All university employees use the electronic travel reimbursement system (T&E) PeopleSoft module for most university-paid reimbursements. All non-travel and moving reimbursements are processed through the T&E system.
*Non-employees (such as county secretaries and volunteers) will continue to use the printable forms and be entered as a non-po supplemental voucher.
Federal lobbyist reporting requirements still apply, but reporting is now handled by the online eCompliance system for the University of Missouri.
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 meal 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 and posted on the Controller’s website (UM Policy 22602).
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 (per IRS) and are not a University reimbursable expense. This applies regardless of day of the week, time of day or number of times per day.
If you have business travel for a meeting or programming that does not allow you to travel to the office first, then you can claim mileage from your home to the location with the exception if the travel takes you on the same route as your normal commute. If that is the case, you would claim mileage from the office to the location of your meeting or programming.
If it has been determined and approved that you will work from your home, you may claim the mileage traveling from your home to locations for university and extension council related business. As with all business travel you must claim the most reasonable route between work locations only.
Note: this is our understanding based on IRS guidance and it is always advisable to verify with a tax expert.