TRAVEL GUIDELINES

Meal Policy:
Meal costs will be reimbursable only when overnight travel is involved or if they are part of a meeting or activity with others to discuss University business. Meals eaten alone, when no overnight travel is involved, will not be reimbursable. University employees who are in continuous travel status for 12 or more hours outside their home city without an overnight stay may receive reimbursement for meals.  Explanation on the travel form stating the necessity of traveling 12 hours or more is required.

Expenses must be turned in within 60 days after the end of the trip in which the expense is incurred.  After 60 days the reimbursement will be treated as tax able compensation and the reason for the delay must be documented.  This change is to comply with IRS regulations on reimbursement of expenses.  If you turn in expenses for multiple trips during a month, the 60 day clock starts ticking on the first trip on the voucher.  Please turn your expenses in as soon as they have incurred and/or at regular intervals.

The maximum allowance for meals in a day has been changed from an individual meal allowance to a total for the day for the meals involved during the day rather than an allowance for each meal individually.  The total meal allowance for three meals in $42 per day (breakfast $10, lunch $10.50, and dinner $21.50).  Breakfast and lunch maximums are $20.50 and for lunch and dinner it is $22.  The individual meal allowances apply when there is one meal per day.  When attending a conference, meeting or event when the meal is either paid for in the registration or otherwise provided, place a P in the appropriate meal box on the travel form.  The travel voucher should include an explanation of the meal's business purpose and a list of individuals or groups present.

When lodging is direct billed, please indicate with a DB in the lodging block on the travel form.

Indicate all riders when you are charging the mileage, provide a complete description of the destination (from to) and if you are at a multi-day conference, indicate the destination everyday, and for professional meetings indicate maximum amount in the comment section and attach a copy of the approved form.

Travel Vouchers:

Meal Limits:
Breakfast--$10.00
Lunch--$10.50
Dinner--$21.50

Mileage Reimbursement: $.485 per mile effective 1/1/07

Tips
Include tips for meals with the total cost of meals but the total cannot exceed meal maximums. Other tips can be added separately.

Purpose of Trip: Full description of trip. Do not use acronyms. Spell everything out.

Reimbursements on each voucher need to come out of the same MoCode Description account. If you have additional travel that needs to come out of another MoCode, put it on another voucher.

In-Service Education:
Use MoCodes for each individual in-service training.  MoCodes will be given to participants at training.

Individualized ISE  (subject to approval by regional director) (form is in the Forms section)
MoCode Description: WC Region Program Development
MoCode: E0067

In the comment section, include the statement, "The maximum amount approved not to exceed (enter amount here)." The total expenses cannot exceed this amount.

Annual Conference:
MoCode Description: Annual Conference
MoCode: E1447

Professional Association Meetings:
Attach copy of approved Professional Meeting form.

In the Purpose box, indicate it is a professional meeting and the name of the meeting.

MoCode Description: WC Region Programs
MoCode: E1198

In the comment section, enter the statement, "Maximum approved for professional meeting not to exceed ($600 or $1000)." The total amount cannot exceed this amount.

Orientation
In the Purpose box, indicate that it is an orientation.

MoCode Description: WC Region Programs
MoCode: E2206

The following meetings will come out of the WC Region Program Development account:
Regional staff meetings
County program director meetings

Signature:
All travel vouchers require Regional Director's signature even if they are to be routed through another department. Also, all travel vouchers require an original signature by the person submitting the voucher. 

Statements
Statements sent to the Regional office to reimburse the county out of Al's account need a voucher (UM 12) attached to it. The statement should be made out to University of Missouri Extension, 212 Whitten Hall.

People Soft Codes
Click here for chart of transition from FRS to People Soft Codes.

People Soft Chartfield Accounts
Click here for list of FRS codes converted to People Soft Chartfield accounts.