State of Kansas (KS) Mileage Reimbursement Law Requirements for Businesses

Kansas has very specific regulations and stipulations for travel expenses. Most employers’ public and private mirror those of the state. However when it comes to mileage rate, many organizations set their reimbursement figure based on the optional standard mileage rate set by the IRS for calculating the deductible costs of operating an automobile for business. Beginning Jan. 1, 2006, that rate is 44.5 cents a mile for business purposes.

Agencies should discourage the use of privately owned conveyances on official state business and direct their employees to use state-owned or leased vehicles on official state business whenever possible. Employees may be reimbursed for transportation expenses incurred for authorized travel by privately owned or operated conveyances, state-owned or leased conveyances, public transportation (commercial air flights, trains, buses, etc.), and, in some cases, charter or rental of special conveyances. Local transportation expenses such as city bus and taxicab fares are considered miscellaneous expenses.

Employees authorized to travel by privately owned or operated conveyance may be reimbursed for allowable miles traveled at a rate fixed and established by the Secretary. Privately owned or operated conveyances include automobiles (passenger cars, station wagons, trucks, vans, etc.), airplanes, motorcycles and other similar privately owned conveyances. Mileage is to be reimbursed at $.43 for autos, $.30 for motorcycles, and $1.07 for airplanes.

These reimbursement rates are considered to cover all costs associated with the use of the privately owned conveyance. This includes, but is not limited to: gasoline, oil, tires, repairs, insurance (including uninsured losses, and insurance deductibles resulting from damage to the privately owned conveyance), license fees, depreciation costs, and expenses of any type. Travel by privately owned or operated conveyance (other than privately owned airplane) is deemed to be by the usually traveled, most direct route. Mileage figures for travel outside the borders of Kansas are verified from information and maps published by the AAA. For out-of-state travel, the place of lodging may be used as a point of official duty in determining mileage.