Travel | Procurement | Kent State University

Travel

Kent State faculty or staff who are traveling on university business should be aware of the university procedures and rules about university travel and what expenses are eligible for reimbursement.

In addition, all university travel must be authorized and approved by the traveler’s department.

POLICIES

TRAVEL

It is the policy of the university to reimburse university faculty and staff and to pay outside vendors for necessary, appropriate and approved travel-related costs and activities.  The policies and procedures apply to all sources of funds expended by the university, including gifts, sponsored programs, designated income, released funds and university appropriations. 

More relating to the policy, including information on air travel, frequent flyer programs, meals, and personal vehicles, can be found on Policy 7-02.8 - Administrative Policy Regarding Travel Regulations (In-State and Out-of-State).  Additionally, the domestic lodging per diem rate can be found on the General Services Administration website

ENTERTAINMENT

This policy establishes the conditions for the expenditure of and/or reimbursement from Kent state university funds for business meals and hospitality expenses. As a major public institution funded by state allocations and student tuition, Kent state university is held to a high level of accountability for its business practices.  Numerous constituencies have an interest in how the university spends its money. Accordingly, every reasonable effort must be made to ensure that funds are used in a responsible and appropriate manner.  The judgment of a prudent reasonable person shall rule in the stewardship of university funds.  In cases that are questionable, advance confirmation shall be sought.

More relating to the policy, including information on business meals, tips, and beverages can be found on Policy 7-02.5 - Administrative Policy Regarding Business Meals and Hospitality Expenses Payable or Reimbursement from University Funds. Additional policies relating to entertainment, including general business expenditures, gifts, and prizes are linked on this policy. Related forms for reimbursement are lined to this policy as well.

TRAVEL INFORMATION

APPROVED AREA HOTELS

The Kent State University Hotel and Conference Center is the preferred hotel and conference Center for Kent State.  University departments that book rooms can earn points for free hotel stays for their guests through the Stash Hotel Rewards Program - the nation's largest point-based loyalty program for independent hotels. 

In addition to its proximity to the Kent Campus, the selection was based upon the value and various amenities provided by the Kent State University Hotel and Conference Center.  Kent State University requires the use of this facility for your traveling needs whenever it can provide suitable accommodations.

Located in downtown Kent, just steps away from the heart of the city's shopping and dining districts, the Kent State University Hotel and Conference Center offers travelers 94 boutique-style guest rooms, an on-site restaurant and lounge, and indoor pool and workout facility, a 24-hour business center and 5,000 square feet of event space with a 10-seat executive boardroom.

KENT STATE UNIVERSITY HOTEL AND CONFERENCE CENTER
215 S. Depeyster St.
Kent OH  44240
330-346-0100

Mary Kline, Sales Director
330-968-6914

In the event that accommodations are not available at the Kent State Hotel and Conference Center, the following hotels have been selected as approved facilities for our business travelers:

SHERATON SUITES AKRON/CUYAHOGA FALLS
Jeffrey Lynch, General Manager
1989 Front Street
Cuyahoga Falls, OH  44221
330-929-3000 

HOLIDAY INN EXPRESS & SUITES-KENT
Reg Thayer, General Manager
1215 Sanctuary View Drive
Kent, OH  44240
330-673-9200

Please contact Larry McWilliams in the Procurement Department at x29196 or via email to lmcwilli@kent.edu with any questions.

 

CLEVELAND AIRPORT PARKING

Fast Park is the preferred vendor when traveling from Cleveland Hopkins Airport.

Enroll in their complimentary "Relax for Rewards" program under the Kent State name to guarantee a $9.77 (CLE - Airport Fast Park with covered parking) and $8.92 (CLE - Park Place with complimentary car wash) daily rate*. As a member, you will earn points redeemable for free parking and have 24/7 access to your online account to print receipts, review parking history and request free parking. Enroll at no cost and with no obligation. Discover the Fast Park difference today!

*rates may increase without university consent 

TRAVEL MANAGEMENT SERVICES

Direct Travel remains a preferred vendor as the university's travel management company. The Procurement Department encourages employees to continue to use Direct Travel's online booking tool, Concur, to book travel.  Employees may also call Direct Travel directly at 888-733-8747 to speak with a travel agent familiar with the Kent State account. 

Email to contact agent is: corporateOH@dt.com
Email to contact Concur Support is: concurOH@dt.com.

University employees are not required to use Direct Travel for their travel needs.  Employees may make their airline reservations by any means they choose, with Direct Travel being one option.

Employees are still required to take advantage of the lowest airfare available while adhering to the parameters set forth in the University travel policy.  However, if employees choose not to use Direct Travel, their travel must be charged to their personal credit cards and an electronic expense reimbursement request must be submitted to recover the cost.

Lynn Turnbow, National Account Manager
phone: 440.724.3868
email: lturnbow@dt.com
website: www.dt.com

CAR RENTAL PROGRAM

In an effort to maintain a high level of service while positively impacting our overall costs, Kent State University is pleased to announce National Car Rental and Enterprise Rent-A-Car as the preferred rental car vendors for university use. This partnership allows us to consolidate spend, simplify program management and significantly reduce our annual car rental expenditures.

The rental information below is for university-related business purposes travel only. Students are not permitted to rent a vehicle using the university code and are not permitted to drive a university vehicle unless specific authorization is granted by the department head and verification of valid driver's license is conducted. Personal rental employee discount information is provided through Kent State University's Human Resources department.

For more information about car rentals, please visit:

Pricing and Terms Resources and Tools
Car Reservation Process Additional Information
Enroll in the Emerald Club Make a Car Reservation

 

INTERNATIONAL TRAVEL

Please learn more before your next trip at the Bureau of Consular Affairs' website for travel.  

Here you will find the traveler's checklist, country information, travel advisories, and special considerations when traveling abroad.  Questions regarding chartered services, international lodging and other international services can be directed to Procurement at procurement@kent.edu.  The Office of Global Education may offer additional support and insight.

Remember to always make two copies of all of your travel documents in case of emergency, and leave one with a trusted friend or relative.