RSS Icon Twitter icon Facebook icon

Travel

BPM-504 Methods of Transportation and Allowances

Revised March 17, 2013

Employees and others who incur travel expenses while conducting official University business may be reimbursed for all reasonable and necessary expenses in accordance with university policies.

The method of transportation that best meets the needs of the traveler and the University should be selected by the traveler with approval by the appropriate departmental official.  Travelers are responsible for selecting the most cost-effective means of travel.

COMMERCIAL TRANSPORTATION

Commercial Air or Rail Travel

It is recommended that individuals traveling by commercial airline or rail use the lowest available fare.

Air Charter

Where use of leased or chartered aircraft is authorized, reimbursement for the full cost of the service will be made.

PERSONAL VEHICLES

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.  The mileage reimbursement rate is set by the Controller’s Office by January 1 for each calendar year and posted on the Controller's website.

Reference: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.

An exception will be made only in the circumstance of an employee driving a personally owned vehicle pursuant to University of Missouri Health Care's policy for staff transport during severe winter weather, in which circumstance the University's coverage will be primary.

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.

An exception will be made only in the circumstance of an employee driving a personally owned vehicle pursuant to University of Missouri Health Care's policy for staff transport during severe winter weather, in which circumstance the University's coverage will be primary.

PERSONALLY OWNED/RENTED AIRCRAFT (Piloted by employee)

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 set by the Controller’s Office by January 1 for each calendar year and will be posted on the Controller's website. 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 aviation 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.

UNIVERSITY-OWNED VEHICLES

Individuals using a University-owned vehicle will be reimbursed for all necessary operational expenses such as gas, oil, storage, parking, tolls, and repairs, not billed directly to the University.

POLICY ADHERENCE

All divisions or departments must adhere to the travel reimbursement policies contained herein and in other sections of the Business Policy Manual and may not establish lower limits, additional requirements or more restrictive policies unless required by an outside entity or third party.