P-card Tips and Reminders
Allowable Expenses Guidelines
Notes:
- KUCR P-card may have different policies.
- KUEA refers to the use of KU Endowment Association budget funding.
Policies:
Travel
| Description | Allowable? |
|---|---|
| Professional conference registration | Yes 🗹 |
| Airfare | Yes 🗹 |
| Car Rental and Fuel (please use KU's Enterprise or National contract) | Yes 🗹, if dept. approved |
| Airport parking | Yes 🗹 |
| Automobile (road) tolls | Yes 🗹 |
| Books and educational materials while traveling (as long as there is a KU business purpose). Note: Items remain KU property. | Yes 🗹 |
| Hotel lodging | Yes 🗹 |
| Airbnb or VRBO - Traveler to review cost and safety of the accommodation. Insurance requirements reviewed through CFO office. | Yes 🗹 |
| Employee meals while on business travel (meals are reimbursed by per diem) | No 🗷 |
Entertainment with Business Purpose
| Description | Allowable? |
|---|---|
| Meals for two or more university employees meals, no alcohol (can use State or KUEA) | Yes 🗹 |
| Meals for two or more university employees meals, alcohol (can use State, but not KUEA) | Yes 🗹 |
| University employee with non-KU employee with alcohol (can use State or KUEA)** | Yes 🗹 |
**Meal caps apply to entertaining non-KU employees - see policy
Other
| Description | Allowable? |
|---|---|
| Flowers for business purpose | Yes 🗹 |
| Personal purchases | No 🗷 |
| Gift cards | No 🗷 |
| Cash advance | No 🗷 |
| Payments to other KU departments | No 🗷 |
| Alcoholic beverages from liquor store | No 🗷 |