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Fair and equitable travel reimbursement will be provided to both the traveler and the University in conformance with applicable governmental guidelines and regulations. The University will reimburse Board members, employees, non-employees, and students for necessary and reasonable travel expenses incurred for authorized University business. Employees are responsible for complying with University travel policies and procedures and should exercise the same care in incurring University travel expenses as they would in personal travel. This policy applies to all travel expenses regardless of the source of funds. When travel costs are to be funded by a sponsored project award, the terms of the applicable award will take precedence if they are more restrictive than University policy. At their discretion, University departments/divisions may impose more restrictive guidelines for budgetary or control reasons, but they may not be less restrictive than guidelines stated in this policy and its respective procedures. The VPAF shall be responsible for developing operating procedures to implement this policy in accordance with IRS regulations.

Employees planning travel should book their travel at least two (2) weeks in advance whenever possible. If the travel requires out-of-state air travel, the employee should book their tickets twenty-one (21) days in advance to ensure the best rate. When booking hotels or determine Per Diem Rates, the Missouri CONUS rates should be followed unless an exemption has been issued by the VPAF allowing the rate to be exceeded.

Employees that are regularly required to travel as a part of their job should submit expense forms within fifteen (15) calendar days following the month of the travel. This does not prohibit employees from requesting reimbursement sooner if needed. All other employees are to request reimbursement within fifteen (15) calendar days following their travel. Failure to timely submit a reimbursement request may result in the employee being personally responsible for their travel expenses. Exceptions to the fifteen (15)-day requirements may be granted by the President or VPAF.

Travel expenses for airfare, rental vehicles and lodging should be booked on a University purchasing card or direct billed to the University to avoid the employee having to personally incur the expense.