OLE Travel Policy

Request and Approval for Travel Reimbursement

All travel to be reimbursed by the OLE Project must be requested and approved prior to making travel arrangements by the OLE Managing Director  In some cases, approval from the OLE Board will be required.

The request for travel must include the event to occur, agenda, goals, number of participants with estimate of expenses to be incurred for travel and hotel, the venue and the expenses associated with the venue.  OLE Expense Request Form

Partner Institution Travel

Partner Institutions have agreed to cover all travel costs associated with face to face meetings.

Travel expenses to be reimbursed by the OLE Project  for meetings outside of the face to face meetings must be associated with an event outlined in the  "Request and Approval for Travel Reimbursement".

If an event is approved as outlined above airfare, lodging and ground transportation will be reimbursed by the OLE project using the Kuali Foundation reimbursement form.  If a person is employed by a university or an institution and is traveling through them, we ask that they follow their institution’s policies and receive reimbursement from their institution. The institution will invoice the Kuali Foundation for the reimbursement. An individual can also pay for their travel and submit directly to the Kuali Foundation.  It is preferred they go through their university.   The only meals to be reimbursed by the OLE project will be those approved as part of the coordinated event.  Otherwise meals are only reimbursable by the employees institution.

When submitting reimbursement requests, the traveler will submit only one reimbursement form - either they will be reimbursed in full by their institution (who will then invoice Kuali for the amount) or they will be reimbursed directly by the Kuali Foundation.  If multiple staff travel for one institution, a single invoice can be submitted, as long as each individual's total amount is listed as a line item on the invoice.  Scanned copies of all backup documentation and receipts must accompany the invoice, in order to receive payment from the Foundation.  An individual requesting reimbursement directly from the Kuali Foundation must submit original receipts by mail to the Kuali Foundation, along with the reimbursement request form.  The Kuali Foundation staff will seek approval for payment from the OLE PM as with any other invoice upon receipt of the request.

Foundation Travel Policy and Reimbursement Form

Travel Reimbursement Form

Foundation-Travel Reimbursement Policy

You may send the travel reimbursement forms to:  operations@kuali.org

Mail original receipts to: