reglab/statecodes huggingface dataset:
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-2j - Limitations, employee's responsibility

Current through Register Vol. 43, No. 28, July 11, 2024
(a) An agency head
			 may authorize combination mobile home and self moves. However, the cost of such
			 a move shall not exceed the comparable cost for commercial carrier moves.
(b) Employees shall be responsible
			 upon completion of commercial carrier moves to inspect their belongings, note
			 damages on the shipper's bill of lading, and sign the bill of lading.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-2k - Sale of residence, expenses not allowed

Current through Register Vol. 43, No. 28, July 11, 2024
Expenses of the sale of the employee's residence, losses on the
				sale of an employee's residence or the settlement of an employee's residence or
				the settlement of an unexpired lease by the employee at the old residence and
				the purchase of a home at the new official station required to be paid by the
				employee shall not be allowable expenses of the agency.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-2l - Separation from service

Current through Register Vol. 43, No. 28, July 11, 2024
A former employee separated by reason of reduction in force or
				transfer of function who within one (1) year after separation is re-employed by
				a nontemporary appointment at a different geographical location from that which
				separation occurred, may be allowed and paid authorized expenses in the same
				manner and to the same extent as though the employee had been transferred in
				the interest of the state agency without a break in service to the location of
				re-employment from the location where separated.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-3 - Official station; three months

Current through Register Vol. 43, No. 28, July 11, 2024
If an employee has been continuously stationed at one place for
				three months, or travels to a place of work where more than one-half of the
				work time is spent for three or more months, that place shall be immediately
				designated as the official station and no further allowance shall be made for
				subsistence expenses incurred there. Upon written application to and approval
				of the secretary of administration, a maximum of two extensions may be
				requested and approved. Each extension shall not exceed three months but in no
				event shall the total duration of such extensions exceed six additional months.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-3a - Incapacitated employee on intrastate travel; subsistence and transportation

Current through Register Vol. 43, No. 28, July 11, 2024
An employee who, while traveling on official intrastate
				business and away from the employee's designated official station or domicile,
				becomes incapacitated by illness or injury not due to the employee's
				misconduct, is entitled at the discretion of the agency head to subsistence
				allowance for a period not to exceed five (5) workdays and appropriate mileage
				reimbursement for returning the employee's privately owned conveyance to the
				employee's designated official station or domicile as the case may be.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-3b - Incapacitated employee on interstate travel; subsistence and transportation

Current through Register Vol. 43, No. 28, July 11, 2024
An employee who, while traveling on official interstate
				business away from the employee's designated official station or domicile,
				becomes incapacitated by illness or injury not due to the employee's
				misconduct, is entitled at the discretion of the agency head to subsistence
				allowance for a period not to exceed five (5) workdays and appropriate
				transportation expenses to the employee's designated official station or
				domicile as the case may be.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-3c - Official station; employee residing outside the designated official station

Current through Register Vol. 43, No. 28, July 11, 2024
When an employee residing in an area other than the city
				designated as the employee's official station, travels on official state
				business from his or her residence to a destination which is outside the city
				designated as the employee's official station, the employee shall be paid
				either mileage between the official station and the destination, or mileage
				between the employee's residence and the destination, whichever is lesser. In
				returning to the employee's residence from the last point where official state
				business was conducted, the employee shall be paid mileage from that point to
				either his or her official station or his or her residence, whichever is
				lesser. For purposes of determining the time of departure from or arrival at
				the employee's residence for computing subsistence allowances, an adjustment to
				the actual time at which the employee commenced travel or at which travel
				terminated shall be made by dividing the unreimbursed mileage traveled by
				forty-five (45) miles per hour. The result shall be added to the time of actual
				departure from, or subtracted from the time of actual arrival at the employee's
				residence, to determine the allowable time to be used for computing the
				subsistence allowance.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-4 - Date and hour of departure and return

Current through Register Vol. 43, No. 28, July 11, 2024
If an employee is granted leave of absence while on official
				travel, including Saturdays, Sundays, and holidays, the employee's subsistence
				allowance claim shall be adjusted accordingly for the date and hour of
				departure from, and the return to, the field duty station or to the official
				station.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-5 - After leave of absence

Current through Register Vol. 43, No. 28, July 11, 2024
Subsistence shall be allowed after leave of absence from the
				time of return to field duty station until travel assignment is completed by
				return to official station or, in the event of transfer to a new official
				station, until arrival at such new station.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-6 - Railroad accommodations

