Ozarks Technical 
Community College

Direct Reimbursement for Permissible Expenditures

Employees of Ozarks Technical Community College will be reimbursed for expenditures incurred on behalf of the college. Reimbursement shall be in accordance with Board of Trustees policy and administrative procedures. No deviations shall be made except in those extenuating circumstances approved by the college President or designee.

Faculty and staff are encouraged to attend meetings and conferences that will be professionally rewarding to the individual or the college, within budgetary limitations. All employees must obtain appropriate approval before scheduling travel arrangements. Expenses for an accompanying spouse or others are not reimbursable from the college. Employees are encouraged to use reasonable economies.

For any travel funded by grant or other funding source with different restrictions, the more restrictive policy will be followed.

1. Transportation
   1. The college shall reimburse the employee for the mode of transportation which is the most economical, considering the time and convenience of the transportation. The time of departure or shorter absence shall be an important factor to the college. Air travel reimbursement shall be for coach or economy class. Car rental, while attending the business activity, may be an appropriate expenditure.
   2. When an employee drives his/her automobile on college business they will be eligible for mileage reimbursement at a rate consistent with the current State of Missouri mileage reimbursement rate. The college will calculate all mileage from the primary work site to the business activity and returning to the work site, unless actual mileage was less.
   3. Employees, when assigned to more than one location, may be reimbursed for the additional mileage incurred over and above the normal round trip from home to the primary work site.
   4. Mass transit, shuttles, taxis, bridge and road tolls, or parking charges incurred while on official business may be claimed when properly itemized on the travel expense voucher. Original receipts must be submitted for reimbursement, wherever possible.
2. Lodging
   The number of nights is limited to those necessary for attendance at the conference or business activity. A reasonable number of additional nights will be allowed if necessary to take advantage of discounted airfares. An original, itemized receipt for all lodging must be attached to the travel expense voucher. Hotel receipts must show a zero balance.
3. Meals
   Reasonable expenses for meals and tips incurred during the period of time while on college business and associated travel are reimbursable. The purchase of alcoholic beverages is not reimbursable. Original, itemized receipts for each meal must be obtained and attached to the travel expense voucher, with the limited exception that original receipts are preferred, but not required, for a breakfast costing $8 or less, a lunch costing $12 or less, and a dinner costing $15 or less. As approved by the College President or Trustee Chair, credit card and meal receipts will be accepted and paid for reimbursement. Meals charged on the lodging statement must be accompanied by original, itemized, meal tickets, with the same narrow exception detailed in the previous sentence. When a meal is included as a part of conference or event registration fees, additional reimbursement for such a meal is not appropriate.
4. Other Permissible Expenditures
   All other reimbursable expenditures such as conference fees, baggage and service fees, business related telephone calls and business related internet access, etc., shall be listed on the travel expense voucher.

Revised 06/11/07