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University Policy Office

Shelly G. Gonzalez, Policy Officer
Administration 208
Warrensburg, MO 64093
Phone: 660.543.4730
Fax: 660.543.8022
sgonzalez@ucmo.edu





TRAVEL GUIDELINES AND PROCEDURES

Approval: Approved by the President on January 29, 2007 [Effective July 1, 2007].

Authority: Board of Governors Policy 1.2.040

Responsibility: Chief Financial Officer

SPECIFIC QUESTIONS REGARDING THE TRAVEL GUIDELINES AND PROCEDURES SHOULD BE DIRECTED TO ACCOUNTS PAYABLE.

TRAVEL GUIDELINES AND PROCEDURES INDEX

1. Introduction

2. Definition of Reimbursable Expenses

3. Pre-Authorization for Travel

4. Conference Registration Fees

5. Lodging

6. Meals

  1. Meals - Overnight Travel

  2. Meals - High Cost Cities

  3. Meals - Same Day Travel

  4. Meals - International Travel

  5. Meals - Business Hospitality

  6. Alcoholic Beverages

7. Transportation

  1. Air Transportation

  2. Personal Automobile / Mileage Reimbursement

  3. Rental Cars

  4. Vehicle Insurance Coverage

  5. University Vehicles

  6. Use of University Aircraft

  7. Use of Privately Owned or Rental Aircraft

8. Travel Agencies

9. Spousal or Companion Travel

10. Miscellaneous Reimbursable Expenditures

11. Non-Reimbursable Expenses

12. Cash Advances

13. University Travel Card

14. "Out-of-Pocket" Expense Reimbursement

1. Introduction

The University of Central Missouri is extensively involved in a variety of dimensions of domestic and international travel. Faculty, staff and students are involved in both individual and group travel that results from the many University-related programs. The guidelines set forth herein represent a concerted effort to clarify policies and procedures relative to all University domestic and international travel. Further, it is the desire of the University to make the guidelines available to all members of the University community so they may understand them. Any exceptions to the following guidelines must be authorized by the appropriate department's vice-president.

2. Definition of Reimbursable Expenses

Reimbursable travel expenses are those expenses authorized and incurred while transacting official business away from the campus site. Basic reimbursable expenses may include such items as business meals, transportation, lodging, and registration fees for conferences and workshops.

3. Pre-Authorization for Travel

Overnight travel requires the "UCM Travel Pre-Authorization Form" to be completed by the employee and authorized by the employee's immediate supervisor prior to the trip being taken. After the trip is completed, the "UCM Travel Pre-Authorization Form" must be submitted to Accounts Payable along with the employee's travel card voucher and receipts. The link to the "UCM Travel Pre-Authorization Form" is found at the Accounts Payable website which is http://www.ucmo.edu/payable/ .

4. Conference Registration Fees

You may use your UCM Travel Card for conference registration fees. If you pay a registration fee directly with personal funds and request reimbursement, your credit card receipt, a copy of your canceled check or other supporting documentation must accompany the request. Registration fees can also be paid by submitting a "Payment Request Form" to Accounts Payable with the appropriate supporting documentation. A University check will be issued directly to the vendor. Please allow enough time to process the "Payment Request Form" and have your registration received by the deadline. Upon receipt in Accounts Payable, a payment request normally takes three days to process plus you will want to consider the US Postal Service "mail time".

5. Lodging

Lodging accommodations are to be arranged and paid for by the traveler and shall be in reasonable relationship to their average cost for the cities where the expenses are incurred. The University recommends that employees utilize the daily lodging per diem information posted by the United States General Services Administration (GSA) as a general guideline of a reasonable average lodging cost for the desired destination. The GSA link can be found by accessing the University's Accounts Payable website at http://www.ucmo.edu/payable/ .

Travelers are expected to secure the most economical rate from the hotel. Some hotels and motels grant favorable conference rates and/or other special rates to governmental employees. Travelers are urged to check the availability of special rates and take advantage of them.

A copy of the University State Tax Exemption Certificate should be furnished to hotels/motels, in Missouri only, to eliminate the Missouri state sales tax charge. The UCM website link for the University State Tax Exemption Certificate is http://www.ucmo.edu/payable/ .