Current through Register Vol. 43, No. 28, July 11, 2024
When employees travel by railroad, first-class day coach
				seating accommodations may be authorized. No railroad sleeping accommodations
				will be reimbursed inasmuch as K.S.A. 1968 Supp.
				75-3207 as amended provides for
				payment on a quarter-day basis of a subsistence allowance which includes
				charges for lodging expenses.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-7 - Airline travel accommodations

Current through Register Vol. 43, No. 28, July 11, 2024
When the administrative head of the agency determines that
				airline travel is the most economical or advantageous to the state, the use of
				airline travel may be authorized. The most economical mode of airline travel is
				considered to be tourist or economy class. If tourist or economy class
				accommodations are not available, a statement from the airline or travel agency
				must be submitted on or with the voucher.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-8 - Use of privately owned or operated conveyance, limitations; reimbursement for transportation and subsistence expenses

Current through Register Vol. 43, No. 28, July 11, 2024
(a) In-state travel. If the use of a
			 privately owned or operated conveyance on official state business is authorized
			 by the agency head or the agency head's designee, reimbursement shall be on a
			 mileage basis at the rate specified and under the limitations prescribed by
			 K.A.R.
			 1-18-1a. Mileage shall be calculated in
			 accordance with
			 K.A.R.
			 1-17-11, except that storage or parking
			 charges for a privately owned conveyance at any commercial transportation
			 terminal, while the traveler is on an extended trip, and turnpike tolls, may be
			 allowed in addition to this mileage allowance.
(b) Out-of-state travel.
(1) If the use of a privately owned or
			 operated conveyance on official state business, instead of common carrier, is
			 authorized by the agency head or the agency head's designee, the traveler shall
			 be allowed private conveyance mileage as prescribed by
			 K.A.R.
			 1-18-1a to the destination, turnpike tolls,
			 and parking charges, or an amount equal to economy class air fare to the air
			 terminal nearest the destination, whichever is lesser. Out-of-state subsistence
			 allowance shall be allowed only for the number of quarter days that would have
			 been necessary had the traveler used the fastest public transportation
			 available to the destination instead of a private conveyance. No taxi or air
			 terminal expenses shall be allowed at the destination. Air terminal shall mean
			 the principal air terminal in that general geographic area.
(2) If two or more travelers on official
			 business travel in one privately owned conveyance instead of common carrier,
			 the use of one conveyance may be authorized on a mileage basis. In such cases,
			 the subsistence allowed shall be for the number of days the trip would take by
			 car using the usually traveled route to the point of destination as provided in
			 K.A.R.
			 1-17-11.
(3) Upon written, prior approval of the
			 agency head, exceptions to this subsection may be granted in unusual
			 circumstances if deemed to be in the best interest of the state.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-11 - Taxicabs

Current through Register Vol. 43, No. 28, July 11, 2024
Taxicab charges shall be allowed, except when limousine
				services are available between any of the following points: Only from regular
				domicile or place of business to station or other terminal; from station or
				terminal at origin or destination of trip to hotel, domicile or place of
				business; or between bus, rail or plane stations or terminals or other points
				of official duty. Taxicab charges from a hotel to a restaurant or from a
				restaurant to a hotel are not reimbursable.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-12 - Home-travel from and to

Current through Register Vol. 43, No. 28, July 11, 2024
Actual taxi or common carrier fares shall be allowed for
				transportation directly from home of traveler to railroad, bus or airport
				terminals at the beginning of official travel status and for transportation
				directly from railroad, bus or airport terminals to home of traveler at
				conclusion of official travel status.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-13 - Rental or charter of special conveyances

Current through Register Vol. 43, No. 28, July 11, 2024
The rental or charter of aircraft, automobiles, boats, busses
				or other special conveyances shall be held to a minimum but may be authorized
				in those cases when no public or ordinary means of transportation are
				available, or when such public or ordinary means of transportation cannot be
				used advantageously in the best interests of the state. Specific justification
				shall accompany the voucher in each instance where the use of a special
				conveyance is authorized. Mere convenience for the traveler is not
				justification for the rental or charter of a special conveyance.
When public or ordinary means of transportation were not
				available, the justification for the use of a special conveyance shall show the
				location where travel by special conveyance commenced and the points visited.
				The justification shall also state that public or ordinary means of
				transportation were not available.
When public or ordinary means of transportation are available
				but cannot be used advantageously in the best interest of the state, the
				justification for the use of a special conveyance shall show the location where
				travel by special conveyance commenced and the points visited. The director of
				accounts and reports may require comparison of the cost of public or ordinary
				means of transportation to the cost of the special conveyance. Other factors
				should also be included in the justification when applicable.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-14 - No allowance for subsistence furnished by public agency

