Revised July 1, 2008
Employees, with the approval of their administrative superior, may select the method of transportation that best meets the needs of the employee and the University. Employees who incur travel expenses while conducting official University business may be reimbursed for all reasonable and necessary expenses in accordance with the following policies and procedures.
Commercial Air or Rail Travel
Individuals traveling by commercial airline, or rail, must use the lowest available fare. A receipt is required for reimbursement on a Travel Expense Voucher (UM Form 11).
Air Charter
Where use of leased or chartered aircraft is authorized, reimbursement for the full cost of the service will be made.
Individuals using a personal vehicle for official business will be reimbursed based on the approved map mileage of the most direct route, plus any costs of parking and tolls. If a personal vehicle is used for official University business for a distance in excess of 400 miles one-way or 800 miles round trip, a cost comparison must be performed listing the costs associated with driving versus flying. The cost comparison should be made prior to the trip and for the same dates as the planned business trip. The driving cost estimate should include mileage, meals and lodging en route, and associated highway toll charges. The airfare cost estimate should include the roundtrip cost of the lowest available commercial airfare prior to the date of the trip, roundtrip mileage to the airport, airport parking, taxi/shuttle expense from the airport to the business destination or rental car charges at business destination if necessary. The reimbursement amount claimed must be the lesser of the lowest cost estimated by flying or driving. A copy of the flying versus driving cost comparison must be attached to the travel expense report along with all supporting documentation to substantiate the cost estimates.
The University will reimburse individuals for business miles driven during the period July 1, 2008 through December 31, 2008 at the IRS mileage reimbursement rate of $0.585 per mile.
Reference: See BPM 406, Vehicles
Liability Insurance
In the event of an accident resulting in liability while driving a personally owned vehicle on University business, the University's coverage is secondary to the coverage of the owner/employee. The University's coverage will only become involved after the employee's limits have been exhausted.
The University recommends that employees using personally owned vehicles for business maintain personal automobile policies with a minimum of $300,000 combined single limit.
Physical Damage (Comp & Collision)
The University will not be responsible for damage to personally owned vehicles used in business and recommends that the employee arrange for physical damage insurance if desired.
Individuals authorized to use a personally owned or rented aircraft to be piloted by an employee for official business will be reimbursed at a rate not to exceed $1.07 per air statute mile. If a personal aircraft is used for official business, mileage (adding meals and lodging en route) will be reimbursed with the total not to exceed the rate of lowest available commercial air fare. No other expenses associated with use of personal aircraft will be reimbursed.
The University will not be responsible for damage to either personally owned or rented aircraft and recommends that the employee arrange for physical damage (hull coverage) insurance in all cases.
Authority to approve use of owned or rented aircraft is delegated to the dean/director level.
As a condition of authorization for use of a personally owed or rented aircraft, employees must file with the UM Office of Risk & Insurance Management a certificate of liability insurance showing the Curators of the University of Missouri as an additional insured and with minimum limits of $2,000,000 per person, $2,000,000 per occurrence and $2,000,000 property damage.
Individuals using a University-owned vehicle will be reimbursed for all necessary operational expenses such as gas, oil, storage, parking, tolls, repairs, etc., that are not billed directly to the University.