Cook. The University credit card can be used to obtain on-line tickets. ALL students attending the event should be involved with the timing of the flights. If you wish to arrive in the city early and leave late, to expand sight-seeing time, all students should agree to the schedule. If your event begins early in the morning it is acceptable to arrive the day before the event. If your event has an award banquet that is held late in the evening it is acceptable to stay until the next day.
    • REMEMBER: No expenses incurred in sight-seeing (admissions tickets, transportation to and from the location, etc.) are reimbursable by the school.
  8. A Travel Expense Report (Washburn only) is due 7 days after you return from the event. It is suggested your faculty advisor review the reports to make sure all expenses are recorded accurately. These reports will be reviewed by Jo Hunt. Checks will be issued by the Washburn University Finance Office usually within 21 days of receipt into the Dean's office. Checks will be mailed to you, so please make sure the University has your correct address on file.
  9. If you have any questions or concerns, please speak with your faculty advisor or Sherilyn Cook in Room 203.
  10. Remember, you are spending money that belongs to the University and are accountable for these funds.

I have read the above and agree to follow these instructions.


Name (please PRINT): ____________________________________________________

Date: _____________  Signature: _________________________________________

Student Organization/Competition ________________________________________

Event Date: _____________    Event Location: ____________________________

Note: Please make a copy of the signed form for your records and turn the original in to Sherilyn Cook in Room 203.

Revised 7/1/2011