Current through Register Vol. 43, No. 28, July 11, 2024
No allowance for subsistence shall be claimed where meals or
				lodging are furnished without cost to the traveler by any agency supported by
				public funds.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-15 - Reduced allowances

Current through Register Vol. 43, No. 28, July 11, 2024
(a) Except
			 as provided in
			 K.A.R.
			 1-16-18, the agency head, or the agency
			 head's designee, may approve paying a reduced meals allowance or lodging
			 expense. However, the following shall apply:
(1) If the cost of meals is included within
			 the cost of a registration fee or other fees and charges paid by the agency,
			 the agency shall pay the applicable reduced subsistence allowance specified in
			 K.A.R.
			 1-16-18.
(2) If both meals and lodging will be
			 provided at no cost to an agency's traveling employee, the agency shall be
			 authorized to not pay any subsistence for this travel.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-18 - Subsistence allowance

Current through Register Vol. 43, No. 28, July 11, 2024
(a)
			 General provisions. Except as otherwise specifically provided by law,
			 subsistence allowances for in-state and out-of-state travel shall be paid on
			 the basis of a meals allowance and the actual cost of lodging expenses
			 incurred, within the limits specified in this regulation.
Meals allowance rates and lodging reimbursement limitation
				rates established pursuant to
				K.S.A.
				75-3207a, and amendments thereto, shall be
				issued through informational circulars of the department of administration.
				Rates shall be established for the following geographic areas or categories of
				travel:
(1) Travel to in-state
			 destinations;
(2) travel to
			 out-of-state destinations;
(3)
			 international travel. As used in this regulation, "international travel" shall
			 mean travel outside the 50 states, the District of Columbia, and U.S.
			 territories and possessions;
(4)
			 travel involving conference lodging that qualifies under
			 K.A.R.
			 1-16-18a; and
(5) other categories as the secretary of
			 administration deems appropriate.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-18a - Designated high-cost geographic areas; exceptions; conference lodging

Current through Register Vol. 43, No. 28, July 11, 2024
(a) For official
			 travel to and from, or within, any designated high-cost geographic area in
			 which the traveler is required to sleep away from home, the applicable
			 subsistence allowance rate for that designated high-cost geographic area may be
			 paid. However, reimbursement on this basis shall not be allowable if the area
			 is only an intermediate stopover at which no official duty is performed or if
			 the subsistence expenses incurred relate to relocation, to travel to seek
			 residence quarters, or to travel to report to a new permanent duty station or
			 to temporary quarters.
(b)
			 Reimbursement for travel in designated high-cost geographic areas shall be at
			 the prescribed designated high-cost geographic area rate, unless the agency
			 establishes a reduced rate as provided in
			 K.A.R.
			 1-16-15. If an out-of-state trip is to two or
			 more destination cities with different subsistence allowance rates, the
			 subsistence allowance rate shall change subject to and on application of the
			 appropriate meals allowance as determined by the time of arrival at the second
			 destination city.
(c)
(1) If an employee is required or authorized
			 to attend a conference, the agency head or the agency head's designee may
			 approve reimbursement or direct payment of actual lodging expenses. Before the
			 date of travel, the employee shall submit to the agency head or the agency
			 head's designee conference materials indicating that the conference will be
			 held at or in connection with a lodging establishment with rates exceeding both
			 the applicable lodging expense limitation established under
			 K.A.R.
			 1-16-18 and the exception provided in
			 K.S.A.
			 75-3207a, and amendments thereto.
(2) The reimbursement or direct payment of
			 actual lodging expenses shall be effective for the approved conference and for
			 official state business related to the conference and shall be applicable only
			 to the state employee attending the conference.
(3) For purposes of this regulation, the term
			 "conference" shal mean any seminar, association meeting, clinic, colloquium,
			 convention, symposium, or similar gathering that is attended by a state
			 employee in pursuit of a goal, obligation, function, or duty imposed upon a
			 state agency or performed on behalf of a state agency.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-18b - Sharing of lodging or travel expense reimbursement

