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Travel and Expense (T&E)

The Travel and Expense module implementation was the first initiative successfully completed within the OEI framework.  Its goal was to reduce administrative voucher preparation time, expedite reimbursements and provide significant savings across the University of Missouri System.  This new approach to managing travel expenses was phased in throughout 2011 and resulted in a CACUBO Best Practices Award in 2012 designed to recognize industry-leading efforts in process improvement.

As part of the benchmark it was found that the University averaged about 14 cents in costs for every dollar reimbursed to travelers.  In fact, the benchmark study undertaken by 250 staff across the system, with support from Accenture using Hackett methodology, estimated that the university’s cost to process travel vouchers was approximately $2.7 million annually .  With the implementation of the new Travel and Expense module, coupled with pursuit of OEI shared services principles, the reduction of travel processing expenses is estimated to exceed $1 million annually , thus bringing our costs more in line with those of many of our peer institutions.

Reviewed 2019-08-05

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University of Missouri

Business policy and procedure online manual, travel expenses-general information.

Revised: 11/12/2018

• UM Policy 22310 – Expense Reimbursements
• UM Policy 22601 – Travel Authorization
• UM Policy 26404 – One Card
• UM Policy 22602 – Methods of Transportation and Allowances
• UM Policy 22603 – Allowable Travel Expenses
• UM Policy 22604 – Cash Advances in Travel Status
• UM Travel Information

Travel must be authorized by an administrative superior or other designated official for University employees or others who are traveling to conduct University business.

When funding for travel is not under the authority of the administrative superior or other designated official, an official authorized to make expenditures from the departmental funds or funding source from which the travel is to be paid must authorize the travel. Verbal authorization to travel by the administrative superior or other designated official is sufficient. Travel and the related expenditures should be monitored by the administrative superior on a regular basis for all departmental units.

In accordance with IRS regulations, the University has an accountable plan that allows it to reimburse employees for authorized business expenses with no effect on compensation. Reimbursement of expenses is limited to expenses allowable per the University policies.

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. Where feasible and appropriate, the traveler should have the University pay pre-trip travel expenses before the trip. Upon request, corporate travel cards may be issued at no cost to authorized faculty and staff members, including graduate student employees, for charging business-related travel expenses in lieu of personal funds and to obtain travel cash advances. Departments should work with the individuals in order to take advantage of University discounts and processes, e.g., booking flights through use of the One Card . Additionally, each Campus and the System have Travel Coordinators who can advise individuals regarding University travel policies and procedures as well as University travel cards.

With submission of all requests for reimbursement of employee travel expenses, the employee attests to appropriateness of expenses in accordance with University travel policies. The expense report is routed to an employee’s fiscal approver for verification and approval that all expenses submitted for reimbursement adhere to University travel policies. In no case should an employee approve his or her own form. Itemized receipts are required to be attached to the expense report for all expenditures $75 or more and for all hotel expenditures regardless of amount. No receipts should be submitted or maintained for expenditures less than $75 except for hotel receipts.

Reimbursement of expenses for non-employees (candidates and consultants) is made when the travel is necessary and of benefit to the University, and is limited to expenses allowable per the University’s policies . This type of reimbursement should be requested through a Non-PO voucher.

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Travel expenses - non employee, information, about this commodity.

Travel expenses for non-employees are normally covered by the associated professional service contract.  Limits to covered expenses can be made as part of that agreement.   

All reimbursements such as meal per diems, mileage paid for vehicles, etc. shall conform to University of Missouri policy dollar limits unless specifically agreed to in the initial contract.   

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Travel and Business Expense Reimbursements

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Departments \ Accounts Payable \ Travel and Business Expense Reimbursements

Expense report, spend authorization.

• Non-Employee and Student Expense Reimbursement Form

Mileage Reimbursement Information

Foreign travel per diem.

Employee business expense reimbursement requests and travel card reconciliation is processed via Expense Report in Workday. For instructions see: http://workday-finance.it.miami.edu/training/workday-finance/tip-sheets-and-tutorials/expenses/index.html .

Expense Report FAQS .

Travel Advances requests are only available for group led travel and is requested by submitting a Spend Authorization in Workday:

https://my.it.miami.edu/wda/erpsec/tipsheets/FIN_Expenses_CreateExpenseReportFromSpendAuth.pdf

Travel Advance Request Form

• Travel & Business Expense Reimbursement Policy  

Mileage Allowance

- Mileage Log This is a sample log that is required to accompany requests for multiple mileage allowance reimbursements on a single Expense Report.

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U-M Employees

Travel & Expense Reporting

Travel Booking

Employees should book travel through the university’s designated travel partner, Collegiate Travel Planners (CTP).

For training materials and FAQs, click here to access the Travel and Expense TDX Knowledgebase.

RIDT Travel Grants

The University's   Research, Innovation & Development Trust (RIDT)   is offering travel grants to allow doctoral students to present their research overseas.

