State of Missouri Travel Regulations

PURPOSE: The Office of Administration has authority to establish regulations concerning the payment of travel and subsistence expenses and this rule describes the most cost-effective and reasonable mode of travel as in accordance with section 37.450, RSMo. This rule establishes guidance for officials and employees of Missouri who travel on official business for the state, except where specific statutes provide otherwise. In addition, this rule provides guidance in reimbursing officials and employees of the counties of Missouri who use privately owned vehicles while traveling on official business for the county. (1) Definitions. For the purpose of this rule, terms and their meanings for officials and employees of the state of Missouri, unless the content clearly indicates otherwise, are— (A) Officials and employees are all employees of the state of Missouri, statewide elected officials, members of boards, commissions, committees, advisory councils, or other individuals who are not considered employees of the state of Missouri but who are otherwise eligible for travel expense reimbursement; (B) State agencies and officials are all departments of state government within the state of Missouri and all statewide elected officials, boards, commissions, committees, advisory councils, or other divisions of state government that authorize mileage reimbursement; (C) Approved state credit cards are those purchasing and fuel cards authorized through the Office of Administration; (D) Official domicile is the actual working or headquarters location of an employee or official to be determined by the head of the department or their authorized representative as best serves the interest of the state and not for the convenience or benefit of the employee; (E) Travel authorization and reimbursement forms are those approved by the Office of Administration; and (F) Residence is the city or town in which the individual has an abode or dwelling place. (2) Reimbursable travel expenses are limited to those expenses authorized and essential for transacting official business of the state. Expenses incurred for the sole benefit of the state employee or official is not an allowable travel expense. Expenses for laundry service and dry cleaning are allowed only for extended travel outside of the United States. Incidental expenses not directly related to travel may be allowed when necessary to perform official business while traveling. Ensure incidental expenses are itemized on the expense report with detailed receipts attached. Agencies will follow the policies established by the commissioner of administration for determining reimbursable expenses and necessary documentation. (3) Officials and employees will be allowed travel expenses when traveling away from their official domicile on official state business. To qualify for reimbursement for meal(s), officials and employees will be in continuous travel status for twelve (12) hours or more. The commissioner of administration will establish per diem meal rates and procedures for individuals to follow when requesting meal expenses on the expense report. (4) All travel outside the state requires prior approval by the director, head of the department, or their authorized representative. This rule does not apply to members of the legislature or other legislative branch employees, judges and other judicial branch employees, and elected officials of the executive branch and their employees. (5) State department directors are authorized to promulgate and enforce regulations governing travel. Departmental regulations may be more restrictive than these regulations. Departmental regulations are not to grant expenses that are not allowed under the state of Missouri travel regulations or policies established by the commissioner of administration. (6) The commissioner of administration or an authorized representative may approve unusual travel expenses not covered by these regulations or modify procedures for the payment of travel expenses. The commissioner of administration may make exceptions to any of these regulations when deemed appropriate and in the best interests of the state. The request for reimbursement of exception travel expenses, or of unusual travel expenses will be made in writing to the Office of Administration. (7) Employees and officials are expected to exercise the same care in incurring expenses as a prudent person would exercise if traveling on personal business. (8) Alcoholic beverages are not an allowable travel expense for officials and employees. (9) Travel expenses for lodging, commercial transportation (vehicle rental, air fare, bus, taxi, or similar rideshare services and rail), fuel, and conference registration will be paid using the approved state credit cards when available. Travel expenses may be direct billed to the state or reimbursed to the employee if necessary; however, the general practice is for payment by state credit card. Advance payment for air fare, conference fees, and lodging is allowed if it is a condition of the expense or if advance payment results in a cost savings. Reimbursement to the employee for lodging, commercial transportation, conference registration, meals, incidentals, and mileage can only be made after the travel has occurred. (10) Travel may be accomplished by plane, train, bus, private or state-owned vehicle, rented vehicle, or taxi or similar rideshare services, whichever method serves the requirements of the state most economically and advantageously. The following rules apply for traveling by vehicle or commercial transportation. (A) Officials and employees will utilize the most cost effective vehicular travel option when traveling on state business. All relevant factors such as the urgency; nature of travel required; type of vehicle required for the number of passengers, tool or equipment load; employee time and effort; official domicile; proximity to rental or state vehicles; and other administrative costs will be considered when selecting the most cost effective travel option. (B) Officials or agencies will establish internal procedures that require appropriate documentation to support the vehicular travel decisions made by their agency and employees. Officials and employees will utilize the Trip Optimizer or other equivalent method to calculate travel costs and ensure officials and employees use the most cost effective vehicular travel option for each trip. The Trip Optimizer assists in determining OF ADMINISTRATION the most cost