Current through Register Vol. 43, No. 28, July 11, 2024
State employees or officials who are eligible to receive
				reimbursement for lodging expenses incurred in connection with in-state travel
				shall not be required to share lodging accommodations with other state
				employees.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-20 - Miscellaneous expense definition

Current through Register Vol. 43, No. 28, July 11, 2024
Miscellaneous expense shall mean any expense deemed necessary
				in the conduct of the official business of the state that is not included in
				the categories of subsistence allowance, mileage, or fares in lieu of mileage
				and state-owned vehicle operation. All miscellaneous expenses shall be claimed
				as "miscellaneous nonsubsistence expense" on the travel reimbursement form as
				prescribed by the director of accounts and reports and shall include items
				listed under subsections (b) through (g).
(a) Receipts. A receipt evidencing a payment
			 shall be obtained for each transaction involving miscellaneous expenditures,
			 except taxi fares, telephone calls, telegrams, and intracity streetcar, bus
			 fares, and limousine service.
(b)
			 Baggage. Charges for baggage in excess of the weight or size carried free by
			 transportation companies shall be allowed if the excess baggage is used for
			 official business. Charges for the storage of baggage may also be allowed if it
			 is shown that the storage was due to official business. Specific justification
			 shall be submitted with the travel reimbursement form, as prescribed by the
			 director of accounts and reports.
(c) Telephone and facsimile messages.
			 Expenses for official telephone and facsimile messages that must be paid for by
			 the traveler shall be allowed. Toll and local calls and facsimiles shall be
			 supported by documentation submitted with the travel reimbursement form as
			 prescribed by the director of accounts and reports, showing the date, the city
			 or town called or faxed, the name of the person or firm called or the place to
			 which the fax was sent, and the cost of each call or fax.
(d) Stenographic services. Charges for
			 official stenographic services shall be allowed while on official
			 travel.
(e) Purchase of supplies.
			 The purchase of stationery and all other similar supplies shall be allowed in
			 emergencies warranting the use for handling official business while on official
			 travel.
(f) Transportation by
			 common carrier or special conveyance. The cost of common or special conveyance
			 transportation tickets shall be considered a miscellaneous expense.
(g) Taxicabs. Taxicab charges shall be
			 claimed for reimbursement as miscellaneous expenses. Both points of origin and
			 destination for each such fare shall be shown on a travel reimbursement form,
			 as prescribed by the director of accounts and reports.
This regulation shall be effective on and after July 1,
				2010.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-21 - Registration fees

Current through Register Vol. 43, No. 28, July 11, 2024
The payment of registration fees which are required as
				admittance or attendance fees for participation in meetings shall be allowed.
(a) Advance payment of registration
			 fees shall be made upon application when supported by an announcement of the
			 meeting indicating the cost of such registration fees.
(b) Reimbursement of registration fees shall
			 be made when such request is supported by the official receipt of the meeting,
			 when available, or upon declaration of the employee that he or she attended the
			 meeting and paid the registration fee.
(c) Expenditures for the payment of
			 registration fees for obtaining the privileges of membership or other personal
			 benefits from an organization are not reimbursable. Memberships in
			 organizations must be in the name of the state agency.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-21 - Registration and membership fees

Current through Register Vol. 43, No. 28, July 11, 2024
The payment of registration fees which are required as admittance or
				attendance fees for participation in meetings shall be allowed.
(a) Advance payment of registration fees shall be
			 made upon application when supported by an announcement of the meeting indicating
			 the cost of such registration fees.
(b)
			 Reimbursement of registration fees shall be made when such request is supported by
			 the official receipt of the meeting, when available, or upon declaration of the
			 employee that he or she attended the meeting and paid the registration fee.
(c) Job-related organizational
			 membership fees or professional license fees and dues in the name of an individual
			 employee may be paid directly by a state agency or reimbursed to a state employee.
			 The expenditures for the payment shall be determined to have a business purpose that
			 benefits the state agency. Payments shall be authorized in advance by the agency
			 head or the agency head's designee. If available, membership in organizations shall
			 be in the name of the state agency.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 16 - TRAVEL REIMBURSEMENT › Section 1-16-22 - Subsistence and lodging expenses; students, inmates, prisoners and patients

