Travel Policies BPM - Section 500

1. Travel PoliciesBPM - Section 500 Changes Effective July 1, 2011 University of Missouri Refer to as “Travel and Expense” system Refer to as “Travel and Expense” system

2. Learning Objectives Overview of benefits of policy changes and electronic T&E system. Highlight of significant policy changes Overview of University travel policies Discuss application and compliance Discuss examples of common scenarios Effective date is July 1, 2011. The implementation is reimbursement driven. Example: Travel June 15, seek reimbursement 7/2, new policies apply.Effective date is July 1, 2011. The implementation is reimbursement driven. Example: Travel June 15, seek reimbursement 7/2, new policies apply.

3. Benefits of Changes Faster reimbursement to traveler Increased accountability and transparency Consistent application of travel policies Reduced preparation time for traveler Increased efficiency Set positive tone. Why did we do this project? $25M spent on travel. $2.3M to reimburse. Plan save ½, over $1M savings. From Paul Toler’s notes from T&E Change Management workshop. Example Comments: Faster reimb – less paper, electronic, speeds up reimbursement to traveler. Electronic workflow, email notice. Paper doesn’t get lost/sit on someone’s desk. Increases accountability- Can track where T&E is at any time and when paid. Any expenses denied can be seen/why. Consistent application – all UM adhere to these policies – dept cannot be more restrictive Reduced prep – e.g. international travel – automatically calculates exchange, less documentation required (receipts) Increased efficiency– Less approvals, Policy compliance built into system, Travel card expenses automatically load. Set positive tone. Why did we do this project? $25M spent on travel. $2.3M to reimburse. Plan save ½, over $1M savings. From Paul Toler’s notes from T&E Change Management workshop. Example Comments: Faster reimb – less paper, electronic, speeds up reimbursement to traveler. Electronic workflow, email notice. Paper doesn’t get lost/sit on someone’s desk. Increases accountability- Can track where T&E is at any time and when paid. Any expenses denied can be seen/why. Consistent application – all UM adhere to these policies – dept cannot be more restrictive Reduced prep – e.g. international travel – automatically calculates exchange, less documentation required (receipts) Increased efficiency– Less approvals, Policy compliance built into system, Travel card expenses automatically load.

4. Highlight - Changes to Travel Policies No longer need receipts for any travel-related costs less than $75 except lodging. BPMs 501, 504, 505 changed. New BPM 219 – Reimbursement for business meals and other expenses (non travel related). Cost of fly vs. drive – 400/800 mi round trip before. No longer need receipts for any travel-related costs less than $75 except lodging. BPMs 501, 504, 505 changed. New BPM 219 – Reimbursement for business meals and other expenses (non travel related). Cost of fly vs. drive – 400/800 mi round trip before.

5. Highlight - Changes to Travel Policies