A hotel's internet access fees are reimbursable provided the access is limited to University business. Lodging receipts are required to be filed with the employee's University Travel Card Voucher form to document the trip as business travel for IRS purposes.

6. Meals

6a. Meals - Overnight Travel (Business Travel, Conferences, and Seminars)

For overnight travel, actual meal expenses up to a maximum of $50 per day are reimbursable. ($50 per day includes a reasonable gratuity).

The below prescribed maximums are not to be treated collectively as per-diem allowances. If actual expenses are less than the below prescribed maximum, reimbursement is allowed only for actual expenses. No receipts for meals are required to be submitted as long as the date, purpose and amount of the meal are documented on the University Travel Card Voucher and are within the below limits.

If an employee does not incur a full day of travel then the following meal limits apply per individual meal:

Breakfast
$10
Lunch
15
Dinner
25
Total Per Day
$50

6b. Meals - High Cost Cities

The Government Services Administration (GSA) has identified the following "high cost" cities with a recommended daily meal cap of $64 per day.

Aspen New York City
Los Angeles San Francisco
Newport Washington, DC
San Diego Chicago
Vail New Haven
Boston Philadelphia
Minneapolis Seattle

For overnight travel in the above "high cost" cities; actual meal expenses up, to a maximum of $64 per day, are reimbursable. ($64 per day includes a reasonable gratuity).

The below prescribed maximums are not to be treated collectively as per-diem allowances. If actual expenses are less than the below prescribed maximum, reimbursement is allowed only for actual expenses. No receipts for meals are required to be submitted as long as the date, purpose and amount of the meal are documented on the University Travel Card Voucher and are within the below limits.

If an employee does not incur a full day of travel then the following meal limits apply per individual meal:

Breakfast
$14
Lunch
20
Dinner
30
Total Per Day
$64

6c. Meals - "Same Day" Travel

If an employee is out-of-town on University business for a period of six hours or more, the employee is eligible to be reimbursed for one meal at actual cost but not more than $15.

6d. Meals - International Travel

Meals for international travel will be reimbursed at their actual cost. Since there are no limits on international travel meal expenses, receipts are required to be submitted with the University Travel Card Voucher.

6e. Business Hospitality Meals

"Business Hospitality Meals" are reimbursed at actual cost. "Business Hospitality Meals" are defined as:

1) Meals with university guests, consultants, or candidates, with university business being discussed.

2) Meals that are incurred as part of a seminar, conference, or required meeting that is presented by the University.

A restaurant or catering receipt with the following supporting documentation to prove the "business hospitality meal" is a true business expense is required before reimbursement can occur:

• The date of the meal.

• The name and location of the restaurant.

• The amount of the meal.

• The business purpose of the meal.

• The number of people served.

• The identities of the persons who took part in the entertainment or business discussion. (Invitation list, registration list etc.)

• Occupations or other information (titles) about the meal recipients that show their business relationship to the University (candidate, donor, etc).

The above information needs to be included with the University Travel Card Voucher and submitted to Accounts Payable.

6f. Meals - Alcoholic Beverages

The purchase of alcoholic beverages is non-reimbursable by the University.

7. Transportation

The most economically available mode of transportation, which will satisfactorily accomplish the University business, should be used. As an example, for out-of-state travel, commercial airline is the preferred mode of transportation if it is more economical for the University. The cost center administrator is responsible for reviewing and approving travel arrangements that result in the most reasonable expense to the University. Reimbursement may be limited for uneconomical choices of transportation.

7a. Air Transportation

For out-of-state travel, use of commercial airline is the preferred travel mode. Travel plans should be made, when possible, to allow for purchase of a ticket 21 days in advance of the actual business trip. "Business" or "coach" airfare is recommended and written justification must be provided if "first class" air travel is used.

Electronic ticket receipts are required to be submitted with your University Travel Card Voucher. If that is not possible, submit the web page printout or confirmation letter that is e-mailed to the employee and the boarding passes for each leg of the trip. It is important that documentation is submitted that shows the name of the person traveling, the destination and the cost of the ticket.

