TRAVEL POLICY AND PROCEDURE - PAGE 8

a)         For local/regional travel, the University has a contract with a local car rental agency that provides economical rates.  Contact the Purchasing Department for contract information.  For distant travel, travelers may rent vehicles as required for business purposes. 

b)         Unless otherwise justified, subcompact, compact, mid-size, or full-size cars should be rented.  The rental of luxury or sport model cars, including SUVs, is not reimbursable. 

c)         While renting a car on University business, employees are protected by the Missouri State Legal Expense Fund for liability, comprehensive or collision insurance.  Collision damage waivers, loss and damage waivers, or other forms of insurance purchased from rental car agencies are not reimbursable. 

3.         AIR TRANSPORTATION  

a)         Commercial flights are to be by coach, tourist or equivalent class.  Early reservations are encouraged to obtain discount fares.  First class or business class may be purchased only when it can be documented that lower-fare classes were not available.

b)         Purchase of air transportation via the internet is allowable if it provides economic benefit to the University through lower fares.  The internet confirmation showing the airfare has been paid by the employee and the boarding pass must be submitted with the ER.

c)         Travel extended to save airfare costs (e.g. a Saturday night stay for domestic travel) may be reimbursed when the cost of airfare plus additional expenses associated with the extended stay (e.g. additional night lodging, meals) is less than the cost of airfare had the traveler not extended the trip.  A justification statement documenting these savings, including a travel agency or internet price quote for the same airline, must be attached to the Travel Authorization or Expense Report. 

4. CHARTERS - Charter transportation, including air travel, are permitted only when no other mode of transportation will allow an individual or group to physically meet location requirements.  All charter air travel must be approved at the Provost/Vice Presidential level.

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