Travel Guidelines and Procedures

For overnight travel, actual food and beverage expenses up to a maximum of $57 per day are allowed.  ($57 per day includes a reasonable gratuity and taxes). For meals at Missouri restaurants (excluding fast food restaurants), a state tax exemption certificate needs to be provided to the restaurant at the time of ordering.  Every reasonable attempt should be made to have Missouri sales tax removed from state purchases.

If an employee does incur a full day of travel, a maximum of $57 per day can be allocated among all food and beverage purchases regardless of the individual meal limits as long as the total does not exceed $57.

Receipts for purchases over $10 are required to be submitted with the Cardholder BPC Transaction Log and/or the Travel Expense Summary Form. 

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

Any meal expenses submitted for times when a conference meal was provided at no cost will not be reimbursed. 

If an employee is out-of-town on University business for a period of eight hours or more, the employee is eligible to be reimbursed for food and beverages at actual cost but not more than $25. Meals within a 30-mile radius of the employee’s residence or work site will not be reimbursed under the travel provisions.

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

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.  The lowest cost class airfare that allows the traveler to select a seat should be obtained.  Business class is acceptable for flights of 4 hours or more. First class airfare is not acceptable unless documented with HR that it is required for disability accommodation or medical reasons.   

Electronic ticket receipts are required to be submitted with your Cardholder BPC Transaction Log and/or the Travel Expense Summary Form.  If that is not possible, submit the web page printout or confirmation letter that is e-mailed to the employee. It is important that documentation is submitted that shows the name of the person traveling, the destination and the cost of the ticket.

It is recommended that employees use their BPC to purchase airline tickets.  If the employee uses a personal card and the trip is canceled, the employee may be financially responsible for the cancellation and other service fees due.  For purchases using the BPC, vouchers are expected to be used for future business travel.  Use for personal travel will result in the employee owing the University the cost of the ticket and associated fees.  If the cancellation is due to the employee terminating their employment, the University will deduct the cost of the ticket and associated fees from the employee’s final paycheck. 

Airplane internet access fees are reimbursable provided the access is required for University business.

Employees are expected to use economy parking lots at the airport and other locations, so long as the business need of the trip is met.

UCM follows the State of Missouri Vehicular Travel Policy (SP-12) as it relates to mileage reimbursement. The maximum mileage reimbursement will be the current rate authorized by the State of Missouri.  This rate represents full compensation for the costs of operating your vehicle.  When the State of Missouri updates its mileage rate, the UCM mileage rate will be updated at the Accounts Payable website.

When more than one person travels in the same privately owned or leased vehicle, only the employee financially responsible for 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. Employees are not required to use privately owned vehicles for out of town travel and may utilize a rental car even if personal mileage would be more economical.

Employees should utilize Enterprise Rent-A-Car.  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 state of Missouri has contracted with Enterprise Rent-A-Car for the use of rental vehicles by University employees. 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, department name and UCM account number.  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 using the Enterprise link on the UCM website.  All renters must be UCM Faculty, Staff or Student employee, at least 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 BPC for gasoline purchases and are required to submit the gas receipt with the University’s Cardholder BPC Transaction Log.  

The state’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.

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.  

The University has contracted with Bank of America to provide a business procurement card (BPC) to its employees.  Travel expenditures on this card will be charged directly to the University. 

Do not use the card for personal, family, or household purposes.  

Employees who incur $1,000 or more travel annually are eligible to receive the BPC. 

If you are declined at a vendor that you believe is a valid travel vendor, contact the UCM Accounts Payable Travel Card Coordinators, at extension 4700. 

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

• Log into the UCM Accounts Payable website.

• Select UCM BPC Application Form.

• Complete all requested information on the UCM BPC Application Form.

• Read the UCM BPC Cardholder Agreement.

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

• Obtain your Budget Administrator’s signature on the UCM BPC Application Form acknowledging his or her authorization of your card’s “monthly cumulative” credit limit as designated on the form.

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

• The UCM BPC Coordinator will approve and forward the application to BOA for issuance of the travel card.

• Prior to receiving your card, you will be contacted by the UCM BPC Coordinator to attend a mandatory cardholder training.

• The employee will be able to pick up their card from the UCM BPC Coordinator upon completion of the cardholder training.

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

• Promptly notify the UCM BPC Coordinator at extension 4540 and BOA at 1-888-449-2273 if your card is lost or stolen.

• When you end your employment with UCM, turn in your BPC to the UCM BPC Coordinator in Administration 316.  The UCM BPC Coordinator can be contacted at extension 4540.

• Submit the BPC Transaction Log and your receipts to Accounts Payable using the following procedures:

1. Upon receipt of the Cardholder BPC Transaction Log, collect all receipts as required by the UCM Travel Policy and attach the receipts to the Cardholder BPC Transaction Log. These receipts are required by the IRS for determination of whether the travel expenditures are business related and reasonable. 

2. Complete the UCM Cardholder BPC Transaction Log which documents the date and purpose of the travel for IRS purposes.

3. Insert the BPC statement, UCM Cardholder BPC Transaction Log and receipts into the preprinted “UCM BPC Expense Envelope”.

4. On the outside of the “UCM BPC Envelope”, document the dates and business purpose of the travel.

5. Sign the BPC Envelope and submit to your Budget Administrator for his or her authorized signature. The pre-addressed envelope can simply be dropped in inter-office mail for delivery to Accounts Payable. 

6. BPC Envelopes are to be submitted within 10 days after the end of the month.

If your card is lost or stolen, call BOA at 1-888-449-2273 immediately.  The card will be canceled and a new one issued.  Also, contact the UCM Card coordinator at extension 4700.

1. Complete the UCM Travel Expense Summary Form.  The UCM website where this form can be found is https://www.ucmo.edu/offices/accounts-payable/internal-resources/fac-staff/index.php 
2. Each item over $10 on the Travel Expense Summary Form must be supported by a receipt in order to receive reimbursement.  Please staple your receipts to the Travel Expense Summary Form when it is submitted. 
3. We recommend you make a photocopy of the Travel Expense Summary Form and all receipts for your records. 
4. The employee and employee’s Budget Manger must sign the Travel Expense Summary Form prior to submission to Accounts Payable attesting that the expenses listed on the form are legitimate and in compliance with the UCM Travel Policy. 

Submit the Travel Expense Summary Form and accompanying receipts to Accounts Payable in Administration Building 316.  Expenses should be submitted within 60 days after the end of the month in which expenses are incurred.  Failure to submit expenses within this time period could result in denial of expense reimbursement.