Travel Reimbursement Info from Keith

Who submits and divides up your organizations allocated funds?

The treasurer has a big job that requires a lot of attention to detail and lots of deadlines. The travel process starts months in advance of a trip and the treasurer is the one who handles all the paperwork.

The ORG will generally only pay for up to four travelers. The idea is that those four can bring back what they learned and share it with the rest their organization.

The treasurer submits a request for funds approval prior to the trip for up to four travelers max. This request requires documented backup of estimates on how much airfare/mileage, lodging and registration are going to cost.  If the allocation committee approves the request it normally allocates the funds in those specific areas, airfare/mileage, lodging and registration.

Prior to leaving on a trip the treasurer is required to submit an itinerary with attendees on line.

Upon completion of the trip, the treasurer is required to collect all necessary paperwork and turn in the completed reimbursement forms—within 45 days of return. The treasurer is also responsible for dividing up the allocated funds that each person will receive (not to exceed the amount of available receipts) on each reimbursement form.

The ORG cannot accept forms without the treasurer’s signature. On the back of the form all travelers (up to the four the ORG is funding) must be listed with their student numbers.

What items need to be turned in for reimbursement?

These are the required items to be submitted with a travel reimbursement to get the traveler paid.

These are required by University Accounting Services and not the ORG. If a reimbursement is submitted without this information Accounting Services will not be able to pay the request.

Accounting Services does provide help and guidance on their web site- http://mutravel.missouri.edu/trav_vr.htm

Here are the minimum items needed at submission:

For each expense (type of transportation, lodging, registration) I need two forms of documentation.

The first form of documentation is the original bill from the business that charged the money. Examples are the original hotel folios, registration forms, and airline paperwork. Travelocity print-outs breaking down the flight and charges can be submitted for the flight, but hotel folios are needed.

The second form of documentation is a copy of the payment by the person who paid the bill. Examples are a copy of a cancelled check or a credit card statement with the cardholder’s name pre-printed on it. If a vehicle was used, you’ll need a MapQuest or Yahoo map showing the mileage. The ORG only funds up to four people, so only one vehicle can be claimed.

The first form of documentation explains why the business charged the amount and itemizes the charges.

The second form of documentation proves who paid the expense. This is required as the University will only reimburse the person that actually paid the expense.

Examples of proof of payment-

The University will only reimburse the person that paid the expense, so you must show something that proves who paid the expense.

1- If the person paid by credit card, you must produce a copy of the credit card statement that has the person’s name on it, showing he or she paid the expense. The name cannot be handwritten.

2- If they paid by check, then you must produce a copy of the cancelled check, front and back showing it was run through the bank.

If the expense was paid for by a traveler and reimbursed by the organization, see Keith for further instructions on how to reimburse the organization.

The most common things requested that are not reimbursed by the ORG are food, internet or IT service in the rooms, entertainment not associated with the trip (movies in the rooms, plays, theater), gas (the ORG pays mileage).