effective travel option for instate single trips. A single trip includes any number of trips taken by an individual during the same day. Officials or agencies will specifically approve and justify any exceptions to this rule and retain the documentation as part of the related financial transaction. (C) Officials and employees traveling to the same destination will car pool whenever possible. Employees who elect to travel using their personal vehicle when car pooling is available will be denied reimbursement if space is reasonably available in a state-owned or rental vehicle traveling to the same destination for the same purpose. (D) Officials and employees will drive state vehicles while on state business that requires travel unless an exception applies as set forth in subsection (9)(I) of this rule. When a state vehicle is available to the official or employee and the official or employee elects to drive a privately owned vehicle, the maximum reimbursement rate for an official or employee is limited to the established state fleet rate. When a state vehicle is not available, but a rental vehicle is reasonably available and is a lower cost option for the trip, the maximum mileage reimbursement for the official or employee is not to exceed the cost of the rental option, including the cost of fuel. (E) Officials or agencies may establish savings thresholds whereby an official or employee may utilize the next lowest cost option without supervisory approval. Officials or agency thresholds may vary depending on several factors including proximity of state vehicles or rental vehicles and administrative expenses involved in making travel arrangements. (F) For travel in privately owned vehicles, the state mileage allowance will be at the current rate(s) ordered by the commissioner of administration pursuant to section 33.095, RSMo. The commissioner of administration will periodically issue mileage reimbursement rates comprised of a standard rate and a state fleet rate. Agencies should use the appropriate rate for each trip as determined by policy established by the commissioner of administration. Reimbursement rates should not exceed the rate established by the commissioner of administration unless required by a court order. When more than one (1) person travels in the same vehicle, only the owner of the vehicle is allowed mileage. The state mileage reimbursement rate(s) represents full compensation for the costs of operating a privately owned vehicle. The mileage reimbursement rate shall be computed at a rate not to exceed the Internal Revenue Service (IRS) standard mileage rate. Any change to the maximum rate is effective on July 1 of the year the IRS changes their standard mileage rate. The state fleet reimbursement rate reflects the average cost of operating a mid-size sedan in the state vehicle fleet. The standard mileage and state fleet rate may be more restrictive depending on the budget. Physical damage or loss to a private vehicle and/ or its personal property contents is not covered by the state. Coverage should be obtained through personal auto insurance. Liability coverage must be maintained through personal auto insurance in accordance with state law. (G) Officials or employees incurring commuting miles in a state vehicle will report such use utilizing the cents-permile method for inclusion in employee gross income and in accordance with procedures issued by the commissioner of administration. (H) For travel by rented vehicle, the rental should be paid using the approved state credit card or direct billed to the state if necessary. The preferred method of refueling rental vehicles on state business is to utilize a fleet fuel card designed by the agency as a rental card, otherwise, the employee may be reimbursed for fuel expenses. Weekly or monthly vehicle rental rates will be allowed if the cost is less than the total cost of renting at the daily rate and the employee has a business need for the vehicle rental the majority of the working days during the rental period. Rental vehicles are considered state vehicles and should be used for official business only in accordance with state policy. The State Legal Expense Fund provides liability coverage for the usage of rental vehicles for official state business. For that reason, employees will not be reimbursed for any vehicle rental insurance incurred. Employees will carry insurance coverage for personal use of rental vehicles at their own expense. Accident(s) in rental vehicles should be reported to the Office of Administration, Risk Management Section. (I) Notwithstanding subsection (9)(D) of this rule, officials or employees who use privately owned vehicles for official state business may be reimbursed up to the standard mileage reimbursement rate when— 1. They are members of boards, commissions, committees, advisory councils, or other individuals who are not considered employees of the state of Missouri but who are otherwise eligible for mileage reimbursement; 2. They are officials or employees who otherwise would be traveling in a state vehicle and where another official or employee could utilize the state vehicle to a greater extent; 3. The Trip Optimizer results indicate that mileage reimbursement is the lowest cost option; or 4. They are officials or employees who have a documented physical condition that requires them to operate vehicles equipped to accommodate their specific needs. (J) Officials or employees denied the use of a state vehicle due to their driving record may be reimbursed for use of a privately owned vehicle up to the state fleet rate. (K) Officials or employees who operate their personal vehicle on state business must do so in compliance with the Motor Vehicle Financial Responsibility Law, Chapter 303, RSMo. Officials or employees and/or their insurer may be held liable for damages resulting from an accident that occurs while operating their vehicle on state business. (L) When an airport is within fifty (50) miles of the employee’s official domicile or residence and transportation to and from the airport is provided by a family member or friend, the employee may be reimbursed for vehicle mileage for up to two (2) round trips. The routing of each trip for mileage computation will be by the most commonly traveled route unless unusual circumstances warrant other less direct routes. (M) Commercial air travel is the preferred method of transportation outside of the state unless other methods of travel are more economical or advantageous to the state. Air travel is