Travel policy

The links to the travel policies are below.

Federal lobbyist reporting requirements still apply, but reporting is now handled by the online eCompliance system for the University of Missouri.  To report lobbying activities, please click on the link and select "Lobbying Activity Report" from the menu to start.

Tips: (not to replace reading the policies):

  • Cost analysis of flying vs. driving is not longer required.  Employees are expected to use common sense when deciding the least expensive but reasonable way to travel for business.
  • Units may not establish lower limits or more restrictive policies (i.e. mileage rate or meals) for travel unless required by an outside entity.
  • Where feasible and appropriate, you should have the university pay pre-trip travel expenses before the trip (usually by purchasing card).
  • Travel expenses that will be reimbursed by another organization rather than by the university should not be charged to the university. The cost of airline tickets and other travel expenses should be borne by the traveler and the traveler reimbursed directly from the organization.
  • The Extended Work Day policy is for travel that causes the employee to work in excess of a normal schedule outside of assigned work location(s) and/or assigned tasks. It is reimbursed at a set rate of $21 for the day.
  • Receipts less than $75 not required other than for hotel and supplies.
  • Acronyms should not be used.

University reimbursable mileage for personal vehicle

The University has an accountable plan that allows it to reimburse employees for authorized business expenses with no effect on compensation. Under this plan, the employee must have incurred travel expenses while performing services for the University (BPM-505). Individuals using a personal vehicle for official business will be reimbursed based on the mileage of the most direct route incurred as a result of business need, plus any costs of parking and tolls. An online mapping service may be used to verify mileage requested is reasonable. The mileage reimbursement rate is set by the Controller’s Office by January 1 for each calendar year (BPM-504).

The question of how business mileage starting from home often comes up. Employees should not benefit or be penalized because of their personal choice of where to live. Their normal expected commuting costs are not considered a business need but a personal responsibility, and are not a University reimbursable expense regardless of day or time of commute.

For example, if the person drives fewer miles leaving from home to the event they are attending they should be reimbursed for the shorter distance. If timing is such that they actually left for the trip from the office because the business need was that they go into the office prior to the event, then the mileage would be from their office. If positioning is such that a person’s normal commute is part of the distance that needs to be covered to get to the event, then the distance from the office is the appropriate amount to charge even if they didn’t stop at the office. In essence, the shorter of the distances is what should be reimbursed.