UCM Travel Guidelines
TRAVEL CARD PROGRAM
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Travel Guidelines Training
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UCM Travel Guidelines
Travel Cards
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The UCM Travel Card will be separate and distinct from the
Procurement Card.
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Travel Card expenditures will be charged directly to the University. (Not
a personal liability card).
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A UCM Travel Card will be issue to those employees that incur
$1,000 or more travel annually.

Accounts Payable will pay the cumulative University Travel Card’s
expenditures in one payment to the credit card vendor.

At the end of each month, employees who have a University Travel
Card are required to submit a University Travel Card Voucher with
the appropriate receipts to Accounts Payable (per University Travel
Guidelines).
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Only travel related merchant codes will be open on the Travel Card
(i.e. airline, lodging, rental cars, restaurants, etc)
Travel Guidelines Training
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Definition of Reimbursable
Travel Expenses
 Reimbursable travel expenses are those expenses
authorized and incurred while transacting official business
away from the campus site.
 Miscellaneous Reimbursable Expenditures $25 and greater
require receipts to be submitted.
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Travel Guidelines Training
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Non-Reimbursable
Expenses
 Alcohol.
 Charitable or political contributions.
 Spousal or companion expenses.
 Laundry services.
 Mini-bar items.
 Movies, golf, other personal entertainment.
 Snacks, personal reading material.
See page 10 of policy manual for list.
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UCM Travel Guidelines
Travel Pre-Authorization
UCM Travel Guidelines:
 All overnight travel will require a “UCM Travel Pre-
Authorization” form to be completed by the employee
and authorized by the employee’s supervisor at least
two weeks prior to the trip being taken or before
expenses are incurred for the trip.
 After the trip is completed, the “UCM Pre-
Authorization” form and agenda must be submitted
to Accounts Payable with the employee’s travel
voucher and receipts to receive reimbursement.
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UCM
Travel Components
 Lodging
 Meals
 Transportation (Airfare, Car Rental etc.)
 Mileage Reimbursement
 Conference Registration Fees
 Pre-Authorization
 Cash Advances
 Travel Card
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UCM Travel Guidelines
LODGING
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UCM Travel Guidelines
Lodging
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Safety of our employees is primary
concern.
See Federal GSA rates for cost guideline.
IRS regulations require itemized receipts
for lodging expenditures.
Tax exempt certificate should be furnished
to hotels/motels waiving sales tax.
Hotel internet access fees are reimbursable
if used for University business only.
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UCM Travel Guidelines
MEALS
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UCM Travel Guidelines
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There are four types of meal reimbursements:
1.
“Overnight Travel” Meals.
2.
“Same Day Travel” Meals.
3.
“International” Meals.
4.
“Business Hospitality” Meals.
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UCM Travel Guidelines
Meals for “Overnight Travel”
UCM Travel Guidelines

Reimbursement based on lower of actual costs or capped amount of $50
per day as follows except for the below mentioned “high cost” cities:
Regular Cap
High Cost
Cities
 Breakfast
$10
$14
 Lunch
15
20
 Dinner
25
30
 Total Per Day
$50
$64
GSA identified “high cost” cities are Aspen CO, Boston, Chicago, Los
Angeles, Minneapolis, New Haven, Newport RI, New York City,
Philadelphia, San Diego, San Francisco, Seattle, Vail, CO, and
Washington D.C. (GSA shows $71 for high cost cities.)
 Exceptions to the above “capped” amounts for University sponsored
events, meetings with donors etc. will be granted as shown on slide 16.