not, however, to exceed coach fare for the most direct available route. Travel in a chartered aircraft (chartered from a nonaffiliated party and piloted by the charter service) may be allowed upon prior approval by the commissioner of administration. Travel outside the state by commercial common carrier surface transportation, in lieu of air transportation, will be limited to the actual cost of the surface carrier plus any other actual expenses (meals, conference registration, lodging, etc.). Travel outside of the state by rented vehicle or privately owned vehicle, in lieu of air transportation, will be limited to the cost of the rented vehicle and necessary fuel or state mileage allowance plus any actual expenses which would have been allowed or provided if taking air transportation. The total allowable expenses cannot, however, exceed the reasonable coach airfare available at that time to the same destination. (11) State employees and officials may be reimbursed for travel expenses incurred for other employees or nonemployees provided the specific business reason necessary for doing so is indicated along with the names of those involved. This is intended to be used for those common types of travel situations where it is normal and practical for one (1) individual to pay for an expense rather than be divided among all individuals. (12) No official or employee will be allowed hotel or meals while in their city of official domicile. While traveling on state business, employees and officials will not be allowed hotel expenses when it would be more economical and advantageous to the state to return to their residence. Mileage will be reimbursed and computed between the travel site destination and the employee’s official domicile or residence, if leaving directly from the residence, whichever is less. Agency-provided meal expenses will be in accordance with department provided food policy. (13) The following procedures apply to all payments or reimbursements: (A) Descriptive invoices for lodging, conference registration, airline/air charter, vehicle rental, bus, and rail transportation will be provided and, if applicable, a copy of an approved Out of State Travel Authorization Form attached to each payment request; (B) When an individual is requesting reimbursement for lodging, conference registration, airline/air charter, bus, and rail transportation, the following procedures apply: 1. The individual requesting reimbursement will provide— A. Proof of payment. Proof of payment may be in the form of a vendor receipt or a vendor marking on the invoice document that the charge has been paid. Proof of payment may also be in the form of a credit card receipt, credit card statement copy showing the charge, or a copy of a personal check that has been canceled by the bank; and B. An original signature on the expense report verifying that the reimbursement claim is correct. Rubber stamps or facsimile signatures for the claimant and/or supervisor are not allowed. An electronic signature may be used with prior approval by the commissioner of administration or designee after appropriate audit trails and controls have been established for such signatures; C. For situations where a descriptive invoice or proof of payment is not available, departments should establish alternative procedures with prior approval by the commissioner of administration or designee; 2. Fiscal personnel will— A. Verify that travel reimbursement claims are correct. Primary responsibility for authenticating travel reimbursement claims rests with the department and agency directors; B. Ensure that any unusual expenses incurred are itemized on the expense report and accompanied by receipts for payment. The justification for incurring any unusual expenses will be fully explained by letter or notation on the expense report form; (C) All claims for reimbursement of expenses will be itemized and attested to by the claimant and approved by individuals so designated by the director of the department or as otherwise provided by state law. (14) Reimbursement for recruiting and relocation expenses for new or existing employees and their families will be made in accordance with the applicable department’s policy. If a department does not have a written policy, those expenses will be paid based upon the Office of Administration employee relocation policy. (15) Where an officer or employee of any county, except for first class counties with a charter form of government, is paid a mileage allowance or reimbursement, the allowance or reimbursement may be computed at a rate determined by the county, but not to exceed the Internal Revenue Service (IRS) standard mileage rate less three cents (3¢) per mile. Any change to the maximum rate is effective on July 1 of the year the IRS changes their standard mileage rate. AUTHORITY: section 33.090, RSMo 2016.* Original rule filed Jan. 22, 1974, effective Feb. 1, 1974. Amended: Filed Aug. 20, 1974, effective Sept. 1, 1974. Amended: Filed April 10, 1975, effective April 20, 1975. Amended: Filed Dec. 19, 1975, effective Jan. 1, 1976. Amended: Filed July 14, 1978, effective Dec. 11, 1978. Emergency amendment filed July 13, 1979, effective Aug. 1, 1979, expired Oct. 10, 1979. Amended: Filed July 13, 1979, effective Oct. 11, 1979. Emergency amendment filed March 8, 1984, effective April 1, 1984, expired June 10, 1984. Amended: Filed March 8, 1984, effective June 11, 1984. Amended: Filed March 14, 1985, effective July 1, 1985. Amended: Filed Dec. 12, 1985, effective April 1, 1986. Amended: Filed March 30, 1987, effective July 1, 1987. Amended: Filed April 1, 1988, effective July 1, 1988. Amended: Filed Jan. 18, 1989, effective April 15, 1989. Amended: Filed April 18, 1990, effective June 28, 1990. Amended: Filed June 14, 1991, effective Oct. 31, 1991. Emergency amendment filed April 21, 1994, effective July 1, 1994, expired Oct. 28, 1994. Amended: Filed Jan. 27, 1994, effective July 30, 1994. Amended: Filed Jan. 13, 1995, effective July 30, 1995. Amended: Filed Feb. 15, 1996, effective Aug. 30, 1996. Emergency amendment filed June 20, 2002, effective July 1, 2002, expired Feb. 27, 2003. Amended: Filed June 20, 2002, effective Dec. 30, 2002. Rescinded and readopted: Filed Nov. 29, 2007, effective June 30, 2008. Amended: Filed Oct. 3, 2018, effective May 30, 2019. Emergency amendment filed March, 20, 2023, effective April 3, 2023, expired Jan. 10, 2024. Amended: Filed March 20, 2023, effective Sept. 30, 2023. *Original authority: 33.090, RSMo 1945, amended 1977, 1993, 1995.