7b. Personal Automobile/Mileage Reimbursement

The maximum mileage reimbursement will be the current rate authorized by the Internal Revenue Service (IRS). The IRS rate represents full compensation for the costs of operating your vehicle. When the IRS updates its mileage rate, the UCM mileage rate will be updated at the Accounts Payable website, which is http://www.ucmo.edu/payable/.

When more than one person travels in the same privately owned vehicle, only the employee who owns the vehicle may receive the reimbursement.

Mileage is to be computed over the most commonly traveled route and will be reimbursed from and to the work site or residence, whichever is less. To be fully reimbursable, the cost of driving a privately owned vehicle shall not exceed the equivalent cost of the most economical means of transportation available.

7c. Rental Cars

Enterprise Rent-A-Car is the University's preferred car rental agency and whenever practical should be used. In certain instances, when Enterprise car rental services are not available, employees may use a car rental agency other than Enterprise such as Avis, Budget, Hertz, etc.

The University has contracted with Enterprise Rent-A-Car for the use of rental vehicles. Please note that Enterprise is the only car rental agency that can direct bill to the University. For the Enterprise direct bills, please provide Enterprise your name and your department name. Also, present a copy of the UCM Missouri State Tax Exempt Certificate. Upon returning to the office, please mail Accounts Payable (Admin 316) the Enterprise receipt with the correct Banner account coding on the receipt.

All Enterprise reservations, either local or out-of-town, should be made through the Warrensburg office at (660) 429-3222. All renters must be a UCM faculty, staff or student employee, 21 years of age, and have a valid driver's license and University ID. Consideration should be given to the number of people traveling when determining the appropriate size of rental vehicle.

The renter is responsible for ensuring the vehicle is returned with a full tank of gas or the University will be charged Enterprise's rate for replacement fuel. Employees may use their UCM Travel Card for gasoline purchases and are required to submit the gas receipt with the University's Travel Card Voucher Form.

Further information regarding rental vehicles may be obtained by calling Procurement Management and Materials at extension 4231.

7d. Vehicle Insurance Coverage

The University's rental agreement with Enterprise-Rent-A-Car includes comprehensive and liability coverage for employees on official business. If driving a personal vehicle, employees should refer to their personal insurance policy to determine the applicability of their coverage when the vehicle is being used for business purposes.

7e. University Vehicles

For large groups, a University-owned vehicle may be available for regional travel unless circumstances and conditions make the use of other types of transportation more advantageous to the University. Reservations for a University vehicle must be made in advance by calling extension 4331 in the Physical Plant office. The appropriate departmental Banner FOAPAL (Fund, Org, Account #) will be charged for vehicle mileage at the appropriate current rate.

7f. Use of University Aircraft

There are times when the use of University aircraft is more practical and sensible than the use of other modes of transportation. The traveler should contact the airport director at extension 4921 for cost and schedule arrangement.

7g. Use of Privately Owned or Rental Aircraft

Reimbursement for the use of privately owned or rental aircraft may be made at the current authorized rate for privately owned automobiles plus 4 cents per mile. The mileage to be reimbursed will be determined by the number of air miles. When more than one person travels in the same aircraft, only the employee who owned or rented the aircraft shall receive the mileage allowance.

8. Travel Agencies and Ticketing Fees

The University does not have an "official" travel agent. Employees are free to choose the travel agent they wish to work with or make reservations directly via online service or contacting the airline/hotel directly.

It is now common practice for travel agencies to charge a fee for their service. Employees should be aware of this fee. Employees should weigh the fee and other benefits provided by the travel agent against the expense of doing the travel research on their own.

9. Spousal or Companion Travel

Spousal or companion travel expenditures are non-reimbursable by the University.

10. Miscellaneous Reimbursable Expenditures

(Receipts are required for miscellaneous expenditures $25 or greater)

• ATM fees incurred for business purposes.

• Business telephone calls.

• Conference materials such as books and other resource material.

• Currency exchange fees.

• Freight for shipping materials or equipment to and from conferences / seminars.

• Highway and bridge tolls. • Internet usage fees for business purposes.

• Parking fees.

• Tips for baggage handling.

11. Non-Reimbursable Expenses

The following items will NOT be reimbursed by the University:

• Alcohol.

• Charitable or political contributions.

• Companion expenses (including travel, meals and additional driver costs on rental cars).

• Costs incurred at home, such as childcare, pet care or lawn/home maintenance.

