General

  1. All members of the Team will follow the guidelines outlined in order to receive reimbursement for all airline, car, hotel, and food expenses related to team training that requires travel outside the region.
  1. All training will be coordinated with the designated team Team Training Officer.

3.  After approval for the course has been provided by the Team Training Officer, then the team member may follow these guidelines for travel reimbursement.

  1. It is expected of all team members that they will be prudent with training related travel expenses, only utilizing the funds necessary to cover expenses.
  1. Team members are responsible for keeping all receipts collected during the travel and submit them with the identified expense forms. Receipts must be itemized.

6.  Make sure to bring back a copy of the course agenda, course syllabus, or certificate of course completion. This will be needed to verify attendance upon your return

Air Travel:

  1. For all air travel, the Team will follow the guidelines set by Missouri State University via the Southwest Missouri Council of Governments (SMCOG).
  1. Travel by commercial airlines will be authorized where the cost is not in excess of travel by other usual means of transportation (car rental), or when the use of commercial airlines is of definite advantage. Airline travelers will be reimbursed at the economy rate only, even if business or first-class is used.

3.  Prior to booking airline ticket(s), determine the roundtrip mileage of travel with MapQuest, from home address to training location and back home. Multiply the mileage by 37 cents. Present this value to the travel agent when comparing the cost of driving versus air travel. The travel agent will then determine the cheaper of the two travel options. Efficiency of time and overall convenience will be factored into the decision for mode of travel.

4.  To compare cost or book and direct bill airline travel, contact Adelman Travel. Airline reservations need to be booked a minimum of 7 days prior to departure date.

Elizabeth Henson - AdelmanTravel

417.888.4488 888.888.4488

Ensure that the invoice is direct billed to:

Diane May, Director of the Center for Resource Planning & Management

Missouri State University (MSU)

5.  If air travel arrangements have been made, Alderman Travel will forward the invoice to the SMCOG.

  1. The passenger copy of the airline transportation ticket (whether purchased by the University in advance or by the employee) is required for airline transportation expenditures and should be attached to the Travel Expense Report. Report may be accessed at: http://apps.missouristate.edu/financialservices/forms/travel/Travel_Expense_Report_Edit.pdf
  1. MSU Financial Services reserves the right to verify any airfare costs submitted by a team member that seems unreasonable.

8.  All airline travel inquiries should be directed to:

Dorothy Wittorff-Sandgren

Missouri State University - Southwest Missouri Council of Governments

901 S. National Springfield, MO65897

Phone: 417-836-8769 Fax: 417-836-4146

Email:

Car Rental:

  1. For all car rentals, the Team will follow the guidelines set by Missouri State University via the SMCOG.
  1. Car rental services may be used to travel to the designated city or after arrival to the designated city by airline.
  1. The Sedan Class is the only class of rental vehicle authorized, if traveling alone. If traveling with four or more persons, a vehicle in the Passenger Van Class or SUV Class may be rented. All other classes of rental vehicles may be subject to denial reimbursement, without prior approval.
  1. The purchase of extra insurance coverage is not necessary, due to being included in the rate. Rates include Collision Damage Waiver (CDW) and Supplemental Liability (SLP) on all vehicle classes.
  1. Mileage is capped at 2,500 miles per rental up to 30 days.
  1. Rental vehicle should start with a full tank of fuel and be returned with a full tank of fuel.
  1. Free customer pickup service is available. Vehicle will not be delivered to customers work or residence.
  1. Direct Billing through the MSU account will be honored at Enterprise® locations nationwide.
  1. No credit card required at the time of rental.
  1. If Roadside Assistance is needed, contact the number located on the back of the invoice. Dispatch fees for Roadside Assistance will be billed to the rental invoice.

11.  To make rental car reservations through Enterprise®, select one of the following options:

•  Contact a local rental branch

•  Contact the Reservation Center at 1-800-Rent-a-Car at 1-800-736-8222

•  Online at http://www.Enterprise.com

Account # DBXM490 Online PIN Code - MSU

  1. The chart below illustrates the rates that MSU has negotiated with Enterprise® and are applicable nationwide. The negotiated rates should be adhered to when reserving a rental vehicle. If any discrepancies develop during the reservation process, contact Dorothy (SMCOG) at the contact information provided below.

