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:
$ 7.00 for
breakfast
$10.00 for
lunch
$22.00 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. |
