CENTRAL MISSOURI REGIONAL TRAVEL ACCOUNT GUIDELINES |
July 2007
The purpose of the Regional Travel Account is to provide an easy method of accounting and charging travel in the region. Each staff member is asked to evaluate each trip as to its necessity and expected accomplishments. Trips made for one visit or one business call may not be the best use of either time or money. When traveling, an attempt should be made to accomplish as much as possible.
Administration of the Regional Travel Account
1. The Central Missouri Regional Director's office will maintain the Regional Travel Account.
2. The Central Missouri Regional Director will work with County Program Directors to monitor and control the Account.
3. The Regional Director will periodically (quarterly) prepare reports to inform CPDs and Extension Councils.
4. Disagreement will be referred to the Regional Director for resolution.
Specialist Responsibilities and Rules
1. Monthly, each specialist will complete a University Travel Voucher (including destination, trip purpose, total miles and subsistence) and send it to the Regional Director. Any questionable travel will be deducted and paid following resolution of the disagreement.
2. For expenses reported more than 60 days after the end of the trip on which the expenses are paid or incurred, documentation of the reason for the delay must be provided. Reimbursement will be subject to the availability of funds and the Regional Director will have the discretion of denying the reimbursement. If reimbursement is made it will be added to taxable compensation.
3. Currently, the mileage rate is 48.5 cents per mile for actual mileage for travel while conduction official business. Official business travel is defined as the less or of the distance from home to destination or from headquarters office to destination and return. Regular commute from home to and from headquarters offices in not considered official business. Meals are reimbursable based upon current guidelines and maximums as outlined in the Business Policy and Procedure Manual: http://www.system.missouri.edu/uminfo/bpm/505.pdf
If there is no overnight travel involved, meals are reimbursable only when they are part of a meeting or activity including other individuals to discuss University business. If the meal is part of a group meal or organized banquet where each participant pays individually, the meal is reimbursable under current guidelines and maximums as outlined in the Business Policy and Procedure Manual as long as the travel voucher includes an explanation as to the business purpose of the meal and other individuals or groups present. Meals eaten alone are not reimbursable except for meals on qualified day trips.
Meals eaten during day trips (travel away from the employee's home city without and overnight stay) may qualify for reimbursement if the employee is in continuous travel status for twelve hours or more. Employee must indicate on the travel form the twelve-hour status if no overnight lodging is listed.
Meal rates: Breakfast, $10; Lunch, $10.50; Dinner, $21.50
4. Overnight lodging and meal expenses will be reimbursed when added travel costs to return to the specialist county office at a day's end plus the cost of return the following day to complete the activity would exceed that night's lodging and meal costs. Prior approval by the Regional Director for the layover costs is required. A motel/hotel receipt is required for reimbursement.
5. Overnight lodging and meal expenses will be reimbursed when sudden changes in the weather make driving conditions unsafe. Notify the Regional Director upon return to your office. A motel/hotel receipt is required for reimbursement.
6. If Central Missouri Specialists are asked to travel outside of the Region, the organization benefiting will be expected to pay. Be sure to secure advance agreements for travel outside the Area. A Travel Authorization Form is required when traveling outside the Region for purposes other than In-Service.
7. Staff from other regions who travel to the Central Missouri Region for the benefit of Central Missouri Regional programs will be reimbursed with written prior approval of the Regional Director.
8. Program Implementation Experiences (PIE), Professional Development Experiences (PDE) and meetings called by central administration or campus units normally will be reimbursed by the calling unit or University of Missouri Extension funds. Follow University procedures.
9. Occasionally, specialists may wish to attend a meeting, seminar, field day, or workshop which will enhance their ability to deliver programs to regional clientele but which does not qualify as training's for reimbursement from other funds. In this case, travel may be reimbursed with prior approval of the Regional Director.