Current through Register Vol. 43, No. 28, July 11, 2024
When the employee finds it necessary to expend funds for meals
				or lodgings of students, inmates, prisoners or patients while on official
				travel, a claim for those expenses shall be made on a reimbursement basis
				supported by receipts or by the appropriate subsistence rate. The amount
				reimbursable for students shall not exceed the established limitations for
				state officials or employees.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-1 - Use of state-owned or operated motor vehicles on official state business; applicability; definitions

Current through Register Vol. 43, No. 28, July 11, 2024
(a) The rules and
			 regulations in this article shall apply, except as may be expressly indicated,
			 to the use, charges for use, or reimbursement for use, of all motor vehicles
			 owned, leased or operated by an agency, officer, or employee of the state when
			 on official state business.
(b)
			 For the purpose of these rules and regulations, the following terms shall have
			 the meanings described.
(1) "State-owned or
			 operated motor vehicles" means all motor vehicles, including privately-owned
			 motor vehicles, authorized for use on official state business.
(2) "State-owned or leased motor vehicles"
			 means only those motor vehicles owned or directly leased by the state or its
			 agencies and specifically excludes privately-owned motor vehicles.
(3) "Official state business" means the
			 pursuit of a goal, obligation, function, or duty imposed upon a state agency or
			 performed on behalf of a state agency.
(4) "Secretary" means the secretary of
			 administration.
(5) "Motor pool"
			 means the central motor pool or any branch thereof established pursuant to
			 K.S.A.
			 75-4602
et seq.
and any
			 amendments thereto.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-2 - Same; use of state-owned or leased motor vehicles

Current through Register Vol. 43, No. 28, July 11, 2024
(a) State-owned or
			 leased motor vehicles shall only be used for official state business and shall
			 only be operated by a person who has a valid driver's license and who is:
(1) an officer or employee of the state of
			 Kansas; or
(2) any other person
			 who has been approved by the secretary or the secretary's designee to operate a
			 state-owned or leased motor vehicle while engaged in official state business.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-2a - State-owned or leased vehicles; travel from employee's residence to his or her official work station

Current through Register Vol. 43, No. 28, July 11, 2024
(a)
(1) State-owned or leased motor vehicles
			 shall not be used to commute between the employee's residence and the
			 employee's official work station, except:
(A)
			 when parking the vehicle at the official work station overnight subjects the
			 vehicle to a high risk of vandalism;
(B) when the vehicle is used by an official
			 or employee who is regularly called to duty after normal work hours in
			 connection with law enforcement activities or dealing with emergencies which
			 result from an act of God; or
(C)
			 for trip vehicles assigned to the traveler, on the evening of the work day
			 immediately preceding the date of travel or the evening of the workday in which
			 travel is completed.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-3 - Same; use of state-owned or operated motor vehicles; responsibility of operator

Current through Register Vol. 43, No. 28, July 11, 2024
The operator of a state-owned or operated motor vehicle shall
				be responsible for operating the vehicle in a safe and prudent manner and in
				accordance with all applicable county, township, city ordinances and state laws
				pertaining to the operation of motor vehicles. Any fines or penalties arising
				from the operation of a state-owned or operated motor vehicle in an unlawful
				manner shall be and are the responsibility and obligation of the operator.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-4 - Same; use of state-owned or operated motor vehicles; compliance with regulations; condition precedent

Current through Register Vol. 43, No. 28, July 11, 2024
Compliance with the provisions of these rules and regulations
				shall be a condition precedent to the right to operate or continue to operate a
				state-owned or operated motor vehicle on official state business or to be
				reimbursed for any expense that may, by law, or hereinafter in these rules and
				regulations, be allowed.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-5a - Permanently-assigned vehicles

Current through Register Vol. 43, No. 28, July 11, 2024
(a) Any agency
			 desiring to have a permanently-assigned motor pool vehicle may apply to the
			 director of the central motor pool. The director shall approve the assignment
			 if:
(1) the vehicle is driven no less than
			 18,000 miles per year when the driver or agency is located in Topeka and
			 Shawnee County;
(2) the vehicle is
			 driven no less than 15,000 miles per year when the driver or agency is located
			 outside Topeka and Shawnee County;
(3) the employee to whom the vehicle is to be
			 permanently assigned is required by the employee's official duties to travel at
			 least 50% of the time;
(4) the
			 vehicle is required for special service and equipped with two-way radio or
			 other apparatus rendering the vehicle unusable for normal travel; or
(5) the vehicle is used for a special
			 purpose, such as hauling special tools or equipment, transporting handicapped
			 people or other special needs.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-6 - Requests for state-owned or leased motor vehicles on a daily or trip basis

