Fiscal Year End Deadlines - FY11
Travel Policy and Procedures Manual
Cash Advances
Expense Reports
Training Workshops
Additional Information
Rental Cars, Per Diem Rates, Mileage, and Out of Country Travel
Announcements
Employee Travel Cash Advance Now Processed via Direct Deposit - 9/16/11
Effective for travel October 1 and after, University employees' travel cash advances will now be processed via direct deposit. A cash advance submitted for any other individual (e.g. students) will continue to be processed in the form of a check. The new form is now available at http://www.semo.edu/accountspayable under "Forms".
The travel policy has not changed; only the method of payment has changed. As a reminder, the completed travel cash advance should be forwarded to the Accounts Payable Office 10 days prior to travel. Any questions or concerns should be directed to Sheri Ponder at ext. 2534 or Yvonne Lee at ext. 2072.
FY12 Travel Allowances - 6/30/11
Effective for travel on July 1, 2011 and after, the state mileage allowance rate for the use of a personal vehicle on University business will remain the same at 37 cents per mile. This rate is set by the State of Missouri, Office of Administration. The mileage rate for moving expenses is 19 cents per mile and is set by the Internal Revenue Service. The per diem rates for meal allowances will not change. The Standard Rate will remain at 39 dollars with the Non Standard areas ranging up to 64 dollars.
Itemized Receipts Required for All Business Meals - 6/22/11
Effective July 1, 201, itemized receipts must be submitted to Accounts Payable for all expense reimbursements including business meals, except when claiming per diem. Receipts that only show the total amount spent will no longer be accepted. For more information, view the Policy and Procedures for Reimbursement of Business Meals
FY11 New Travel Procedure Announcement - 7/28/2010
Effective for travel on August 1, 2010 and after, the Trip Optimizer Form must be attached to all Expense Reports claiming any vehicle use, personal vehicle or rental car. The trip optimizer assists University employees in determining the most cost effective travel option between rental car or mileage reimbursement. This method is based on miles traveled and number of days vehicle is used. The University will pay the lower cost amount regardless of the chosen travel option selected unless a relevant comment of exception is provided with supervisor approval. This form is not required if you are traveling less than 100 miles roundtrip. If you intend to drive 800 miles or more, the Fly versus Drive form must be completed. Trip Optimizer Form is located in the Forms section on the Accounts Payable website.
FY11 Travel Allowances - 6/2/2010
Effective for travel on July 1, 2010 and after, the new state mileage allowance rate for the use of a personal vehicle on University business will decrease from 47 cents to 37 cents per mile. This rate is set by the State of Missouri, Office of Administration. The mileage rate for moving expenses is 16.5 cents per mile and is set by the Internal Revenue Service.
The per diem rates for meal allowances will not change. The Standard Rate has remained at 39 dollars with the Non Standard areas ranging up to 64 dollars.
Reporting the Lowest Cost Option
Always keep a record of the actual transportation expenses that you utilized when filling out an Expense Report
If you have utilized the Lowest Cost option
- The Expense Report is correct
- Attach the Trip Optimizer form along with any other required supporting documentation
If you have NOT utilized the Lowest Cost option
- Record the Lowest cost Deduction amount, that is calculated for you on the Trip Optimizer form, as a negative amount in the Miscellaneous Column
- Enter "Lowest Cost Deduction" as the Explanation of Miscellaneous
- The calculation on the Expense Report form will deduct this from the amount due to you for not utilizing the Lowest cost option.
- Attach the Trip Optimizer form along with any other required supporting documentation
Example:
| Misc | D | E | Explanation of Miscellaneous |
| (20.50) | Lowest Cost Deduction | ||
If you have NOT utilized the Lowest cost option, but have a comment of exception and Supervisor approval:
- The Expense Report is correct
- Attach the approved Trip Optimizer form along with any other required supporting documentation.