Vehicle Type / Daily / Weekly
Sedans
Compact / $29.73 / $148.65
Standard / Intermediate / $31.33 / $156.65
Full Size / $34.34 / $171.70
Passenger Vans
Mini-Van / $49.00 / $245.00
12 Passenger Van / $94.00 / $470.00
SUV's
Sm. SUV (5 Passenger) / $50.00 / $250.00
Lg. SUV (7-8 Passenger) / $79.00 / $395.00
Specialty
Luxury/Premium / $55.00 / $275.00
Jeep / $65.00 / $325.00
Convertible / $65.00 / $325.00
Green Vehicles
Hybrid / $45.00 / $225.00
Alternative Fuel / $45.00 / $225.00
Pick-Ups / Cargo
Small Pick-Up / $45.00 / $225.00
Large Pick-Up / $49.00 / $245.00
Cargo Van / $39.00 / $195.00
  1. Copy of the rental car ticket (whether purchased by the University in advance or by the employee) is required and should be attached to the Travel Expense Report. Report may be accessed at: http://apps.missouristate.edu/financialservices/forms/travel/Travel_Expense_Report_Edit.pdf
  1. MSU Financial Services reserves the right to verify any airfare costs submitted by a team member that seems unreasonable.

15.  All car rental inquiries should be directed to:

Dorothy Wittorff-Sandgren

Missouri State University - Southwest Missouri Council of Governments

901 S. National Springfield, MO65897

Phone: 417-836-8769 Fax: 417-836-4146

Email:

Hotel and Food Expenses:

1)  Research food diem rates at:

http://content.oa.mo.gov/accounting/state-employees/travel-portal-information/state-meals-diem

Research hotel per diem rates at: http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcuts

Make hotel reservations direct with the hotel, not through onlinebooking services.

2)  Request itemized receipts for all transactions. Keep all reciepts for reimbursement submission.

3)  Adhere to the per meal per diem. The purchase of alcoholic beverages will not be reimbursed.

4)  Ensure that the hotel provides a zero-balance, itemized reciept.

Out-of-State Travel:

Reimbursement is through the Southwest Missouri Council of Governments (SIMCOG).

1)  Complete and submit Missouri State University’s Travel Expense Report Form:

http://apps.missouristate.edu/financialservices/Forms/travel/Travel_Expense_Report_Edit.pdf

2)  Submit completed form to the SMCOG for initial review.

3)  The SMCOG will verify receipts against travel allowance and inform the member of any

needed changes or discrepancies.

4)  The reimbursement form is then returned to member for a physical signature and any needed corrections.

5)  Once needed corrections are complete and a physical signature has been placed, the member returns the form to the SMCOG for final authorization and processing.

All out-of-state travel reimbursement inquiries should be directed to:

Dorothy Wittorff-Sandgren

Missouri State University

Southwest Missouri Council of Governments

901 S. National Springfield, MO65897

Phone: 417-836-8769 Fax: 417-836-4146

Email:

SEMA/OHS Sponsored Training :

1)  Reimbursement is through State Emergency Management Agency (SEMA).

2)  Directions for reimbursement will be given at the the training.

3)  Reimbursement forms will be turned into to course POC at the end of the training.

Complete and submit the State of Missouri Reimbursement Form: http://content.oa.mo.gov/sites/default/files/ExpenseAccountReport_0.pdf

If this is your first reimbursement for the current year, you will need to also complete the Missouri Vendor Input Form:

http://training.dps.mo.gov/trainingwebsite.nsf/str/AllForms/$file/vendor_input_form.pdf

Completed Vendor Input Form - Sample: http://training.dps.mo.gov/trainingwebsite.nsf/str/AllForms/$file/vendor_input_ach_eftd,%20training,%207-20-10.pdf

All in-state travel reimbursement inquiries should be directed to:

Jack Raetz

Training Officer - SEMA

PO BOX 116 Jefferson City, MO 65102

Phone: 573-526-9016 Fax: 573-526-9262

Email:

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