Current through Register Vol. 43, No. 28, July 11, 2024
Requests for motor pool vehicles shall be made of the motor
				pool's administrative officer by the requesting operator submitting a
				requisition form to the motor pool at the time the vehicle is needed, or as the
				secretary may otherwise allow. The following information shall be required on
				the requisition form:
(a) Name of
			 driver and driver's license number;
(b) Agency;
(c) Date and hour the vehicle is needed;
(d) Type of vehicle (sedan,
			 station wagon, van, pickup, etc.); and
(e) Destination and time of return.
If it is later determined that the vehicle is not needed, the
				motor pool shall be notified promptly. If the agency requesting the vehicles
				does not give prompt notice of cancellation, the motor pool may charge the
				minimum daily rate. A requisition form shall be completed by the agency and
				signed by the agency head or a designee. The form, in duplicate, shall be
				presented to the motor pool. One copy shall be retained by the operator as
				authority to use the vehicle. Upon completion of the trip, the vehicle shall be
				returned to the motor pool and the operator shall indicate operation of the
				vehicle and list defects, if any, on the requisition form. The form shall be
				completed by the motor pool. The operator shall take one (1) copy for the
				agency and one (1) copy will be used for billing.
Procedures for the assignment on a daily or trip basis of
				state-owned or leased motor vehicles not within the central motor pool or a
				branch thereof, shall be approved by the secretary.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-7a - Agency responsibility for vehicles rented to the agency for official duties

Current through Register Vol. 43, No. 28, July 11, 2024
At the time of employment, personnel of the state whose duties
				require operation of motor vehicles shall qualify for operating motor vehicles
				by having and maintaining in effect a valid driver's license. Each agency shall
				be responsible for proper care and maintenance of each permanently assigned
				vehicle and for adherence to maintenance and service schedules established by
				the secretary. Any damage or loss to the rented or permanently assigned vehicle
				or loss of equipment and costs related thereto on the vehicle may be chargeable
				to the agency to which the vehicle is rented or permanently assigned. Such
				recoveries of costs to repair damages or to replace losses of vehicle
				equipment, excluding ordinary wear and tear, is authorized and may be pursued
				from available funds of the agency to whom the vehicle is rented or permanently
				assigned. In the event a vehicle is completely destroyed, the amount of such
				loss shall be the undepreciated book value of the vehicle.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-7b - Written accident reports required

Current through Register Vol. 43, No. 28, July 11, 2024
The following forms shall be completed and filed by the
				employee driver or someone designated by the employee's immediate supervisor:
(a) Employee report of accident form
			 shall be filed with the secretary or employee designated at the central motor
			 pool.
(b) Accident investigating
			 officer's report shall be filed with the secretary or employee designated at
			 the central motor pool.
(c)
			 Insurance company report form as required shall be submitted to the insurance
			 company.
(d) Letter of the
			 employee's immediate supervisor shall be submitted stating all facts obtained
			 from the supervisor's investigation, and the supervisor's opinion concerning
			 the accident. The letter report shall state the supervisor's recommendations
			 concerning the establishment of negligence as it might apply to agency
			 personnel.
(e) Copies of such
			 reports and letters shall be filed in the individual employee's personnel
			 files.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-7c - Accident repairs

Current through Register Vol. 43, No. 28, July 11, 2024
Employees are prohibited from making personal payments for
				repairs to motor pool vehicles as a result of accidents. Regular state
				purchasing and accounting procedures shall apply for payment of vehicle
				accident repairs. In cases where the liability is with the other party
				involved, checks for settlement and repair costs by liable party or insurance
				company shall be remitted directly to the department of administration, central
				motor pool. Any agency employee involved shall initiate any claim against any
				other party involved and assist in the collection of payment for vehicle
				repairs or replacement, if liability is with the non-state party. Notice of
				problems or delays in repairs to damaged vehicles and date of payment to repair
				shop shall be furnished to the central motor pool.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-8 - Same; use rates and charges for motor pool vehicles

