Travel

Mileage Reimbursement

ALL MILEAGE AMOUNTS ARE ROUNDTRIP ORIGINATING FROM UMSL

Mileage is to be calculated from the University to the destination unless the distance from the departure point is less than it would be from the University or if the distance from home to the site is less than from the University to the site. Approval for reimbursement for travel should be obtained in advance from the Associate Dean.

Travel is reimbursed at $.525 per mile (always check the Business Policy manual on the UMSL web site for current mileage reimbursement rates).

Travel to and from site visits may be reimbursed by completing a Faculty Clinical Travel Approval Form located on the College of Nursing Faculty/Staff MyGateway site:

http://mygateway.umsl.edu/webapps/

Complete Login.
Open the Faculty Clinical Travel Approval Form by clicking the following menu items or select link below:

Nursing Faculty and Staff > General Documents > Forms > Faculty Clinical Travel Approval Form

http://mygateway.umsl.edu/

Travel reimbursement vouchers following completion of the travel for course related activities should be submitted using the university's electronic system on a monthly basis by accessing the link: https://myhr.umsystem.edu under the Helpful Links column, select/click Travel and Expenses.

All divisions or departments must adhere to the travel reimbursement policies of the UM-System.

Travel/Conference Support

Limited support for participation in conferences and/or workshops may be available on an individual basis. A Request for Travel Support form must be completed and submitted to the dean’s office for consideration. Priority will be given to those presenting papers and those whose prior presentations have resulted in manuscript submissions, and to faculty whose negotiated annual goals include specific development needs. Forms are located on the College of Nursing Faculty/Staff MyGateway site.

Every travel expense $75 and greater requires a receipt. Also, any expense purchased during your trip submitted for reimbursement, regardless of the amount, requires a receipt as well.

Hotel costs may be reimbursed for the nights of conference attendance, excluding the final day of the conference. If necessary to attend an early morning meeting, the night before the conference begins may also be reimbursed. Lodging and airfare receipts are required, regardless of the amount. Lodging receipts/folios must have a $0.00 balance remaining and airfare receipts must contain the ticket number. Transportation (requires receipt) and tips may also be reimbursed. Membership fees may not be reimbursed

Meals associated with conference attendance/travel will be reimbursed at a per diem of $42.50 per day. Per Diem Meal allowance is for overnight travel and is based on the number of hours in travel status. If a meal or meals are provided, you are not eligible for reimbursement for that meal. Receipts are not required for meal reimbursement.

TRAVEL and EXPENSE REPORTS

The expense report is available in the financials production system, FSPRD.

Login to FSPRD https://fsprd.umsystem.edu/psp/prd/ (Link also on MyHR login page.)
Open the Expense Report Entry page by clicking the following menu items:

Employee Self-Service > Travel and Expense Center > Expense Report > Create

ATTACHING RECEIPTS

Receipts are electronically associated with your Expense Report and are the official receipt record. The system that holds the receipt images is called Webnow. Your expense report will not route for approval until required receipts are attached. There are two ways to associate your receipt(s) with your expense report. You can fax them or email them as attachments.

Faxing Receipts

Before faxing your receipts, you need to print a barcode receipt to include as the first sheet you fax.

Printing a Barcode Receipt

Navigation: Employee Self-Service > Travel and Expense Center > Print Reports > Print Expense Barcode Receipt
Print the barcode page and include it as the first (cover) page you fax with your receipts.
FAX number is 1-855-TRIPEXP (1-855-874-7397)

Allow about 25 minutes for the receipts to be associated with your document.

Emailing Receipts

Scan your receipts (or take high quality photo of your receipts).
Email your receipt file(s) as attachments to: tripreceipt@umsl.edu
The Subject needs to be in the format of <document#><documenttype> where document # is the 10-digit Report ID for your expense report and document type is “ER” (i.e. 0000000610ER). Do not put spaces in the subject. The “ER” does not have to be uppercase.