218 Reimbursement for Expenses

P-218.1 College personnel are reimbursed for reasonable and necessary expenses to carry out their official College business.
Pr-218.1.1 The College will reimburse an employee for out of pocket travel expenses incurred during approved business trips. Travel expenses include transportation, meals, lodging, registration fees, and parking. Reimbursement is not made for alcoholic beverages and personal expenses.
P-218.2 Mileage is reimbursed at the standard mileage rate established by the State of Missouri or for air travel at coach rate (with related costs), mileage is calculated from the College or home, whichever is less.
P-218.3

Reimbursement is made for actual cost of lodging and reasonable incidental expenses when essential to the transaction of College business. Reimbursement is made for meal expenses, including tips, but only actuals will be reimbursed if less than maximum. Meal allowance maximums are:

In-State Maximum Meal Allowance

 Out-of-State Maximum Meal Allowance

$8.00 for breakfast

$9.00 for breakfast

$10.00 for lunch

$14.00 for lunch

$22.00 for dinner

$27.00 for dinner

If a meal has been paid for in the registration fee, reimbursement will not be allowed for that meal a second time.

Pr-218.3.1 Receipts are not required for meals. Breakfast may be reimbursed for travel commencing before 8:00 a.m.; lunch for travel commencing before 11:00 a.m.; and dinner for travel commencing by 5:00 p.m. No alcoholic beverages are reimbursed.
Pr-218.3.2 Reasonable and necessary expenses are allowed for lodging. Receipts are required. Personal phone calls will not be reimbursed.
Pr-218.3.3 Any overnight travel expenses must be approved in advance by the appropriate administrative officer and the College President. All requests for reimbursement and advance payment must be made on the Travel Request/Reconciliation form (available in the Accounts Payable department). Overnight travel must be approved two (2) weeks in advance of the trip departure date. The President of the Board will approve requests for the College President. No advance less than $50.00 will be issued. Advance maximum is total expenses, less all items prepaid.
Pr-218.3.4 Expenses must be itemized on the Travel Request/Reconciliation Form and submitted within five (5) work days after completion of the trip.
Pr-218.3.5 Expenses unrelated to overnight travel must have supervisory authorization prior to the expense being incurred on behalf of the College. All requests for reimbursement must be made on the Local Travel/Mileage/Expense Reimbursement form (available in the Accounts Payable department). It is requested that expense reports and vouchers be submitted within 5 working days of completion of travel. In order for the College to keep records and accounting accurate and current, expense reports or vouchers more than two (2) months old may not be honored.
Policy Code Key
P Policy PR Procedure D Definition S Supplement

Content Owner: Donna Davis - ddavis@stchas.edu
Page Updated by: Jessica Trimborn
Date Issued: 8/93
Date Revised: 1/18/06, 10/17/2011