Current through Register Vol. 43, No. 28, July 11, 2024
Motor pool vehicle use rates will be charges based on the
				actual cost of operating the motor pool, including reasonable overhead costs,
				vehicle depreciation, public liability insurance, and all operating, servicing,
				repair and replacement costs of all state-owned or leased vehicles assigned to
				the motor pool. An agency shall reimburse the motor pool within thirty days of
				date of billing. The basis for billing on passenger cars and station wagons
				shall be on miles operated with a minimum of 50 miles per day or 1,000 miles
				per month. A standard schedule of rates shall be promulgated and furnished each
				agency.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-10 - State-owned or leased motor vehicles; travel records

Current through Register Vol. 43, No. 28, July 11, 2024
(a) Each state
			 agency shall ensure that travel records are maintained for each state-owned or
			 leased motor vehicle assigned to the agency.
(b) For daily and trip assignments, each
			 operator shall maintain an accurate record of mileage for the vehicle on forms
			 prescribed by the secretary. The beginning and ending mileage shall be shown.
			 Each driver shall sign the form certifying the daily or trip mileage, list all
			 expenditures incurred, and attach all receipts to the form at the time of
			 returning the vehicle.
(c) For
			 each permanently assigned vehicle, the operator shall maintain a daily log of
			 mileage, use, and expenses incurred in the operation of the vehicle on forms
			 prescribed by the secretary. Each agency head or a designee shall submit the
			 daily logs for each central motor pool vehicle to the secretary or the
			 secretary's designee not later than five working days following the end of each
			 month.
(d) The head of any state
			 agency may request that the secretary approve an exemption from some or all of
			 the record-keeping requirements of this regulation for the entire agency or
			 some of the agency's employees. Such an exemption may be approved upon a
			 finding by the secretary that the exemption is necessary or desirable in order
			 to meet the reasonable operational needs of the agency. The exemption may be
			 revoked by the secretary at any time.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-11 - State-owned or operated motor vehicles; verification of mileage; point of duty in interstate travel

Current through Register Vol. 43, No. 28, July 11, 2024
For the purpose of computing mileage reimbursement, travel
				shall be deemed to be by way of the usually traveled, most direct route.
				Information and maps of the department of transportation shall be used in
				verifying mileage as reported or claimed by the traveler. Out-of-state mileage
				shall be based on mileage figures published by the American automobile
				association. In official interstate travel, the employee's hotel may be
				considered as a point of official duty.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-12 - Supplies, service, maintenance, repair, and storage of state-owned or leased motor vehicles

Current through Register Vol. 43, No. 28, July 11, 2024
Supplies for, service, maintenance, repair, and storage of
				state-owned or leased motor vehicles shall be performed or arranged for under
				the supervision of the secretary or a designee and pursuant to contracts for
				such supplies, service, maintenance, repair, and storage and the facilities
				therefor entered into by the director of purchases or the secretary pursuant to
				K.S.A.
				75-4605. The cost of such supplies, services,
				maintenance, repair, storage, and the facilities therefor, for state-owned or
				leased motor vehicle in a motor pool shall be included as part of the mileage
				charge made to user agencies. For state-owned or leased motor vehicles not
				assigned to the motor pool, the actual cost of such supplies, services,
				maintenance, repair, and storage, shall be borne by the agency incurring the
				same.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-13 - Expenses incurred in the operation of state-owned or leased motor vehicles

Current through Register Vol. 43, No. 28, July 11, 2024
(a) While on
			 official state business, any operator may purchase operating or maintenance
			 items or services, including gasoline, oil, tire repairs, and lubrication, for
			 a state-owned or leased motor vehicle.
(b)
(1)
			 Except as authorized by the agency head, each operator shall purchase all
			 gasoline for state-owned or leased vehicles from self-service gasoline pumps.
(2) If open-end contracts for
			 discount purchase of gasoline, oil or services are entered into by the director
			 of purchases, those contracts shall be used wherever possible.
(3) Except in emergencies, tires shall be
			 purchased under any applicable contract established by the director of
			 purchases for state vehicle tires.
(4) If a special credit card is issued to
			 secure operating or maintenance items or services, the card shall be used
			 whenever possible.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-14 - Repairs or purchases for central motor pool vehicles

