Southeast Missouri State University

Fiscal Year End Deadlines
Travel Policy and Procedures Manual
Cash Advances
Expense Reports
Training Workshops
Additional Information

Rental Cars, Per Diem Rates, Mileage, andOut of Country Travel

Announcements

Travel Policy & Procedure Change

Effective for travel on July 1, 2014 and after, the University will no longer require Airline Boarding Passes/Passenger Receipts.

The Travel Policy & Procedure Manual can be found on the Accounts Payable webpage under the Travel section.

FY15 Travel Allowance Rates - 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 23.5 cents per mile and is set by the Internal Revenue Service.

Per diem meals for July 1, 2014 and after, remain unchanged. The standard daily rate for overnight stay for ALL cities is $45.00 with exception to the specified high cost cities at $64.00. All other requirements related to meals remain the same.

Travel allowance rates and the list of high cost cities can be found on the Accounts Payable webpage under the Travel section Additional Information

FY14 Travel Allowance Rates

Effective for travel on July 1, 2013 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 ofMissouri, Office of Administration. The mileage rate for moving expenses is 24 cents per mile and is set by the Internal Revenue Service.

Per diem meals for July 1, 2013 and after, remain unchanged except for a new listing of high cost cites. The standard daily rate for overnight stay for ALL cities is $45.00 with exception to the specified high cost cities at $64.00. All other requirements related to meals remain the same.

Travel allowance rates can be found on the Accounts Payable webpage under the Travel section Additional Information.

Per Diem Rate Change Effective July 1, 2012

Effective for per diem meals on July 1, 2012 and after, travel meal expenses are eligible for reimbursement on a per diem basis as follows:

The standard daily rate for overnight stay for ALL cities is $45.00 with exception to the specified high cost cities which is $64.00.

Same day travel criteria rates have also been updated. The per diem amount to be reimbursed will be determined by the number of hours in travel status for the day.

The policy remains the same that colleges, departments or divisions may impose more restrictive per diem guidelines.

The policy and procedures for business meals has not changed.

FY13 Travel Allowance – Mileage Rate

Effective for travel on July 1, 2012 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 23 cents per mile and is set by the Internal Revenue Service.

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.

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 Travel Procedures 07-02 4.E on page 10.

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.

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.

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