• Costs incurred due to unreasonable failures to cancel transportation or hotel reservations.

• Excess baggage charges for personal items (i.e. golf clubs, skis).

• Fines for parking or moving violations.

• Laundry services (if trip is less than five days).

• Life, flight or baggage insurance.

• Lost or stolen personal property (including cash).

• Mini-bar items.

• Movies, golf, other personal entertainment.

• Personal expenses such as haircut, toiletries, clothing, etc.

• Snacks, personal reading material.

• Unnecessarily excessive costs (i.e. very expensive restaurants or exclusive hotels) not warranted by the circumstances.

Note: This list is not meant to be all-inclusive. Other items may be deemed non-reimbursable upon review.

12. Cash Advances

University travelers are encouraged to use their University Travel Card. However, there will be certain circumstances where employees will need to utilize a cash advance. Following are the cash advance procedures:

a) Advances may be made for group / team travel.

b) The group / team coach, leader or sponsor may request advances.

c) Advances are not to exceed estimated expenses.

d) Requests for the advance of travel funds must be approved by the appropriate department administrator and submitted to Accounts Payable on a University Payment Request form.

e) The approved Payment Request form must reach Accounts Payable at least five workdays prior to the date the check is needed.

f) Approved UCM Travel Reimbursement Vouchers for completed group travel should be submitted to Accounts Payable within 10 workdays of returning from the trip.

g) The UCM Travel Reimbursement Voucher needs to itemize all reimbursable expenses and be approved by the department administrator. Receipts as required by the UCM Travel Guidelines must be attached to the UCM Travel Reimbursement Voucher.

h) If the expenditures equal the cash advance, a transfer of funds from the designated departmental budget will be used to clear the advance.

i) If the expenditures exceed the cash advance, a transfer of funds from the designated departmental budget will be issued to clear the advance and out-of-pocket expenses will be reimbursed via an electronic fund transfer directly to the employee's designated bank account.

j) If the expenditures are less than the cash advance, a transfer of funds to the designated departmental budget will be used to clear the advance, with the remainder being repaid by the employee at the Student Accounts office within three working days after completion of the trip.

k) Failure to follow the above guidelines and / or clear cash advances in a timely manner could result in future requests being denied.

13. UNIVERSITY TRAVEL CARD

13a. Introduction and Eligibility

The University has contracted with UMB Bank to provide a "University Liability" VISA Travel Card to its employees. "University Liability" means travel expenditures on this card will be charged directly to the University. The UCM Travel Card is blue with the words "Travel Card" appearing in the upper right hand corner.

This card is to be used only while an employee is in travel status on University business or making travel-related purchases, as provided in the UCM Travel Guidelines. Thus, only Merchant Category Codes (MCC) that are deemed to be travel related are open on the Travel Card. Do not use the card for personal, family, or household purposes.

University "non-travel" expenditures should be charged to the University's Procurement Card.

Employees who incur $1,000 or more travel annually are eligible to receive the University's VISA Travel Card.

If you are declined at a vendor that you believe is a valid travel vendor, contact the UCM Travel Card coordinators, at extension 4684 or extension 4700.

When travel expenditures are incurred on the card, it is the employee's responsibility to submit a copy of the travel card statement with the appropriate receipts to Accounts Payable.

13b. Application for UCM Travel Card

• Log into the UCM Accounts Payable website at ucmo.edu/x34590.xml.

• Select UCM Travel Card Application Form.

• Complete all requested information on the UCM Travel Card Application Form.

• Read the UCM Travel Cardholder Agreement.

• Print the UCM Travel Card Application Form, sign the form acknowledging you have read and will comply with the terms and conditions of the UCM Travel Cardholder Agreement.

• Obtain your immediate supervisor's signature on the UCM Travel Card Application Form acknowledging his or her authorization of your card's "per transaction" and "monthly cumulative" spending limit as designated on the form.

• Mail the authorized UCM Travel Card Application Form to the Travel Card Coordinator, Administration Building 316.

• The UCM Travel Card Administrator will approve and forward the application to UMB VISA for issuance of the travel card.

• In approximately two weeks, UMB VISA will issue the card and the UCM Travel Card Administrator will contact you to pick up your travel card.