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UCM Travel Guidelines
“Same Day Travel”
UCM Travel Guidelines:
If a UCM employee is out of town on University
business for six hours or more, the employee is
eligible to be reimbursed for one meal at the
actual expense up to a capped amount of $15.
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UCM Travel Guidelines
International Travel
UCM Travel Guidelines:
 Meals for international travel are reimbursed at
their actual cost. Since there are no limits on
international meal expenses, receipts are
required to be submitted.
 Contact BTCC prior to international trips or
purchases.
 Currency Conversion Chart on A.P. Website.
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Travel Guidelines Training
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UCM Travel Guidelines
Business Hospitality Meals
 Business Hospitality meals are reimbursed at actual cost.
 Business Hospitality Meals are defined as:
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Meals with university guests, consultants, or candidates, with
university business being discussed.
Meals that are incurred as part of a seminar, conference, or
required meeting that is presented by the University.
 A restaurant or catering receipt with the following supporting
documentation to prove the “business hospitality meal” is a true
business expense is required before reimbursement can occur:
* Date of the meal.
* Name and location of the restaurant.
* Meal Amount.
* Business purpose of the meal.
* # of people served.
* Identities of guests and relationship.
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UCM Travel Guidelines
TRANSPORTATION
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UCM Travel Guidelines
Air Transportation
UCM Travel Guidelines:
 For out of state travel, commercial airlines is the preferred
mode of travel if it is more economical for the University. No
cost comparison needs to be submitted with the employee’s
travel voucher.
 Purchase tickets at least 21 days in advance of trip.
 Electronic ticket required or web page confirmation emailed to
employee.
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UCM Travel Guidelines
Mileage Reimbursement
UCM Travel Guidelines:
 The Internal Revenue Service (IRS) rate is
currently at 55-1/2 cents per mile.
 Mileage computed and reimbursed from and
to work site or residence, whichever is less.
Cost of driving personal vehicle shall not
exceed equivalent cost of most economical
means of transportation available with
comparison submitted.
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UCM Travel Guidelines
Car Rental
UCM Travel Guidelines:
 Enterprise is the University’s preferred car rental agency and
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whenever practical should be used. When Enterprise car rental
services are not available, employees may use a car rental agency
other than Enterprise such as Avis, Budget, Hertz etc.
Have Enterprise direct bill the University. Give them your name
and department name. Call BTCC for account information if
unknown.
Be sure car is filled before leaving and returning to Enterprise.
Gasoline purchases for rental cars can be charged to the Travel
Card.
Submit pink receipt copy to Accounts Payable with the budget to
be charged.
Rental car comparison on A.P. Website.
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Conference Registration Fees
If you pay a registration fee with your travel
card, it may decline due to the merchant’s
category code or MCC. Either contact the
BTCC to lift the restriction or the fees can be
paid by submitting a “Payment Request
Form” to Accounts Payable with the
appropriate supporting documentation.
Allow enough time for processing and
mailing check by the deadline.
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UCM Travel Guidelines
Cash Advances
UCM Travel Guidelines:
University travelers are encouraged to use their
UCM Travel Card, however, Athletic and
Academic teams will continue to have a need for
cash advances in certain circumstances. See
UCM Travel Guidelines posted on the Accounts
Payable web-site for Cash Advance procedures.
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Cardholder & Departmental
Penalties
 Department Liaison reports infraction
 Single abuse – Warning Letter
 Second occurrence – Suspended card use
minimum 3 billing cycles (90 days)
 Third occurrence – card canceled one year.
 Department Head may recommend
permanent suspension if incident is severe.
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Cardholder & Departmental
Penalties
 Travel Card Envelopes not forwarded by the
10th of the month twice in one Fiscal Year –
Departmental Warning Letter
 Repeated Cardholder or departmental abuse
- Departmental Warning Letter
 If severe enough may be turned over to the
Internal Auditor for investigation.
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Responsibility for the
UCM Travel Card
 Collect all receipts.
 If your card is lost or stolen, call UMB at 1-
800-821-5184 immediately. The card will be
canceled and a new one issued. Also,
contact the UCM Travel Card coordinator at
extension 4684 or extension 4700.
 When you end your employment with UCM,
turn in your travel card to the Travel Card
coordinator in ADM 316.
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Submission of
Travel Envelope
 It is recommended that you photocopy the
Travel Reimbursement Form and all receipts
for your records.
 The employee and employee’s supervisor
must sign the Travel Expense Envelope prior
to submitting to Accounts Payable attesting
the expenses are legitimate and in
compliance with UCM policy.
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FORMS TO SUBMIT
IN ENVELOPE
 Statement
 Travel Card Voucher
 Travel Pre-Authorization for each overnight
trip
 Receipts other than individual meals within
meal cap unless required by supervisor
 Summary receipts for hospitality meals with
attendees and business purpose noted
 Conference agenda
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Travel Card Renewal
Travel cards will automatically renew. You
will receive an email approximately two
weeks prior to the expiration date on your
card notifying you to bring your current card
to exchange for the renewal card.
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Travel Card
Activity-Disputes
 A valuable tool for you to use is found at
www.commercialcardcenter.com. You can
view your account transactions and balance.
If you see a charge(s) that you do not
recognize or is incorrect, notify UMB or the
travel card coordinator immediately. You
will need to fill out the “Dispute Form” and
send to the BTCC.
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OUT-OF-POCKET
TRAVEL REIMBURSEMENTS
 If charged on the travel card, do not submit
on travel expense voucher form.
 Attach receipts.
 Attach pre-authorization form for overnight
travel.
 Attach conference agenda.
 Submit to Accounts Payable.
 Reimbursement will be an electronic funds
transfer to employee’s bank account.
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UCM
End of Presentation
Have a Safe Trip!
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