Current through Register Vol. 43, No. 28, July 11, 2024
Except as authorized by
				K.A.R.
				1-17-15, no obligation for repairs or
				purchases in excess of $75 shall be incurred without the prior approval of the
				central motor pool director.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-15 - Emergency repairs or purchases for central motor pool vehicles

Current through Register Vol. 43, No. 28, July 11, 2024
Repairs or purchases necessary to safely drive a central motor
				pool vehicle to the immediate destination may be reimbursed upon justification
				and approval by the director of the central motor pool. No obligation for
				repairs or purchases in excess of $200 shall be incurred without the prior
				approval of the central motor pool director.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-16 - Parking for and return of state-owned or leased motor vehicles

Current through Register Vol. 43, No. 28, July 11, 2024
A state-owned or leased motor vehicle assigned on a trip or
				daily basis shall be returned to the proper motor pool as soon as the state
				business for which the vehicle was used is completed. If use of the vehicle is
				required after motor pool hours, it shall be returned to the motor pool by 8:00
				a.m. the following morning. Persons desiring to park their personal car while
				using a state car on a trip basis may leave their car in the space occupied by
				the state car. Any state car parked at a driver's domicile shall be kept in a
				garage or driveway, if available. No expense for parking a state-owned or
				leased motor vehicle at an employee's domicile shall be allowed or paid.
				Expenses for parking a motor vehicle at the employee's official station or at a
				duty post shall be reimbursed to the employee by the agency in accordance with
				established procedures governing reporting and claiming reimbursement for such
				travel expenses. On official travel, a state vehicle shall be kept in a hotel
				or motel parking lot, if available; however, parking on streets will be
				permitted when not in violation of a local ordinance. Any vehicle assigned to
				an individual or agency shall have parking fees, if required, at the official
				station, paid by that person or agency.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-17 - State-owned or leased motor vehicles; towing charges

Current through Register Vol. 43, No. 28, July 11, 2024
Towing charges resulting from failure of a motor pool vehicle
				shall be paid by the motor pool. When towing service is required within
				approximately twenty-five (25) miles of Topeka, the operator shall call the
				motor pool and request towing services; in all other instances, the driver
				shall call the nearest garage. Towing charges for other state-owned or leased
				motor vehicles shall be the responsibility of the agency to whom the motor
				vehicle is permanently assigned. Towing and service charges incurred through
				improper parking of the motor vehicle by the operator shall be charged to the
				operator. Towing due to driver negligence may be charged to the agency.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-18 - State-owned or operated motor vehicles; accident reporting requirements

Current through Register Vol. 43, No. 28, July 11, 2024
If an accident should occur involving any state-owned or
				operated motor vehicle, the accident should be immediately reported by the
				operator or some reliable person to the highway patrol or other law enforcement
				agency. Statements should not be made to anyone except law enforcement
				officers, or representatives of the state's insurance company, or motor pool or
				agency officials. Information should be secured about the other party so a
				complete report can be made on the report form provided. In the event of an
				accident in which there are serious injuries or death, telephone collect the
				claim department of the state's insurance company, or the employing state
				agency. The employee's immediate supervisor shall be notified at once by an
				employee involved in an accident. If the employee is unable to notify the
				employee's supervisor, then the first employee having knowledge of the accident
				shall do so. In case of a severe accident, the employee involved or the
				employee's immediate supervisor shall immediately contact the secretary or
				employee designated at the motor pool office and report the accident. A
				complete written report of all accidents shall be made to the secretary or a
				designee within twenty-four (24) hours of details concerning each accident. It
				shall be the responsibility of the employee involved in an accident to protect
				state property from theft or further damage. If the employee is not able to do
				so, then the employee's immediate supervisor or first employee having knowledge
				of the accident shall do so. The location of any damaged vehicle shall be
				reported to the secretary or employee designated at the motor pool as soon as
				such information is available. Damaged vehicles shall be towed to state
				property to avoid storage charges. Other reports to the highway patrol, or
				other law enforcement officials, shall be made where required.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 17 - USE OF STATE-OWNED OR OPERATED MOTOR VEHICLES ON OFFICIAL STATE BUSINESS › Section 1-17-19 - State-owned or leased motor vehicles; signs, decals, and bumper stickers prohibited

Current through Register Vol. 43, No. 28, July 11, 2024
No agency or operator shall permit any sign, decal, or bumper
				sticker to be affixed to or remain on any state-owned or leased motor vehicle
				unless it has been placed there under the written authority of the secretary.