13c. Your Responsibility for the UCM Travel Card

Carefully read the cardholder agreement you receive with your card. Your responsibilities include:

• Use your travel card for University travel expenses only. The card vendor provides reports on the use of the card to the University.

• Promptly notify the UCM Travel Card Coordinator at extension 4684 and UMB Visa at 1-800-821-5184 if your card is lost or stolen.

• When you end your employment with UCM, turn in your travel card to the UCM Travel Card coordinator in Administration 316. The UCM Travel Card Coordinator can be contacted at extension 4684.

• Submit the UMB VISA Travel Card statement and your receipts to Accounts Payable using the following procedures:

1. Upon receipt of the UMB VISA Travel Card statement, collect all receipts as required by the UCM Travel Policy and attach the receipts to the UMB VISA statement.(with the exception of individual meal receipts as noted previously in the travel policy). These receipts are required by the IRS for determination of whether the travel expenditures are business related and reasonable.

2. "Business Hospitality Meals". For IRS purposes, restaurant receipts for meals that involve more than the individual employee require receipts to prove the "business hospitality meal" is a true business expense. The following documentation is required:

a) The date of the meal.

b) The name and location of the restaurant.

c) The amount of the meal.

d) The business purpose of the meal.

e) The number of people served.

f) The identities of the persons who took part in the entertainment or business discussion.

g) Occupations or other information (titles) about the meal recipients that show their business relationship to the University (candidate, donor, etc).

3. Complete the UCM Travel Card Voucher form which documents the date and purpose of the travel for IRS purposes.

4. Insert the UMB VISA statement, UCM Travel Card Voucher and receipts into the preprinted "UCM Travel Card Expense Envelope".

5. On the outside of the "UCM Travel Card Expense Envelope", document the dates and business purpose of the travel.

6. Sign the Travel Card Expense Envelope and submit to your immediate supervisor for his or her authorized signature. The pre-addressed envelope can simply be dropped in inter-office mail for delivery to Accounts Payable.

13d. Lost or Stolen Travel Card

If your card is lost or stolen, call UMB at 1-800-821-5184 immediately. The card will be canceled and a new one issued. Also, contact the UCM Travel Card coordinator at extension 4684 or extension 4700.

14. "Out-of-Pocket" Travel Reimbursement

In some cases, a University employee may incur personal funds for travel and seek reimbursement (e.g. mileage reimbursement). For reimbursement of out-of-pocket expenditures, the employee should complete a UCM Travel Reimbursement Form which can be found at the UCM Accounts Payable website, http://www.ucmo.edu/payable/ .

The UCM Travel Reimbursement Form must include the employee's Banner "7" number and supervisor's signature before payment can be processed. Please note the University processes all employee reimbursements as electronic funds transfers. This is beneficial to both the university and the employee as it is a convenient and cost effective method of payment. The following page summarizes the procedures for "out-of-pocket" reimbursement.

14a. Process for "Out-of-Pocket Reimbursement"

1. Complete the UCM Travel Reimbursement Form. The UCM website where this form can be found is http://www.ucmo.edu/payable/ .

2. Each item on the Travel Reimbursement Form must be supported by a receipt in order to receive reimbursement (with the exception of meals which is noted in the "meals section" of this travel policy). Please staple your receipts to the Travel Voucher Form when it is submitted.

3. "Business Hospitality Meals". For IRS purposes, restaurant receipts for meals that involve more than the individual employee require receipts to prove the "business hospitality meal" is a true business expense. The following documentation is required:

a) The date of the meal.

b) The name and location of the restaurant.

c) The amount of the meal.

d) The business purpose of the meal.

e) The number of people served.

f) The names of the persons who took part in the entertainment or business discussion.

g) Occupations or other information (titles) about the meal recipients that show their business relationship to the University (candidate, donor, etc).

4. We recommend you make a photocopy of the Travel Reimbursement Form and all receipts for your records.

5. The employee and employee's immediate supervisor must sign the Travel Reimbursement Form prior to submission to Accounts Payable attesting that the expenses listed on the form are legitimate and in compliance with the UCM Travel Guidelines and Procedures.

6. Submit the Travel Reimbursement Form and accompanying receipts to Accounts Payable in Administration Building 316.