Registered doctoral students are encouraged to apply for competitive grants to cover expenses related to participation in conferences held overseas in the course of their doctoral programme.

These grants are meant to provide support for doctoral students to attend a conference overseas in which they would be disseminating their findings through first-author papers or first-author posters. 

A call for applications will be published three times a year, in January, May and October. Applications can be submitted through the   Application form (Form A) , which will then be evaluated by a board made up of representatives of the Doctoral School, the RIDT and the Pro-Rector for Research and Knowledge Transfer.

Applicants will be informed within one month of the closing date of the call whether their application has been successful. The application must be approved prior to the student attending the conference.

Grants are to be paid as a reimbursement of expenses properly incurred, and can cover conference registration fees, economy class travel and other eligible costs as listed in the   General Conditions for Overseas Travel   below. Payments are only made once expenses are claimed by completing the   Reimbursement Form (Form B)   - no later than 15 days after travel has been completed. 

The grant will cover 75% of expenses incurred, up to a maximum of €1,750.

To be eligible, doctoral researchers must:

• have completed successfully the transfer from M.Phil. to Ph.D.;
• participated in relevant professional development training activities (e.g. DOC6019 - Presentation Techniques; DOC6006 - Convincing and Debating; DOC6059 - How to Build an International Academic Network; DOC6011 - Communicating Research to Diverse Audiences; DOC6026 - Getting Published: The Conference Paper);
• must not have submitted the doctoral thesis for examination at the time of application;
• not be eligible to receive funding for conferences through a scholarship or through any other award or grant; and
• provide evidence of receipt of notification from the conference organisers that the abstract for the paper or poster has been accepted.

The following criteria will be taken into consideration when shortlisting candidates and awarding a grant:  

• Doctoral student status
• The poster/paper must be in line with the Ph.D. topic and proposal
• Does the conference have high potential to leverage applicants’ expertise, substantive knowledge, and/or methodological understanding?
• Is the abstract for lecture/poster of high quality?
• How can the event help the career and personal development of the applicant?
• What is the benefit for the current research of the early-stage researcher?
• What are the networking reasons for attending the conference?

It is important that students who wish to be considered for a travel grant read and understand the conditions which appear here. It is understood that if something is not clear, clarification should be sought from the Doctoral School before incurring expenses.  

AIRFARE •    All airfare (economy class) receipts must be itemised. Do not book travel packages that include hotel + airfare + transport for one price. Travel insurance is a refundable expense and can be part of the airfare.  •    Please keep a copy of the boarding passes. •    All travel must depart from and return to Malta.

LODGING •    Likewise, only hotel room rate and room tax are reimbursable. Extraneous expenses such as gym fees, movies, videos, newspapers, magazines, etc are not reimbursable. The name on the bill must be the students own. If students are sharing the room, a bill for each occupant should be provided. Itemised receipts for room service should be submitted along with hotel bill. 

CONFERENCE REGISTRATION FEES •    Conference student rate (where applicable) registration fees can be reimbursed. Non-business related expenses, such as social functions and cultural visits are not eligible for reimbursement. A copy of the agenda, flyer or invitation and itemized receipt reflecting form of payment should be submitted on the reimbursement form. 

PRINTING OF POSTER •    The cost of printing the poster presented at the conference can be reimbursed against the presentation of a receipt.    TRANSPORTATION •    Ground transportation (such as train, coach, bus, taxi and subway is reimbursable against a receipt.  The use of a taxi is limited to reach the airport from hotel/lodging.  

MEALS AND INCIDENTAL EXPENSES •    Meals are reimbursed on an actual basis. Submit itemised meal receipts with date of transaction for reimbursement. Credit card receipts without the itemised dining details are not acceptable. Alcohol and tobacco purchases will not be reimbursed. 

OUT-OF-POCKET USE OF FUNDS •    In the case of multiple students travelling to the same event, do not share or split costs for meals, rooms, transportation, etc.

Reimbursement expenses are tracked per individual and not per event; therefore, expenses must be paid per individual only and cannot be shared or split.

Travel Reimbursement Process

The Reimbursement Form (Form B) must be submitted within 15 days. Failure to submit within this time period may result in the non-reimbursement of funds. All receipts must be scanned and submitted on the form.

A complete reimbursement package includes: •    An inividual scan of the original copies of detailed, itemised receipts for ALL expenditures, clearly indicating the amount, method of payment and zero balance. If mode of payment is not indicated on receipts, bank/credit card statements need to be submitted. Foreign receipts should be translated into English.   •    Proof of conference attendance, including a copy of the conference programme, flyer or invitation clearly stating date and location of the conference. It is the student’s responsibility to submit all documentation for the entire trip. Original receipts should be kept by the student for one year as these may be requested for auditing purposes.  

Have a look at the fields required on both forms: Application Form (Form A) [PDF] and Reimbursement Form (Form B) [PDF]

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