TRAVEL POLICY AND PROCEDURE - PAGE 7

B.       TRANSPORTATION:  The traveler must use the most economical and feasible mode of transportation available consistent with the authorized purpose of the trip.   

1.         PERSONAL AUTO 

a)         Travelers who use a personal vehicle on University business will be reimbursed at a mileage rate not to exceed the State of Missouri Travel Regulations.  Rates are effective each July 1 and employees will be notified of changes to the current authorized rates (see www6.semo.edu/apdept/travel for current rates).  Only miles driven for business purposes are to be claimed. 

b)         Mileage may be claimed based on actual mileage between destinations, or based on the mileage guide on the Accounts Payable website at www6.semo.apdept/travel.  If the point of origin is the employee’s residence, mileage will be reimbursed between the destination and the employee’s residence or between the destination and the employee’s work site, whichever is less.    

c)         The mileage reimbursement rate considers the cost of gas, normal maintenance, personal auto insurance, etc.  If using a personal vehicle, the driver's personal auto insurance policy provides primary coverage. 

d)         To be fully reimbursable, the total cost of driving (including meals and lodging en route) is not to exceed the equivalent cost of commercial air coach or tourist fare (including applicable costs such as airport parking and related ground transportation).  A travel agency or internet price quote must be included to compare the cost of driving versus air transportation. 

e)         Certain employees may have a University provided vehicle which is available to them for both business and personal use. Gas for such vehicles is eligible for reimbursement with an original receipt.  Since these vehicles are used for daily, intermittent travel the ER should reference “gas for University owned vehicle”, without listing the various local destinations.  Annually the University will assess personal usage of the vehicle and appropriate tax documents will be issued to the employee. 

2.         RENTAL CARS

Page     1     2     3     4     5     6     7     8     9     10     11     12     13     14     15         
Table of Contents
Travel Policy
Return to Travel Page